2015-01-26 board agenda final board packet.pdfjan 26, 2015 · financial and statistical report -...

COMMISSION MEETING AGENDA PUBLIC UTILITY DISTRICT NO. 1 OF DOUGLAS COUNTY EAST WENATCHEE, WASHINGTON JANUARY 26, 2015 - 1:30 P.M.

1. Flag Salute

2. Minutes

3. Vouchers

4. Public Comment

5. Prequalification of Contractors

6. Resolution Increasing the Cash Balance in the Bridgeport Office Cashiers’ Change Funds

7. Resolution to Appoint a Deputy Auditor

8. Resolution Authorizing Acceptance of Work and Final Payment to Central Washington Asphalt, Inc. for the Second and Third Year under Contract 11-09-D, Asphalt Installation and Repair

9. Resolution Authorizing Acceptance of Work and Final Payment to Mi-Tech Services, Inc. under Contract 13-13-D, Provide Pole Testing and Treating Services

10. Resolution Authorizing Amendment No. 7 to the Professional Service Agreement with Comonwealth Associates, Inc. under Contract No. 10-13-D

11. Resolution Authorizing Amendment No. 3 to the District’s Video Transport Agreement with Kiro-TV, Inc.

12. Resolution Authorizing the Purchase of Acoustic Tags and Receiver Systems from Vemco

13. Resolution Authorizing Amendment No. 3 to Agreement with Jacobs Engineering Group, Inc. for Consulting Engineering Services

14. Resolution Authorizing a Call for Bids under Bid Document 15-01-W, Provide and Install Replacement Pond Covers at the Methow Hatchery

15. Resolution Authorizing a Professional Service Agreement with Okanagan Nation Alliance for Monitoring of Phases I and II of the Okanagan River Restoration Initiative

16. Resolution Authorizing Acceptance of Work and Final Payment to Reeves Lawn and Spray Service, LLC under Contract 13-22-W, 2014 Grounds Maintenance

17. Write-off to the Reserve for Uncollectible Accounts - $1,391.85

18. Financial and Statistical Report - Distribution System - November, 2014

19. Budget Report - Distribution System - November, 2014

Draft P

re-de

cision

al Doc

umen

t

Board Agenda January 26, 2015 Page Two

20. Internal Audit Report - December, 2014

21. Other

22. Trips

23. Minutes

24. Executive Session: Legal risks RCW 42.30.110(1)(i)(c)

Draft P

re-de

cision

al Doc

umen

t

RESOLUTION NO. _________

A RESOLUTION INCREASING THE CASH BALANCE IN THE BRIDGEPORT OFFICE CASHIERS’ CHANGE FUNDS

RECITALS:

1) The Bridgeport office maintains two cashiering change funds at the

front counter for daily operations. The primary cash fund has a balance of $225

and the secondary cash fund has a balance of $125.

2) Trips to the Brewster branch of North Cascades National Bank are

becoming more frequent in order to keep an appropriate amount of small bills in

each fund for making change.

3) It is in the best interest of the District to increase both change funds

balances by $125 in order to have adequate small bills for making change. This

would increase the primary cash fund balance to $350 and the secondary cash fund

balance to $250.

NOW, THEREFORE, BE IT RESOLVED by the Commission of Public

Utility District No. 1 of Douglas County, Washington, that the cash fund balances

for both Bridgeport cashiers’ change funds be increased by $125.

ADOPTED this 26th day of January, 2015.

Ronald E. Skagen, President

___________________________ T. James Davis, Vice President

ATTEST: Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION TO APPOINT A DEPUTY AUDITOR

RECITALS:

1) The District has appointed the Customer Accounting Supervisor

with the functional title of Deputy Auditor for many decades. This designation

provides back-up support for auditing and printing of District vouchers and

checks.

2) Many District procedures have changed since this designation was

assigned to the Customer Accounting Supervisor, including the check printing

process, the use of electronic signatures and the hiring of additional staff in the

Bridgeport office.

3) It is in the best interest of the District to remove the appointment of

Deputy Auditor from the Customer Accounting Supervisor and appoint Derek

Browning, Distribution Accountant, with the functional title of Deputy Auditor.


