HomeMy WebLinkAboutAgenda CC 08.14.2007Notice of Meeting of the
Governing Body of the
City of Georgetown, Texas
Tuesday, August 14, 2007
The Georgetown City Council will meet on Tuesday, August 14, 2007 at 06:00:00 PM at City Council
Chambers, at the northeast corner of Seventh and Main Streets, 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 council
meeting. The library's copy is available for public review.
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
- Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise
the City Council, including agenda items
- Discussion and possible action regarding Williamson County MUD No. 19, request for sewer Certificate of Convenience and
Necessity (Application No. 35375-0) (SOAH Docket No. 582-07-0786; TCEO Docket No. 2006 - 1810 - UCR)
- Consideration and possible action regarding legal issues related to public financing requirements for new and existing special
districts — Carol Polumbo, McCall, Parkhurst 8 Horton, LLP
B Sec.551.086 Competitive Matters
- Discussion and possible action related to the City of Georgetown power supply options for LCRA 10% Market Participation
for 2008-2010 Energy Years — Jim Briggs, Assistant City Manager for Utility Operations
Regular Session - To begin no earlier than 06:00 PM
(Council may, at any time, recess the Regular Session to convene an Executive Session at the request of
the Mayor, a Councilmember, or the City Manager for any purpose authorized by the Open Meetings Act,
Texas Government Code Chapter 551.)
C Call to Order
D Pledge of Allegiance
E Comments from the dais
- Welcome to Audience and Opening Comments
- Review of procedure for addressing the City Council
- Proclamation for Williamson County United Way
F Announcements and Comments from City Manager
G Public Wishing to Address Council
As of the deadline, there were no persons who requested to address the Council on items other than already
posted on the Agenda.
H Action from Executive Session
Statutory Consent Agenda
The Statutory Consent Agenda includes non -controversial and routine items that Council may act on with
one single vote. A councilmember may pull any item from the Consent Agenda in order that the council
discuss and act upon it individually as part of the Regular Agenda.
City Council Agenda/August 14, 2007
Page 1 of 4 Pages
I Consideration and possible action to approve the minutes of the Council Workshop on Monday, July 23, and
the Council Meeting on Tuesday, July 24, 2007 -- Sandra D. Lee, City Secretary
J Consideration and possible action to approve a contract with Lucas Adams not to exceed $18,500 to produce
the 2008 Visitors Guide to Georgetown — Car! Miller, CVB Coordinator and Randy Morrow, Community
Services Director
K Consideration and possible action to accept the City's Quarterly Financial Report, which includes the
Investment Reports for the City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC),
and the Georgetown Economic Development Corporation (GEDCO) for the quarter ended June 30, 2007 --
Leticia Zavala, Controller and Mick! Rundell, Director of Finance and Administration
L Consideration and possible action on license agreements approving encroachments into various public
easements for the following properties: Lot 1 of the Lansdale Subdivision; Lot 2, Unit 1 of Serenade Country
Estates; Lot 5 of Erin Acres; Lot 1, Block 1 of Reata Trails Addition; Lot 1, of the Bouffard Subdivision; Lots 1- 5,
13, 14 and 16, Block D of Berry Creek Section 5, Phase 1; Lots 14, and 15, of Georgetown Village Section 6,
Block H; Lot 3, Block 1, of 2338 Plaza Phase 2.; and Crystal Knoll Terrace, Unit 1, Block 14, Lot 1 — Tommy
Garcia, Planner I and Bobby Ray, AICP, Director of Planning and Development
M Consideration of a Resolution authorizing the City Attorney to issue a Quit Claim Deed to be filed abandoning
the Electrical Easement in 86.153 acres of the Wright Survey, located at 4089 Williams Drive, to be known as,
Estrella Crossing Estates — Tommy Garcia, Planner I and Bobby Ray, AICP, Director of Planning and
Development
N Consideration and possible action to amend the professional services contract between the City of Georgetown
and Kasberg, Patrick and Associates, LP for engineering services related to the fifth phase of the Edwards
Aquifer Recharge Zone testing program and approve a budget of $32,000.00 — Glenn Dishong, Water
Services Director and Jim Briggs, Assistant City Manager for Utility Operations
O Consideration and possible action regarding the First Amendment to the 1999 Airport Land Lease Agreement
with Advanced Air Services Inc. — Patricia E. Carls, City Attorney
P Consideration and possible acceptance of a grant of $1,000.00 from the US Fish and Wildlife Department. --
Kimberly Garrett, Parks and Recreation Director; Randy Morrow, Director of Community Services
Legislative Regular Agenda
Council will individually consider and possibly take action on any or all of the following items:
Q Consideration and possible action to appoint the Social Services and Children's and Youth Program
Funding Subcommittee to review and make recommendations regarding the funding allocations for FY
2007-08 — Mayor Gary Nelon
R Consideration and possible action to approve the purchase of modular and dispatch furniture for the new
Georgetown Communications and Technology (GCAT) Building from Furniture for Business and Watson
Furniture Group through the State of Texas Purchasing Contract and Houston -Galveston Area Council in the
total amount of $109,995.00 -- Marsha Iwers, Purchasing Manager and Micki Rundell, Director of Finance and
Administration
S Consideration and possible authorization to purchase 800 MHz radio equipment for public safety in the
amount of $260,000 — David Morgan, Chief of Police
T Consideration and possible action to approve a Resolution adopting "Guidelines and Criteria Governing Tax
Abatement Agreements" within the City of Georgetown and its Extraterritorial Jurisdiction -- Mark Thomas,
Economic Development Director; Patricia E. Carls, City Attorney; and Paul E. Brandenburg, City Manager
U Consideration and possible action regarding a Resolution approving follow-up letters from Williamson County
along with the Member Cities (Round Rock, Georgetown, Taylor, Cedar Park, and Liberty Hill) of the
Williamson County and Cities Health District (WCCHD) to non -participating incorporated cities in Williamson
County regarding the benefits of membership in the WCCHD -- Paul E. Brandenburg, City Manager
V Consideration and possible action to transfer 1,680 acre-foot of BRA System Water Rights and associated
Williamson County Regional Raw Water Line capacity to Chisholm Trail Special Utility District (CTSUD) — Glenn
Dishong, Water Services Director, Jim Briggs, Assistant City Manager for Utility Operations
W Consideration and possible action for approval of the guaranteed maximum price for construction/renovation
City Council Agenda/August 14, 2007
Page 2 of 4 Pages
of the Recreation Center by Chasco Constructors in an amount not to exceed $10,788,438.00 — Terry Jones,
Support Services Construction Manager and Micki Rundell, Director of Finance and Administration
X Consideration and possible direction from City Council on a proposed amendment to the Unified Development
Code (UDC) pertaining to the creation of incentives for residential subdivisions, which allows for the
development of diverse housing types for the provision of affordable housing — Elizabeth A. Cook, Principal
Planner and Bobby Ray, AICP, Director of Planning and Development.
Y Consideration and possible action to authorize staff to negotiate a contract for professional services with
Civic Design Associates for the Transit Oriented Development and Mixed Use Ordinances -- Bobby Ray, AICP,
Director of Planning and Development
Z Forwarded from the Georgetown Utility System (GUS) Advisory Board:
1. Consideration and possible action to approve a contract with Kasberg, Patrick & Associates, LP (KPA) for
Professional Services for Rock Street paving and utility Improvements in the amount of $71,500.00 —
Mark Miller, Transportation Services Manager and Jim Briggs, Assistant City Manager for Utility Operations
