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HomeMy WebLinkAboutMinutes_GUS_09.16.2003 Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, September 16, 2003 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , September 16, 2003. Board Members Present: Doug Smith, Ken Evans, Stanley Bland, Kendall Young, John Gavurnik, Jack Hunnicutt Board Members Absent: Larry Brown Staff Present: Jim Briggs, Mike Stasny, Laura Wilkins, Michael Mayben, Glenn Dishong, John Aldridge, Joe Lara, Joel Weaver, Terri Calhoun, Mark Miller Others Present: John Kirby – Council Member, David Patrick – Roming-Parker & Kasberg Engineering Minutes Regular Meeting Meeting called to order at 2:00 p.m. by Doug Smith Call to Order at 02:00 PM REGULAR SESSION: A. Review and possible approval of the minutes from the regular meeting held August 19, 2003. Laura Wilkins DISCUSSION: NONE ACTION: Motion by Gavurnik second by Evans to approve the minutes. Approved 6-0 (Brown absent) B. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver DISCUSSION: Weaver gave updates on all projects in progress. ACTION: NONE C. Consideration and possible recommendation to award the bid for construction of the Shell Road Realignment and installation of a 16-inch water line. Mark Miller and John Aldridge DISCUSSION: Miller explained the item and showed the proposed project and the PID area on an aerial map. Miller explained the award of the bid to go to Chasco. Gave a breakdown of the expenses for the project. Question from Smith about how much the County paid for the project – answered by Briggs that they paid $832,500 this money has already been received by the City. Briggs gave history on the PID and funding agreement between the City and the County. Gavurnik – asked if the engineer checks to be sure that the low bidder can go to work due to the number of projects they have going in the area - do they have the resources to manage this also? Answered by Weaver that yes – the Chasco contractor is ready to go. ACTION: Motion by Gavurnik, second by Hunnicutt that the Board recommend to the Council award of the bid from Chasco Contracting. Approved (5-1 Brown absent Young opposed) Additional discussion prior to the vote: - Young will vote no on this as no documentation is provided that shows the qualifications of the bidders. Briggs stated that the engineer is required to confirm that the bidders are qualified. ACTION: Motion by Young, second by Smith that the criteria and documentation for the engineer’s recommendation be provided in the packets and presented to the GUS board and that the staff review and confirm that the low bidder is indeed qualified. Approved 6-0 (Brown absent) Additional discussion after the vote: Young wants to make certain that we don ’t just take the low bid – but that the low bidder is also the best qualified. Staff has agreed to provide additional information as to the qualifications and confirmation of same to the board. D. Review and possible recommendation to award the bid for Sequoia Trail West Wastewater Service Installation contract to Lewis Contractors of Georgetown, Texas. Glenn Dishong and John Aldridge DISCUSSION: Information provided by Dishong. Recommends that we move forward if enough of the homeowner’s determine that they will commit to install the taps. Question from Young about if each homeowner will have a separate stub. Answered by Dishong that in most cases they will have a separate stub. But, there are a few cases where a stub will be shared – however all participants will pay the same regardless of whether their stub is separate or shared. Young asked - Will this project pay for itself? Answered by Dishong that yes it will – the customer will have to pay impact fees in addition to the tap fee. ACTION: Motion by Young second by Gavurnik that the board recommend to move forward with this project – if sufficient interest from the homeowners exists. Approved 6-0 (Brown absent) E. Review and possible recommendation to award the bid for rehabilitation of manholes to F&L Concrete Services, of League City, Texas, for the 2003 Manhole Rehabilitation Project. Glenn Dishong and John Aldridge DISCUSSION: Project explained by Dishong. Combining several areas of the City to get a better price. Question from Young if we had an invitation to bid. Answered by Weaver that it was posted as all projects are but that it was a little different due to requirements of the TCEQ – must be licensed to do this particular kind of work.. ACTION: Motion by Gavurnik, second by Bland to recommend to Council the award of the bid from F&L Concrete Services. Approved 6-0 (Brown absent) F. Review and possible recommendation to award the bid for Golden Oaks and the 8th and Church wastewater line rehabilitation. Glenn Dishong and John Aldridge DISCUSSION: Project explained by Dishong. Briggs asked for the bid tabs as the bids were opened this morning and the bid tabs were not included in the packets. Dishong handed out the bid tabs and explained the various projects of this bid. US T low bidder – but did not meet some qualifications. RPK Engineering recommended the next lowest bidder (Royal Vista). We went back to the low bidder – and asked for the information to make their bid complete – but the bidder pulled their bid as they could not provided the necessary info in a timely manner. ACTION: Motion by Evans, second by Young to recommend to Council award of the bid to Royal Vista. Approved 6-0 (Brown absent) REGULAR SESSION TO ADJOURN EXECUTIVE SESSION TO CONVENE EXECUTIVE SESSION: Call to Order Executive Session Called to Order at 3:29 p.m. by Ken Evans 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. Sec.551.086 Competitive Matters The GUS Board will go into Executive Session under Chapter 551 of the Texas Government Code to discuss matters or take action on a “competitive matter” of the Energy Services Department as provided under Section 551.086. G.. Consideration of and possible recommendation to award the annual bid for 2003 -2004 to various vendors for the Electric System Materials for the City of Georgetown. Marsha Iwers and Michael W. Mayben DISCUSSION ON TAPE H. Consideration and possible recommendation to renew the contract, between the City of Georgetown and Flowers Construction Company, L.P., for electric system maintenance and construction services. Michael W. Mayben DISCUSSION ON TAPE I. Consideration and possible recommendation related to future generation resource plans for portions of the City of Georgetown load as provided by the Lower Colorado River Authority (LCRA). Jim Briggs and Michael W. Mayben DISCUSSION ON TAPE J. Staff update to the Board related to the LCRA Wholesale Power Supply options for the year 2004-2005. Jim Briggs and Michael W. Mayben DISCUSSION ON TAPE EXECUTIVE SESSION TO ADJOURN Adjourned at 4:38 p.m. REGULAR SESSION TO RECONVENE Reconvened at 4:41 p.m. ACTION FROM EXECUTIVE SESSION: Board decided to hold a Special Board Meeting at 2:00 p.m. on Tuesday, September 23, 2003. Items to be discussed will be Power Supply Options for 2004-2005 and LCRA Load Cap Information. ACTION FROM ITEM G: Recommendation for award of Bid for Electric System Materials Motion by Evans, second by Gavurnik Approved 6-0 (Brown absent) ACTION FROM ITEM H: Recommendation to renew the contract with Flowers Construction for electric system construction and maintenance. Motion by Evans, second by Bland. Approved 6-0 (Brown absent) Motion to adjourn: Motion by Young, second by Hunnicutt . Approved 6 -0 (Brown absent) Meeting adjourned at 4:42 p.m. Adjournment The meeting was adjourned at 10:30 PM. Approved : Attest: _______________________ ________________________ Board Member Name Secretary