COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON MARCH 23, :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 MARCH 23, :30 P.M. 4. Bid Opening D, Supply and Deliver Compact 1100 kcml EPR Primary Underground Cable 5. Public Comment 6. Introduce New Employee Grant Whitehall - Utilityman 1 7. Bid Opening Results March 16, Bid Document W, Provide and Install Replacement Pond Covers at the Methow Hatchery 8. Bid Opening Results March 16, Bid Document D, Supply and Deliver 1250 kcml Cooper EPR Primary Underground Cable 9. Bid Opening Results March 20, 2015 Results - Bid Document No W, Wells Hatchery Modernization 10. Resolution Authorizing Renewal of Contract D, Provide Distribution Dock Crew Services for an Additional One-Year Period with Magnum Power 11. Resolution Authorizing Renewal of Contract D, Provide Distribution Tree Trimming Services for an Additional One-Year Period with Asplundh Tree Expert Co. 12. Resolution Authorizing Award of Contract D to WESCO Distributing to Supply and Deliver 1250 kcmil Cooper EPR Primary Underground Cable 13. Resolution Authorizing a Call for Bids under Bid Document D, Supply and Deliver 1/0 EPR Primary Underground Cable 14. Resolution Authorizing a Professional Service Agreement with Slatta Designs, LLC for Assistance on Customer Service, Engineering Design Standards and Specifications Manuals 15. Resolution Authorizing Change Order No. 38 to Contract W, Generator Rebuild and Unit Refurbishment for the Wells Hydroelectric Project 16. Resolution Approving Assignment of Contract No W, Generator Rebuild and Unit Refurbishment for the Wells Hydroelectric Project, to Toshiba America Energy Systems Corporation

2 Agenda March 23, 2015 Page Resolution Affirming Addendum No. 2 to Bid Document W, Wells Hatchery Modernization 18. Resolution Authorizing Award of Contract W, Provide and Install Replacement Pond Covers at the Methow Hatchery to Hale & Long General Contractors, Inc. 19. Resolution Authorizing a Sole Source Purchase of Passive Integrated Transponder Tags from Lotek Wireless, Inc. 20. Resolution to Authorize a Temporary Cost-Sharing Agreement for Mid-Columbia Hourly Coordination 21. Resolution Authorizing the Purchase of Storage Area Network (SAN) Solution from Fusionstorm under RFP D 22. Work Order Inventory No $247,412 and No $37, Write-off to the Reserve for Uncollectible Accounts - $1, DCCN Report - February, Internal Audit Report - February, Treasurer s Report - Electric Distribution System - February, Treasurer s Report - Wells Hydroelectric Project - February, Financial and Statistical Report - Wells Hydroelectric Project - December, Budget Report - Wells Hydroelectric Project - December, Other 31. Trips 32. Minutes 33. Executive Session: Contract Negotiations (RCW (1)(i)(c))

3 RESOLUTION NO. A RESOLUTION AUTHORIZING RENEWAL OF CONTRACT D, PROVIDE DISTRIBUTION DOCK CREW SERVICES FOR AN ADDITIONAL ONE-YEAR PERIOD WITH MAGNUM POWER 1) By Resolution dated May 28, 2013, the District awarded Contract D, Distribution Dock Crew to Magnum Power. This Contract has an option to renew for a third year. No work was performed during the second year of the Contract; however, it would be advantageous to the District to renew the contract for an additional one-year period. Magnum Power is in agreement and understands the District is not guaranteeing work during the third year. 2) District staff recommends that the District exercise its option to renew the Contract for a third year. The total dollar amount shall not exceed $1,600,000 (One million, six hundred thousand dollars) per year as stated in the original Bid Document and will expire on March 31, ) It is in the best interests of the District to renew Contract D, Provide Distribution Dock Crew Services for the third year. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s General Manager is authorized and directed to renew Contract D, Provide Distribution Dock Crew Services. ADOPTED this 23rd day of March, 2015.

