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2. work
3. contracts

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
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4. Public Comment
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5. Prequalification of Contractors
6. Resolution Increasing the Cash Balance in the Bridgeport Office Cashiers’ Change Funds
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7. Resolution to Appoint a Deputy Auditor
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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
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10. Resolution Authorizing Amendment No. 7 to the Professional Service Agreement with
Comonwealth Associates, Inc. under Contract No. 10-13-D
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11. Resolution Authorizing Amendment No. 3 to the District’s Video Transport Agreement
with Kiro-TV, Inc.
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12. Resolution Authorizing the Purchase of Acoustic Tags and Receiver Systems from
Vemco
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13. Resolution Authorizing Amendment No. 3 to Agreement with Jacobs Engineering Group,
Inc. for Consulting Engineering Services
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14. Resolution Authorizing a Call for Bids under Bid Document 15-01-W, Provide and
Install Replacement Pond Covers at the Methow Hatchery
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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
Board Agenda
January 26, 2015
Page Two
20. Internal Audit Report - December, 2014
21. Other
22. Trips
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23. Minutes
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24. Executive Session: Legal risks RCW 42.30.110(1)(i)(c)
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
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front counter for daily operations. The primary cash fund has a balance of $225
and the secondary cash fund has a balance of $125.
Trips to the Brewster branch of North Cascades National Bank are
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becoming more frequent in order to keep an appropriate amount of small bills in
each fund for making change.
It is in the best interest of the District to increase both change funds
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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
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for both Bridgeport cashiers’ change funds be increased by $125.
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ADOPTED this 26th day of January, 2015.
ATTEST:
Molly Simpson, Secretary
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
RESOLUTION NO. _________
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
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checks.
Many District procedures have changed since this designation was
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assigned to the Customer Accounting Supervisor, including the check printing
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Bridgeport office.
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process, the use of electronic signatures and the hiring of additional staff in the
It is in the best interest of the District to remove the appointment of
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Deputy Auditor from the Customer Accounting Supervisor and appoint Derek
Browning, Distribution Accountant, with the functional title of Deputy Auditor.
NOW, THEREFORE, BE IT RESOLVED by the Commission of Public
Utility District No. 1 of Douglas County, Washington, that the appointment of
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Deputy Auditor be removed from the Customer Accounting Supervisor and
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appoint Derek Browning, Distribution Accountant, with the functional title of
Deputy Auditor.
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ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
ATTEST:
Molly Simpson, Secretary
RESOLUTION NO. _________
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
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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
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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,
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Inc. upon receiving the required notifications from the State of Washington. The total
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cost of work under this contract for the second year is $10,957.24 plus tax and for the
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third year is $1,196.52 plus tax.
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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
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complete, and that final payment is authorized, contingent on receipt by the District of all
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necessary releases by the State of Washington. This acceptance in no manner waives any
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claim the District may have against the Contractor for failure to comply with the terms of
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the contract.
ADOPTED this 26th day of January, 2015.
___________________________
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
ATTEST:
Molly Simpson, Secretary
RESOLUTION NO. _________
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.
District staff report the Contractor has satisfactorily completed all
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requirements of Contract 13-13-D and has submitted a Request for Final Payment,
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Certificate and Release. Therefore, staff recommends that the District accept the
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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.
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The total cost of work under this contract is $119,559.80 plus tax.
It is in the best interests of the District to accept the work as complete and
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authorize final payment under Contract 13-13-D.
NOW, THEREFORE, BE IT RESOLVED by the Commission of Public Utility
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
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by the District of all necessary releases by the State of Washington. This acceptance in
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no manner waives any claim the District may have against the Contractor for failure to
comply with the terms of the contract.
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ADOPTED this 26th day of January, 2015.
ATTEST:
Molly Simpson, Secretary
___________________________
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
RESOLUTION NO. _________
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.
District staff states that a rate schedule for the year 2015 has been submitted by
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Commonwealth Associates, Inc. These rate adjustments are necessary to cover the increased cost
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of doing business.
It is in the best interests of the District to amend the Professional Service
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Agreement with Commonwealth Associates, Inc. The change is estimated to increase District
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cost by approximately 4.7 percent. The not to exceed amount of $2,525,376.00 (two million, five
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hundred twenty-five thousand, three hundred seventy-six dollars) has not changed.
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 Amendment No. 7 to the Professional Service Agreement with
Commonwealth Associates, Inc. which updates the rate schedule for 2015.
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ADOPTED this 26th day of January, 2015.
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ATTEST:
Molly Simpson, Secretary
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
RESOLUTION NO. _________
A RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO THE
DISTRICT’S VIDEO TRANSPORT AGREEMENT WITH KIROTV, INC.
RECITALS:
1)
Resolution 11-149 authorized Amendment No. 2 to the Video Transport
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Agreement with KIRO-TV, Inc., extending the Agreement through December 31,
2014.
Staff recommends approval of Amendment No. 3 to the Video Transport
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Agreement with KIRO-TV, Inc., to extend the term of the Video Transport Agreement
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through December 31, 2017.