2. Consideration and possible action to approve a contract amendment with Camp, Dresser, and McKee, Inc.
for professional services related to the design of the Park Water Treatment Plant 2MG Clearwell
Improvements for $265,480.00 — Glenn Dishong, Water Services Director, Jim Briggs, Assistant City
Manager for Utility Operations
3. Consideration and possible action for the award of bid for Utility Outage Management, and Integrated
Voice Response System to Milsoft Utility Solutions in the amount of $169,330.00 — Michael Mayben,
Energy Services Director and Jim Briggs, Assistant City Manager for Utility Operations
AA Second Readings
1. Second Reading of an Ordinance amending Chapter 12.20 of the Code of Ordinances regarding deposits,
security procedures, hours for use, and two-day rentals of the Georgetown Community Center — Kimberly
Garrett, Parks and Recreation Director and Randy Morrow, Director of Community Services
2. Second Reading of an Ordinance amending Chapter 12.20 of the Code of Ordinances to add Section
12.20.100 "Off -Leash Dog Recreation Areas" establishing a Dog Park — Kimberly Garrett, Parks and
Recreation Director and Randy Morrow, Director of Community Services
3. Second Reading of an Ordinance Rezoning from AG, Agricultural District to IN Industrial District for Airport
Industrial Park, Lot 1, located at 101 and 103 Helmer Cove -- Carla Benton, Planner II and Bobby Ray,
AICP, Director of Planning and Development
4. Second Reading of Ordinances for 1) a Comprehensive Plan Amendment to change the Future Land Use
designation from Residential to Office/Service for 0.727 acres in the Nicholas Porter Survey, Abstract 497,
and 2) a Rezoning from the RS, Residential Single -Family district to the OF, Office district for Lots 11 and
12 in the Williams Addition, Block 1, and 0.727 acres out of the Nicholas Porter Survey, Abstract No. 497,
located at 1633 Williams Drive — Valerie Kreger, Planner III and Bobby Ray, AICP, Director of Planning
and Development
5. Second Reading of an Ordinance Rezoning from "AG, Agricultural" district to "RS, Residential
Single -Family' district, with the condition that there are no single-family attached units permitted, for two
tracts consisting of 0.775 and 11.655 acres in the A. Flores Survey (A-235) to be known as Katy Crossing
Subdivision, Section 7, located on FM -971, west of Katy Crossing Boulevard — Elizabeth A. Cook,
Principal Planner and Bobby Ray, AICP, Director of Planning and Development
BB Public Hearings/First Readings
1. First Reading of an Ordinance adding New Chapter 6.60 to the Georgetown Municipal Code Relating To
"Operation of Commercial and Residential Alarm Systems;" establishing permitting procedures, and
fees and penalties — Roland Waits, Police Captain and David Morgan, Chief of Police
2. First Reading of an Ordinance Annexing into the City 1.77 acres, more or less, in the Frederick Foy
Survey, Abstract 229, for Somerset Hills, western boundary annexation to CR 245 and Jennings Branch
Road — Edward G. Polasek, AICP, Principal Planner and Bobby Ray, AICP, Director of Planning and
Development
City Council Agenda/August 14, 2007
Page 3 of 4 Pages
3. First Reading of an Ordinance Annexing into the City 50.62 acres, more or less, in the Lewis P. Dyches
Survey and Francis A. Hudsen Surveys for H.B. Longhorn Junction and Airborn property, located south
of SE Inner Loop and Blue Springs Parkway -- Edward G. Polasek, AICP, Principal Planner and Bobby Ray,
AICP, Director of Planning and Development
4. First Reading of an Ordinance Annexing into the City 24.08 acres, more or less, in the Joseph Fish Survey
and William Roberts Survey, for Georgetown Village Section 10, located at Westbury and Shell Road —
Edward G. Polasek, AICP, Principal Planner and Bobby Ray, AICP, Director of Planning and Development
5. First Reading of an Ordinance Annexing into the City 268.30 acres, more or less, in the I.&G.N. RR
Survey, J.D. Johns Survey, The Key West Survey, D. Medlock Survey, W.E. Pate Survey, J. T. Church
Survey, J. Thompson Survey, and Isaac Donegan Survey for Water Oak at San Gabriel Phase 1, Phase 3,
Phase A1, and Phase 2, located north of RR 2243 and east of Escalara Subdivision -- Edward G. Polasek,
AICP, Principal Planner and Bobby Ray, AICP, Director of Planning and Development
CC Consideration and possible action to appoint Cheri Thanos to the Main Street Advisory Board to fill a vacancy
for a position that expires in February of 2009 -- Mayor Gary Nelon
Certificate of Posting
I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all
times, on the day of , 2007, at , and remained so posted for at
least 72 continuous hours preceding the scheduled time of said meeting.
Sandra Lee, City Secretary
City Council Agenda/August 14, 2007
Page 4 of 4 Pages
Council Meeting Date: August 14, 2007 Item No.
AGENDA ITEM COVER SHEET
DUB ECT:
Consideration and possible action to amend the professional services contract between the City of
Georgetown and Kasberg, Patrick and Associates, LP for engineering services related to the fifth phase of the
Edwards Aquifer Recharge Zone testing program and approve a budget of $32,000.00.
ITEM SUMMARY:
Chapter 213 — Edwards Aquifer rules of the TAC requires communities to test their wastewater
collection system mains, 6" and larger in diameter, to locate structural damage and defects that potentially
pose a threat to the Edwards Aquifer, once every five years. The TCEQ authorized the City to implement its
testing program over an eight-year period.
The first four years of testing were evaluated by GSW W, Inc. The staff is recommending the use of
KPA for data evaluation due to their past involvement in the engineering of the remediation efforts and the
resultant efficiency gains through using one engineering firm for related activities. The City has completed the
fifth phase of testing. This item provides for the evaluation of the data obtained during the fifth phase of
testing, the determination of remediation method, and the estimation of remediation costs.
The project budget is $32,000.00.
SPECIAL CONSIDERATIONS:
None.
rINANCIAL IMPACT:
Funds for this project will come from the Wastewater Capital Fund 651-101-6618-00.
GUS BOARD RECOMMENDATION:
N/A.
STAFF RECOMMENDATION:
Staff recommends contract amendment for engineering services by KPA.
COMMENTS:
None.
ATTACHMENTS:
Engineering Proposal from KPA
.ibmitted By: Glenn W. Dishong, Jim Briggs,
Water Services Director Assistant City Manager for Utilities
AMENDMENT DATED JULY 17, 2007
TO THE AGREEMENT BETWEEN THE CITY OF GEORGETOWN
AND KASBERG, PATRICK & ASSOCIATES, LP
FOR PROFESSIONAL SERVICES FOR
EDWARDS AQUIFER RECHARGE ZONE (EARZ) PHASE V
PRELIMINARY REPORT
The General Services Agreement between the CITY OF GEORGETOWN (City) and Kasberg,
Patrick & Associates, LP, (Engineer) last authorized on March 14, 1995, is hereby amended as
follows:
The scope and cost of the anticipated services are set forth in the attached Exhibit A. The charges
for the work in Amendment dated April 20, 2007 are to be paid on a lump sum basis unless
additional work due to change in scope is authorized.
Your signatures below will constitute your acceptance of Amendment dated
April 20, 2007.
Executed in duplicate original this day of 2007 at
Georgetown, Texas, where this contract is performable and enforceable.
Approved as to form: Parry of the First Part:
CITY OF GEORGETOWN, TEXAS
Patricia E. Carls
City Attorney
Gary Nelon
Mayor
Attest:
Sandra D. Lee
Party of the Second Part: City Secretary
KASBERG, PATRICK & ASSOCIATES, LP
By KASBERG, PATRICK & ASSOOCIATES GP, LLC, General Partner
",,7 z a
By: R. David Patrick, P.E.
Vice President
STATE OF TEXAS
COUNTY OF BELL
This instrument as acknowledged before me on this the 304ti day of Su I
2007.
Notary Public
DORIS M. WAITERS
I , Notary Public, State of Texaa
My Commission Expires
V December 27, 2009
Printed name: VVjZ;s M. WAL-MILA
Commission Expires: 12 • 2-7- O q
Exhibit A
(Updated April 20, 2007)
This updated Exhibit A to the original General Services Agreement between the City of Georgetown
and Kasberg, Patrick & Associates, LP, dated March 14, 1995, provides for the scope of
engineering services required for preparing the Edwards Aquifer Recharge Zone Phase V
Preliminary Report.
The attached letter details the services and associated charges for the proposed work.
KAKASBERG, PATRICK & ASSOCIATES, LP
CONSULTING ENGINEERS
One South Main
Temple, Texas 76501 (254) 773-37 •t1 Fax (254) 773-6667 mail@kpaengineers.com
RICK N. KASBERG, P.E.
R. DAVID PATRICK, P.E.
THOMAS D. VALLE, P.E.
July 17, 2007
Mr. Jim Briggs
Assistant City Manager
City of Georgetown
P.O. Box 409
Georgetown, Texas 78627-0409
Re: City of Georgetown
Proposal for EARZ Phase V Preliminary Report
Georgetown, Texas
Dear Mr. Briggs:
This letter proposal is in response to your request for basic and special engineering services required
to prepare a Preliminary Report for:
Edwards Aquifer Recharge Zone (EARZ) Phase V -- Preliminary Report
The charges for this work are shown on Attachment "A" of this letter. We have priced the work
according to the facts that we know about the project as of this date. Lump Sum charges are shown
and will not change unless the scope of work is expanded, at which time we will meet with you and
plan accordingly. The following are tasks that we have included in the work schedule:
PRELFW[NARY DESIGN. The basic services for the preliminary design phase includes:
1. Reviewing field data collected by others (City and/or consultant), including test
results, photographs and video of the City's wastewater infrastructure.
