COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON SEPTEMBER 14, :30 P.M.

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1 COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON SEPTEMBER 14, :30 P.M. 1. Flag Salute 2. Minutes 3. Vouchers 4. Public Comment 5. Bid Opening Bid Document W, Methow Boat Launch Maintenance Dredging Year Service Award Randy Riggs 7. Introduce Promoted Employee Martin Escalera, Distribution Engineering Customer Service Representative 8. Introduce New Employees Leslie Corson, Transmission Planning Engineer and Kristi Burger, Customer Accounting Customer Service Representative 9. Review of Bid Opening Bid Document D, Construct Bridgeport Equipment Storage Building 10. Review of Bid Opening Bid Document D, Installation of Circuit Switcher Foundations at Terry Substation 11. Resolution Authorizing the District to Renew Directors and Officers and Employment Practices Liability Insurance with American Insurance Group (AIG) 12. Resolution Authorizing the District to Renew Fiduciary Liability Insurance with American Insurance Group (AIG) 13. Resolution Authorizing the District to Renew Non-Owned Aircraft Liability Insurance with Starr Aviation 14. Resolution Authorizing a Weatherization Agreement with Chelan-Douglas Community Action Council 15. Resolution Declaring a Special Market Condition to Purchase Used Transformers for Orondo Substation 16. Resolution Authorizing Acceptance of Work and Final Payment to Electrical Power Products, Inc., Under Contract D, Supply and Deliver Control and Relay Panels for Terry Substation 17. Resolution Authorizing Award of Contract D, Construct Bridgeport Equipment Storage Building to Black Rock Construction and Development LLC 18. Resolution Authorizing a Request for Proposals D, Integrated Software Solution 19. Resolution Authorizing a Call for Bids Under Bid Document D, Supply and Deliver Two (2) KV, 42 MVA Substation Transformers

2 Agenda September 14, 2015 Page Resolution Authorizing Change Order No. 3 to Contract W, Construct Carpenter Island Boat Launch 21. Resolution Affirming Change Order No. 2 to Contract W, Provide and Install Ponds 3 and 4 Bird Exclosures at Wells Hatchery 22. Resolution Affirming Addendum No. 1 to Bid Document W, Methow Boat Launch Maintenance Dredging 23. Resolution Authorizing Amendment No. 1 to the Professional Service Agreement with the Washington State Department of Fish and Wildlife 24. Resolution Authorizing an Agreement with U.S. Geological Survey for Water Temperature Data Collection Resolution Declaring Miscellaneous Items of Personal Property to Be Surplus to the Needs of the District to Sell Those Items by Public Auction 26. Resolution Authorizing Approval of Land Use Permit Resolution Authorizing Approval of Land Use Permit DCCN Monthly Reports July & August, Other 30. Trips 31. Minutes 32. Executive Session

3 A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW DIRECTORS AND OFFICERS AND EMPLOYMENT PRACTICES LIABILITIY INSURANCE WITH AMERICAN INSURANCE GROUP (AIG) 1) The District s Directors and Officers and Employment Practices Liability insurance coverage has been with American Insurance Group (AIG) since October 15, ) AIG has provided a quote for renewal with the same coverage limits of $10,000,000 with a deductible of $100,000 for each policy. The combined quoted premium is $59,608, which is an increase of $146 over the prior year. 3) District staff has reviewed the quote and recommend renewal of Directors and Officers and Employment Practices Liability insurance with AIG. 4) It is in the best interests of the District to obtain coverage through AIG for a combined premium of $59,608 for the policy year October 15, 2015 to October 15, NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s Insurance Administrator will secure Directors and Officers and Employment Practices Liability insurance coverage with AIG. ADOPTED this 14 th day of September, 2015.

4 A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW FIDUCIARY LIABILITY INSURANCE WITH AMERICAN INSURANCE GROUP (AIG) 1) The District has had Fiduciary and Employee Benefit Liability insurance coverage with American Insurance Group (AIG) since March 29, ) AIG has provided a quote for renewal. The limit of liability remains $3,000,000 with no deductible and a continuity date of January 1, The quoted premium is $7,447 which is a slight decrease from the prior year. 3) District staff has reviewed the quote and recommends renewal of Fiduciary and Employee Benefit Liability Insurance with AIG. 4) It is in the best interests of the District to obtain coverage through AIG for a premium of $7,447 for October 15, 2015 to October 15, NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s Insurance Administrator will secure Fiduciary and Employee Benefit Liability insurance with AIG. ADOPTED this 14 th day of September, 2015.

