1. Flag Salute 2. Minutes 3. Vouchers 4. Public Comment COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY BRIDGEPORT, WASHINGTON FEBRUARY 23, 2015-1:30 P.M. 5. Introduce Promoted Employee Steve Nieuwenhuis - Project Mechanical Foreman 6. Resolution Authorizing a Professional Service Agreement with Marsh USA, Inc. for Insurance Brokerage Services 7. Resolution Authorizing Amendment No. 5 to Professional Service Agreement with The Master s Touch, LLC 8. Resolution Authorizing Acceptance of Work under Contract 09-13-D, Customer Information System Replacement Project 9. Resolution Setting the Pole Attachment Rate for 2015 10. Resolution Authorizing Execution of an Interlocal Cooperative Agreement for Runway 12 Extension Project between Pangborn Memorial Airport and Public Utility District No. 1 of Douglas County 11. Resolution Authorizing a Call for Bids under Bid Document 15-08-D, Supply and Deliver Compact 1100 kcmil EPR Primary Underground Cable 12. Resolution Authorizing a Call for Bids under Bid Document 15-09-D, Supply and Deliver 1250 kcmil Copper EPR Primary Underground Cable 13. Resolution Authorizing a Call for Bids under Bid Document 15-06-W, Memorial Park and Peninsula Park Trail Improvements 14. Resolution Affirming Addendum No. 1 to Bid Document 15-01-W, Provide and Install Replacement Pond Covers at the Methow Hatchery 15. Resolution Affirming Addendum No. 1 to Bid Document 15-02-W, Addition of a Meeting Room at the Wells Hydroelectric Project
Board Meeting Agenda February 23, 2015 Page 2 16. Resolution Authorizing Award of Contract 14-12-W, Construct Carpenter Island Public Boat Launch to Redside Construction, LLC 17. Resolution Authorizing Award of Contract 14-21-W, Provide Aluminum Boat and Trailer to Riverview Marina, Inc. 18. Resolution Authorizing Acceptance of Work and Final Payment for the Third Year to Tunnel Hill Granite under Contract 12-12-W, 2012-2013 Heavy Equipment Services 19. Resolution Authorizing Amendment No. 6 to the Agreement for Engineering Services with HDR Engineering, Inc. under Contract 11-13-W 20. Resolution Authorizing a Professional Service Agreement with the Colville Confederated Tribes for the History/Archaeology Program 21. Resolution Authorizing the District to Sign an Engagement Letter with Pacifica Law Group for Bond Counsel Services 22. Work Order Inventory No. 967 - $122,290.00 23. Write-off to the Reserve for Uncollectible Accounts - $2,322.95 24. Internal Audit Report - January 2015 25. Treasurer s Report - Electric Distribution System - January, 2015 26. Treasurer s Report - Wells Project - January, 2015 27. Other 28. Trips 29. Minutes 30. Executive Session: Contract Negotiations (RCW 42.30.110(1)(i)(c))
A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH MARSH USA INC. FOR INSURANCE BROKERAGE SERVICES 1) The District has used the services of Marsh USA Inc. as its Insurance Broker of Record since the 1960 s. 2) Staff recommends approval of a Professional Service Agreement with Marsh USA Inc. to provide Insurance Brokerage Services. 3) It is in the best interest of the District to enter into a new Professional Services Agreement with Marsh USA Inc. to be effective January 1, 2015 through December 31, 2019 at the agreed upon annual fees. 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 Marsh USA Inc. for the period of January 1, 2015 through December 31, 2019 at the agreed upon annual fees. ADOPTED this 23 rd day of February, 2015.
