HomeMy WebLinkAboutMinutes_GUS_09.16.2008
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, September 16, 2008
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday ,
September 16, 2008.
Board Members Present:
Riki Young - Chair, Richard Lenning - Secretary, Stanley Bland, Temple Page
Board Members Absent:
Bill Sattler, Patty Eason, Fred Beach
Staff Present:
Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Ken Arnold, Jimmy Sikes, Michael
Hallmark, Peggy Leatherman
Minutes
Regular Meeting
Mr. Ricki Young called the regular GUS Board meeting to order on Tuesday September 16, 2008 at 2:17
p.m.
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.
I. Consideration and possible action to approve the minutes from the Regular GUS Board meeting
held on August 19, 2008. -- Jana Kern
Discussion: None
Action: Motion by Lenning, seconded by Page to approve the Gus Board minutes as presented.
Approved 4-0-3 ( Patty Eason, Bill Sattler, & Fred Beach absent)
II. Discussion and possible action regarding the Project Progress Report and timelines (including
but not limited to items listed). -- Michael Hallmark,
Thomas R. Benz
Discussion: Benz presented the monthly project reports:
Action: None
III. Consideration and possible recommendation to approve a Fiber Optic Line Ext ension and
Maintenance Labor Agreement between the City of Georgetown and JC Communications, of Cedar
Park, Texas, to provide labor only installation services for the Fiber Optic Network in an amount not
to exceed $300,000.00. -- Jimmy Sikes
Discussion: Sikes stated that this RFP was issued to replace an existing contract that expired for the
installation and maintenance of the City's fiber optic system. This contract is for a term of one year
form the effective date and shall be renewable for up to four (4) terms, upon the mutual written
consent of both parties.
Action: Motion by Page, seconded by Lenning to approve a Fiber Optic Line Extension and
Maintenance Labor Agreement with JC Communications, of Cedar Park, Texas, to provide labor only
installation services for the Fiber Optic Network in an amount not to exceed $300,000.00.
Approved 4-0-3 (Eason, Sattler, Beach absent)
IV. Consideration and possible action to approve a Master Services Agreement with Camp, Dresser,
& McKee, Inc., of Austin, Texas, for professional engineering services. -- Thomas R. Benz
Discussion: Benz stated that CDM has been working for the City since 1990's. CDM has successfully
developed and updated the Master Plans of the water and wastewater systems, designed and
constructed water and wastewater treatment plant, designed numerous other projects for the City.
CDM has also provided support to staff as our water and wastewater engineer. The approval of the
MSA is not a guarantee of work.
Action: Motion by Lenning, seconded by Bland to approve a Master Services Agreement with Camp,
Dresser, & McKee, Inc., of Austin, Texas, for professional engineering services.
Approved 4-0-3 (Eason, Sattler, Beach absent)
V. Consideration and possible recommendation to approve Task Order No. CDM-001 with Camp
Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the 2006
Annexation Water and Wastewater Improvements for $488,900.00. -- Thomas R. Benz
Discussion: Benz stated that CDM is to perform Program Management, consisting of Project
Development, Preliminary Design Report, Design Monitoring and Contract Management Services
during Design period, Bidding, Construction Monitoring and contract Management services during
construction period for the 2006 Annexations water and wastewater improvements. Additional firms
will be hired to perform the actual design of the projects.
Action: Motion by Lenning, seconded by Page to approve Task Order No. CDM -001 with Camp
Dresser & McKee, Inc. for professional services related to the 2006 Annexation Water and Wastewater
Improvements for $488,900.00.
Approved 4-0-3 (Eason, Sattler, Beach absent)
VI. Consideration and possible recommendation to approve the purchase of pumps, repair services,
and parts from Smith Pump Company, Inc. of Waco, Texas, in an amount not to exceed $65,000.00 for
fiscal year 2007-2008. -- Glenn Dishong
Discussion: Dishong stated that the failure of Well #8 and to the pumps during the fiscal year include
wastewater pumps, irrigation pumps, and water system pumps. Repairs have been completed by
multiple vendors including Smith Pump. Prior to the recent pump failures, anticipat ed repair
invoices for Smith Pump were less than $25,000.00. The total projected cost of pump repairs made by
Smith Pump for the current fiscal year including the Well #8 repair and the Lake Plant Pump Station
repairs is $60,605.88 with no additional pump failures or other maintenance.
Staff is requesting approval of the expenditure to fiscal year 2007/08 in an amount not to exceed of
$65,000.00 to Smith Pump Company.
Action: Motion by Page, seconded by Lenning to approve the purchase of pumps, repair ser vices,
and parts from Smith Pump Company, Inc. of Waco, Texas, in an amount not to exceed $65,000.00 for
fiscal year 2007-2008.