5 A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW NON-OWNED AIRCRAFT LIABILITY INSURANCE WITH STARR AVIATION 1) The District s current Non-Owned Aircraft Liability Policy with Starr Aviation expires on November 9, ) Starr Aviation has provided a quote for renewal of $7,510. 3) District staff has reviewed the terms of the quote and recommend renewal of coverage with Starr Aviation. 4) It is in the best interests of the District to renew coverage with Starr Aviation at the quoted premium of $7,510 for the policy year November 9, 2015 to November 9, NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s Insurance Administrator will secure Non-Owned Aircraft Liability insurance with Starr Aviation. ADOPTED this 14 th day of September, 2015.

6 A RESOLUTION AUTHORIZING A WEATHERIZATION AGREEMENT WITH CHELAN-DOUGLAS COMMUNITY ACTION COUNCIL 1) The District has participated in the Washington State Department of Community Development s Energy Matchmaker Low Income Weatherization Program through the Chelan-Douglas Community Action Council since ) Resolutions and authorized agreements with the Chelan-Douglas Community Action Council to provide $40,000 and $20,000 respectively for the continuation of the program for October 2014 through October ) It is in the best interest of the District to continue this program in the amount of $60,000 for the 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 to sign an Agreement for $60,000 with the Chelan-Douglas Community Action Council for the year 2016 ADOPTED this 14 th day of September, 2015.

7 A RESOLUTION DECLARING A SPECIAL MARKET CONDITION TO PURCHASE USED TRANSFORMERS FOR ORONDO SUBSTATION 1) The District has experienced load growth on the Waterville and O Malley feeders that results in the pair of Orondo Substation transformers being overloaded during winter peaks. A matched pair of transformers are available on the transformer secondary market at a significantly reduced price that will: Fit on the existing Orondo Substation transformer pads Double the existing capacity of the Orondo Substation Cost $202,500 (each) delivered and warranted for 1 year. This compares to an estimated $300,000 (each) for a new transformer. 2) District staff have conducted a thorough search of the secondary transformer market, which has not identified any comparable transformers. Staff recommends that the District declare a special market condition, waive the public bid requirements of RCW , and authorize the purchase of two (2) transformers from Transformer Network, Inc. 3) It is in the best interests of the District to declare a special market condition, and purchase the used transformers from Transformer Network, Inc., with an authorized expenditure of $405, plus sales tax. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that a special market condition is hereby declared, and the District s General Manager is hereby authorized and directed to purchase the used transformers from Transformer Network, Inc., with an authorized expenditure of $405, plus sales tax.

8 ADOPTED this 14th day of September, 2015.

9 A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO ELECTRICAL POWER PRODUCTS, INC. UNDER CONTRACT D, SUPPLY AND DELIVER CONTROL AND RELAY PANELS FOR TERRY SUBSTATION 1) By Resolution No dated May 11, 2015 the District awarded Contract D, Supply and Deliver Control and Relay Panels for Terry Substation to Electrical Power Products, 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 $38, plus tax to Electrical Power Products, Inc. upon receiving the required notifications from the State of Washington. 3) It is in the best interests of the District to accept the work as complete and authorize final payment under Contract D. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the work under Contract D, Supply and Deliver Control and Relay Panels for Terry 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. ADOPTED this 14 th day of September, 2015.

10 A RESOLUTION AUTHORIZING AWARD OF CONTRACT D, CONSTRUCT BRIDGEPORT EQUIPMENT STORAGE BUILDING TO BLACK ROCK CONSTRUCTION AND DEVELOPMENT LLC 1) By Resolution No , dated July 27, 2015, the District called for bids under Bid Document D, Construct Bridgeport Equipment Storage Building. 2) On September 8, 2015, the District opened 3 bids as follows: Bidder Total for Bid Comparison Option A* Zion Construction, Inc. $138, $20, Ephrata, Washington Black Rock Construction & Development LLC $90, $17, Moses Lake, Washington Custom Building Services LLC $167, $34, Okanogan, Washington Engineer s Estimate $100, $22, *Option A is for the installation of a reinforced concrete floor in the building. 3) District staff have reviewed the bids and found that the bid from Black Rock Construction & Development, LLC 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 Black Rock Construction & Development, LLC. 4) It is in the best interests of the District to award Contract D to the lowest responsive bidder, Black Rock Construction & Development, LLC with an authorized expenditure of $107,000.00, which includes Option A.