A RESOLUTION AUTHORIZING AMENDMENT NO. 5 TO PROFESSIONAL SERVICE AGREEMENT WITH THE MASTER S TOUCH, LLC 1) Resolution No. 12-001 authorized the District to enter into a Professional Service Agreement with The Master s Touch, LLC regarding printing and mailing services for the District s customer billings. 2) Staff recommends approval of Amendment No. 5 with The Master s Touch, LLC which will increase the not-to-exceed limit for calendar year 2014 by $1,703.61 to $56,703.61. 3) It is in the best interest of the District to issue Amendment No. 5 to the Professional Service Agreement with The Master s Touch, LLC to increase the not-to-exceed limit for calendar year 2014. 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. 5 to the Professional Service Agreement with The Master s Touch, LLC which will increase the not-toexceed limit to $56,703.61 for period ended December 31, 2014. ADOPTED this 23rd day of February, 2015.
A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK UNDER CONTRACT 09-13-D, CUSTOMER INFORMATION SYSTEM REPLACMENT PROJECT 1) By Resolution No 09-237 dated October 26, 2009, the District awarded Contract 09-13-D, Customer Information System Replacement to Harris NorthStar. April 2011. 2) The District went live with the new Customer Information System in 3) Seven amendments were issued to this Contract bringing the total cost of work, excluding travel related costs, to $355,470. 4) It is in the best interest of the District to accept the work under Contract 09-13-D as complete. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the work under Contract 09-13-D, Customer Accounting Information System Replacement, is hereby accepted as complete. ADOPTED this 23rd day of February, 2015.
A RESOLUTION SETTING THE POLE ATTACHMENT RATE FOR 2015 1) In December the District advertised a hearing date of January 12, 2015 to receive comments on the pole attachment rate calculation and the resulting pole attachment rate for calendar year 2015. 2) Three comments were received on the proposed rate calculation and resulting rate adjustment. 3) After careful consideration of those comments and further examination of the District s calculation and the pole attachment rate statute, RCW 54.04.045(3), District staff believes the proposed rate of $18.44 to be just and reasonable. 3) It is in best interest of the District to set the 2015 pole attachment rate at $18.44 per pole and revise Schedule 7 of the Customer Service Policy. NOW, THEREFORE BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the 2015 pole attachment rate be set at $18.44 per pole and revise Schedule 7 of the Customer Service Policy. ADOPTED this 23rd day of February, 2015.
A RESOLUTION AUTHORIZING EXECUTION OF AN INTERLOCAL COOPERATIVE AGREEMENT FOR RUNWAY 12 EXTENSION PROJECT BETWEEN PANGBORN MEMORIAL AIRPORT AND PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY 1) Pangborn Memorial Airport (Airport) has initiated a project to rebuild and relocate Grant Road between North Quincy Avenue and Pangborn Road. The Distribution System has existing facilities that will be relocated at the Airport s expense. 2) Distribution Engineering has plans to install new facilities alongside the relocated facilities for future use. The District s new electrical facilities will include underground vaults, power and communication conduit and terminating existing facilities. All work, including the District s portion, will be performed by a contractor selected by the Airport. The District will reimburse the Airport for the District s portion of the work; the estimated portion of the cost is $220,000 (two hundred twenty thousand dollars). 3) The Airport has prepared an Interlocal Cooperative Agreement between Pangborn Memorial Airport and Public Utility District No. 1 of Douglas County. All parties have reviewed this Agreement. 4) District staff recommends that it is in the best interests of the District to coordinate this work closely with the Airport and further recommends that the District enter into an Interlocal Cooperative Agreement for the Runway 12 Extension Project. 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 execute an Interlocal Cooperative Agreement for Power and Communications Facilities Relocation. ADOPTED this 23 rd day of February, 2015.