Utility District No. 1 of Douglas County, Washington, that the appointment of

Deputy Auditor be removed from the Customer Accounting Supervisor and

appoint Derek Browning, Distribution Accountant, with the functional title of

Deputy Auditor.





Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO CENTRAL WASHINGTON ASPHALT,

INC. FOR THE SECOND AND THIRD YEAR UNDER CONTRACT 11-09-D, ASPHALT INSTALLATION AND REPAIR

RECITALS:

1) By Resolution No. 11-081 dated June 27, 2011, the District awarded

Contract 11-09-D, Asphalt Installation and Repair to Central Washington Asphalt, Inc.

2) District staff report the Contractor has satisfactorily completed all

requirements for the second and third year of Contract 11-09-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

$547.86 for the second year and $59.83 for the third year to Central Washington Asphalt,

Inc. upon receiving the required notifications from the State of Washington. The total

cost of work under this contract for the second year is $10,957.24 plus tax and for the

third year is $1,196.52 plus tax.

3) It is in the best interests of the District to accept the work as complete and

authorize final payment under Contract 11-09-D.

NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility

District No. 1 of Douglas County, Washington, that the work for the second and third

year under Contract 11-09-D, Asphalt Installation and Repair 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.


___________________________


___________________________

T. James Davis, Vice President ATTEST: Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO MI-TECH SERVICES, INC. UNDER

CONTRACT 13-13-D, PROVIDE POLE TESTING AND TREATING SERVICES

RECITALS:

1) By Resolution No. 13-100 dated June 24, 2013, the District awarded

Contract 13-13-D to provide pole testing and treating services to Mi-Tech Services, Inc.


requirements of Contract 13-13-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 $5,977.99 to Mi-Tech

Services, Inc. upon receiving the required notifications from the State of Washington.

The total cost of work under this contract is $119,559.80 plus tax.

3) It is in the best interests of the District to accept the work as complete and

authorize final payment under Contract 13-13-D.


District No. 1 of Douglas County, Washington, that the work under Contract 13-13-D, 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.


___________________________


___________________________ ATTEST: T. James Davis, Vice President Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION AUTHORIZING AMENDMENT NO. 7 TO THE PROFESSIONAL SERVICE AGREEMENT WITH COMMONWEALTH ASSOCIATES, INC. UNDER CONTRACT NO. 10-13-D, DOUGLAS TO

RAPIDS 230 KV TRANSMISSION LINE

RECITALS:

1) Resolution 10-095 authorized the District to issue a Request for Qualifications

for the planning and construction of the Douglas-Rapids 230 kV Transmission Line project.

2) District staff states that a rate schedule for the year 2015 has been submitted by

Commonwealth Associates, Inc. These rate adjustments are necessary to cover the increased cost

of doing business.

3) It is in the best interests of the District to amend the Professional Service

Agreement with Commonwealth Associates, Inc. The change is estimated to increase District

cost by approximately 4.7 percent. The not to exceed amount of $2,525,376.00 (two million, five

hundred twenty-five thousand, three hundred seventy-six dollars) has not changed.


District No. 1 of Douglas County, Washington, that the District’s General Manager is hereby

authorized and directed to execute Amendment No. 7 to the Professional Service Agreement with

Commonwealth Associates, Inc. which updates the rate schedule for 2015.





Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO THE DISTRICT’S VIDEO TRANSPORT AGREEMENT WITH KIRO-

TV, INC.

RECITALS:

1) Resolution 11-149 authorized Amendment No. 2 to the Video Transport

Agreement with KIRO-TV, Inc., extending the Agreement through December 31,

2014.

2) Staff recommends approval of Amendment No. 3 to the Video Transport

Agreement with KIRO-TV, Inc., to extend the term of the Video Transport Agreement

through December 31, 2017.

3) It is in the best interest of the District to amend the District's Video

Transport Agreement with KIRO-TV, Inc.


Utility District No. 1 of Douglas County, Washington, that the District's General

Manager is authorized and directed to execute Amendment No. 3 to the Video

Transport Agreement with KIRO-TV, Inc.





