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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 The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participation at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information: TTY users route through Relay Texas at 711. 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. IV V Bill Stump — Chair - 114, -fh 4,,4e� Joyce AapLes — Secretary r Bila K. Mit ell, US Bo rd Liaison