2. Identifying and summarizing defects in the wastewater infrastructure and classifying
these defects as:
a. Collection Lines
b. Manholes
c. Service Lines (public or private)
3. Quantifying the general amount of inflow/infiltration and/or exfiltration of each defect
and classifying these defects as:
a. Inflow/Infiltration
b. Exfiltration
Mr. Jim Briggs
July 17, 2007
Page Two
4. Recommend rehabilitation method for each defect.
5. Prepare detailed opinion of probable costs for rehabilitation of all (exfiltration and
inflow/infiltration) defects identified on public infrastructure. The exfiltration defects
are required to be rehabilitated under the City's Multi -Year Program designed to
achieve compliance with the Edwards Aquifer Protection requirements as detailed in
Chapter 213 of the Texas Administrative Code.
REPORT PREPARATION. The basic services for preparation of the preliminary design report
includes:
1. Preparation of 2 (two) Draft Reports detailing the findings of the Preliminary Design,
submitted to the City for review and comments.
2. Preparation of 5 (five) Final Reports incorporating comments from the review
process.
If this proposal is agreeable, please return two executed originals to our office.
Sincerely,
IAEA
R. David Patrick, P.E.
TDV/
ATTACHMENT A
SUMMARY OF CHARGES FOR SERVICES
EDWARDS AQUIFER RECHARGE ZONE (EARZ) PHARE V — PRELIMINARY REPORT
GEORGETOWN, TEXAS
TASK
EARZ Phase V Preliminary Report
I. BASIC SERVICES
A. Preliminary Design
$ 24,000.00
B. Report Preparation
$ 8,000.00
TOTAL BASIC SERVICES
$ 32,000.00
Council Meeting Date: August 14, 2007 Item No. y
AGENDA ITEM COVER SHEET
SUBJECT:
Consideration and possible action to transfer 1,680 acre -ft of BRA System Water Rights and
associated Williamson County Regional Raw Water Line capacity to CTSUD.
ITEM SUMMARY:
The Water Service, Water Rights, and Facilities Ownership Contract between the City and
CTSUD ("Contract") provides for the transfer of up to 1,680 acre -ft of BRA System Water Rights
upon written request by CTSUD subject to certain events and deadlines: Upon transfer, CTSUD
would begin making the appropriate payments to the BRA for the water rights and pipeline
capacity. CTSUD made a formal written request for the transfer of 1,680 acre -ft in a July 6, 2007
letter.
The transfer of water rights is in conflict with the deadlines established in the Contract. The
deadline for the transfer of the first 840 acre -ft was January 1, 2006, three years after Stillhouse
Hollow water was available via the Williamson County Regional Raw Water Line. The deadline for
the transfer of the second 840 acre -ft was October 7, 2006, three years after the substantial
completion of the Lake Georgetown Water Treatment Plant Expansion.
SPECIAL CONSIDERATIONS:
None.
FINANCIAL IMPACT:
Near term cost savings on water rights payments and WCRRWL payments. Long term cost
increases due to reduction in total water rights and resultant need to pursue other more expensive
alternatives.
GUS BOARD RECOMMENDATION:
N/A.
STAFF RECOMMENDATION:
Staff recommends amending the Contract if transfer of water rights is desired.
COMMENTS:
None.
ATTACHMENTS:
CTSUD July 6, 2007 letter
City of Georgetown August 1, 2007 letter
Submitted by: Glenn W. Dishong,
Water Services Director
Jim Briggs,
Assistant City Manager
for Utility Operations
CHISHOLM TRAIL SPECIAL UTILITY DISTRICT
PHONE (254) 793-3103 P.O. BOX 249 FAX (254) 793-3100
Florence, Texas 76527
I RECEIEV
July 6, 2007
Via Reeular Mail
Mr. Paul Brandenburg
City Manager
City of Georgetown
P.O. Box 409
Georgetown, Texas 78627
Re: Request for Transfer of Water Rights
Dear Mr. Brandenburg:
JUL 0 9 2007
C17y MANAGER
On behalf of Chisholm Trail Special Utility District (the "District"), I am hereby
respectfully request that the City of Georgetown (the "City") transfer 1,680 acre-feet per
year of its reserved contract BRA Brazos Basin system contract water rights and
associated pipeline capacity to the District.
Sections 7.1 and 7.2 of the Water Service, Water Rights, and Facilities Ownership
Contract dated February 23, 1999, as subsequently amended (the "Contract") provide for
the transfer of these water rights and pipeline capacity to the District within three years of
designated events (the availability of water at Lake Georgetown and completion of the
City's water treatment plant expansion). The District was not in a position financially to
assume the additional costs associated with the water rights prior to this time. It is now
ready to assume such costs, and respectfully requests that the City transfer the water
rights and contract capacity. It is our hope that in the spirit of cooperation and good faith,
the City will agree to do so.
We appreciate your cooperation. Please call me if you have any questions.
cerely,
Don auschu er, P.E. J
General Manager
cc: Board of Directors
ror III
TEXAS
August 1, 2007
Mr. Don Rauschuber, P.E.
General Manager, CTSUD
P.O Box 249
Florence, TX 76527
Dear Don,
0Il' HAL. I.
CITY Or ( rom;uOWN
The purpose of this letter is to respond to your letter dated July 6, 2007
where you requested the transfer of 1,680 acre -ft of Brazos River Authority (BRA)
system contract water rights in accordance with the provisions of Section 7.1 and
7.2 of the Water Service, Water Rights, and Facilities Ownership Contract dated
February 23, 1999, as subsequently amended.
When taken in whole, Sections 7.1 and 7.2 state as follows:
7.1 Georgetown will transfer, in total or in increments, within
sixty (60) days after receiving a written request from Chisholm
Trail, 840 acre-feet of its reserved contract surface water rights in
Lake Stillhouse Hollow, including the related Williamson County
raw water pipeline capacity and any other associated rights, to
Chisholm Trail. The parties agree that the transfer of the total
amount of 840 acre-feet shall occur not later than 3 years after the
date that Stillhouse Hollow water is available at the Existing
Plant. Upon transfer of the 840 acre-feet, Chisholm Trail will
assume Georgetown's annual payment on same to the BRA
(including any pro rata share for the initial year). (Bold characters
included for emphasis)
7.2 Georgetown will transfer, in total or in increments, within
sixty (60) days after receiving a written request from Chisholm
Trail, an additional 840 acre-feet of Georgetown's reserved contract
surface water rights in Lake Stillhouse Hollow to Chisholm Trail
(resulting in a total of 1,680 acre-feet of transferred contract surface
P.O. NIX Ut9 i;t•ntgudncu;'Cesas 7;;(i;;-l!41MI (5 1 22 980-3652 (512, 930.3622 tr x)
wwwgrwt•KeWwn.org I ntnG,l{eoty;etntwtttac.nrt;
Mr. Don Rauschuber, P.E.
August 1, 2007
Page 2
water rights pursuant to paragraphs 7.1 and 7.2 herein), including
the related Williamson County raw water pipeline capacity and
any other associated rights. It is agreed, however, that the transfer
of this additional 840 acre-feet, or any part thereof, cannot occur
prior to September 1, 2001, or Georgetown's next capital expansion
of the Existing Plant or associated facilities, whichever occurs later.
Upon transfer of the additional 840 acre-feet, Chisholm Trail will
assume Georgetown's annual payment on same to the BRA
(including any pro rata share for the initial year). The parties agree
that the transfer of the total amount of 840 acre-feet provided for
in this Paragraph 7.2 shall not occur later than 3 years after the
Existing Plant is expanded to 15.8 mgd in accordance with
Paragraph 8.3, below. (Bold characters included for emphasis)
The transfer you have requested appears to be in conflict with the
deadlines established by the contract. The deadline for the first transfer was
January 1, 2006, 3 years from Stillhouse Hollow water availability on January 1,
2003. The deadline for the second transfer was October 7, 2006, 3 years from the
substantial completion of the LWTP Existing Plant expansion on October 7, 2003.
However, we will proceed with presenting your request to the
Georgetown City Council on the next available date on August 14, 2007. We
will promptly notify you of the Council's decision.
_5Lncerely�
Paul Brandenburg
City Manager
(512)930-3723
Cc: Gary Nelon, Mayor
City Council
Jim Briggs - Assistant City Manager
Glenn Dishong - Water Services Manager
Micki Rundell - Director, Finance and Administration
Trish Carls - City Attorney
Council Meeting Date: August 14, 2007 Item No.
AGENDA ITEM COVER SHEET
SUB E T•
Consideration and possible action to approve a contract amendment with Kasberg, Patrick & Associates,
LP (KPA) for Professional Services for Rock Street paving and utility improvements in the amount of $71,500.00.