Draft P

re-de

cision

al Doc

umen

t

RESOLUTION NO. ____________

A RESOLUTION AUTHORIZING THE PURCHASE OF ACOUSTIC TAGS AND RECEIVER SYSTEMS FROM VEMCO

RECITALS:

1) Under the Aquatic Settlement Agreement and the FERC License, the

District is required to implement the White Sturgeon Management Plan (WSMP).

The WSMP requires the District to develop, fund, and implement a comprehensive

plan for monitoring and evaluating (M&E) white sturgeon in the Wells Project.

The comprehensive plan involves coordinating the M&E with similar plans

performed by downstream utilities (Chelan and Grant PUDs).

2) Beginning in the winter of 2015, the District will need to

acoustically tag and track a minimum of 190 white sturgeon in the Wells Project.

3) Similar sturgeon tracking programs are being implemented in other

Mid-Columbia PUD projects. Vemco products are being used to tag and track

white sturgeon in the other PUD reservoirs.

4) Douglas PUD is required to quantify the number of sturgeon leaving

the Wells Project and using identical equipment, that has already been deployed

by downstream utilities (Chelan and Grant PUDs) and other organizations, such as

the Intertribal Fish Commission, will provide significant advantage to the District

in its ability to share data and maintain compatibility with other operators of the

Columbia River and provide significant cost savings to the District.

5) The District has received a quote for the purchase of these products

at a total cost that will not exceed $114,710.00.

6) This purchase is exempt from the competitive bidding requirements

of RCW 54.04.070 pursuant to RCW 54.04.070(6) and RCW 39.04.280 (b). RCW

39.04.280, provides in part:

Draft P

re-de

cision

al Doc

umen

t

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: … (b) Purchases involving special facilities or market conditions;

8) Coordinating the District’s sturgeon tracking programs with the

tracking systems being implemented in other Mid-Columbia projects requires the

District’s use of Vemco equipment, or requires the District to purchase additional

compatibility equipment to allow the District to share tracking data with other

downstream project operators, which would be more expensive and less efficient.

Thus, the purchase of Vemco tagging and tracking equipment capable of

coordination involves special facilities and market conditions within the meaning

of RCW 39.04.280(1)(b).

9) It is in the best interest of the District to waive the competitive

bidding requirements and purchase the required products from Vemco for the

monitoring and evaluation of white sturgeon.


Utility District No. 1 of Douglas County, Washington, that the District hereby

waives the competitive bidding process pursuant to RCW 54.04.070(6) and RCW

39.04.280(1)(b), and the District is hereby authorized to issue a purchase order,

not to exceed $114,710.00 to Vemco for the purchase of Vemco acoustic system

equipment.

Draf

t Pre-

decis

ional

Docum

ent



__________________________ T. James Davis, Vice President


Draft P

re-de

cision

al Doc

umen

t

RESOLUTION NO. ________

A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO AGREEMENT WITH JACOBS ENGINEERING GROUP, INC.

FOR CONSULTING ENGINEERING SERVICES

RECITALS:

1. Resolution No. 12-166 authorized the District to enter into an

Agreement with Jacobs Engineering Group, Inc. for consulting engineering

services related to the Wells Hydroelectric Project with a not-to-exceed price of

$2,000,000 and a conclusion date of October 3, 2015.

2. Resolution No. 13-174 authorized Amendment No. 1 to the

Agreement which increased the not-to-exceed amount of the Agreement to

$3,000,000.

3. Resolution No. 14-078 authorized Amendment No. 2 to the

Agreement which increased the not-to-exceed amount of the Agreement to

$4,000,000.

4. In addition to the more routine engineering services being performed

by Jacobs under the current three-year Agreement, the District has requested a

number of substantial engineering tasks that will affect the total amount of work

invoiced under the contract. Based on the contract billings through December

2014 and estimates to complete the tasks in progress, the total billings are

expected to exceed the contract limit of $4,000,000.

5. Staff recommends an increase in the not-to-exceed amount of the

Agreement to $4,500,000. It is in the best interest of the District to authorize

Amendment No. 3 to the Agreement for Consulting Engineering Services, thereby

increasing the not-to-exceed amount of the Agreement to $4,500,000.


