COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON DECEMBER 14, 2015 3:30 P.M. 1. Flag Salute 2. Minutes 3. Vouchers 4. Public Comment 5. 20-Year Service Award Shane Bickford 6. New Employee Salvador Ramirez Temporary Meter Reader 7. Promoted Employee Derek Lee Assistant System Operator 8. Review of Bid Opening Bid Document 15-24-W, Rehabilitate Unit 4 Trashracks at the Wells Hydroelectric Project 9. Review of Bid Opening Bid Document 15-26-W, Building Maintenance for the East Wenatchee Headquarters Facility 10. Prequalification of Contractors 11. Resolution Authorizing a Professional Service Agreement with SSP Innovations, LLC for GIS Solution Maintenance and Support 12. Resolution Authorizing Change Order No. 1 to Contract 15-23-D, Supply and Deliver Two (2) 115-13.2 KV, 42 MVA Substation Transformers 13. Resolution Authorizing Renewal of Contract 12-21-W, 2012-2013 Hatchery Well and Pump Maintenance for an Additional One-Year Period with H2O Well Services, Inc. 14. Resolution Authorizing Amendment No. 1 to Professional Service Agreement 12-23-W with Erlandsen & Associates, Inc. 15. Resolution Affirming Change Order No. 4 to Contract 14-12-W, Construct Carpenter Island Boat Launch 16. Resolution Affirming Change Order No. 1 to Contract 15-19-W, Methow Boat Launch Maintenance Dredging 17. Resolution Authorizing Change Order No. 1 to Task Order No. 4-02 Services Under the Master Consulting Services Agreement with MWH Americas, Inc. 18. Resolution Authorizing a Professional Service Agreement with Washington State Department of Fish and Wildlife for Steelhead Genetic Analysis 19. Resolution Authorizing a Professional Service Agreement with Washington Department of Fish and Wildlife for the 2016 HCP Hatchery M&E Implementation Program 20. Resolution Authorizing Approval of Land Use Permit 722-03
Agenda December 14, 2015 Page 2 21. Resolution Authorizing the District to Secure General Liability and Automobile Insurance with American Insurance Group 22. Resolution Authorizing the District to Renew Excess Liability Insurance with AEGIS Insurance Services and Energy Insurance Mutual 23. Resolution Authorizing Amendment No. 5 to Professional Service Agreement with APS Healthcare Bethesda, Inc. 24. Resolution Authorizing Acceptance of Engagement Letters with Cordell, Neher & Company for Deferred Compensation Plan Administration 25. Resolution Authorizing a Legal Services Agreement with Attorney Garfield R. Jeffers 26. Resolution Authorizing a Legal Services Agreement with Jeffers, Danielson, Sonn and Aylward, P.S. 27. Work Order Inventory No. 985: $119,726.00 28. Substation Names 29. DCCN Report November 2015 30. Memberships: Water & Energy Education: $5,870.00 Northwest Public Power Association: $28,563.32 NCW Economical Development District: $1,500.00 31. Other 32. Trips 33. Minutes 34. Executive Session: Contract Negotiations (RCW 42.30.110(1)(i)(c))
RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH SSP INNOVATIONS, LLC FOR GIS SOLUTION MAINTENANCE AND SUPPORT 1) The District has continuing need for maintenance and support of the GIS and work order systems. SSP Innovations, LLC implemented the District s GIS and work order systems and is best suited to continue providing maintenance and support. 2) Staff recommends approval of a Professional Service Agreement with SSP Innovations, LLC for maintenance and support services. 3) It is in the best interests of the District to enter into a Professional Service Agreement with SSP Innovations, LLC for maintenance and support of the District s GIS and work order systems. 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 SSP Innovations, LLC for maintenance and support of the District s GIS and work order systems, the cost of which is not to exceed $25,000, with an expiration date of December 31, 2016. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING CHANGE ORDER NO. 1 TO CONTRACT 15-23-D, SUPPLY AND DELIVER TWO (2) 115-13.2 KV, 42 MVA SUBSTATION TRANSFORMERS 1) By Resolution No. 15-221 dated November 9, 2015, the District awarded Contract 15-23-D, Supply and Deliver Two (2) 115-13.2 kv, 42 MVA Substation Transformers to Virginia Transformer Corporation. 2) As part of its bid, Virginia Transformer Corporation included an option to expedite delivery of the transformers at a cost savings to the District. 3) District staff recommends approval of Change Order No. 1 crediting the District in the amount of $44,062.00, which brings the total amount of the contract to $2,171,494.00. 4) It is in the best interests of the District to approve Change Order No. 1 to Contract 15-23-D. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Change Order No. 1 to Contract 15-23-D, Supply and Deliver Two (2) 115-13.2 kv, 42 MVA Substation Transformers is approved by the Commission ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING RENEWAL OF CONTRACT 12-21-W, 2012-2013 HATCHERY WELL AND PUMP MAINTENANCE FOR AN ADDITIONAL ONE-YEAR PERIOD WITH H2O WELL SERVICES, INC. 1) By Resolution 13-073 dated May 6, 2013, the District awarded Contract 12-21-W, 2012-2013 Hatchery Well and Pump Maintenance to H2O Well Services, Inc. Contract 12-21-W has an option to renew the contract for three additional years on an annual basis. 2) By Resolution 13-190 dated December 2, 2013, the District exercised its option to renew the contract for the first additional year. 3) By Resolution 14-164 dated December 8, 2014, the District exercised its option to renew the contract for the second additional year. 4) By Resolution 15-139 dated July 27, 2015, the District approved Change Order No. 1 for an additional $225,000. 