HomeMy WebLinkAboutMinutes_GUS_11.12.2010
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, November 12, 2010
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday ,
November 12, 2010.
Board Members Present:
Bill Sattler - Chair, John Nett - Vice Chair, Richard Lenning - Secretary, Fred Beach, Patty Eason,
Stephen Quinn, Robert Young
Board Members Absent:
Staff Present:
Jim Briggs, Glenn Dishong, Tom Benz, Walter Koopman, Jimmy Sikes, Bill Dryden, Vicki Graff, Trina
Bickford, Bridget Chapman, Ed Polasek, Chris Foster, Leticia Zavala, Micki Rundell, Sheila Mitchell
OTHERS PRESENT: Allan Woelke/CDM, Tony Bagwell/HDR, Bruce Matous/Matous Construction,
Gordon Eurom/Chisholm Trail Special Utility District, Jennifer McKnight/Chisholm Trail, Dan
Brown/PBS&J, Gabe Sansing/Council Member
Minutes
Regular Meeting
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551,
and are subject to action in the Regular Session that follows.
CALL TO ORDER at 2pm Called to order at 2:00pm
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short informational time regarding items where specific actions are not requested or needed)
A. Introduction of Visitors -- Bruce Matous/Matous Construction,
Allen Woelke/CDM, Gordon Eurom/Chisholm Trail Special Utility District,
Dan Brown/PBS & J, Tony Bagwell/HDR (others joined meeting later)
B. Project Progress Reports
Discussion: Benz presented reports. All on schedule. River Down/River Ridge
lift stations now offline and complete.
C. Industry Updates
Discussion: Briggs provided update on the Nodal Market starting up
December 1st; will be monitored as contracts are being prepared for future
Power Supply. He noted he has been monitoring Rating agencies for their
reports on Utilities specifically regarding bond ratings. The market is
beginning to show signs in response to environment.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board – greater than $50,000 in value)
D. Review and possible action to approve the minutes from the regular GUS Board meeting held
on October 8, 2010. -- Sheila Mitchell
Discussion: None
Action: Motion by Young, seconded by Lenning to approve the minutes from the regular
GUS Board meeting held on October 8, 2010.
Approved: 6-0-0-1 (Eason abstained; she was absent at October meeting)
E. Discussion and possible recommendation to approve Staff ’s proposed list of “pre-qualified”
professional services providers selected by evaluations of firms submitting Statements
of Qualifications.-- Bill Dryden/Tom Benz
Discussion: Benz presented item and thanked John Nett for serving on the Selection
Committee for this project. He noted over 250 firms were notified of the RFQ via email,
word-of-mouth and public notices were placed in newspapers. Over 100 people were in
attendance at the pre-qualification meeting. Received Statements of Qualifications
from 69 Engineering firms. Committee reviewed, evaluated and scored each
Qualification. Stage 1 was based on General Qualifications; Stage 2 reviewed specialty
areas. Benz noted the list is inclusive of a large number of firms to meet needs of various
City Departments. Committee scored and made final selection of 31 firms which we can
readily utilize for project needs. Benz thanked everyone, staff, board members and
committee members for all their work and volunteer hours dedicated to this process.
Quinn asked and Benz responded regarding how list will be utilized when need arises
for a consulting firm. Quinn asked and Benz responded regarding pricing and/or bid
process for selection of a firm for a project. Benz noted Texas law prohibits from going
through a bid process for Engineering firms. We negotiate for best qualified and
reasonable pricing for work requested. We can cease negotiations at any time if we feel
pricing is unreasonable and begin working with another qualified firm. Briggs discussed
some local firms that did not submit proposals. Briggs noted suggested list would be
valid for a set time period. Nett commented on selection process of firms, having sat on
the selection committee. Sattler asked and Chapman responded under current process
new firms moving into the area would have to wait until RFQ list term expires and/or
process is publically open again. Benz commented process was discussed with firms
for a 3-5 year period. Briggs noted request for RFQ process was directed by Council.
