COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON OCTOBER 24, :30 P.M.

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1 1. Flag Salute 2. Minutes 3. Vouchers COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON OCTOBER 24, :30 P.M. 4. Bid Opening - Bid Document W, Addition of West Embankment Piezometers for the Wells Hydroelectric Project 5. Promoted Employee - Derek Browning, Assistant Purchasing Agent 6. Promoted Employee - Mike Erb, System Operator 7. Promoted Employee - Brian Potter, Journeyman Meterman 8. Promoted Employee - Salvador Ramirez, Apprentice Lineman 9. Public Comment 10. Resolution Establishing Hearings for Proposed Electric and Water Rate Adjustments 11. Resolution Authorizing the District to Renew Property Insurance Coverage with ACE American Insurance Company and Liberty Mutual Insurance Company 12. Resolution Authorizing Acceptance of Work and Final Payment to Wesco Distribution, Inc. under Contract D, Supply and Deliver 15 kv Vacuum Circuit Breakers for the Veedol Substation 13. Resolution Authorizing a Professional Service Agreement with Sigma Six Solutions for Commissioning of Veedol Substation 14. Resolution Affirming Change Order No. 3 to Contract D, Construct Veedol Substation 15. Resolution Authorizing Execution of Intent to Grant Easement Agreement and Easement with Calvary Chapel Fellowship of Wenatchee 16. Resolution Authorizing Acceptance of Work and Final Payment to Net Services, LLC Under Contract W, Provide and Install Pond 1 Bird Exclosure at Wells Hatchery 17. Resolution Affirming Change Order No. 2 to Contract W, Construct Wells Hydroelectric Project Interpretive Center

2 Agenda October 24, 2016 Page Resolution Authorizing Addendum No. 1 to Bid Document W, Service and Draft Tube Air Compressor Upgrades at the Wells Hydroelectric Project 19. Resolution Authorizing Addendum No. 1 to Bid Document No W, 2017 Hatchery Well and Pump Maintenance 20. Resolution Authorizing Approval of Land Use Permit , City of Pateros 21. Resolution Declaring Items to Be Surplus to the Needs of the District 22. Resolution Accepting Bids Received for Surplus District Property Sold by Chuck Yarbro Auctioneers on September 24, Write-off to Reserve for Uncollectible Accounts - $1, Inventories of Work Order No $(97,468) and No $37, Claims for Damages: Frontier $462.02; Frontier $ DCCN Monthly Report - August & September, Internal Audit Report - September, Treasurer s Reports - Electric Distribution System - September, Treasurer s Reports - Wells Hydroelectric Project - September, Financial and Statistical Report - Wells Hydroelectric Project - August, Budget Report - Wells Hydroelectric Project - August, Other 33. Trips 34. Minutes 35. Executive Session: RCW (i)

3 RESOLUTION NO. A RESOLUTION ESTABLISHING HEARINGS FOR PROPOSED ELECTRIC AND WATER RATE ADJUSTMENTS 1) After careful consideration of the District s current and future financial needs, District staff has prepared a proposal for a staged rate adjustment for electric and water rates. 2) RCW states that each public utility district shall have the power and shall be required to establish, maintain, and collect rates or charge for electric energy and water which shall be fair and nondiscriminatory and adequate to meet expenses of the District. 3) It is in the best interest of the District to establish and advertise hearings for the purpose of accepting public comment on the proposed electric and water rate adjustment. District No. 1 of Douglas County, Washington, that rate hearings be scheduled and advertised for 1:30 P.M. on November 14, 2016 at the District s East Wenatchee Office and for 1:30 P.M. on November 28, 2016 at the District s Bridgeport Office. ADOPTED this 24th day of October, 2016.