A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT 15-08-D, SUPPLY AND DELIVER COMPACT 1100 KCMIL EPR PRIMARY UNDERGROUND CABLE 1) Loads on the District s Distribution System are increasing and the standard 750 kcmil EPR cable that has been installed in the past is becoming the limiting factor in how much load (current) the Distribution System can support. Compact 1100 kcmil EPR Primary Underground Cable has been selected to replace the 750 kcmil cable as the District s standard cable. Compact 1100 kcmil EPR cable will be used on all future jobs that call for 600 amp cable and equipment. 2) Staff recommends that the District solicit bids in compliance with RCW 54.04.070 to provide Compact 1100 kcmil EPR Primary Underground Cable in accord with the specifications, terms and conditions of Bid Document 15-08-D. Sealed bids will be accepted until March 23, 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 15-08-D, Supply and Deliver Compact 1100 kcmil EPR Underground Primary Cable. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Bid Document 15-08-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 Compact 1100 kcmil EPR Primary Underground Cable. ADOPTED this 23 rd day of February, 2015.
A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT 15-09-D, SUPPLY AND DELIVER 1250 KCMIL COPPER EPR PRIMARY UNDERGROUND CABLE 1) Two District jobs planned for this year will use 1250 kcmil EPR primary underground copper cable. 2) Staff recommends that the District solicit bids in compliance with RCW 54.04.070 to provide 1250 kcmil EPR primary underground copper cable in accord with the specifications, terms and conditions of Bid Document 15-09-D. Sealed bids will be accepted until March 16, 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 15-09-D, Supply and Deliver 1250 kcmil Copper 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 15-09-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 1250 kcmil Copper EPR Primary Underground Cable. ADOPTED this 23 rd day of February, 2015.
A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT 15-06-W, MEMORIAL PARK AND PENINSULA PARK TRAIL IMPROVEMENTS 1) The walking trails at Memorial Park and Peninsula Park in the City of Pateros are deteriorating and in need of repairs. The District is responsible for major maintenance of recreation facilities in excess of $10,000 under the operations and maintenance Agreement between the District and the City of Pateros. 2) Staff recommends that the District solicit bids in compliance with RCW 54.04.070 to provide repairs to the walking trails in Memorial Park and Peninsula Park in accord with the specifications, terms and conditions of Bid Document 15-06-W. Sealed bids will be accepted until April 6, 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 15-06-W, Memorial Park and Peninsula Park Trail Improvements. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Bid Document 15-06- W is hereby approved, and the District s General Manager is hereby authorized and directed to issue a call for bids to provide Memorial Park and Peninsula Park Trail Improvements.
ADOPTED this 23rd day of February, 2015.
RESOLUTION NO. A RESOLUTION AFFIRMING ADDENDUM NO. 1 TO BID DOCUMENT 15-01-W, PROVIDE AND INSTALL REPLACEMENT POND COVERS AT THE METHOW HATCHERY 1) Resolution No. 15-014 authorized the District to issue a call for bids under Bid Document 15-01-W; Provide and Install Replacement Pond Covers at the Methow Hatchery. 2) The design drawings marked as preliminary were inadvertently included in the original bid document and were replaced with the correct drawings in Addendum No. 1. 3) District staff recommends that it is in the best interests of the District to affirm Addendum No. 1 under Bid Document 15-01-W; Provide and Install Replacement Pond Covers at the Methow Hatchery. 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 15-01-W; Provide and Install Replacement Pond Covers at the Methow Hatchery is hereby affirmed. ADOPTED this 23rd day of February, 2015.
A RESOLUTION AFFIRMING ADDENDUM NO. 1 TO BID DOCUMENT 15-02-W, ADDITION OF A MEETING ROOM AT THE WELLS HYDROELECTRIC PROJECT 1) Resolution No. 15-004 authorized the District to issue a call for bids under Bid Document 15-02-W, Addition of a Meeting Room at the Wells Hydroelectric Project. 2) In response to potential bidder comments and inquiries, Addendum No. 1 was prepared to provide clarifications to the contract documents. 3) District staff recommends it is in the best interests of the District to approve Addendum No. 1 under Bid Document 15-02-W, Addition of a Meeting Room at the Wells Hydroelectric Project. 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 15-02-W, Addition of a Meeting Room at the Wells Hydroelectric Project, dated February 20, 2015, is hereby affirmed. ADOPTED this 23rd day of February, 2015.