5) District staff recommends that the District exercise its option to renew the contract for the third and final year in accordance with the provision of the contract. The total dollar amount authorized for 2016 shall not exceed $225,000 (Two Hundred Twenty-Five Thousand Dollars) as stated in the original bid document and will expire on December 31, 2016. 6) It is in the best interests of the District to renew Contract 12-21-W, 2012-2013 Hatchery Well and Pump Maintenance for the third and final year of the contract. 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 12-21-W, 2012-2013 Hatchery Well and Pump Maintenance. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING AMENDMENT NO. 1 TO PROFESSIONAL SERVICE AGREEMENT 12-23-W WITH ERLANDSEN & ASSOCIATES, INC. 1) Resolution No. 12-212 authorized the District to enter into a Professional Service Agreement with Erlandsen & Associates, Inc. for on-call licensed professional land survey services with a conclusion date of December 31, 2015. 2) Erlandsen and Associates, Inc. is engaged in a number of continuing projects for the District that will extend beyond the present term of the agreement. It would be difficult and inefficient to transfer these tasks to another survey firm. Based on Erlandsen and Associates, Inc. s excellent performance to date, it will be in the best interest of the District to extend the term of the agreement. 3) Staff recommends approval of Amendment No. 1 with Erlandsen & Associates, Inc., thereby extending the term of the agreement to December 31, 2018 and incorporating a revised rate schedule. 4) It is in the best interests of the District to issue Amendment No. 1 to the Professional Service Agreement with Erlandsen & Associates, Inc. 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 Erlandsen & Associates, Inc. thereby extending the term of the Agreement to March 31, 2018 and incorporating a revised rate schedule.
ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AFFIRMING CHANGE ORDER NO. 4 TO CONTRACT 14-12-W, CONSTRUCT CARPENTER ISLAND BOAT LAUNCH 1) By Resolution No. 15-038, dated February 23, 2015, the District awarded Contract 14-12-W, Construct Carpenter Island Boat Launch to Redside Construction, LLC. 2) Change Order No. 4 has been prepared to extend the completion date of the contract to April 30, 2016 to allow for better temperatures for concrete work and hydroseeding. 3) District staff recommends that the District approve Change Order No. 4 with no change in the amount of the contract. Previous change orders brought the total cost of the contract to $2,439,498.21. 4) It is in the best interests of the District to approve Change Order No. 4 to Contract 14-12-W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Change Order No. 4 to Contract 14-12-W, Construct Carpenter Island Boat Launch is affirmed by the Commission. ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AFFIRMING CHANGE ORDER NO. 1 TO CONTRACT 15-19-W, METHOW BOAT LAUNCH MAINTENANCE DREDGING 1) By Resolution No. 15-191, dated October 5, 2015, the District awarded Contract 15-19-W, Methow Boat Launch Maintenance Dredging, to Pacific Pile & Marine. 2) Change Order No. 1 has been prepared to extend the completion date due to adverse weather conditions with an added cost of $3,000.00 for equipment rental and remobilization. 3) District staff recommends approval of Change Order No. 1 in the amount of $3,000.00 which brings the total amount of the contract to $627,500.00. 4) It is in the best interests of the District to approve Change Order No. 1 to Contract 15-19-W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Change Order No. 1 to Contract 15-19-W, Methow Boat Launch Maintenance Dredging, is affirmed by the Commission. ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING CHANGE ORDER NO. 1 TO TASK ORDER NO. 4-02 SERVICES UNDER THE MASTER CONSULTING SERVICES AGREEMENT WITH MWH AMERICAS, INC. 1. Resolution 05-223 authorized a Master Consulting Services Agreement with MWH Americas, Inc., for construction engineering in connection with rebuilding the Wells Project generating units. Services under the master agreement are authorized by individual task orders. 2. Resolutions authorizing Task Orders are as follows: Resolution 05-223 Task Order No. 1, Project Management $ 340,000 Resolution 07-022 Resolution 07-138 Resolution 05-280 Task Order No. 2, Unit 1 Repair $ 500,000 Resolution 06-110 Task Order No. 3, Generating Unit $ 396,000 Life Extension Resolution 07-213 Task Order No. 4, Contract $ 5,600,000 Resolution 09-201 Administration of U1-U10 Rebuild Resolution 11-062 Contract 06-41-W Resolution 12-221 Resolution 14-034 Resolution 15-025 Task Order No. 4-02 $ 900,000 Resolution 09-037 Task Order No. 5, Balance of Plant $ 225,000 Resolution 15-157 Refurbishment and Upgrade Resolution 09-038 Task Order No. 6, Resident Engineer $ 1,725,000 Resolution 11-062 and Construction Management Resolution 12-221 Resolution 15-089 Task Order No. 6-02 $ 550,000 Resolution 09-120 Task Order No. 7, Equipment Shop $ 620,000 Inspections and Reporting $10,856,000 3. Compensation for services under Task Order No. 4 is approaching the authorized not-to-exceed amount. Change Order No. 1 to Task Order 4-02 (Task 4 2 nd Unit) has been prepared to increase the not-to-exceed amount for contract administration on the second unit rebuild by $900,000.
