HomeMy WebLinkAboutMinutes_GUS_11.18.2008
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, November 18, 2008
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday ,
November 18, 2008.
Board Members Present:
Riki Young - Chair, Bill Sattler - Vice Chair, Patty Eason, Stanley Bland, Temple Page
Board Members Absent:
Richard Lenning, Fred Beach
Staff Present:
Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Micki Rundell, Ken Arnold, Michael Hallmark,
Chris Foster, Paul Elkins, Jimmy Sikes, Marsha Iwers,
Peggy Leatherman
OTHERS PRESENT
Steve Moffitt & David Witte - McCord Engineering Inc., John Montgomery - Citizen
Minutes
Regular Meeting
Mr. Ricki Young called the regular GUS Board meeting to order on Tuesday, November 18, 2008 at 1:05
P.M.
Motion by Eason, seconded by Sattler, 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 55 1.086
Approved 5-0-2 (Richard Lenning & Fred Beach absent)
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.
EXECUTIVE SESSION
Executive session called to order by Mr. Young on Tuesday, November 18, 2008 at 1:06
p.m.
Motion by Eason seconded by Sattler that Item "A" is a competitive matter.
Approved 5-0-2 (Lenning & Beach absent)
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
I. Consideration and Possible action to recommend a potential contract relationship with American
Electric Power (AEP) related to renewable resources beginning January 2009. -- Jim Briggs
Regular Session will not begin before 2:00 p.m.
Regular session called back to order by Mr. Young on Tuesday, November 18, 2008 at 2:10
p.m.
II. Action From Executive Session
Motion by Sattler, seconded by Page that the GUS Board recommends to City Council that a contract
relationship between American Electric Power and GUS related to renewable resources from the
Trent Southwest mesa plan for power to be purchased by GUS beginning January 2009.
Approved 5-0-2 (Lenning & Beach absent)
III. Consideration and possible action to approve the minutes from the Regular GUS Board meeti ng
held on October 21, 2008. -- Jana Kern
Discussion: None
Action: Motion by Eason, seconded by Page to approve the minutes as presented.
Approved 5-0-2 (Lenning & Beach absent)
IV. Discussion and possible action regarding the Project Progress Report and timelines including
projects:
Park WTP Clearwell, 4th Pump at Leander Pump Station, Escalera Elevated Water Storage Tank,
Rock Street WW Extension, SG3-A, SG-P1, 16” Irrigation Water Line & Irrigation Pump Station
Improvements,
San Gabriel WWTP Wet Weather & Irrigation Water Improvements, 2008 Street Rehab. -- Michael
Hallmark/Tom Benz
Discussion: Hallmark presented the updates.
Park WTP Clearwell: Foundation was poured on Oct. 17, 2008. The connection of the 36" & 48" was
made on Nov. 4, 2008. The walls are all up and setting forms for the dome. Dome is scheduled for
completion at the end of the month.
4th Pump at Leander Pump Station : No change
Escalera Elevated Water Storage Tank : Foundation was poured on Oct 22, 2008
Rock Street WW Extension: No change
SG3-A: No Change
SG-P1: No Change
16” Irrigation Water Line & Irrigation Pump Station Improvements : The bore under the heritage
tree and at IH35 was started on Nov. 7, 2008.
San Gabriel WWTP Wet Weather & Irrigation Water Improvements: The wet weather basin is
compete. The columns are compete on the headworks. Stared to install yard piping.
2008 Street Rehab.: Construction to begin Nov. 10, 2008.
Action None
V. Consideration and possible recommendation to approve Change Order #1 to the contract with
Central Road and Utility, Ltd for the 16" Irrigation Water Line and Irrigation Pump Station
Improvement Project in the amount of $79,557.60. -- Tom Benz
Discussion: Benz stated that this change order will add approximately 1,000 fee t of 12" water line to
the project at the unit prices from the original bid. This water line is in the general area of the original
irrigation line project, and the water line is needed to extend service in accordance with the service
plan for a 2005 annexation tract. The change in scope of the project will result in cost savings due to
favorable unit cost and the elimination of mobilization costs of a new project.
This change order will add about 35 days to the contract completion time due to a request by the City
to delay the tie in of the irrigation line to the Airport Tank site to accommodate the Sun City
Community Association irrigation demand.
Action: Motion by Page, seconded by Sattler to approve Change Order #1 to the contract with Central
Road and Utility, Ltd for the 12" Potable Water Line in the amount of $79,557.60.