Council has the option to review or reject the process altogether. Eason stated concerns
on how this list is used and possible elimination of firms for a 3-5 year period. Eason
noted her issue with 'locking in' a list that cannot be added to later; should have a
process for introducing new firms during the list period. Briggs asked Chapman to
comment on how current process should work and some suggestions for a future
process to assist with new firm issue. Chapman stated under the current process,
if you add to the list, you have to go through the same process to add additional firms.
Eason asked Board to review details on item cover sheet. Quinn asked and Benz/Briggs
explained the selection process expedites the need for issuing Task Orders for work;
each firm will receive a signed Master Services Agreement (MSA).
Action: Motion by Beach, seconded by Lenning to approve Staff’s proposed list of
“pre-qualified” professional services providers selected by evaluations of firms
submitting Statements of Qualifications.
NOTE: Briggs/Benz will provide a proposal for Council at December 14th workshop to
consider a process for opening up the RFQ process for new firms in area.
Approved: 6-1-0 (Sattler opposed)
MOVED FORWARD TO ITEM N (Due to amount of visitors present regarding this item)
F. Consideration and possible recommendation to approve the contract for the Edwards Aquifer
Recharge Zone (EARZ) - VI & VII, Manhole Rehabilitation to Fuquay, Inc. of New Braunfels,
Texas, for the amount of $271,825.00. -- Michael Hallmark/Tom Benz
Discussion: Benz noted constuction is to repair leaking manholes required by TCEQ.
No further discussion.
Action: Motion by Young, seconded by Lenning to approve the contract for the Edwards
Aquifer Recharge Zone (EARZ) - VI & VII, Manhole Rehabilitation to Fuquay, Inc. of
New Braunfels, Texas, for the amount of $271,825.00.
Approved: 7-0-0
G. Consideration and possible recommendation to approve the contract for the Edwards Aquifer
Recharge Zone (EARZ) - VI & VII, Trenchless Rehabilitation to Repipe Construction, Ltd. of
Houston, Texas, for the amount of $1,183,613.10. -- Michael Hallmark/Tom Benz
Discussion: Benz noted item similar to previous item; repair of issues discovered during
testing. Need to rehab pipe lines.
Action: Motion by Nett, seconded by Quinn to approve the contract for the Edward s
Aquifer Recharge Zone (EARZ) - VI & VII, Trenchless Rehabilitation to Repipe
Construction, Ltd. of Houston, Texas, for the amount of $1,183,613.10.
Approved: 7-0-0
H. Consideration and possible recommendation to award the contract for Electric System
Transmission and Substation Maintenance Services to Shermco Industries, Ltd. of Irving,
Texas, for a period of five years and approve a budget for FY 2010/11 in the amount of
$45,502.00. -- Jimmy Sikes
Discussion: Sikes noted we are establishing a 5 year maintenance schedule. Pricing
is better for 5 year term instead of a yearly maintenance. Work staff is located in
Cedar Park. Four bids received.
Action: Motion by Quinn, seconded by Lenning to award the contract for Electric
System Transmission and Substation Maintenance Services to Shermco Industries,
Ltd. of Irving, Texas, for a period of five years and approve a budget for FY 2010/11
in the amount of $45,502.00.
Approved: 7-0-0
I. Consideration and possible recommendation to renew the Professional Services Agreement
between the City of Georgetown and ElectSolve to provide operations services for the City's
Automatic Meter Reading System in the amount of $61,200.00. -- Walter Koopmann
Discussion: Koopmann noted this is fourth year of contract term for existing system.
Action: Motion by Lenning, seconded by Young to renew the Professional Services
Agreement between the City of Georgetown and ElectSolve to provide operations
services for the City's Automatic Meter Reading System in the amount of $61,200.00.
Approved: 7-0-0
J. Consideration and possible recommendation to authorize the approval of the annual license
renewal and system support of software and hardware repair for the AMR Genesis and MVRS
system between the City of Georgetown and Itron Incorporated in the amount of $53,650.00.