ITEM SUMMARY:
This project is part of the maintenance and control of Austin Avenue Project. Proposed safety and
traffic flow improvements on Austin Avenue include placing curbed medians in Austin Avenue to prevent
uncontrolled left turn movements into driveways near high volume intersections. The Rock Street extension
behind the Sonic and Twin Liquor is part of a mitigation plan to provide suitable movements and access to
these businesses at a safe location. The design will be for a partial roadway section that will adequately
serve the needs of the existing businesses on the east side of the Rock Street right-of-way.
Utility improvements include replacing a portion of an old clay sewer line and a six inch water
main.
SPECIAL CONSIDERATIONS:
None.
FINANCIAL IMPACT:
$33,000 From account #651-101-6102-09: Rock St. WW Extension &
From account 9661-101-6300-03: Rock St. WTR Extension
$38,500 From account # 130-401-6872-01: Rock Street Extension
GUS BOARD RECOMMENDATION:
This item was recommended by the GUS Board for Council approval at the August 9, 2007 GUS
Board meeting.
STAFF RECOMMENDATION:
Staff recommends approval of contract amendment.
COMMENTS:
None.
ATTACHMENTS:
Proposed Contract amendment
Submitted by: Mark Miller, Jim Briggs,
Transportation Services Assistant City Manger
Manager for Utility Operations
AMENDMENT DATED AUGUST 1, 2007
TO THE AGREEMENT BETWEEN THE CITY OF GEORGETOWN
AND KASBERG, PATRICK & ASSOCIATES, LP
FOR PROFESSIONAL SERVICES FOR
ROCK STREET PAVING AND UTILITY IMPROVEMENTS PROJECT
The General Services Agreement between the CITY OF GEORGETOWN (City) and Kasberg,
Patrick & Associates, LP, (Engineer) last authorized on March 14, 1995, is hereby amended as
follows:
The scope and cost of the anticipated services are set forth in the attached Exhibit A. The charges
for the work in Amendment dated August 1, 2007 are to be paid on a lump sum basis unless
additional work due to change in scope is authorized.
Your signatures below will constitute your acceptance of Amendment dated
August 1, 2007.
Executed in duplicate original this day of
Georgetown, Texas, where this contract is performable and enforceable.
Approved as to form:
Patricia E. Carls
City Attorney
Party of the Second Part:
KASBERG, PATRICK & ASSOCIATES, LP
By Kasberg, Patrick & Associates GP, LLC
General Partner -)
By: R. David Patrick, P.E., Vice President
STATE OF TEXAS
COUNTY OF BELL
Parry of the First Part:
CITY OF GEORGETOWN, TEXAS
Gary Nelon
Mayor
Attest:
Sandra D. Lee
City Secretary
2007 at
This instrument as acknowledged before me on this the -64A day of &AU� q ws4-,2007.
�llrs a"7j,
Notary Public
DORIS M. W L"'
Notary Pudic, State of Texas
fg
3;
My Commission Expires
December 27, 2009
Printed name: Weis M. WAL=radzS
Commission Expires: 1:1- 27- D 9
Exhibit A
(Updated August 1, 2007)
This updated Exhibit A to the original General Services Agreement between the City of Georgetown
and Kasberg, Patrick & Associates, LP, dated March 14, 1995, provides for the scope of
engineering services required for developing design for the Rock Street Paving and Utility
Improvements Project.
The attached letter details the services and associated charges for the proposed work.
KASBERG, PATRICK & ASSOCIATES, LP
KA CONSULTING ENGINEERS
One South Main
Temple, Texas 76501 (254) 773-3731 Fax (254) 773-6667 mail®kpaengineers.mtn
RICK N. KASBERG, P.E.
R. DAVID PATRICK, P.E., C.F.M.
THOMAS D. VALLE, P. E.
August 1, 2007
Mr. Jim Briggs
Assistant City Manager
City of Georgetown
P.O. Box 409
Georgetown, Texas 78627-0409
Re: City of Georgetown
Proposal for Rock Street Paving and Utility Improvements Project
Georgetown, Texas
Dear Mr. Briggs:
This letter proposal is in response to your request for basic and special engineering services required
to provide construction drawings, bidding and construction administration for two lane roadway and
utility improvements for:
The Rock Street Paving and Utility Improvements Project
The charges for this work are shown on Attachment "A" of this letter. We have priced the work
according to the facts that we know about the project as of this date. Lump Sum charges are shown
and will not change unless the scope of work is expanded, at which time we will meet with you and
plan accordingly. This project will provide for a roadway section in the Rock Street right-of-way
and replace the utilities with in this section in order that the street section can be constructed. There
are extreme variations in grade within the roadway section and alternatives will need to be explored
in order to determine what the best solution for addressing the change in vertical geometry. The
following services will be performed:
Mr. Jim Briggs
August 1, 2007
Page Two
SCHEMATIC DESIGN PHASE. This phase of project development will provide schematic design
for the full roadway section. The basic services for the schematic design phase includes Services
during this phase include:
1. Identifying the governmental agencies that will have jurisdiction within and connecting
to the project area. Meeting will be set with the entities to review the project scope
and begin any permitting processes.(If necessary)
2. Providing analyses of the CITY's needs, planning surveys, and comparative
evaluations of prospective sites and solutions.
3. Providing a schematic opinion of probable cost of the CITY's requirements applicable
to various alternatives.
4. Consulting with the CITY, 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.
5. Advising the CITY as to whether additional data or services are required, and
assisting the CITY in obtaining such data and services.
6. Analysis of existing connectivity of the roadway system.
7. Schematic design of the horizontal and vertical geometry of the proposed roadway
section.
8. Schematic design of the drainage systems including conveyance to natural drainage
systems and determination of water quality features and their nessecity.
9. Schematic design of the roadway section.
10. Schematic design for the water utility.
11. Schematic design for the wastewater utility.
Mr. Jim Briggs
August 1, 2007
Page Three
FINAL DESIGN PHASE. This phase of project development is undertaken only after the CITY
has reviewed and approved the schematic engineering phase material. The basic services for the
final design phase includes:
1. Preparing construction drawings and specifications showing the character and extent
of the project based on the accepted schematic engineering documents.
2. Preparing and furnishing to the CITY a revised opinion of probable costs based on the
final drawings and specifications.
3. Research and obtain regulatory permits from local, state, or federal authorities. This
is distinguished from and does not include detailed applicatiops and supporting
documents for government grant-in-aid or planning grants that would be furnished as
additional services. Fees for any local, state or federal construction permit
applications are not included as part of the professional fee charges. These will be
paid by the CITY.
4. Preparing basic documents related to construction contracts for review and approval
by the CITY (and the CITY's legal and other advisors). These may include contract
agreement forms, general conditions and supplementary conditions, invitations to bid,
instructions to bidders, insurance and bonding requirements, and preparation of other
contract -related documents.
5. Furnishing to the CITY the specified number of copies of drawings, specifications,
and other contract documents.
6. Design the final plans of the roadway.
7. Design the final plans for the water utility.
8. Design the final plans for the wastewater utility.
9. Design surveys including the transfer of validated benchmarks to the proposed area
with brass monuments at the proposed Rights -of -Way.
10. Design and submittal of WPAP reports to the TCEQ for project acceptance in the Re-
charge Zone of the Edwards Aquifer for the revised sections and alignments.
11. Meet regularly with the City of Georgetown Staff to review the progress of the design
and coordinate any conflicts that arise.
Mr. Jim Briggs
August 1, 2007
Page Four
SPECIFIC INFRASTRUCTURE DESIGN FEATURES FOR THE PROJECT
• Final Design Schematics of the Rock Street roadway
• Design surveys of the project site and topographical representation of the surveys.
• Hydrology and drainage design for the roadway.
• WPAP reports to be submitted to the TCEQ for project acceptance.
• Vertical geometry for roadway.
• Vertical geometry for both the water and wastewater utility.
• Intersection design.
• Water quality feature design.
• Environmental, archaeological and geotechnical surveys and investigations.
• Contract Documents and Specifications.
If this proposal is agreeable, please return one executed originals to our office.
Sincerely,
R. David Patrick, P. E.
RDP/crc
ATTACHMENT A
SUMMARY OF CHARGES FOR SERVICES
2007 — 2008 CAPITAL IMPROVEMENTS PROJECT
FOR THE ROCK STREET PAVING AND UTILITY IMPROVEMENTS PROJECT
GEORGETOWN, TEXAS
TASK
The Rock Street Paving and Utility
Improvements
Project
I. BASIC SERVICES
A.
Schematic Design Roadway
$
3,500.00
B.