4 RESOLUTION NO. A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW PROPERTY INSURANCE COVERAGE WITH ACE AMERICAN INSURANCE COMPANY AND LIBERTY MUTUAL INSURANCE COMPANY 1) The District s current Property Insurance Policy with American Insurance Company (ACE) and Liberty Mutual Insurance Company (Liberty) expires on November 1, ) ACE and Liberty have provided a quote for renewal with similar policy terms and conditions for a 50/50 quota share program. The quoted premium is $459,267 plus $3,000 for engineering fees with a $200,000,000 limit that includes coverage for acts of terrorism. 3) District staff has reviewed the quote and recommend renewal of Property Insurance with ACE and Liberty. 4) It is in the best interest of the District to obtain coverage through ACE and Liberty for the quoted premium of $459,267 plus $3,000 for engineering fees from November 1, 2016 to November 1, District No. 1 of Douglas County, Washington, that the District s Insurance Administrator will secure Property insurance Coverage with ACE and Liberty. ADOPTED this 24 th day of October, 2016.

5 RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO WESCO DISTRIBUTION, INC. UNDER CONTRACT D, SUPPLY AND DELIVER 15 kv VACUUM CIRCUIT BREAKERS FOR THE VEEDOL SUBSTATION 1) By Resolution No dated April 25, 2016, the District awarded Contract D, Supply and Deliver 15 kv Vacuum Circuit Breakers for the Veedol Substation to WESCO Distribution, Inc. 2) District staff report the Contractor has satisfactorily completed all requirements of Contract D and has submitted a Request for Final Payment, Certificate and Release. Therefore, staff recommends that the District accept the completed work and authorize final payment in the amount of $249, plus tax upon receiving the required notifications from the State of Washington. The total cost of work under this contract is $249, ) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract D. District No. 1 of Douglas County, Washington, that the work under Contract D, Supply and Deliver 15 kv Vacuum Circuit Breakers for the Veedol Substation is hereby accepted as complete, and that final payment is authorized, contingent on receipt by the District of all necessary releases by the State of Washington. This acceptance in no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the contract.

6 ADOPTED this 24 th day of October, 2016.

7 RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH SIGMA SIX SOLUTIONS FOR COMMISSIONING OF VEEDOL SUBSTATION 1) The construction of Veedol Substation is approaching completion. Before connecting Veedol Substation to the transmission and distribution systems, the major components and protection devices need to be tested and commissioned. 2) The District does not have the equipment, available personnel or experience to perform this work. 3) It is in the best interests of the District to enter into a Professional Service Agreement with Sigma Six Solutions to test and commission Veedol Substation. District No. 1 of Douglas County, Washington, that the District s General Manager is hereby authorized and directed to enter into a Professional Service Agreement with Sigma Six Solutions to test and commission Veedol Substation, the cost of which is not to exceed $90,000.00, with an expiration date of December 16, ADOPTED this 24 th day of October, 2016.

8 RESOLUTION NO. A RESOLUTION AFFIRMING CHANGE ORDER NO. 3 TO CONTRACT D, CONSTRUCT VEEDOL SUBSTATION 1) By Resolution No dated April 11, 2016 the District awarded Contract D, Construct Veedol Substation to Potelco, Inc. 2) Change Order 3 was prepared to address the following issues: Holes had to be drilled in the 115 kv switch mounting plates to match the support steel. Three sets of the 115 kv switches were removed due to poor quality and new switches were installed in their place. The contract completion date should be extended due to late delivery of District procured provided equipment. 3) District staff recommends that the District approve Change Order No. 3 in the amount of $18, Previous change orders, in addition to this change order, bring the total cost of the contract to $3,559, ) It is in the best interests of the District to approve Change Order No. 3 to Contract D. District No. 1 of Douglas County, Washington, that Change Order No. 3 to Contract D, Construct Veedol Substation is affirmed by the Commission. ADOPTED this 24 th day of October, 2016.

9 RESOLUTION NO. A RESOLUTION AUTHORIZING EXECUTION OF INTENT TO GRANT EASEMENT AGREEMENT AND EASEMENT WITH CALVARY CHAPEL FELLOWSHIP OF WENATCHEE 1. The District has a need to obtain an easement for its electrical lines along the West side of North Baker Avenue. 2. The Distribution Engineering department intends to replace the existing poles with taller poles and relocate them to the edge of the County s Right-of-Way crossing private property. The District has obtained a signed easement and Intent to Grant Easement Agreement from Calvary Chapel Fellowship of Wenatchee in the amount of $1, for their subject property located along the easement corridor on North Baker Avenue. 3. It is in the best interests of the District to acquire the above referenced easement and close the Intent to Grant Easement Agreement by approving the negotiated payment. District No. 1 of Douglas County, Washington, that the Right-of-Way Easement and Intent to Grant Easement Agreement between the District and Calvary Fellowship Chapel of Wenatchee is hereby approved and the District s General Manager is hereby authorized and directed to execute said easement on behalf of the District, at a cost to the District of $1, ADOPTED this 24 th day of October, 2016.