-- Walter Koopmann
Discussion: Koopmann explained this is for existing system and Itron is the
manufacturer.
Action: Motion by Quinn, seconded by Nett to authorize the approval of the annual
license renewal and system support of software and hardware repair for the AMR
Genesis and MVRS system between the City of Georgetown and Itron Incorporated
in the amount of $53,650.00.
Approved: 7-0-0
K. Discussion and possible recommendation to approve a contract with Elster Integrated
Solutions for the acquisition and depl oyment of an Advanced Metering Infrastructure (AMI)
system for an amount not to exceed $8,600,000. -- Glenn Dishong
Discussion: Dishong discussed history of item. This is to replace the current AMR
system with an AMI system, per Council's authorization to persue contract
negotiations with Elster. Dishong further discussed technology and integration of
new system over a period of several years. Quinn asked and Dishong responded
regarding consumer devices that improperly report usage to customers, as well
as security and two-way communication issues. Dishong/Koopmann noted data
will be encrypted and meets all NERC requirements for isolating data. Beach asked
and Dishong/Briggs responded regarding Time of Use rates and other benefits to
customers. Further discussion continued.
Action: Motion by Beach to disapprove item until the City makes a commitment
for Time of Use Rates. Having no second, Motion failed.
Motion by Quinn, seconded by Nett to approve a contract with Elster Integrated
Solutions for the acquisition and deployment of an Advanced Metering Infrastructure
(AMI) system for an amount not to exceed $8,600,000, contingent upon City Council
directing staff to produce a plan for the implementation and benefits of Time of Use
Rates upon completion of the implementation of the system.
Approved: 6-0-1 (Eason absent for vote)
L. Consideration and possible recommendation to amend the Water Utility Services Agreement
between the City of Georgetown and Highlands at Mayfield Ranch, Ltd., regarding deferral of
the Escalera Water Storage Tank Capacity Payment. -- Glenn Dishong
Discussion: Dishong noted tank came online 1 year ago to provide storage. Development
has since slowed. This agreement amends to defer payment until August 2012 with 5%
a year during interim. Quinn asked and Dishong responded it is beneficial to the City
to defer payment in-lieu-of cancelling agreement and letting them come back in at a
later date; at which, we would only receive impact fees. Briggs asked and Dishong
responded regarding status of other MUD (Parkside) that has paid their fees, has started
development and has grown substantially.
Action: Motion by Beach, seconded by Young to amend the Water Utility Services
Agreement between the City of Georgetown and Highlands at Mayfield Ranch, Ltd.,
regarding deferral of the Escalera Water Storage Tank Capacity Payment.
Approved: 7-0-0
M. Consideration and possible recommendation to approve Task Order MEI-11-001 for CIP
Development of Leander Road Phase 3 in the amount of $70,000.00 and Task Order
MEI-11-002 to provide preliminary and final electric design of current CIP projects in the
amount of $65,000.00 with McCord Engineering, Inc., of College Station, Texas, for
professional engineering services related to Planned Distribution System Construction
Assistance. -- Tom Benz
Discussion: Benz provided explanation of work to be done on the two different
projects, noting McCord did work on 1st two phases. The additional task order is to
wrap up work that needs completion for current and previous year's projects.
Action: Motion by Beach, seconded by Quinn to approve Task Order MEI-11-001 for CIP
Development of Leander Road Phase 3 in the amount of $70,000.00 and Task Order
MEI-11-002 to provide preliminary and final electric design of current CIP projects in
the amount of $65,000.00 with McCord Engineering, Inc., of College Station, Texas, for
professional engineering services related to Planned Distribution System Construction
Assistance.
Approved: 7-0-0
MOVED FORWARD TO ITEM O HERE
N. Consideration and possible recommendation to award the contract for the Construction
Manager at Risk for the Lake Water Treatment Plant--Phase III Expansion to Matous
Construction Limited, LTD, of Belton, Texas in an amount not to exceed the guaranteed
maximum price (GMP) $12,469,849.00. -- Tom Benz/Glenn Dishong
Discussion: Benz presented item noting the contract with Chisholm Trail Special
Utility District for expansion of the LWTP. The process for this project included a
Construction Manager at Risk to expedite the project. CDM was hired for plant design.