Utility District No. 1 of Douglas County, Washington, that Amendment No. 3 to

Draft P

re-de

cision

al Doc

umen

t

the Agreement for Consulting Engineering Services with Jacobs Engineering

Group, Inc. is hereby approved, thereby increasing the not-to-exceed amount of

this Agreement to $4,500,000. The District’s General Manager is hereby

authorized and directed to execute said Amendment on behalf of the District.


____________________________

Ronald E. Skagen, President ____________________________

T. James Davis, Vice President

ATTEST: _____________________________ Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t


A RESOLUTION AUTHORIZING A CALL FOR BIDS UNDER BID DOCUMENT 15-01-W, PROVIDE AND

INSTALL REPLACEMENT POND COVERS AT THE METHOW HATCHERY

RECITALS:

1) The pond covers for the juvenile rearing and adult holding ponds at

the Methow Hatchery are in need of replacement.

2) Staff recommends that the District solicit bids in compliance with

RCW 54.04.070 to provide and install replacement pond covers at the Methow

Hatchery in accord with the specifications, terms and conditions of Bid Document

15-01-W. 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 15-01-W, Provide and Install Replacement Pond Covers at the

Methow Hatchery.


Utility District No. 1 of Douglas County, Washington, that Bid Document 15-01-

W, Provide and Install Replacement Pond Covers at the Methow Hatchery is

hereby approved, and the District’s General Manager is hereby authorized and

directed to issue a call for bids.



T. James Davis, Vice President ATTEST: Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t

RESOLUTION NO. ___________

A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH OKANAGAN NATION ALLIANCE FOR

MONITORING OF PHASES I AND II OF THE OKANAGAN RIVER RESTORATION INITIATIVE

RECITALS:

1) Section 7.5 of the Wells Habitat Conservation Plan (HCP) requires the

District to fund a Tributary Assessment Program, with use of those funds at the discretion

of the Wells HCP Tributary Committee (TC). The TC approved a proposal from the

Okanagan Nation Alliance (ONA) to continue effectiveness monitoring of Phases I and II

of the Okanagan River Restoration Initiative (ORRI) for a five-year period.

2) Staff recommends approval of a Professional Service Agreement with the

ONA for ORRI effectiveness monitoring. This Professional Service Agreement will fulfill

the effectiveness monitoring requirements of the HCP and will implement the funding

decision made by the TC.

3) It is in the best interests of the District to enter into a Professional Service

Agreement with the Okanagan Nation Alliance to continue effectiveness monitoring of the

ORRI project under the Wells HCP Tributary Assessment Program.


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

Okanagan Nation Alliance for continued effectiveness monitoring of the ORRI project, the

cost of which is not to exceed $70,000 US (seventy thousand US dollars) with an

expiration date of December 31, 2019.


_______________________________ Ronald E. Skagen, President _______________________________ T. James Davis, Vice President ATTEST: ______________________________ Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t

A RESOLUTION AUTHORIZING ACCEPTANCE OF WORK AND FINAL PAYMENT TO REEVES LAWN AND SPRAY

SERVICE, LLC UNDER CONTRACT 13-22-W, 2014 GROUNDS MAINTENANCE

RECITALS:

1) By Resolution 14-004, dated January 13, 2014, the District awarded

Contract 13-22-W, 2014 Grounds Maintenance to Reeves Lawn and Spray

Service, LLC.


requirements for the first year of Contract 13-22-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 for the first year

of the Contract in the amount of $10,098.77 to Reeves Lawn and Spray Service,

LLC upon receiving the required notifications from the State of Washington. The

total cost of work for the first year of this Contract is $201,975.09.

3) It is in the best interests of the District to accept the work as

complete for the first year of the Contract and authorize final payment under

Contract 13-22-W.


Utility District No. 1 of Douglas County, Washington, that the work for the first

year under Contract 13-22-W, 2014 Grounds Maintenance 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.

Draft P

re-de

cision

al Doc

umen

t


___________________________


___________________________

T. James Davis, Vice President

ATTEST: ___________________________ Molly Simpson, Secretary

Draft P

re-de

cision

al Doc

umen

t

2015-01-26 board agenda final board packet.pdfjan 26, 2015 · financial and statistical report -...

Documents