Final Design Roadway
$
14,500.00
C.
Schematic Design Utilities
$
2,000.00
D.
Final Design Utilities
$
10,500.00
$
30,500.00
TOTAL BASIC SERVICES
11. CONTRACT ADMIN/CONSTRUCTION
SERVICES
A.
Bidding and Award
$
5,000.00
B.
Construction Staking
$
4,000.00
C.
Construction Administration
$
11,500.00
TOTAL CONTRACT ADMIN SERVICES
$
20,500.00
111. SPECIAL SERVICES
A.
Design Surveys
$
5,000.00
B.
WPAP Design & Submittals
$
4,000.00
C.
Archaeological Investigations
$
4,000.00
D.
Environmental Investigations
$
4,000.00
E.
Geotechnical Investigations
$
3,500.00
TOTAL SPECIAL SERVICES
$
20,500.00
Agenda Item Check List
amwn
Financial Impact
Agenda Item: Contract amendment with KPA for professional services related to
Rock Street and Utility improvements.
.agenda Item Subject: Consideration and possible recommendation to approve a contract
with Kasberg, Patrick & Associates, LP (KPA) for Professional
Services for Rock Street Paving and utility improvements in the
amount of $71,500.00.
Is this a Capital Improvement • Yes O No
Project:
Council Date:
Was it budgeted?
08/21/2007
link to Agenda database => Q
Need Help?
Is it within the approved budgeted amount?
If not, where is the money coming from?
G/L Account Number
Amount Going to Council
Is there something (budgeted) that won't get
done because you are spending these funds?
If so, please explain.
Will this have an impact on the next year's
budget?
If so, please explain.
Does this project have future revenue
impact?
0Yes 0No
• Yes 0No
651-101-6102-09 Rock Street WW Extension
661-101-6300-03 Rock St. WTR Extension
130-401-6872-01 Rock St. Extension
$ 71,500.00
O Yes • No
Yes 0 No
Yes • No
Year: Department:
If so, how?
Identify all on-going costs (i.e., insurance,
annual maintenance fees, licenses,
operational costs, etc...).
Estimated staff hours:
Cross -divisional impact: Yes * No
If €o, what division(s)?
Prepared by: Mark Miller Date: 08/06/2007
on 08/08/2007
Lara IU81ity Financial Analyst 108/07/2007 08:48:06 AM 108/07/2007 08:48:06 AM b8/08/2007 08:21:00 AM IOW812007 08::
Approval Cycle Settings
Council Meeting Date: August 14, 2007 Item No. 2 _ dL
AGENDA ITEM COVER SHEET
SUBJECT:
Consideration and possible action to approve a contract amendment between the City of Georgetown and Camp,
Dresser, and McKee, Inc. for professional services related to the design of the Park Water Treatment Plant 2MG Clearwell
Improvements for $265,480.00.
ITEM SUMMARY:
This contract amendment provides for the necessary design, engineering, construction management, surveying,
geotechnical, material testing, and regulatory submittals for the 2 MG precast concrete clearwell improvements at the
Park Water Treatment Plant (WTP). The Park WTP was originally constructed in 1986 with one 2 MG clearwell
constructed of steel. Recent evaluations of the existing clearwell have identified that it is in need of painting and that there
are structural issues with the roof caused by corrosion of the steel roof joists. Because there is only one Clearwell at this
plant, to paint and repair the clearwell will require the plant to be taken off line. This is a hardship on the City's water
system. Additional storage at the Park WTP was identified as a need in the City's Water Master Plan to continue to meet
the demands of the growing population. The addition of a 2 MG clearwell will provide the additional storage, and will
allow the work on the existing clearwell to be completed without having to take the plant off line.
The estimated construction cost of the 2 MG clearwell improvements is $1,800,000. This includes the cost of the
precast concrete clearwell and necessary yard piping and site civil improvements necessary to incorporate the new
clearwell into the treatment scheme. Total cost for services is $265,480.00.
SPECIAL CONSIDERATIONS:
None.
.INANCIAL IMPACT:
Funds will come from the Water Capital Fund 661-101-6904.
GUS BOARD RECOMMENDATION:
This item was recommended by the GUS Board for Council approval at the August 9, 2007 GUS Board meeting.
STAFF RECOMMENDATION:
Staff recommends the contract amendment for engineering services by CDM.
None.
ATTACHMENTS:
Proposal for engineering from Camp, Dresser, and McKee, Inc.
Submitted by: `Glenn W. Dishong,
Water Services Director
Jim Briggs,
Assistant City Manager
for Utility Operations
AMENDMENT
TO THE AGREEMENT BETWEEN OWNER AND ENGINEER
FOR PROFESSIONAL SERVICES
TO DESIGN A 2 MILLION GALLON CLEARWELL AT THE
-PARK WATER TREATMENT PLANT
The General Services Agreement between OWNER and ENGINEER last authorized on
November 26, 1991, is hereby amended as follows:
The scope and cost of the anticipated services are set forth in the attached Exhibit 1. The fee for
the work in this Amendment is to be paid on a lump sum basis.
Your signature below will constitute your acceptance of this Amendment.
EXECUTED in duplicate original this _ day of , 2007 at Georgetown, Texas, where
this contract is performable and enforceable.
Approved as to form:
City Attorney
Party of the Second Part:
CAMP DRESSER &M E IN .
Z 1'1111't"LA141 v
By: Allen D. Woelke, P.E.
Vice President
STATE OF TEXAS
COUNTY OF TRAVIS
Party of the First Part:
CITY OF GEORGETOWN, TEXAS
Gary Nelon
Mayor
Attest:
Sandra D. Lee
City Secretary
KRIMIMSUZANNECORPUS
*1 NOTARY PUBLIC
L> i State o9 Texas
1Fo`.i Cotlm. f.xp. C'8 -t5-2008
This instrument was ac owledged before me on this the J�_ day' ' 007, by Mr. Allen
D. Wo Ike in his capa t as Vice Pre ident of Camp Dresser & McKe c
Printed nam . l hk 0 I S
otary ublic, State orllelxr Commission Expires:
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EXHIBIT 1
SCOPE OF WORK
Project Need: The Park Water Treatment Plant (WTP) has one 2 million gallon (MG) clearwell
for storage of treated water. This clearwell is constructed of painted steel and is need of substantial
improvements including a new roof. This work would require that the clearwell be taken out of
service for an extended period which would require that the Park WTP be taken out of service for
an extended period, which is unacceptable. The new 2 MG clearwell will be constructed of concrete
and provide redundant clearwell capacity for the plant.
Project Description: The project consists of the design of a 2 MG pre -cast, pre -stressed concrete
clearwell, the piping to the new clearwell and the piping from the new clearwell to the existing
pump station. The project also includes piping revisions to allow the new clearwell to be
constructed.
Preliminary Engineering Phase. This phase involves determination of project scope and
economic and technical evaluation of feasible alternatives. Services during this phase include:
1) Reviewing available data and consulting with the OWNER to clarify and define the
OWNER's requirements for the project.
2) Advising the OWNER as to the necessity of providing or obtaining from others additional
data or services. These additional services may include photogrammetry, reconnaissance
surveys, property surveys, topographic surveys, geotechnical investigations and
consultations, compilation of hydrological data, traffic studies, materials engineering,
assembly of zoning, deed, and other restrictive land use information, and environmental
assessments and impact statements.
The project budget includes the following special services:
a) Topographic Surveying
b) Geotechnical Analysis
C) Construction Materials Testing
d) WPAP Application Preparation and TCEQ Fee
e) Geologic Assessment
3) Identifying and analyzing requirements of governmental authorities having jurisdiction to
approve the design of the project, and participating in consultations with such authorities.
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
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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 preliminary 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.
8) Preparing revised opinions of probable total project costs.
Final Design Phase. This phase of project development is undertaken only after the OWNER has
approved the preliminary engineering phase material. The basic services for the final design phase
includes:
1) Preparing construction drawings and specifications showing the character and extent of the
project based on the accepted preliminary engineering documents.
2) Preparing and furnishing to the OWNER a revised opinion of probable total project costs
based on the final drawings and specifications.
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 famished as additional services.
4) Preparing basic documents related to construction contracts for review and approval by the
OWNER (and the OWNER's legal and other advisors). These may include contract
agreement forms, general conditions and supplementary conditions, invitations to bid,
instructions to bidders, insurance and bonding requirements, and preparation of other
contract -related documents.
5) Furnishing to the OWNER a maximum of five copies of drawings, specifications, and other
contract documents.