Approved 4-0-3 (Eason, Sattler, Beach absent)
VII. Consideration and possible recommendation to reconcile the contract between t he City and
Operations Management International (OMI) for the management, operation, and maintenance of its
water treatment facilities for fiscal year 2007-2008 for $63,093.00. -- Glenn Dishong
Discussion: Dishong stated that the annual contract amendment for the period from October 1, 2007
to September 30, 2008 provided for the treatment of 4,500 million gallons of water with a maintenance
budget of $200,000.00. Actual production for this fiscal year has exceeded the contract amount of
4,500 million gallons and is estimated to be 5,300 million gallons with a resultant volumetric cost
adjustment of approximately $53,392. Actual maintenance costs are expected to be within the Repairs
Budget of $200,000.00.
Actual chemical costs for the year paid by OMI h ave escalated well beyond what was envisioned in
the contract. OMI has requested additional reimbursement for chemical costs not budgeted in the
volumetric fee totaling $19,402.00. Staff recommends sharing the cost increase with OMI totaling
$9,701.00. Staff requests a GUS Board recommendation to approve the reconciliation to the OMI
contract for the management, operations, and maintenance of the City’s water treatment facilities for
an amount of up to $63,093.00.
Action: Motion by Lenning, seconded by Bland to reconcile the contract between the City and OMI
for the management, operation, and maintenance of its water treatment facilities for fiscal year 2007 -
2008 for $63,093.00.
Approved 4-0-3 (Eason, Sattler, Beach absent)
VIII. Consideration and possible recommendation to enter into a contract with the CH2M HILL OMI
(OMI) for the management, operation, and maintenance of the City ’s water treatment plants for a
period starting October 1, 2008 through September 30, 2013 with the first year operating budget of
$1,493,989.00.-- Glenn Dishong
Discussion: Dishong stated that in March 2008 staff started the process of issuing RFP's. City Council
voted to award the contract for the operation of the City's water plants to CH2M Hill OMI at the July
8, 2008 meeting. Staff has negotiated the terms of the contract . The term of the contract is five years
starting October 1, 2008, ending September 2013. The annual cost of service is comprised of a base fee,
a volumetric fee, a repairs budget and additional items that are not expected to continue throughout
the term of the contract. The first year fee is $1,493,989.00 based upon estimated production of 4,750
MG. The total fee is negotiated each year, based upon the changes of scope and changes in the cost of
providing service.
Action: Motion by Lenning, seconded by Page to enter into a contract with the CH2M HILL OMI
(OMI) for the management, operation, and maintenance of the City ’s water treatment plants for a
period starting October 1, 2008 through September 30, 2013 with the first year operating budget of
$1,493,989.00.
Approved 4-0-3 (Eason, Sattler, Beach absent)
IX. Consideration and possible recommendation to enter into a contract with the Brazos River
Authority (BRA) for the management, operation, and maintenance of the City’s wastewater treatment
plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating
budget of $1,411,514.00.-- Glenn Dishong
Discussion: Dishong stated that in March 2008 staff started the process of i ssuing RFP's. City Council
voted to award the contract for the operation of the City's wastewater plants to BRA at the July 8,
2008 meeting. The annual cost of services is comprised of a base fee, volumetric fee, sludge disposal
budget, repairs budget and additional items that are not expected to continue throughout the term of
the contract. the total fee is $1,411,514.00 based upon estimated treatment volume of 1,450 mg. The
total fee is negotiated each year, based upon changes in scope and changes in the cost if providing the
service.
Action: Motion by Lenning, seconded by Bland to enter into a contract with the Brazos River
Authority (BRA) for the management, operation, and maintenance of the City’s wastewater treatment
plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating
budget of $1,411,514.00.
Approved 4-0-3 (Eason, Sattler, Beach absent)
Motion by Lenning, seconded by Bland that 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
Approved 4-0-3 (Eason, Sattler, Beach absent)
EXECUTIVE SESSION
Mr. Riki Young called the Executive Session of the GUS Board to order on Tuesday, September 16,
2008 at 3:30 p.m.
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
X. Discussion related to the City of Georgetown power supply options. -- Jim Briggs
RETURN TO REGULAR SESSION:
Mr. Riki Young called the Regular GUS Board back to order on Tuesday, September 16, 2008, at 3: 52
p.m.
Action from Executive Session if necessary
No action was required from Executive Session.
Motion by Page, seconded by Lenning to adjourn meeting.
Approved 4-0-3 (Eason, Sattler, Beach absent)
Adjournment
The meeting was adjourned at 03:54 PM.
Approved : Attest:
_______________________ ________________________
Riki Young - Chair Richard Lenning - Secretary