A RESOLUTION AUTHORIZING AWARD OF CONTRACT 14-12-W, CONSTRUCT CARPENTER ISLAND PUBLIC BOAT LAUNCH TO REDSIDE CONSTRUCTION, LLC 1) By Resolution No. 14-119 dated September 22, 2014, the District called for bids under Bid Document 14-12-W. 2) On February 9, 2015, the District opened seven bids as follows: Bidder Total for Bid Comparison Bergerson Construction $3,931,779 Astoria, OR Hurst Construction, LLC $2,779,421 Wenatchee, WA Redside Construction, LLC $2,396,400 Port Gamble, WA Strider Construction, Inc. $2,995,800 Bellingham, WA West Company, Inc. $2,652,800 Airway Heights, WA Pipkin Construction $3,189,500 East Wenatchee, WA KRCI, LLC $2,495,850 Wenatchee, WA Engineer s Estimate $3,686,700 3) District staff reviewed the bids and found that the bid from Redside Construction, LLC meets all terms and conditions of Bid Document 14-12-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 14-12-W to Redside Construction, LLC. 4) It is in the best interests of the District to award Contract 14-12-W to the lowest responsive bidder, Redside Construction, LLC with an authorized
expenditure of $2,396,400 (Two million, three hundred ninety-six thousand, four hundred dollars). NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Contract 14-12-W is awarded to Redside Construction, LLC. The President, Vice President and Secretary of the Commission are authorized to issue a Contract with Redside Construction, 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 23rd day of February, 2015.
A RESOLUTION AUTHORIZING AWARD OF CONTRACT 14-21-W, PROVIDE ALUMINUM BOAT AND TRAILER, TO RIVERVIEW MARINA, INC. 1) By Resolution No. 14-180, dated December 22, 2014, the District called for bids under Bid Document 14-21-W. 2) On February 2, 2015, the District opened one bid as follows: Bidder Total for Bid Comparison Riverview Marina, Inc. $105,000.00 Lewiston, Idaho Engineer s Estimate $109,000.00 3) District staff reviewed the bid and found that the bid from Riverview Marina, Inc. meets all terms and conditions of Bid Document 14-21-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 14-21-W to Riverview Marina, Inc. 4) It is in the best interests of the District to award Contract 14-21-W to the lowest responsive bidder, Riverview Marina, Inc. with an authorized expenditure of $105,000.00 (One hundred five thousand dollars and 00/100). NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that Contract 14-21-W is awarded to Riverview Marina, Inc. The President, Vice President and Secretary of the Commission are authorized to issue a Contract with Riverview Marina, 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 23rd day of February, 2015.
A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT FOR THE THIRD YEAR TO TUNNEL HILL GRANITE UNDER CONTRACT 12-12-W, 2012-2013 HEAVY EQUIPMENT SERVICES 1) By Resolution No. 12-160 dated September 24, 2012, the District awarded Contract 12-12-W, 2012-2013 Heavy Equipment Services, to Tunnel Hill Granite. By Resolution No. 14-083 dated June 23, 2014, the District renewed Contract 12-12-W for an additional one year period ended December 31, 2014. 2) District staff reports the Contractor has satisfactorily completed all requirements of the renewal for Contract 12-12-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 $4,175.48 to Tunnel Hill Granite upon receiving the required notifications from the State of Washington. The total cost of work under this contract is $83,509.56 plus tax. 3) It is in the best interest of the District to accept the work as complete and authorize final payment under Contract 12-12-W. NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility District No. 1 of Douglas County, Washington, that the work under the renewal for Contract 12-12-W, 2012-2013 Heavy Equipment Services 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 23rd day of February, 2015