Bidding Phase. Services under this phase include:
1) Assisting the OWNER in advertising for and obtaining bids for each separate prime
construction contract, maintaining a record of prospective bidders to whom bidding
documents have been issued, attending pre-bid conferences, and receiving and processing
deposits for 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.
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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) Attending the bid openings, preparing bid tabulation sheets, and 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:
I) 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.
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
percentages.
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CITY OF GEORGETOWN
PROFESSIONAL SERVICES
TO DESIGN A 2 MILLION GALLON CLEARWELL AT THE
PARK WATER TREATMENT PLANT
• Preliminary Engineering Phase: $28,000
• Design Phase: $86,000
■ Bid Phase: $16,000
■ General Services During Construction Phase: $74,570
■ Other Direct Costs, including: $4,000
Travel
Telephone
Copying/bluelines
Postage/facsimile
Total Basic Engineering Services
Surveying
$9,000
Geotechnical
$4,800
Construction Materials Testing
$18,000
WPAP Preparation
$9,600
WPAP Fee
$5,000
Geologic Assessment
$3.000
Total Special Services
TOTAL
$216,080
$49,400
$265,480
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Council Meeting Date: August 14, 2007 Item No. Z
AGENDA ITEM COVER SHEET
SUBJECT: Consideration and possible action for the award of the bid for Utility Outage Management,
and Integrated Voice Response System to Milsoft Utility Solutions in the amount $169,330.00.
ITEM SUMMARY: On July 5, 2007 Request for Proposals were opened and read for Outage Management
and Integrated Voice Response System proposal 927041 with Automated Customer Service and Incident
Management and Prediction Systems. Responses were received from DataVoice International, Milsoft Utility
Solutions and Centurion. City staff has evaluated the proposals and determined that only DataVoice
International and Milsoft Utility Solutions conformed to all the specifications contained in the Outage
Management and Integrated Voice Response System RFP. City staff comprised of IT, GUS Systems
Engineering and GUS Electric evaluated each proposal and interviewed other electric utilities who are
currently using this software. City Staff also made site visits to two vendors to observe the operations and
support capability and also hosted in-house demos from DataVoice and Milsoft. Additionally, staff worked
with each of our electric engineering firms, McCord Engineering and Schneider Engineering, to evaluate how
each of the programs would integrate with the existing engineering, mapping and GPS functions GUS has in
place and is used by these firms. Milsoft is the only vendor that could provide a product with a seamless
interface. The staff recommendation is for award of the RFP to Milsoft Utility Solutions in the amount of
$169,330.00.
SPECIAL CONSIDERATIONS: The electric utility industry has for the last 5 years been increasingly
moving to software that is MultiSpeak compliant so that integration scripts do not have to be written for each
specific piece of software for compatibility. Milsoft Utility Solutions has worked since 1999-2000 to have all
their software meet these requirements. They are the only vendor responding to this RFP that has this
capability today. As our electric system has grown, the complexity and reliability requirements have
increased. The addition of this system will greatly aid us in maintaining the reliability indices we pride
ourselves on providing to our customers.
FINANCIAL IMPACT:
Funds for this expenditure are budgeted in Electric Substation T&D capital accounts.
GUS BOARD RECOMMENDATIONS:
This item was recommended by the GUS Board for Council approval at the August 9,
2007 GUS Board meeting.
COMMENTS:
Milsoft has been our Electric System modeling and engineering database since 1990 and has
provided timely updates to their software have been very professional to work with and have products
that are all Multi Speak compliant. Additionally, Milsoft Utility Solutions will integrate with the City's
GIS Database, all ESRI Software, Utility Billing Software (Incode) and all Electric Engineering Software
used both by GUS and our consultants.
ATTACHMENTS:
1. RFP proposals
2. Bid Tabulation
Submitted By: Mike Mayben,
Energy Services
Jim Briggs,
Assistant City Manager
for Utility Operations
REQUEST FOR PROPOSAL
FOR
GEORGETOWN UTILITY SYSTEMS
AUTOMATED CUSTOMER SERVICE & INCIDENT MANAGEMENT AND PREDICTION
SYSTEM
I. PURPOSE OF REQUEST FOR PROPOSAL
Georgetown Utility Systems (GUS) is requesting the submission of proposals from qualified
vendors to provide the following:
• Interactive Voice Response (IVR) system.
• Incident Management and Prediction (IMP) System (for water, sewer, waste-
water, gas and electric services)
The proposed system shall include hardware, software, installation, documentation, training and
support in accordance with the requirements outlined in this specification.
GUS will award a contract to the vendor submitting the best proposal that complies with the
requirements stated in the RFP. GUS may, at its sole discretion, reject any or all proposals
received or waive minor defects, irregularities, or informalities therein.
II. INSTRUCTIONS TO BIDDERS
Bid responses should be delivered to: Marsha Iwers, 300-1 Industrial, Georgetown, TX, 78626,
512-930-3647
Bids will be due on July 5, 2007, 5:00 P.M., at 300-1 Industrial, Georgetown, TX.
All proposals must be on 8 1/2" by 11" paper and bound appropriately.
Proposals must be enclosed in a sealed envelope and labeled IVR & Incident Management
System Proposal for GUS.
Pricing must be guaranteed for a period of ninety (90) days from the date of this RFP,
The complete proposal must contain a point by point response to the RFP and all other materials
requested in the RFP. Vendors may include any additional materials that they feel could assist in
the evaluation of the proposed system; however, each point must be responded to completely.
References to other documents will not be accepted as an appropriate response.
Vendors should indicate the level of compliance by use of the following terms:
ACKNOWLEDGE: The vendor reads and understands the information provided,
however, no action is required of the vendor.
COMPLY: The vendor meets or exceeds the requirements of the specification.
PARTIALLY COMPLY: The vendor partially meets the requirement. Explanations
shall always be provided.
COMPLY WITH CLARIFICATION: The vendor meets the specifications. The
manner in which the specification is met, however, differs from the method
stated in the RFP. Explanations shall always be provided.
EXCEPTION: The vendor does not meet the specification requirement. An
alternative, with an explanation, could be provided, if available.
III. HISTORY & BACKGROUND INFORMATION
The Georgetown area is experiencing rapid growth in residential, commercial, and industrial
customers. The City's Utilities, (Electric, Water, & Waste Water) each have specified service areas
in which they operate. These areas do not occupy the same geographic boundaries, so areas of
the City may contain any combination of the three. To properly serve our customers, IVR & IMP
Systems are proposed to enhance a 24/7 System Control Center currently being implemented.
The IVR will be used as a secondary system as an Operator will answer calls if they are available.
The IMP will enable faster outage response by utilizing predictions and crew locations. The two
Systems along with SCADA and Incode CIS shall be able to communicate to achieve these goals.
IV. OVERVIEW
The IVR will be the mechanism by which GUS customers will contact the utility for customer
service and outage reporting. The primary requirement of the IVR is to automate answering and
processing the high volume of customer calls that can occur during the day or during a power
outage.
The IVR system should be capable of the following:
• Simultaneously answer a minimum of 12 number of lines,
• Direct callers through various options by using a menu of choices
• Permit the callers to respond using voice recognition or touch tones
• Identify caller by caller ID or caller entered phone number
• Further identify caller locations using text -to -speech
• Allow customers to report their power outage and request a call back,
• Perform outbound notifications to customers such as power restore verifications, planned
outage notifications, etc.
• Provic a outage status messages to callers using voice recordings and/or text to speech
The Incident Management system should be capable of the following:
• Receive outage reports from IVR, SCADA, AMR, Web or manually entered tickets from
employ.�e workstations
• Handle incidents for multiple service types, including electric, water, gas, waste -water,
etc.
• Show all open incidents in tabular view, distribution view and on interactive maps.
• Interface directly to the CIS, GIS, Distribution Analysis System, and IVR.
• Keep detailed history of outage reports by system, substation, circuit, and consumer
• Retain history of previous device failures.
• Outage indices shall be calculated upon request for the specified interval and will include
SAIDI, CAIDI, SAIFI and ASAI
V. SYSTEM INTERFACES
The IVR and Outage systems shall communicate with the GUS's other systems via an Ethernet
LAN. The vendur shall provide the LAN card for the IVR and Outage Systems.
2
For redundancy purposes, GUS requires the use of separate servers for the IVR and OMS
systems.
Please list the method(s) the vendor may use to interface with the following systems:
• Billing or CIS System, Incode
• SCADA, Wonderware/Intouch
• Cisco AWID VoIP Phone System
• GIS, ESRI, ArcGIS, Autodesk, AutoCad
• IBM Lotus Notes email system
• Distribution Analysis System
• Netware eDirectory Services
The system must be capable of accepting data base information from multiple sources or
organizations.