4 RESOLUTION NO. A RESOLUTION AUTHORIZING RENEWAL OF CONTRACT D, PROVIDE DISTRIBUTION TREE TRIMMING SERVICES FOR AN ADDITIONAL ONE-YEAR PERIOD WITH ASPLUNDH TREE EXPERT CO. 1) By Resolution dated June 24, 2013, the District awarded Contract D, Provide Distribution Tree Trimming Services to Asplundh Tree Expert Co. 2) District staff recommends that the District exercise its option to renew the Contract for a third year. The total dollar amount shall not exceed $600,000 (Six hundred thousand dollars) per year as stated in the original bid document and will expire on April 30, ) It is in the best interests of the District to renew Contract D, Provide Tree Trimming Services for the third year. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s General Manager is authorized and directed to renew Contract D, Provide Distribution Tree Trimming Services. ADOPTED this 23rd day of March, 2015.

5 RESOLUTION NO. A RESOLUTION AUTHORIZING AWARD OF CONTRACT D TO WESCO DISTRIBUTING TO SUPPLY AND DELIVER 1250 KCMIL COPPER EPR PRIMARY UNDERGROUND CABLE 1) By Resolution No dated February 23, 2015, the District called for bids under Bid Document D, Supply and Deliver 1250 kcmil Copper EPR Primary Underground Cable. 2) On March 16, 2015, the District opened bids as follows: Bidders General Pacific, Inc. Portland, OR Total for Bid Comparison No Bid WESCO Distributing $978, Portland, OR HD Supply Power Solution s $819, Portland, OR Engineer s Estimate $996, ) District staff have reviewed the bids and found that the bid from HD Supply Power Solutions does not meet the terms and conditions of Bid Document D and is considered non-responsive. The bid from WESCO Distributing meets all terms and conditions of Bid Document D. A review of the bidder s experience, qualifications, financial and work references verified that this company fulfills all necessary requirements and staff recommends award of Contract D to WESCO Distributing. 4) Contract D allows for the contractor to provide up to 5 percent over the requested cable length; this requires a not-to-exceed expenditure for the contract in place of a firm price.

6 5) It is in the best interests of the District to award Contract D to the lowest responsive bidder, WESCO Distributing with an authorized not-toexceed expenditure of $1,027, (One million, twenty-seven thousand, two hundred forty-six dollars and eighty-five cents). NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Contract D is awarded to WESCO Distributing. The President, Vice President and Secretary of the Commission or the General Manager are authorized to issue a Contract with WESCO Distributing, subject to the filing of the Contract and a Performance and Payment Bond in accordance with the District s specifications and which contract and bond are to be in a form that is satisfactory to the District. ADOPTED this 23 rd day of March, 2015.

7 RESOLUTION NO. A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT D, SUPPLY AND DELIVER 1/0 EPR PRIMARY UNDERGROUND CABLE 1) Several District jobs planned for this year will use 1/0 EPR cable. In addition, the stock of 1/0 cable is low. 2) Staff recommends that the District solicit bids in compliance with RCW to provide 1/0 EPR underground cable in accord with the specifications, terms and conditions of Bid Document D. Sealed bids will be accepted until April 13, 2015 at 1:30 p.m. Pacific Time in the District s East Wenatchee headquarters office. 3) It is in the best interests of the District to issue a call for bids under Bid Document D, Supply and Deliver 1/0 EPR Primary Underground Cable. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Bid Document D is hereby approved, and the District s General Manager is hereby authorized and directed to issue a call for bids to Supply and Deliver 1/0 EPR Primary Underground Cable. ADOPTED this 23 rd day of March, 2015.