4. District staff recommends approval of Change Order No. 1 to Task Order No. 4-02 services under the Master Consulting Services Agreement with MWH Americas, Inc. with an increase in the not-to-exceed compensation of $900,000, bringing the total not-toexceed compensation for Task Order No. 4-02 to $1,800,000. The not-to-exceed amount for Task Order No. 4 will be $7,400,000 and the total not-to-exceed compensation limit for the Master Consulting Services Agreement will increase to $11,756,000. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Change Order No. 1 to Task Order No. 4-02 of the Master Consulting Services Agreement with MWH Americas, Inc., is hereby approved, with an increase in the not-to-exceed compensation of $900,000, bringing the total not-to-exceed compensation for Task Order No. 4-02 to $1,800,000. The not-to-exceed amount for Task Order No. 4 will be $7,400,000 and the total not-to-exceed compensation limit for the Master Consulting Services Agreement will increase to $11,756,000. ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH WASHINGTON STATE DEPARTMENT OF FISH AND WILDLIFE FOR STEELHEAD GENETIC ANALYSIS 1) The Wells HCP requires Douglas PUD (District) to investigate the natural spawning (reproductive) success of hatchery reared steelhead relative to wild steelhead and to utilize a statistically valid number of fish to develop baseline DNA profiles for Methow River steelhead. 2) The Agreement with the Washington Department of Fish and Wildlife (WDFW) will cover the DNA analysis of genetic material collected in 2015 at the Twisp Weir from adult steelhead as stated in the scope of work and budget. The cost associated with the analysis of genetic material collected from the Twisp River steelhead will not exceed $14,789. 3) Based upon the need to conduct a steelhead spawning success study and establish baseline genetic data for Methow River steelhead, District staff recommends that it is in the best interest of the District to approve the Professional Service Agreement with WDFW that has an expiration date of August 31, 2016. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the Agreement between the District and WDFW for genetic analysis of Methow River adult steelhead is hereby approved and that the District s General Manager is hereby authorized and directed to execute said Agreement on behalf of the District. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH WASHINGTON DEPARTMENT OF FISH AND WILDLIFE FOR THE 2016 HCP HATCHERY M&E IMPLEMENTATION PROGRAM 1) The Wells HCP requires the development and annual implementation of a monitoring and evaluation (M&E) plan for the District s hatchery programs. Presently, the Washington Department of Fish and Wildlife (WDFW) Supplementation Research Team annually implements the District s hatchery M&E program. 2) The 2016 M&E budget has been finalized following negotiations between District staff and WDFW. The negotiated final budget for calendar year 2016 represents a 9.3% increase compared to the 2015 budget. This increase is due to increases in Washington State salary rates, substantial increases in benefits rates, and an increase in the administrative overhead rate. 3) Continuation of WDFW s implementation of the District s M&E program is critical to maintaining compliance with the terms of the Wells HCP and the conditions of the various permits to operate the hatchery programs. 4) District staff believes that it is in the best interest of the District to approve this Professional Service Agreement with WDFW to satisfy the requirement of the Wells HCP. 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 WDFW to implement the HCP Hatchery M&E Implementation
Program, the cost of which is not to exceed $997,007 with an expiration date of December 31, 2016. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING APPROVAL OF LAND USE PERMIT 722-03 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 recommend approval of the following permit: Elite Eight Estates Homeowners Association Wells Permit 722-03 The permit is a renewal of a Land Use Permit for an existing dock and access path that were permitted under the original Wells Project license. 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. 722-03. 3) It is in the best interests of the District to approve Wells Permit 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. 722-03. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING THE DISTRICT TO SECURE GENERAL LIABILITY AND AUTOMOBILE INSURANCE WITH AMERICAN INSURANCE GROUP 1) The District s current General Liability and Automobile Insurance policies provided by Ace American Insurance Co. (ACE) expire on December 15, 2015. 2) The District s insurance broker of record Marsh USA, Inc. has secured quotes from ACE and American Insurance Group (AIG). The AIG quote for General Liability coverage in the amount of $54,679 and Automobile coverage in the amount of $57,214 is less than the ACE quote and also provides a higher level of coverage. 