10 RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO NET SERVICES, LLC UNDER CONTRACT W, PROVIDE AND INSTALL POND 1 BIRD EXCLOSURE AT WELLS HATCHERY 1) By Resolution No , dated April 11, 2016, the District awarded Contract W, Provide and Install Pond 1 Bird Exclosure at Wells Hatchery to Net Services, LLC for $130,850. 2) By Resolution No , dated August 8, 2016, Change Order No. 1 was affirmed to increase the contract by $2,000 bringing the total not-to-exceed amount to $132,850. 3) District staff reports the Contractor has satisfactorily completed all requirements of Contract W and has submitted a Request for Final Payment, Certificate and Release. Therefore, staff recommends that the District accept the completed work and authorize final payment in the amount of $6, to Net Services, LLC upon receiving the required notifications from the State of Washington. The total cost of work under this contract is $132,850 plus tax. 4) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract W. District No. 1 of Douglas County, Washington, that the work under Contract W, Provide and Install Pond 1 Bird Exclosure at Wells Hatchery is hereby accepted as complete, and that final payment is authorized, contingent upon receipt by the District of all necessary releases by the State of Washington. This acceptance in no manner waives any claim the District may have against the Contractor for failure to comply with the terms of the contract.

11 ADOPTED this 24 th day of October, 2016.

12 RESOLUTION NO. A RESOLUTION AFFIRMING CHANGE ORDER NO. 2 TO CONTRACT W, CONSTRUCT WELLS HYDROELECTRIC PROJECT INTERPRETIVE CENTER 1) By Resolution No dated June 27, 2016 the District awarded Contract W, Construct Wells Hydroelectric Project Interpretive Center to Whitebird, Inc. 2) Change Order No. 2 was prepared to address the following issues: Expose and modify exhibit shelter ceiling to accommodate video monitors to be installed during the exhibit phase of the project under separate contract; Purchase and install water pressure reducer in restroom building to meet building code requirements; Delete and provide credit for floor sink per deletion of hot water tank under Change Order No. 1; Purchase and install freestanding ADA accessible drinking fountain, not included in plans; Change Bid Document SC-2, completion inspection date to November 30, 2016 and final completion date to December 9, ) District staff recommends approval of Change Order No. 2 in the amount of $12, which brings the total amount of the contract to $1,249, ) It is in the best interests of the District to approve Change Order No. 2 to Contract W. District No. 1 of Douglas County, Washington, that Change Order No. 2 to Contract W, Construct Wells Hydroelectric Project Interpretive Center is hereby affirmed by the Commission.

13 ADOPTED this 24th day of October, 2016

14 RESOLUTION NO. A RESOLUTION AUTHORIZING ADDENDUM NO. 1 TO BID DOCUMENT W, SERVICE AND DRAFT TUBE AIR COMPRESSOR UPGRADES AT THE WELLS HYDROELECTRIC PROJECT 1) Resolution No authorized the District to issue a call for bids under Bid Document W, Service and Draft Tube Air Compressor Upgrades at the Wells Hydroelectric Project. documents. 2) Addendum No. 1 was prepared to provide clarifications to the contract 3) District staff recommends it is in the best interest of the District to approve Addendum No. 1 under Bid Document W, Service and Draft Tube Air Compressor Upgrades at the Wells Hydroelectric Project. District No. 1 of Douglas County, Washington, that the District s General Manager is authorized and directed to issue Addendum No. 1 to Bid Document W, Service and Draft Tube Air Compressor Upgrades at the Wells Hydroelectric Project. ADOPTED this 24th day of October, 2016.