It is in the best interest of the District to amend the District's Video
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Transport Agreement with KIRO-TV, 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 execute Amendment No. 3 to the Video
Transport Agreement with KIRO-TV, Inc.
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ADOPTED this 26th day of January, 2015.
ATTEST:
Molly Simpson, Secretary
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
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).
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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.
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The comprehensive plan involves coordinating the M&E with similar plans
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performed by downstream utilities (Chelan and Grant PUDs).
Beginning in the winter of 2015, the District will need to
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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
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by downstream utilities (Chelan and Grant PUDs) and other organizations, such as
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the Intertribal Fish Commission, will provide significant advantage to the District
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in its ability to share data and maintain compatibility with other operators of the
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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:
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
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tracking systems being implemented in other Mid-Columbia projects requires the
District’s use of Vemco equipment, or requires the District to purchase additional
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compatibility equipment to allow the District to share tracking data with other
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downstream project operators, which would be more expensive and less efficient.
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Thus, the purchase of Vemco tagging and tracking equipment capable of
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coordination involves special facilities and market conditions within the meaning
of RCW 39.04.280(1)(b).
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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.
NOW, THEREFORE, BE IT RESOLVED by the Commission of Public
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Utility District No. 1 of Douglas County, Washington, that the District hereby
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waives the competitive bidding process pursuant to RCW 54.04.070(6) and RCW
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39.04.280(1)(b), and the District is hereby authorized to issue a purchase order,
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not to exceed $114,710.00 to Vemco for the purchase of Vemco acoustic system
equipment.
ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
__________________________
T. James Davis, Vice President
ATTEST:
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Molly Simpson, Secretary
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
Resolution No. 13-174 authorized Amendment No. 1 to the
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$2,000,000 and a conclusion date of October 3, 2015.
Agreement which increased the not-to-exceed amount of the Agreement to
Resolution No. 14-078 authorized Amendment No. 2 to the
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$3,000,000.
$4,000,000.
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Agreement which increased the not-to-exceed amount of the Agreement to
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
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invoiced under the contract. Based on the contract billings through December
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2014 and estimates to complete the tasks in progress, the total billings are
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expected to exceed the contract limit of $4,000,000.
Staff recommends an increase in the not-to-exceed amount of the
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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.
NOW, THEREFORE, BE IT RESOLVED by the Commission of Public
Utility District No. 1 of Douglas County, Washington, that Amendment No. 3 to
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.
ADOPTED this 26th day of January, 2015.
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Ronald E. Skagen, President
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T. James Davis, Vice President
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Molly Simpson, Secretary
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ATTEST:
RESOLUTION NO. _________
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.
Staff recommends that the District solicit bids in compliance with
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RCW 54.04.070 to provide and install replacement pond covers at the Methow
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Hatchery in accord with the specifications, terms and conditions of Bid Document
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15-01-W. Sealed bids will be accepted until March 16, 2015 at 1:30 p.m. Pacific
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Time in the District’s East Wenatchee headquarters office.
It is in the best interests of the District to issue a call for bids under
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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 Bid Document 15-01W, Provide and Install Replacement Pond Covers at the Methow Hatchery is
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hereby approved, and the District’s General Manager is hereby authorized and
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directed to issue a call for bids.
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ADOPTED this 26th day of January, 2015.
Ronald E. Skagen, President
T. James Davis, Vice President
ATTEST:
Molly Simpson, Secretary
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
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Okanagan Nation Alliance (ONA) to continue effectiveness monitoring of Phases I and II
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of the Okanagan River Restoration Initiative (ORRI) for a five-year period.
2)
Staff recommends approval of a Professional Service Agreement with the
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ONA for ORRI effectiveness monitoring. This Professional Service Agreement will fulfill
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the effectiveness monitoring requirements of the HCP and will implement the funding
decision made by the TC.
It is in the best interests of the District to enter into a Professional Service
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Agreement with the Okanagan Nation Alliance to continue effectiveness monitoring of the
ORRI project under the Wells HCP Tributary Assessment 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
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hereby authorized and directed to enter into a Professional Service Agreement with the
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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
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expiration date of December 31, 2019.
ADOPTED this 26th day of January, 2015.
_______________________________
Ronald E. Skagen, President
_______________________________
T. James Davis, Vice President
ATTEST:
______________________________
Molly Simpson, Secretary
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.
District staff report the Contractor has satisfactorily completed all
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requirements for the first year of Contract 13-22-W and has submitted a Request
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for Final Payment, Certificate and Release. Therefore, staff recommends that the
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District accept the completed work and authorize final payment for the first year
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of the Contract in the amount of $10,098.77 to Reeves Lawn and Spray Service,
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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.
NOW, THEREFORE, BE IT RESOLVED by the Commission of Public
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Utility District No. 1 of Douglas County, Washington, that the work for the first
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year under Contract 13-22-W, 2014 Grounds Maintenance is hereby accepted as
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complete, and that final payment is authorized, contingent on receipt by the
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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 26th day of January, 2015.
___________________________
Ronald E. Skagen, President
___________________________
T. James Davis, Vice President
ATTEST:
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___________________________
Molly Simpson, Secretary