8 RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH SLATTA DESIGNS, LLC FOR ASSISTANCE ON CUSTOMER SERVICE, ENGINEERING DESIGN STANDARDS AND ENGINEERING SPECIFICATIONS MANUALS 1) The District is in need of assistance in creating a customer service manual to help guide customers and contractors through the electrical service process. Additionally, the District needs to update all engineering design standards and engineering specifications. 2) Slatta Designs, LLC has experience and knowledge in these fields and is well suited to assist the District. 3) It is in the best interests of the District to enter into a Professional Service Agreement with Slatta Designs, LLC for assistance with Customer Service, Engineering Design Standards and Engineering Specifications manuals. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility 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 Slatta Designs, LLC for assistance with Customer Service, Engineering Design Standards and Engineering Specifications manuals, the cost of which, is not to exceed $150,000 (one hundred fifty thousand dollars) with an expiration date of April 1, ADOPTED this 23 rd day of March 2015.

9 RESOLUTION NO. A RESOLUTION AUTHORIZING CHANGE ORDER NO. 38 TO CONTRACT W, GENERATOR REBUILD AND UNIT REFURBISHMENT FOR THE WELLS HYDROELECTRIC PROJECT 1. Resolution authorized award of Contract W to Toshiba International Corporation with a total Contract amount of $151,100,000 and authorized the District to issue a Notice to Proceed for the first Unit at a cost of $21,121, The following changes to the contract have been authorized. Resolution authorized a Notice to Proceed for the second Unit at a cost of $15,900,000. Resolution authorized Change Order No. 1 at a cost of $10,800. Resolution authorized a Notice to Proceed for the third Unit at a cost of $15,990,000. Resolution authorized Change Order No. 2 at a cost of $141,950. Resolution authorized Change Order No. 3 at a cost of $33,000. Resolution authorized Change Order No. 4 at a cost of $82,800. Resolution authorized a Notice to Proceed for the fourth Unit at a cost of $16,848,674. Resolution authorized Change Order No. 5 at a cost of $113,200. Resolution authorized Change Order No. 6 at a cost of $5,300. Resolution No authorized Change Order No. 7 at a cost of $146,400. Resolution No authorized Change Order No. 8 at a cost of $48,800. Resolution authorized Change Order No. 9 at a cost of $22,940. Resolution No authorized Change Order No. 10 at a cost of $22,302. Resolution No authorized Change Order No. 11 at a cost of $58,440. Resolution No authorized Change Order 12 at no change in the Contract amount.

10 Resolution authorized Change Order No. 13 at no change in the Contract amount. Resolution No authorized Change Order No. 14 at a cost of $46,003. Resolution No authorized Change Order No. 15 at a cost of $32,422. Resolution No authorized Change Order No. 16 at a cost of $7,830. Resolution No authorized Change Order No. 17 at a cost of $117,866. Resolution No authorized Change Order No. 18 at a cost of $67,169. Resolution No authorized Change Order No. 19 at a cost of $16,770. Resolution No authorized Change Order No. 20 at a cost of $36,877. Resolution No authorized Change Order No. 21 at a cost of $5,332. Resolution No authorized Change Order No. 22 at a cost of $128,369. Resolution No authorized Change Order Nos. 23 through 30 at a combined cost of $351,629. Resolution No authorized Change Order No. 31 at a cost of $293,941. Resolution No authorized Change Orders No. 32 and 33 with a combined increase of $334,361. Resolution No authorized Change Order No. 34 with an increase of $117,435. Resolution No authorized Change Order No. 35 with an increase of $6,077,500. Resolution authorized Change Orders No. 36 and 37 with a combined increase of $80,936. The total amount of the Contract is $161,581,646 and the total amount of work authorized to date under Contract W is $74,722, Change Order No. 38 has been prepared to procure a set of twelve generator air coolers to be pre-installed on Wells generators that have yet to be rebuilt. The coolers will be used to replace existing failed coolers and will ultimately be incorporated into the rebuilt

11 generators or retained as spare coolers. Change Order No. 38 will increase the contract amount by $139, It is in the best interest of the District to execute Change Order No. 38 as outlined above. Change Order No. 38 will increase the contract amount by $139,283. The new totals for Contract W including this change order will be $161,720,929 for the contract amount and $74,862,129 authorized to date. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District is hereby authorized and directed to issue Change Order No. 38 to Contract W in the amount of $139,283, making the revised total for the Contract $161,720,929, with $74,862,129 authorized to date. ADOPTED this 23rd day of March, 2015.

