HomeMy WebLinkAboutMinutes_GUS_11.11.2016Notice of Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Bode of the City of Georgetown, Texas
November 11, 2416 at 2:OOPM
at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX
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Board Members Present: Bill Stump — Chair, Mike Cunningham — Vice Chair, Joyce Mapes --
Secretary, Ed Pastor, John Copelan, Edward Wiley, Steve Fought (departed meeting at 3:02PM)
Board Members Absent: none
Staff Members Present: Jim Briggs (joined at 2:01PM), Wes Wright, Glenn Dishong (joined at
2:01PM), Jimmy Sikes, Sheila Mitchell, Chris Foster (joined at 2:02PM), Mike Babin (joined at
2:01PM), Leticia Zavala, Cindy Pospisil, John Zamarripa, Jarrod Vail, Deborah Knutsen (joined
at 2:04pm), Michael Hallmark (joined meeting at 2:44PM)
Others Present: Joe Reedholm (joined at 2:05pm)
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A. Call to Order - Called to order by Chair at 2:OOPM
The Board may, at any time, recess the Regular Session to convene an Executive Session at the
request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager
of Utilities, 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.
B. Introduction of Visitors - none
Chair recognized Veterans present at meeting, on this Veterans Day, and thanked all for their service.
Employee Recognition
--Mark Warden, Utility Conservation Coordinator - Mike Babin
Mark was unable to attend meeting; will be recognized at a future meeting
-- Jarrod Vail, Electric Lineman - John Zamarripa, Electric Supervisor introduced Vail, stating Vail
had just come up through the Merchants Lineman's program from ground zero and had just
completed his training. Vail is officially a Journeyman -Lineman. Pastor asked and Vail stated he's
been with City of Georgetown for 5'A years; is married with two children. He has enjoyed working at
the City and learned a lot, especially through the program. Previously with Austin Energy and was
an electrician. Board congratulated and thanked Vail for his work.
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. -
Wesley Wright, P.E., Systems Engineering Director
Wright gave update on project reports included in packets. Some discussion about West Side Service
Center solar panels, the excellent job done by FTWoods on the construction of the facility as well as
Open House/Ribbon cutting in the fixture.
D. Industry Updates
Briggs gave update on some upcoming legislation for consideration in next legislative session,
including a local bill to allow Chisolm Trail Special Utility District (CTSUD) board to dissolve, which
we expect to pass early during session. Briggs noted city's engagement with new proposed LCRA
transmission lines routing between cities and working with PUC staff through this process. A general
consensus has been reached between cities involved and presented to PUC staff. Looking For a
determination in the spring. Council took action on Buckthorn solar project for an agreement
transferring management of the project from SunEdison to NRG. Possible bring online July 2018.
Briggs, Babin & Foster attended a TREIA conference (Texas Renewable Energy Industries Alliance)
this week at the new Sheraton hotel in Georgetown regarding renewable energy, transmission electric
grids, distributed resource energy, battery storage, etc. Some discussion continued.
Legislative regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
E. Review and possible action to approve the minutes From the Regular GUS Board meeting held on
October 14, 2016. - Sheila K. Mitchell, GUS Board Liaison
Motion by CopeIan, seconded by Mapes to approve the minutes from the Regular GUS Board
meeting held on October 14, 2016. Approved 7-0-0
K Consideration and possible recommendation to renew the contract for labor services for Electric
System Overhead Construction and Maintenance to Techline Construction, LLC of Austin, Texas, in
the not to exceed amount of $750,000.00. - Wesley Wright, P.E., Systems Engineering Director
Wright noted continuation of contract renewals from last month; Bird Electric cannot do all labor so
we have supplemented additional work with Techline Construction. This is second renewal of
contract. Copelan asked and Wright/Sikes noted very satisfied and they follow city's policies and
safety guidelines. Motion by Pastor, seconded by Wiley to renew the contract for labor services for
Electric System Overhead Construction and Maintenance to Techline Construction, LLC of Austin,
Texas, in the not to exceed amount of $750,000.00. Approved 7-0-0
G. Consideration and possible recommendation to renew the contract for labor services for Outside
Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park, Texas, in the not
to exceed amount of $300,000.00. - Wesley Wright, P.E., Systems Engineering Director
Wright noted this is an annual renewal contract for labor services for continuation of extending fiber
network. Stump asked and Sikes noted most fiber is built out with over 200 miles around the area.
These are areas for new development and need of additional labor assistance. Wiley asked if
anticipation of doing same each year and Sikes stated very possible depending on development and
future automation. Work is performed as needed. Some additional discussion on bid process, timing
and renewals. Motion by Pastor, seconded by Copelan to renew the contract for labor services for
Outside Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park, Texas, in
the not to exceed amount of $300,000.00. Approved 7-0-0
H. Consideration and possible recommendation to award a contract to C.C. Carlton, LTD of Austin,
Texas, for the construction of the Westinghouse South Regional Wastewater System Improvements
and Stonehedge Lift Station Modifications in the amount of $2,112,011.00. - Wesley Wright, P.E.,
Systems Engineering Director/Michael Hallmark, CIP Manager
Wright presented item for the lift station project. Westinghouse is part of the TTRZ. Mays Street
extension is underway for joining access to Westinghouse Road. This lift station will serve that area.
Westinghouse is bulk of cost, approximately $2,000,000.00; remainder of cost is for Stonehedge
maintenance. Expenses will be reimbursed by TIRZ as development that comes in. CC Carlton is
contractor on Mays Street. Cunningham stated company is a good solid company. Wiley asked and
Wright noted some other older lift stations will eventually be taken off line and rerouted to new lift
station. This increases efficiency and lowers risks and well as less maintenance on multiple stations.