VI. COMPANY SYSTEM DEVELOPMENT EXPERIENCE
Please provide the background information for your company as requested below. General
information including:
• Mission/Vision statement
• Company system development experience
Vendor shall have demonstrated experience in establishing systems that may be operated from
a large number of network and/or off site locations simultaneously.
Vendor shall provide a list of at least five (5) utility installations of similar equipment already in
place and in use for a period of one (1) year or longer. This list should include the name and
location of the utility, a contact name and telephone number, approximate size of the utility, and
the type of installation.
VII. HARDWARE REQUIREMENTS
Please provide minimum server requirements for both the IVR and OMS Servers.
Please provide any minimum networking requirements for both the IVR and OMS Servers.
Please provide minimum disk storage requirements and anticipated storage requirements for 3-5
year period of GUS use.
Please also include the minimum workstation requirements for any computer that may access
information from either of the systems. Please indicate any additional hardware
requirements which might be needed for different levels of access, such as full access by
dispatchers.
Please provide cost estimate and recommended manufacturer for ALL necessary hardware
associated with proposal.
a. Server hardware
b. Specialized Printers
c. Any other hardware necessary or recommended (this includes any required remote
equipment needed)
Telephor iy Integration: System must be compatible with Cisco AWID H.323 phone gateways.
K
VIII. SOFTWARE REQUIREMENTS
All supplied back -end software must be based on the Microsoft Windows 2003 Server operating
system.
Identify all applications processing databases.
Identify recommended file backup requirements.
Identify any sendmail application requirements.
All supplied client software must be compatible with Windows XP, SP2 and Internet Explorer 6.0.
Describe all license requirements for delivered system and future expansions,
All supplied software must utilize SQL or MY SQL applications.
The system must be capable of operation from multiple remote locations, via internet or network
connections. Please describe capability and any limitations.
Supplied software must incorporate user log on control to allow or limit access to certain
programs, reports or administrative features.
Please describe the method for updating workstation software when new upgrades are available.
The system must provide an automatic process for backing up all system software and outage
data. Please describe.
IX. REQUIRED INTERACTIVE VOICE RESPONSE SYSTEM FEATURES
The system shall interface with the existing City of Georgetown's VoIP PBX. Please describe the
types of interfaces available and if any additional hardware is required to complete the interface.
The system shall be capable of simultaneously answering and processing a minimum of 12
incoming calls.
Please describe the process a caller goes through to enter an outage report into the outage
system.
Describrhow the system handles customers on disconnect lists to ensure proper reporting.
Please describe how the system will handle callers that have an existing ticket in the out;.ge
system.
Will the system be able to know by the location of the caller that they are in an area that i_<
known to be out of power or not in the service area? If so please describe.
The system should have multi-lingual capabilities. Which languages are supported?
The system must be able to recognize calls from priority customers as defined by the utility
company.
The system should be capable of verifying outage location address and other information usinc_
text -to -speech technology.
21
Please describe the available IVR reports.
The system must be able to recognize calls from customers with multiple accounts or meters and
distinguish which location is calling in the problem.
System should have the ability to transfer by department differently, depending on the time of
day and day of week.
The system must capture the date and time of each call.
The system must provide a method for changing the main company menu to speak any of the
following:
• A generic message stating that GUS is aware of outages and is experiencing a
high volume of calls,
• A specific message that speaks areas where outages are occurring,
• Ability to record a specific message stating the areas where outages are
occurring, the cause of the outages, and expected restore time.
GUS should also have the option from this screen to temporarily disable all call transfers to a live
person, and simply forward the calls to voice mail.
The system must provide the ability for changing or re-recording voice prompts. Please indicate
whether this feature is standard and if GUS has the ability to do their own recordings.
The system must have a means for tracking all customer -recorded messages. This feature must
include an on screen icon which identifies the customer call record as having a recording
attached. On-site and off-site personnel must be able to easily retrieve these recorded
messages. The system should clearly indicate when a message has been played (heard) at least
once. Playback of messages should be through the PC speakers. System should allow
information retrieved from the message to be entered in the customer record or trouble ticket.
The system must have the ability to call back customers who called in using a touch tone
telephone to verify restoration of power. The system must accept input from the customer
indicating whether their power is on or off. If the customer indicates that service has not been
restored, the system will automatically generate a new trouble ticket and highlight the caller's call
record on the screen. The system should also indicate the status of the call out process to each
customer (no answer, busy signal, not available, etc.)
The IVR must have the ability to run multiple applications on separate lines simultaneously.
The system shall have the ability to perform employee call out functions and record a re-,ponse
from the employee.
The system must have a storm mode that answers all calls.
Descrlbe any overflow call handling provided.
Describe a# available Automated Customer Service Modules available along with costs and
interface requirements.
Describe any web solutions offered along with associated costs to implement.
X. REQUIREMENTS FOR THE INCIDENT MANAGEMENT SYSTEM
5
The main functionality of the Incident Management System is to give dispatch, operations, and
management the tools they need to better locate problems, manage outages and get power back
on.
The IMS shall import the line connectivity model from AutoCad/USMap.
The IMS shall receive outage reports directly from the IVR, or by manually entered reports from
workstations. The software for workstations shall provide color -coded outage input screens
which provide the customer service representative information on the outage to inform the caller.
This information shall include:
a) Display if outage has been confirmed
b) Display the cause of the outage and when first reported
c) Display if an outage crew has been dispatched with a time and date
d) Display the estimated restore time
The system shall also display scripts for customer service representatives to ask customers about
the occurrence.
The system must provide some level of outage management capability beyond the simple sorting
of trouble calls by common device. It must support sorting information by any field and provide
prediction of device causing outage based on system connectivity model.
The system should display outage reports in a tabular format and provide the ability to sort and
display outage reports in a variety of fashions.
The system should have the ability to display system connectivity, group outage reports under
various devices that make up the electrical system, and predict the failed device based upon
incoming reports.
Dispatchers need to be able to simultaneously enter outage tickets, review predictions, update
predictions, indicate outage restorations and provide up-to-date information from the outage
system to crews from 5 locations.
The system should display the number of customers affected by the outage and the number of
customers who have called about the outage.
Please explain the process used to display outage reports to AutoCad/USMap If multiple viewers
are supported, please list all options available.
Tne system shall allow keeping a trouble ticket open so it is not restored along with its device.
The OMS should provide a method for keeping personnel and customers informed of current
outage statistics. Please describe.
The system should graphically identify priority customers as defined by the GUS. It should
maintain priority flags throughout the system, on reports and displays.
The system should provide standard outage history reports by device, consumer, date and time
ranges, etc. It should also provide tools to edit and change outage history, customer counts,
device causes etc.
Outage reports must include:
a) Outage history by cause, customer, location, circuit, device
b) Active outage tickets by substation and feeder
6
C) Call back request list
d) Reliability reports such as SAIDI, LAID, SAIFI and ASAI.
e) FEMA report
Ability to handle planned and unplanned outages.
Ability to handle partial or incomplete restorations.
Please describe any remote notification available that will alert utility personnel of large outages,
Please describe any remote notification alerts available to notify personnel when key accounts
are out of power.
The system must allow real-time shifting of feeds and customers and allow
lockout/tagout functionality.
XI. BASIC REQUIREMENTS FOR SCADA INTERFACE
A SCADA interface should automatically report device status directly to the OMS and confirm or
open a device ticket.
This interface must tie to the IVR system and inform callers if they are in the area affected by a
SCADA outage.
This interface should include automatic status updating of OMS regarding SCADA alarms and
instant text messaging to pagers or cell phones indicating type of alarm and location.
XII. REQUIREMENTS FOR SYSTEM ADMINISTRATION
Remote administration is required. Please explain methods used and security provided.
System must provide method for easily adding and modifying users and their access levels in the
system.
Periodic software updates must be done remotely with the ability to update new software to the
workstations. Please describe this process.
Customer file downloads must be able to be performed without the assistance from GUS.
XIII. INSTALLATION, TRAINING & DOCUMENTATION REQUIREMENTS
Pricing for the IVR and OMS Systems shall include all on-site visits including
installation and training as well as first and subsequent years` annual support
maintenance. Please indicate optional support solutions and associated annual
costs. The vendor will provide installation of the IVR and OMS hardware and
software. Travel expenses are also to be included in this pricing.
Please describe any pre -installation meetings that are required. Will travel
expenses and time for meetings be included?
7
Please describe the training classes provided during system installation. Please
include a copy of the course outline.
XIV. WARRANTY AND SERVICE REQUIREMENTS
Vendor will provide a six month warranty on all system hardware and software.
List all anticipated costs for immediate and ongoing maintenance.
Describe how upgrades and new releases are purchased. Are they a part of the
continuing maintenance charges?