12 RESOLUTION NO. A RESOLUTION APPROVING ASSIGNMENT OF CONTRACT W, GENERATOR REBUILD AND UNIT REFURBISHMENT FOR THE WELLS HYDROELECTRIC PROJECT TO TOSHIBA AMERICA ENERGY SYSTEMS CORPORATION 1. By Resolution No the District awarded Contract W, Generator Rebuild and Unit Refurbishment for the Wells Hydroelectric Project to Toshiba International Corporation (TIC). 2. By letter dated March 11, 2015 Mr. Tsuyoshi Yamada of TIC has requested District consent to assign Contract W to Toshiba America Energy Systems Corporation (TAES) which was formed by the merger of current TIC businesses in North America. 3. Staff recommends approval of the assignment of the existing Contract W with TIC to TAES. 4. It is in the best interest of the District to approve the assignment of the existing Contract W with TIC to TAES. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the assignment of Contract W to Toshiba America Energy Systems Corporation is hereby approved and the District s General Manager is hereby authorized and directed to provide written consent to the assignment. ADOPTED this 23rd day of March, 2015.

13 RESOLUTION NO. A RESOLUTION AFFIRMING ADDENDUM NO. 2 TO BID DOCUMENT W, WELLS HATCHERY MODERNIZATION 1) Resolution No authorized the District to issue a call for bids under Bid Document W, Wells Hatchery Modernization. 2) Addendum No. 2 addresses certain changes to the scope of work and questions from potential bidders. 3) District staff recommends it is in the best interests of the District to affirm Addendum No. 2 under Bid Document W, Wells Hatchery Modernization. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Addendum No. 2 to Bid Document W, Wells Hatchery Modernization is hereby affirmed. ADOPTED this 23rd day of March, 2015.

14 RESOLUTION NO. A RESOLUTION AUTHORIZING AWARD OF CONTRACT W, PROVIDE AND INSTALL REPLACEMENT POND COVERS AT THE METHOW HATCHERY TO HALE & LONG, GENERAL CONTRACTORS 1) By Resolution No dated January 26, 2015, the District called for bids under Bid Document W, Provide and Install Replacement Pond Covers at the Methow Hatchery. 2) On March 16, 2015, after due and proper notice, the District opened bids as follows: Bidder Total for Bid Comparison Hale & Long General Contractors, Inc. $210, East Wenatchee, Washington Knight Construction and Supply, Inc. $229, Deer Park, Washington Engineer s Estimate $252, ) District staff have reviewed the bids and found that the bid from Hale & Long General Contractors, Inc. meets all terms and conditions of Bid Document W. A review of the bidder s experience, qualifications, financial and work references verified that this company fulfills all necessary requirements and staff recommends award of Contract W to Hale & Long General Contractors, Inc. 4) It is in the best interests of the District to award Contract W to the lowest responsive bidder, Hale & Long General Contractors, Inc., with an authorized expenditure of $210, (two hundred, ten thousand dollars). NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Contract W is

15 awarded to Hale & Long General Contractors, Inc. The President, Vice President and Secretary of the Commission or the General Manager are authorized to issue a Contract with Hale & Long General Contractors, Inc. subject to the filing of the Contract and a Performance and Payment Bond in accordance with the District s specifications and which contract and bond are to be in a form that is satisfactory to the District. ADOPTED this 23 rd day of March, 2015.