11 NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Contract D is awarded to Black Rock Construction & Development, LLC. The General Manager is authorized to issue a Contract with Black Rock Construction & Development, LLC 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 14th day of September, 2015.

12 A RESOLUTION AUTHORIZING A REQUEST FOR PROPOSALS D, INTEGRATED SOFTWARE SOLUTION 1) The District s major software systems are provided by separate vendors and the District has little integration between them. The District has the potential to save time and money by leveraging a solution from a single vendor. A single vendor could provide deeper integration between major software functions at a lower cost. 2) District staff states that the District has a need to issue Request for Proposals D for an Integrated Software Solution and recommends publication of the RFP. Proposals will be accepted until 4 p.m. Pacific time on October 9, 2015 in the District s East Wenatchee headquarters office. 3) It is in the best interests of the District to issue a Request for Proposals and advertise in pertinent publications. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that RFP D, Integrated Software Solution is hereby approved and the District s General Manager is hereby authorized and directed to issue Request for Proposals D to provide an Integrated Software Solution. ADOPTED this 14th day of September, 2015

13 A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT D, SUPPLY AND DELIVER TWO (2) KV, 42 MVA SUBSTATION TRANSFORMERS 1) There have been several requests for services that require a large amount of power near the Battermann Industrial Park. To serve these loads, the District is planning a new substation in that area, which requires the purchase of two substation transformers. 2) Staff recommends that the District solicit bids in compliance with RCW to provide two substation transformers in accord with the specifications, terms and conditions of Bid Document D. Sealed bids will be accepted until October 12, 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 Two (2) kv, 42 MVA Substation Transformers. 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 Two (2) kv, 42 MVA Substation Transformers. ADOPTED this 14 th day of September, 2015.

14 A RESOLUTION AUTHORIZING CHANGE ORDER NO. 3 TO CONTRACT W, CONSTRUCT CARPENTER ISLAND BOAT LAUNCH 1) By Resolution No , dated February 23, 2015, the District awarded Contract W, Construct Carpenter Island Boat Launch to Redside Construction, LLC. 2) Change Order No. 3 has been prepared to address certain items necessary to the completion of the project. 3) District staff recommends that the District approve Change Order No. 3 in the amount of $17, Previous change orders, in addition to this change order, bring the total cost of the contract to $2,439, ) It is in the best interests of the District to approve Change Order No. 3 to Contract W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that in accordance with Administrative Bulletin 9.7, District staff is authorized and directed to issue Change Order No. 3 to Contract W, Construct Carpenter Island Boat Launch. ADOPTED this 14th day of September, 2015.

15 A RESOLUTION AFFIRMING CHANGE ORDER NO. 2 TO CONTRACT W, PROVIDE AND INSTALL PONDS 3 AND 4 BIRD EXCLOSURES AT WELLS HATCHERY 1) By Resolution No dated April 27, 2015, the District awarded Contract W, Provide and Install Ponds 3 and 4 Bird Exclosures at Wells Hatchery to Wesslen Construction Inc. 2) Change Order No. 2 to the Contract was prepared and issued by staff to extend the completion date for the project to September 30, ) District staff recommends affirmation of Change Order No. 2 under Contract W, Provide and Install Ponds 3 and 4 Bird Exclosures at Wells Hatchery. 4) It is in the best interests of the District to affirm Change Order No. 2 to Contract W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Change Order No. 2 to Contract W, Provide and Install Ponds 3 and 4 Bird Exclosures at Wells Hatchery is affirmed by the Commission. ADOPTED this 14th day of September, 2015.

16 A RESOLUTION AFFIRMING ADDENDUM NO. 1 TO BID DOCUMENT W, METHOW BOAT LAUNCH MAINTENANCE DREDGING 1) Resolution No authorized the District to issue a call for bids under Bid Document W, Methow Boat Launch Maintenance Dredging. 2) Addendum No. 1 extends the bid opening date to September 14, 2015 and includes additional details for the project. 3) District staff recommends it is in the best interests of the District to affirm Addendum No. 1 under Bid Document W, Methow Boat Launch Maintenance Dredging. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Addendum No. 1 to Bid Document W, Methow Boat Launch Maintenance Dredging is hereby affirmed. ADOPTED this 14th day of September, 2015.