A RESOLUTION AUTHORIZING AMENDMENT NO. 6 TO THE AGREEMENT FOR ENGINEERING SERVICES WITH HDR ENGINEERING, INC. UNDER CONTRACT NO. 11-13-W 1) Resolution No. 11-113 authorized the District to issue a Request for Qualifications from engineering companies with experience in the areas of hatchery design and construction. 2) Resolution No. 11-172 authorized District staff to negotiate an Agreement for Engineering Services with HDR Engineering, Inc. (HDR). 3) Resolution 12-019 authorized an Agreement for Professional Services with HDR to complete the first two phases of engineering and design with the anticipation that the Agreement would need to be amended to accommodate additional phases. 4) Resolution No. 12-178 authorized Amendment No. 1 to allow HDR to assist the District with engineering and contractor oversight associated with the construction of sturgeon rearing infrastructure at the Wells Hatchery. 5) Resolution 13-036 authorized Amendment No. 2 to complete Phase III of the engineering and design of the Wells Hatchery (Master Plan). 6) Resolution 13-068 authorized Amendment No. 3 to complete Phase IV A, B, and C to develop final drawings and construction specifications for the Wells Hatchery modernization bid document. 7) Resolution 14-112 authorized Amendment No. 4 to adapt the final plans and specifications toward reducing the cost of construction, addressing dam safety issues associated with hatchery construction, and ensuring that fish can be safely reared at the facility during modernization.
8) Resolution 14-173 authorized Amendment No. 5 to allow HDR to provide Phase V engineering support services during the bidding and construction portions of this project. 9) Amendment No. 6 to the HDR Hatchery Modernization Agreement would broaden the scope of Phase V to allow HDR to also provide daily on-site observation and inspection of construction on behalf of the District. 10) Amendment No. 6 of the HDR Agreement for Engineering Services would increase the not to exceed amount for Phase V of the Agreement by $500,000. The approval of Amendment No. 6 will change the total not to exceed amount to $4,678,100. 11) Based upon the need to complete the modernization of the Wells Fish Hatchery in a timely and cost effective manner, staff believes it is in the best interest of the District to approve Amendment No. 6 with HDR Engineering, 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 hereby authorized and directed to issue Amendment No. 6 to the Agreement for Engineering Services with HDR Engineering, Inc. to increase the cost of the Agreement by $500,000, bringing the total not-to-exceed compensation limit for this Agreement to $4,678,100. ADOPTED this 23 nd day of February, 2015.
RESOLUTION NO. A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH THE COLVILLE CONFEDERATED TRIBES FOR THE HISTORY/ARCHAEOLOGY PROGRAM 1) Resolution 12-197 authorized the District to enter into a Professional Service Agreement with the Colville Confederated Tribes (CCT) History/Archaeology Program for on-call archaeological services related to the Wells Hydroelectric Project. That Agreement expired in January, 2015. 2) The District has a continuing need for on-call archaeological services regarding the management of archaeological and cultural resources for the Wells Hydroelectric Project and staff recommends approval of an Agreement for those continued services. 3) It is in the best interests of the District to enter into a Professional Service Agreement with the Colville Confederated Tribes for continuation of the History/Archaeology Program. 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 the Colville Confederated Tribes for continuation of the History/Archaeology Program, the cost of which is not to exceed $50,000.00 with an expiration date of January 31, 2017. ADOPTED this 23rd day of February, 2015.
A RESOLUTION AUTHORIZING THE DISTRICT TO SIGN AN ENAGEMENT LETTER WITH PACIFICA LAW GROUP FOR BOND COUNSEL SERVICES 1) It is necessary for the District to obtain bond counsel services for an upcoming bond refunding opportunity. 2) The District interviewed and evaluated four law firms, each with a developed bond counsel practice. After consideration of each firm s expertise and fees, District staff recommends entering into an agreement with Pacifica Law Group. 3) It is in the best interest of the District to engage Pacifica Law Group to provide bond counsel services for the District s refunding effort through the year ending December 31, 2015 at the rates listed in the engagement letter. 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 the engagement letter. ADOPTED this 23rd day of February, 2015.