15 RESOLUTION NO. A RESOLUTION AUTHORIZING ADDENDUM NO. 1 TO BID DOCUMENT W, 2017 HATCHERY WELL AND PUMP MAINTENANCE 1) Resolution No authorized the District to issue a call for bids under Bid Document W, 2017 Hatchery Well and Pump Maintenance. 2) Items number 36 and 37 on page 16 under the Optional Equipment section of the Bidding Schedule are confusing and are unnecessary. These items have been removed in the addendum. 3) District staff recommends it is in the best interests of the District to approve Addendum No. 1 under Bid Document W, Hatchery Well and Pump Maintenance. District No. 1 of Douglas County, Washington, that Addendum No. 1 to Bid Document W, 2017 Hatchery Well and Pump Maintenance is hereby authorized. ADOPTED this 24th day of October, 2016.

16 RESOLUTION NO. A RESOLUTION AUTHORIZING APPROVAL OF LAND USE PERMIT , CITY OF PATEROS 1) The District has implemented a Land Use Policy which requires adjacent land owners wishing to use properties associated with the Wells Hydroelectric Project to obtain approval through a District issued permit. 2) District personnel recommends approval of the following permit: City of Pateros Wells Permit The permit is for the installation and maintenance of an interpretive exhibit entitled A Monument to the Methow in Memorial Park. The permittee has provided proof of insurance coverage as required by the District s Land Use Policy. The permit was submitted to all required Habitat Conservation Plan Parties for review, with one positive comment received from the U.S. Fish and Wildlife service. 3) It is in the best interests of the District to approve Wells Permit District No. 1 of Douglas County, Washington, that the District s General Manager is hereby authorized and directed to execute, in accordance with the District s Land Use Policy, Land Use Permit No to the permittee. ADOPTED this 24th day of October, 2016.

17 RESOLUTION NO. A RESOLUTION DECLARING ITEMS TO BE SURPLUS TO THE NEEDS OF THE DISTRICT 1) The District owns equipment which by reason of replacement policy and obsolescence are surplus and no longer needed nor useful in the District s operation. 2) District Staff recommends that the items be declared surplus. 3) Three items listed in Schedule A referenced by Resolution were incorrectly stated as surplus and were withheld from auction. 4) Four items not referenced by Resolution were sent to auction and should be declared surplus. 4) It is in the best interest of the District that property listed in the attached memorandum be declared surplus to correct District records. District No. 1 of Douglas County, Washington, that items of personal property listed in the attached memorandum be declared surplus to the District s operation and to correct the District records for items incorrectly listed as surplus in resolution ADOPTED this 24th day of October, 2016.

18 RESOLUTION NO. A RESOLUTION ACCEPTING BIDS RECEIVED FOR SURPLUS DISTRICT PROPERTY SOLD BY CHUCK YARBRO AUCTIONEERS ON SEPTEMBER 24, ) The District, by Board Resolution No dated September 12, 2016, was authorized to dispose of, by Public Auction, certain items of District personal property which had been listed and designated as surplus to the needs of the District. 2) District staff states that a public auction was held by Chuck Yarbro Auctioneers on September 24, 2016 at the Chelan County Road Department Shop in Wenatchee, WA. Chuck Yarbro Auctioneers personnel worked very hard at selling the District s surplus items for the highest dollar value possible and from past experience, the District received fair and reasonable market value for those surplus items. 3) Chuck Yarbro Auctioneers successfully sold the surplus items listed on Schedule A for a total of $83,610.00, providing a net return to the District of $79, after deduction of the sales commission equal to $4, ) Staff recommends the District accept the proceeds from the Surplus Property Auction held on September 24, ) It is in the District s best interest to accept the bids received for the items listed on Schedule A and to remove the items from its book of accounts. District No. 1 of Douglas County, Washington that the bids received for the surplus items listed on Schedule A are hereby accepted; and that the District is authorized to remove from its book of accounts those listed items of surplus personal property sold on September 24, 2016 by Chuck Yarbro Auctioneers.

19 ADOPTED this 24th day of October, 2016.