Describe fully any maintenance agreements offered along with how costs are
calculated and all software and hardware components covered. This should also
include how future expansions are addressed.
Indicate minimum response time for:
• Support during business hours
• Support after business hours
• On-site maintenance
Please describe any automated 24-hour system monitoring programs used by the
system to test system health, software operability, network connections, etc.
XV. DELIVERY AND PACKAGING
All equipment is to be delivered F.O.B. to:
Georgetown Utility Systems
300-1 Industrial
Georgetown, TX 78626
Each piece of equipment shall be properly boxed to prevent any damage during shipping and
handling.
XVI. BID EVALUATION CRITERIA
Proposals will be evaluated using, but not limited to, the following criteria. The order is not
indicative of importance.
Favorable references from current electric utility accounts.
Previous experience in developing IVR systems for electrical utilities.
The software capabilities of the system and how they meet the requirements of this specification.
The performance, expansion/upgrade capability, compatibility with existing systems and reliability
of the hardware proposed.
8
The availability and quality of maintenance and support services for the hardware and software
proposed.
Price.
The award shall be made to one vendor for the entire package. Each vendor must bid on all of
the items listed in the package or the bid may be considered non-responsive.
XI
dataVoice Intemational, Inc. Milson Centuron
IVR and dVIMS Pricing
City of Georgetown
CIS: Incode Phone:CISCO LCM:AutoCad US Map
- . • -
$6,000.00 $88,800.00
ow M nyInco"
Haming Lines Will dataVoice Answer?
$6,240.00
$16,340.00
How Many Out Bound Lines Will dataVoice Use?
$2,080.00
$5,000.00
VOIP IVR to Phone System Integration Fee
$8,500.00
$3,500.00
Intel IVR Hardware Required?
$0.00
Message Board (Unlimited Licenses)
VOIP Server
$0.00
Speech Recognition (System can handle max of 48 lines per server)
$7,200.00
$1,500.00
Voice Recognition Application Development
$10,000.00
$2,000.00
Overflow Call Handling
$0.00
System Administration Tools
Number of Lines Needed For Overflow Call Management
$3,500.00
Monthly Fee For Overflow (includes unlimited callsrno long dist.)
$5,000.00
$5,000.00
Optional Components for IVR:
Include IVR Modules? Yes/No
Multilingual Functionality to IVR Yes
$2,500.00
$1,850.00
'Includes standard functionality to provide Spanish Language - Specialized rewrdings are billed separately
Include avlrht:i r
$75,000.00 $67,560.00
dvIMS Server Required
$0.00
$2,420.00
View Open Incidents - Unlimited
$3,500.00
$3,500.00
Message Board (Unlimited Licenses)
$1,500.00
$1,500.00
Incident Entry -(Unlimited) Color Coded Screens
$1,500.00
$1,500.00
Automatic Upload of New Customer File
$2,000.00
$2,000.00
System Administration Tools
$3,500.00
$3,500.00
Reporting Module - Individual and Device Outage History
$5,000.00
$5,000.00
Include IVR Modules? Yes/No
Standard IVR Modules
$19,000.00
Automated Outage Ticket Entry through IVR
$3,500.00
$2,420.00
Identification of Multiple Accounts
$1,000.00
Acknowledgement of Existing Ticket
$1,500.00
Address Validation Using Text To Speech
$3,000.00
Automatic Notification of Outages By Name
$1,500.00
Optional IVR Modules:
Priority Account Recognition
Yes
$500.00
Storm Mode - Customer Message System
Yes
$6,500.00
Call Customers Verify Restored Power
Yes
$5,000.00
Employee Call Out
$0.00
After Hours Notification of Outages
No
$0.00
Planned Outage Notification
No$0.00
dvIMS Options:
GISlEngineering Analysis Available?
®
$0.00
$40,000.00
Prediction Engine
$7,500.00
$7,500-00
Device Management - Unlimited Licenses
$5,000.00
$5,000.00
Connectivity Information GIS
$12,000.00
Additional Service Types for Tracking Incidents 2
$15,000.00
$15,000.00
Branch Offices
$0.00
Threshold Notification to Managers
No
$0.00
Check Disconnect List
Yes
$3,500.00
Key Account Management
No
$0.00
SCADA Interface
Yes
$12,500.00
$25,000.00
Mapping Interface
Yes
$10,000.00
Mail Merge to Customers Downline
No
$0.00
Outage Status Maps via Web
yes
$4,500.00
Installation, Design and Training
$11,875.00
$15,800.00
Final dvIMS Total:
$157,895.00
$223,830.00
International, Inc.
AMR Power Verification
Labor Installation $0.00
Final AMR Data Analysis Software SubTotal: $0.00
Payment Arrangements/Extension
No $0.00
Input Meter Reading
No $0.00
Payment by Credit Card - Via 3rd Parry Internet
No $0.00
Payment by Check
No $0.00
Annual Meeting Reminders
No $0.00
Marketing Campaigns
No $0.00
New Customer/Member Greeting Calls
No $0.00
Validate and Update Customer Phone Numbers
No $0.00
Customer Satisfaction Surveys
No $0.00
Call Delinauent Accounts
, . en nn
Payment By Check Workstation Software
No $0.00
Monthly Credit Card Draft Processing Software
No $0.00
Payment By Credit Card Via Web
No $0.00
Payment By Check Via Web
$0.00
Account Balance/Payment Information
No $0.00
Usage History and Graphs
No $0.00
Payment Extensions
No $0.00
Report Power Outage/Check Status
No $0.00
Milsoft Centuron
Software System Pricing Installation
$157,895.00
and Labor
dvIMS Total
AMR Data Analysis Software
$0.00
Automated Customer Service Modules Total
$0.00
Web Solution Interfaces Total
$0.00
Total Software System Pricing
$157,895.00 $223,830.00
OptionsMaintenance Coverage/Warranty
Premier Maintenance Package
$16,304.25 $31,680.00
Standard Maintenance Package
%10,869.50
dataVoice provides a caller ID interface from the phone system to the dataVoice system, but does not provide any
additional hardware or software required by the telephone system to get caller ID
Note: The above system pricing includes 5 seat licenses for Windows 2003 Server. If you feel that more than 5
users will be logged on to the outage server at any one given time, you may contact Microsoft to purchase
additional seat licenses.
PRICING IS HONORED FOR 90 DAYS FROM MARCH 1, 2007
discount
Evaluated Price
Engineering integration
-$54,500.00
$157,895.00 $169,330.00 $156,360.00
$35,000.00 $0.00 $100,000.00
Total evaluated cost $192,895.00 $169,330.00 $256,360.00
Outage Management System (OMS)
and
Integrated Voice Response (IVR)
Cost to Integrate into Total Evaluated
Vendor Adjusted Bid existing database Cost
Milsoft Utility Solutions" $169,330.00 100% compatible $169,330.00 Selected Vendor with best overall pricing
and functionality
Engineer Estimate at
DataVoice Int. $157,895.00 $35,000.00 $192,895.00
New Mapping
Centurion $156,360.00 Database Required $256,000.00
"" Recommended award
DataVoice also has the capability to utilize our current
system, however, would require a more complicated
integration into our proposed mapping and
Engineering systems at an estimated cost of $35,000.00
Centurion would require a conversion of existing
information before integrating into the OMS & IVR
Agenda Item Check List
LSLMUM
Financial Impact
Agenda Item:
Agenda Item Subject:
Is this a Capital Improvement
Project:
Council Date:
Considerations and award of bid for Utility Outage Management,
Integrated Voice Response System to Milsoft Utility Solutions
Award of bid for Outage Management, Integrated Voice Response
System for GUS
• Yes O No
08/14/2007
link to Agenda database => Q
Need Help?
Was it budgeted? 0 Yes O No
Is it within the approved budgeted amount? 0 Yes O No
If not, where is the money coming from?
G/L Account Number 610-120-5601
Amount Going to Council $ 169,330.00
Is there something (budgeted) that won't get O Yes 0 No
done because you are spending these funds?
If so, please explain.
Will this have an impact on the next year's O Yes 0 No
budget?
If so, please explain.
Does this project have future revenue
impact?
Year: 2008 and beyond
If so, how?
Identify all on-going costs (i.e., insurance,
• Yes O No
Department:
Enhanced service restoration
$31,680.00
annual maintenance fees, licenses,
operational costs, etc...).
Estimated staff hours:
Cross -divisional impact: • Yes O No
If so, what division(s)1 Information Technology
Prepared by: Mike Mayben Date: 08/06/2007
9_genda Item Checklist: In Process
Lara I Utility Financial Analyst
Approval Cycle Settings