16 RESOLUTION NO. A RESOLUTION AUTHORIZING A SOLE SOURCE PURCHASE OF PASSIVE INTEGRATED TRANSPONDER TAGS FROM LOTEK WIRELESS, INC. 1) The new FERC license, the Aquatic Settlement Agreement and the 401 Water Quality Certification for the Wells Project require Douglas PUD to install and then evaluate ladder passage and count station improvements for adult Pacific Lamprey. The Aquatic Settlement Work Group has approved a study plan to evaluate the effectiveness of these improvements. The proposed adult Pacific lamprey study is scheduled to take place during the summer and fall of ) The study will use radio telemetry technology to monitor the passage and behavior of adult lamprey. The study plan methodology requires efforts to minimize stress and tag burden on fish used in the study. In order to achieve this goal, radio tags used in the study (i) should weigh 1.10 grams in air or less, (ii) must have a battery life of 160 days or greater, and (iii) must be compatible with the existing radio telemetry infrastructure currently installed in the Wells fishways. The NTC-4-2L nano tag manufactured by Lotek Wireless Inc., Newmarket, ON, is currently the only tag available that adheres to the study plan requirements for reduced stress and tag burden on lamprey and is compatible with the existing radio telemetry infrastructure currently installed in the Wells fishways. 3) This purchase is exempt from the competitive bidding requirements of RCW pursuant to RCW (6) and RCW (1)(a). RCW , provides in part:

17 This section provides uniform exemptions to competitive bidding requirements utilized by municipalities when awarding contracts for public works and contracts for purchases. (1) Competitive bidding requirements may be waived by the governing body of the municipality for: (a) Purchases that are clearly and legitimately limited to a single source of supply; 4) It is in the best interest of the District to purchase 155 NTC-4-2L nano tags and 8 coded transmitters from Lotek Wireless Inc. The total cost of these tags and transmitters will not exceed $35,945.00, plus tax. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District hereby waives the competitive bidding process pursuant to RCW (6) and RCW (1)(a), and the District is hereby authorized to issue a Purchase Order, not to exceed $35,945 (Thirty-five Thousand, Nine Hundred Forty-five dollars) plus tax, to Lotek Wireless Inc. for the purchase of 155 NTC-4-2L nano tag radio tags and 8 coded transmitters. ADOPTED this 23 rd day of March, 2015.

18 RESOLUTION NO. A RESOLUTION TO AUTHORIZE A TEMPORARY COST- SHARING AGREEMENT FOR MID-COLUMBIA HOURLY COORDINATION 1) Chelan PUD employee Hugh Owen has been selected to provide supervision, leadership and analysis to the Mid-Columbia hydraulic coordination operation typically referred to as Mid-Columbia Hourly Coordination or Central for a trial period. Owen. 2) Chelan and Douglas PUD s will benefit from this work performed by Mr. 3) All ordinary employment costs incurred by Chelan PUD directly related to this service by Mr. Owen shall be shared equally by Chelan and Douglas. 4) This agreement shall terminate upon the earlier of (l) Mr. Owen s retirement in November, 2015 or (2) the expiration of 30 days following written notice of Chelan or Douglas of its intent to terminate this agreement. 5) It is in the best interest of the District to enter into the temporary costsharing agreement with Chelan PUD. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the General Manager is authorized to sign the temporary cost-sharing agreement with Chelan PUD. ADOPTED this 23rd day of March, 2015.

19 RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF STORAGE AREA NETWORK (SAN) SOLUTION FROM FUSIONSTORM UNDER RFP D 1) Resolution authorized the District to issue a Request for Proposals (RFP) to provide a Storage Area Network (SAN) solution that supports the needs of the District. 2) After evaluation of the proposals submitted using the criteria specified in the RFP, District staff recommends purchasing the solution proposed by FusionStorm. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District is authorized to purchase the Storage Area Network (SAN) solution offered by FusionStorm. ADOPTED this 23 rd day of March, 2015.