3) District staff has reviewed the quotes and recommends the District secure General Liability and Automobile Insurance with AIG. 4) It is in the best interests of the District to obtain coverage through AIG for a quoted premium of $54,679 for General Liability Insurance and $57,214 for Automobile Insurance. Coverage will be from December 15, 2015 to December 15, 2016. 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 General Liability and Automobile Insurance with American Insurance Group (AIG). ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING THE DISTRICT TO RENEW EXCESS LIABILITY INSURANCE WITH AEGIS INSURANCE SERVICES AND ENERGY INSURANCE MUTUAL 1) The District s current Excess Liability Insurance policies with AEGIS Insurance Services (AEGIS) and Energy Insurance Mutual (EIM) expire on December 15, 2015. 2) AEGIS provided a quote for renewal of the $35,000,000 primary insurance layer of $369,572 and EIM has provided a quote of $118,308.38 for the $25,000,000 secondary insurance layer. 3) District staff has reviewed the quotes and recommends renewal of the Excess Liability Insurance with AEGIS and EIM. 4) It is in the best interests of the District to obtain Excess Liability insurance through AEGIS for the quoted premium of $369,572 and EIM for the quoted premium of $118,308.38 for the policy year December 15, 2015 to December 15, 2016. 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 Excess Liability Insurance with AEGIS and EIM. ADOPTED this 14th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING AMENDMENT NO. 5 TO PROFESSIONAL SERVICE AGREEMENT WITH APS HEALTHCARE BETHESDA, INC. (1) For several years, Douglas County PUD has provided an Employee Assistance Program (EAP) for all employees and their immediate families. This EAP has been provided by APS Healthcare Bethesda, Inc. (APS) since December 2001. (2) Staff recommends Amendment No. 5 to the Professional Service Agreement with APS to provide EAP services to Douglas County PUD. This Amendment will continue the Agreement from January 1, 2016 through December 31, 2016. The rate per employee, per month will remain at $3.49 for the duration of the Amendment. (3) It is in the best interest of the District to approve Amendment No. 5 of the Professional Service Agreement with APS. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Amendment No. 5 of the Professional Service Agreement with APS Healthcare Bethesda, Inc. is approved and that the General Manager is authorized and directed to sign said Professional Service Agreement. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING ACCEPTANCE OF ENGAGEMENT LETTERS WITH CORDELL, NEHER & COMPANY FOR DEFERRED COMPENSATION PLAN ADMINISTRATION 1) By Resolutions 07-30, 07-31 and 08-325 Cordell, Neher & Company was selected to provide third party administration services for the District s Section 457 and Section 401 (a) deferred compensation and deferred compensation matching plans, respectively. 2) Cordell, Neher & Company has satisfactorily provided these services. The attached engagement letters provide for the continuation of these services with no change in annual fee. 3) Staff recommends continuing to engage Cordell, Neher & Company to provide these services. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the District s Human Resource Administrator is hereby authorized and directed to sign the engagement letters. ADOPTED this 14 nd day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING A LEGAL SERVICES AGREEMENT WITH ATTORNEY GARFIELD R. JEFFERS (1) It is in the best interests of the District to authorize a Legal Services Agreement with Garfield R. Jeffers, to be effective January 1, 2016 through December 31, 2017, at the agreed upon rates. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the Legal Services Agreement with Garfield R. Jeffers, be authorized for the period of January 1, 2016 through December 31, 2017 at the agreed upon rates, and that the General Manager is authorized and directed to sign said Agreement. ADOPTED this 14 th day of December, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING A LEGAL SERVICES AGREEMENT WITH THE LAW FIRM OF JEFFERS, DANIELSON, SONN AND AYLWARD, P.S. (1) It is in the best interests of the District to authorize a Legal Services Agreement with the Law Firm of Jeffers, Danielson, Sonn and Aylward, P.S., to be effective January 1, 2016 through January 1, 2017, at the agreed upon rates. (2) This agreement supersedes all previous agreements between the parties and resolutions of the District pertaining to legal services provided by this Law Firm. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the Legal Services Agreement with the Law Firm of Jeffers, Danielson, Sonn and Aylward, P.S., be authorized for the period of January 1, 2016 through January 1, 2017 at the agreed upon rates. ADOPTED this 14 th day of December, 2015.