Approved 5-0-2 (Lenning & Beach absent)
VI. Consideration and possible recommendation for approval of the contract with Lower Colorado
River Authority (“LCRA”) for the purchase of electric distribution and transmission materials for FY
2008/2009 from vendor award contract for the LCRA Electric Material Acquisition Program in the
estimated amount of $500,000.00. -- Ken Arnold
Discussion: Arnold stated that this is the annual agreement with LCRA. Approval of this agreement
will allow the City to continue to periodic purchase of electric distribution and transmission material
directly from the vendor that was awarded the Electric Material Acquisition Services Contract by
LCRA. By using this agreement, the city will be able to take advantage of lower prices and stock
availability to do volume purchasing.
Action: Motion by Bland, seconded by Eason to approve a contract with LCRA for the purchase of
electric distribution and transmission materials for FY 2008/2009 from vendor award contract for the
LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00.
Approved 5-0-2 (Lenning & Beach absent)
VII. Consideration and possible recommendation to approve a Master Services Agreement with
McCord Engineering, Inc., College Station, Texas, for professional engineering services. -- Tom Benz
Discussion: Benz stated that this MSA will be replacing the existing contract with McCord
Engineering. McCord Engineering is a well qualified firm. They are currently working as
development electric engineer and other electric projects for the City. As all of our MSA's, approval is
not a guarantee of work, but will allow task orders to be issues .
Action: Motion by Eason, seconded by Bland to approve a Master Services Agreement with McCord
Engineering, Inc., College Station, Texas, for professional engineering services.
Approved 5-0-2 (Lenning & Beach absent)
VIII. Consideration and possible recommendation to approve Task Order No. MEI -08-001 with
McCord Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services
Agreement, for professional services related to General Electrical Engineering, Electric System
Mapping, CIP Planning, and Master Planning of the City of Georgetown’s Electrical System for an
amount not to exceed $290,000.00. -- Tom Benz/Ken Arnold
Discussion: Benz stated that the next three task orders are replacing an existing contract. What staff
has done is broken down the tasks into smaller pieces, so costs could be tracked better, and try to
organize the electric side a little better.
Task order MEI-08-001 is for General Electrical Engineering, System Mapping, CIP Planning, and
Master Planning of the Georgetown's Electrical System. Once the City is able to hire an Electrical
Engineer, he/she will be taking over these tasks.
Action: Motion by Eason, seconded by Bland to approve Task Order No. MEI -08-001 with McCord
Engineering, Inc., for professional services related to General Electrical Engineering, Electric System
Mapping, CIP Planning, and Master Planning of the City of Georgeto wn’s Electrical System for an
amount not to exceed $290,000.00.
Approved 5-0-2 (Lenning & Beach absent)
IX. Consideration and possible recommendation to approve Task Order No. MEI -08-002 with
McCord Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services
Agreement, for professional services related to New Development Engineering for the City of
Georgetown’s Electrical System for an amount not to exceed $450,000.00. -- Tom Benz/Ken Arnold
Discussion: Benz stated that this task order will be strictly for Development Engineering. This will
be both overhead and underground systems depending on the area and the request from the
customer. This will only be used as development projects come in.
Action: Motion by Sattler, seconded by Bland to approve Task Order No. MEI-08-002 with McCord
Engineering, Inc., for professional services related to New Development Engineering for the City of
Georgetown’s Electrical System for an amount not to exceed $450,000.00.
Approved 5-0-2 (Lenning & Beach absent)
X. Consideration and possible recommendation to approve Task Order No. MEI -08-003 with
McCord Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services
Agreement, for professional services related to Capital Improvement Planning (CIP) Project
Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $200,000.00. -
- Tom Benz/ Ken Arnold
Discussion: Benz stated that this task order is for Preliminary Engineering and Final design fo r our
CIP Projects that will be developed in our five year CIP plan.. These projects will be mainly
upgrading our electrical system.
Action: Motion by Sattler, seconded by Bland to approve Task Order No. MEI-08-003 with McCord
Engineering, Inc., or professional services related to Capital Improvement Planning (CIP) Project
Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $200,000.00.
Approved 5-0-2 (Lenning & Beach absent)
XI. Consideration and possible recommendation to approve Task Order No. MEI-08-004 with
McCord Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services
Agreement, for professional services related to Wholesale Energy Planning for the City of
Georgetown’s Electrical System for an amount not to exceed $50,000.00. -- Tom Benz/Ken Arnold
Discussion: Benz stated that this Task Order is replacing an existing contract with wholesale power.
Briggs stated that is did not come to the GUS Board, it went straight to City Counci l. City Council
approved this out of Executive Session on October 28, 2008. This has already been approved, what we
are doing today is assigning a task order number to it.
Action: None
Approved 5-0-2 (Lenning & Beach absent)
Motion by Page, seconded by Bland to adjourn
Approved 5-0-2 (Lenning & Beach absent)
Adjournment
The meeting was adjourned at 03:15 PM.
Approved : Attest:
_______________________ ________________________
Riki Young - Chair Richard Lenning - Secretary