RFQ's were requested of firms to construct the plant utilizing the CMAR process.
We received expressions of interest and qualifications from 5 firms; 3 were chosen as
best qualified. Proposals were submitted by all 3, however 1 firm withdrew proposal.
Committee evaluated the two remaining firms and selected Matous Construction as
CMAR and included a contractor contingency. Dishong explained how this project
came to be due to peak demands and process for treating water during drought
period in 2009. With growth expect ations for City water and Chisholm Trail's need
for capacity, the City and Chisholm entered into an agreement for the North and
South plant site. Chisholm will share in costs of North plant site expansion to provide
equal capacity. This item covers the Third Phase of the project. Quinn asked and Benz
responded regarding the 2 final firms and construction schedules/completion dates.
Dishong noted connection count has slowed since we began this process in 2008;
noting the mild summer and peak demand reduction, possibly due to conservation,
and other programs put in place this year. Dishong presented the question, "With the
results we saw and with the changes, does that change the plan we take in getting the
expansion on the ground?" At 2:59pm, Eason requested the Board enter into Executive
Session. Sattler stated Board may, at any time, recess the Regular Session to convene
in Executive Session at the request of the Chair, a Board Member, the City Manager,
Assistant City Manager, City Council Member, or legal counsel for any purpose
authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are
subject to action in the Regular Session that follows.
Motion by Lenning, seconded by Nett t o enter into Executive Session.
Approved: 7-0-0
EXECUTIVE SESSION Called to order at 3:01pm
Sec.551.071 Consultation with Attorney
The GUS Board will go into Executive Session under Chapter 551 of the Texas Government Code to
consult with its attorney as provided under Section 551.071
RETURNED TO REGULAR SESSION FOR ACTION/APPROVAL Called to order at 3:56pm.
Chair opened floor for any further discussion. No further discussion.
NOTE: ACTION FOLLOWS FOR ITEM N
Action: Motion by Quinn, seconded by Young to award the contract for the Construction
Manager at Risk for the Lake Water Treatment Plant--Phase III Expansion to Matous
Construction Limited, LTD, of Belton, Texas in an amount not to exceed the guaranteed
maximum price (GMP) $12,469,849.00.
Approved: 6-1-0 (Eason opposed)
RETURNED TO ITEM F HERE
III. RATES:
O. Consideration and possible recommendation to approve an Interlocal Agreement
regarding the review of System Water Rates between the City of Georgetown, City of
Round Rock, Chisholm Trail SUD, and Brushy Creek MUD and a related Task Order
HDR-11-001 with HDR Engineering, Inc. for Review of BRA Raw Water System Rate
in the amount of $40,000.00. -- Glenn Dishong
Discussion: Briggs provided background on item and noted it is in everyone's best
interest of continuing this agreement with the entities listed. Sattler asked and Briggs
responded that HDR has done all the rate work to date and is highly qualified to handle
this process. Dishong noted the cost for the task order will be shared by all partners
involved in the Interlocal Agreement.
Action: Motion by Quinn, seconded by Nett to approve an Interlocal Agreement
regarding the review of System Water Rates between the City of Georgetown, City of
Round Rock, Chisholm Trail SUD, and Brushy Creek MUD and a related Task Order
HDR-11-001 with HDR Engineering, Inc. for Review of BRA Raw Water System Rate
in the amount of $40,000.00.
Approved: 7-0-0
IV. STRATEGIC ISSUES
None submitted
Motion by Nett, seconded by Quinn to adjourn. Adjourned at 4:36pm
Adjournment
The meeting was adjourned at 04:36 PM.
Approved : Attest:
_______________________ ________________________
Bill Sattler - Chair Richard Lenning - Secretary