Briggs noted the increased interest in developing the area once lift station is operational. Motion by
Pastor, seconded by Wiley to award a contract to C.C. Carlton, LTD of Austin, Texas, for the
construction of the Westinghouse South Regional Wastewater System Improvements and Stonehedge
Lift Station Modifications in the amount of $2,112,011.00. Additional discussion regarding the TIRZ,
potential developers, reimbursement to city. Dishong explained process of improvements to be
funded by the TIRZ, payments and structure of reimbursements. Extension of Mays Street was a
priority. Briggs commented payments made back to city will be awhile; structured over twenty year
period. No further discussion. Motion stands. Approved 7-0-0
I. Consideration and possible recommendation to approve Task Order DEI -17-001 with Dunham
Engineering, Inc. of College Station, Texas, for professional services related to the Design of a Sun
City 2.0 MG (million gallon) Composite EST (elevated storage tank) in the amount of $300,000,00. —
Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager
Wright noted Dunham is the preeminent engineering firm for tank design in the state of Texas. This
is design contract to remove of old tank and replacement of new tank. Provide support to all of Sun
City and down Shell Road area. Demands are high during peak in Sun City, Questions about leaving
both tanks (not feasible due to required maintenance), location of tank placement in proximity of DB
Woods Rd, planned start date, projected timing of total completion and costs. Pastor asked and
Hallmark responded price to demolition will be bid out and hope for best price with salvage
included. Motion by Wiley, seconded by Mapes to approve Task Order DEI -17-001 with Dunham
Engineering, Inc. of College Station, Texas, for professional services related to the Design of a Sun
City 2.0 MG (million gallon) Composite EST (elevated storage tank) in the amount of $300,000,00.
Approved 7-0-0
Hallmark joined meeting at 2:44PM
J. Consideration and possible recommendation to approve Task Order DEI -17-002 with Dunham
Engineering, Inc. of College Station, Texas, for professional services related to the Design of the
Airport 1.5 MG (million gallon) GST (Ground Storage Tank) Rehabilitation in the amount of
$80,000.00. — Wesley Wright, P.E., Systems Engineering Director/Mir_hael Hallmark, CIP Manager
Wright stated Ground Storage Tank on Airport Road is a reuse tank. Need to have bid out for next
summer. Provides reuse water to Sun City for golf course and ponds. Cunningham asked and Briggs
noted pumps were rehabilitated several years back so no work needed on pumps. This work will
cover steel work and paint. Pastor asked and Wright noted Domel pump station is under design right
now. Motion by Pastor, seconded by Copelan to approve Task Order DEI -17-002 with Dunham
Engineering, Inc. of College Station, Texas, for professional services related to the Design of the
Airport 1.5 MG (million gallon) GST (Ground Storage Tank) Rehabilitation in the amount of
$80,000.00. Approved 7-0-0
K. Consideration and possible recommendation to approve a change order with Itineris N.A. to provide
management, support, and oversight of the transformation and conversion tasks for Data Migration
in the amount of $56,000. — Leticia Zavala, Customer Care Director
Zavala gave background and update on item and the process phases. This is a more cost effective
solution. This is for project management of the data. Copelan asked and Zavala responded funds are
for the management of the data after their review of the system. Dishong noted these funds do not
negatively impact the project budget; they were included in the $500,000.04 contingency. Some
discussion continued regarding vendor responsibilities, fixed price for this service, and timelines.
Motion by Wiley, seconded by Mapes to approve a change order with Itineris N.A. to provide
management, support, and oversight of the transformation and conversion tasks for Data Migration
in the amount of $56,000. Approved 7-0-0
Briggs departed meeting at 2:55PM and returned at 2:57PM. Fought departed meeting at 3:02PM
L. Consideration and possible recommendation to approve a contract with KHA Intelligence Group
LLC to provide transformation rule design, development, and data conversion of the legacy system
data for Data Migration in the amount of $83,470. — Leticia Zavala, Customer Care Director
Zavala provided background on vendor's expertise, noting Kent Hudson of KHA is one of the
original developers of the InCode system the city currently uses. These funds are also included in the
contingency for the project. Additional discussion regarding remaining contingency funds available
for project and possibility of additional needs which contingency will cover. Motion by
Cunningham, seconded by Pastor to approve a contract with KHS Intelligence Group LLC to
provide transformation rule design, development, and data conversion of the legacy system data for
Data Migration in the amount of $83,470. Approved 6-0-1 (Fought absent)
M. Consideration and possible recommendation to approve a task order with ElectSolve Technology
Solutions and Service to develop and configure integrations between the meter data management
system and the new CIS UMAX software in the amount of $75,000. — Leticia Zavala, Customer Care
Director
Zavala explained ElectSolve is our meter data management (MDM) software which captures electric
and water meter data. The two systems need to be integrated to provide billing in the new system,
storage and management of data, when customers login to access their accounts. Copelan asked and
Zavala explained questions about billing, data transfer, etc. We expected this expense as all vendors
have to integrate into new CIS UMAX system. Copelan asked about capturing real-time meter
reading and Dishong explained that would be a function of advance metering infrastructure, not the
MDM system. Sabin clarified the scope of this task order is just the interface on how the systems talk
to each other not their functionality. Stump asked and Zavala stated the "go live" date is December
2017. Motion by Copelan, seconded by Mapes to approve a task order with ElectSolve Technology
Solutions and Service to develop and configure integrations between the meter data management
system and the new CLS UMAX software in the amount of $75,000. Approved 6-0-1(Fought absent)
Adjournment
Motion by Wiley, seconded by Copelan to adjourn. Approved 6-0-1 (Fought absent). Meeting adjourned
at 3:10PM.
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Bill Stump — Chair
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Joyce AapLes — Secretary
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Bila K. Mit ell, US Bo rd Liaison