17 A RESOLUTION AUTHORIZING AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICE AGREEMENT WITH THE WASHINGTON STATE DEPARTMENT OF FISH AND WILDLIFE 1) Resolution No authorized the District to enter into a Professional Service Agreement with the Washington State Department of Fish and Wildlife (WDFW) regarding the 2015 HCP Hatchery Monitoring and Evaluation (M&E) Implementation Program. 2) Staff recommends approval of Amendment No. 1 with the WDFW to increase of scope of the Hatchery M&E Implementation Program to include spawner surveys in the Chewuch River. 3) It is in the best interests of the District to issue Amendment No. 1 to amend the Professional Service Agreement with WDFW as outlined above. Amendment No. 1 will increase the not-to-exceed amount of the Agreement by $26,572, bringing the total amount of the Agreement to $912,299, without changing the expiration date. 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 issue Amendment No. 1 to the Professional Service Agreement with the Washington State Department of Fish and Wildlife to increase of scope of the Hatchery M&E Implementation Program to include spawner surveys in the Chewuch River and increase the amount of the Contract by $26,572.

18 ADOPTED this 14 th day of September, Ronald E. Skagen, Vice President T. James Davis, Secretary

19 A RESOLUTION AUTHORIZING AN AGREEMENT WITH U.S. GEOLOGICAL SURVEY FOR WATER TEMPERATURE DATA COLLECTION ) The Washington Department of Ecology s Clean Water Act section 401 Water Quality Certification (401 Certification) and the Federal Energy Regulatory Commission License (FERC License) for the Wells Project requires Douglas PUD to monitor water temperatures at boundary locations on the Wells Project and the Wells Forebay. The 401 Certification also requires Douglas PUD to collect this data remotely and make it available to the public in real time using a web-accessible database. 2) The U.S. Geological Survey (USGS) has conducted this work for the District since Data collected by USGS meets stringent quality assurance and quality control requirements. 3) It is in the best interest of the District to enter into a Joint Funding Agreement with USGS to meet the 401 Certification and FERC License requirements for the Wells Project. 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 an Agreement with the U.S. Geological Survey for the operation and maintenance of water temperature stations, and the collection and posting of water temperature data on the USGS website with a cost that is not to exceed $83,900. The commencement date will be April 1, 2016 with an expiration date of September 30, ADOPTED this 14 th day of September, 2015.

20 RESOLUTION NO. A RESOLUTION DECLARING MISCELLANEOUS ITEMS OF PERSONAL PROPERTY TO BE SURPLUS TO THE NEEDS OF THE DISTRICT AND AUTHORIZING THE DISTRICT TO SELL THOSE ITEMS BY PUBLIC AUCTION 1) The District owns vehicles and other miscellaneous items of 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 states that certain items of the District s personal property have become obsolete and no longer useful in the District s operation and recommends that the District include these items in a public auction to be conducted by Chuck Yarbro Auctioneers on September 26, ) District staff further states that other utility districts and local public agencies are participating in this auction and from their past experience have received more public exposure and more competitive prices than by the Public Sealed Bid Procedure used by the District in prior years. 4) It is in the best interest of the District that said property, as itemized in Schedule A, be disposed of at public auction scheduled for Saturday, September 26, NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that by recommendation of District personnel it does hereby declare the items of personal property listed in Schedule A to be obsolete, unreliable and no longer useful in the District s operation.

21 BE IT FURTHER RESOLVED that the General Manager is hereby authorized and directed to include these items in the Chuck Yarbro Auctioneers auction to be held on September 26, ADOPTED this 14 th day of September, 2015.

22 RESOLUTION NO. A RESOLUTION AUTHORIZING APPROVAL OF LAND USE PERMIT ) 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: Marty Wick Wells Permit The permit is to allow the planting of nursery stock as an agricultural use. 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, from which no comments were received ) It is in the best interests of the District to approve Wells Permit 82- 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 execute, in accordance with the District s Land Use Policy, Land Use Permit No ADOPTED this 14 th day of September, 2015.

23 RESOLUTION NO. A RESOLUTION AUTHORIZING APPROVAL OF LAND USE PERMIT ) 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: Catherine Cartwright Wells Permit The permit is a renewal of a Land Use Permit for an agricultural use. 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, from which no comments were received ) It is in the best interests of the District to approve Wells Permit 130- 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 execute, in accordance with the District s Land Use Policy, Land Use Permit No ADOPTED this 14 th day of September, 2015.