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AP 02-06-14 yOUTH TAHpF ,._.�;. ._ _ �,�-= � �jeey'er . 1950 •..��e_�t �' �"�trn�mr v+s'�` x SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, February 6, 2014 - 2:00 P.nn. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California Richard Solbrig, General Manager Paul Sciuto, Assistant General Manager Eric W.Schafer, President BOARD MEMBERS Randy Vogelgesang, Vice President Chris Cefalu, Director James R. Jones, Director Kelly Sheehan, Director 1. CALL TO ORDER REGULAR MEETING— PLEDGE OF ALLEGIANCE(At this time, please silence phones and other electronic devices so as not to disrupt the business of the meeting.) 2. COMMENTS FROM THE AUDIENCE (This is an opportunity for members of the public to address the Board on any shorf non-agenda items that are within the subject matter jurisdiction of the District. No discussion or action can be taken on matters not listed on the agenda,per the Brown Act. Each member of the public who wishes to comment shall be allotted five minutes,and no more than three individuals shall address the same subject.) 3. CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR �For purposes of the Brown Act,all Action and Consent items listed give a brief description of each item of business to be transacted or discussed. Recommendations of the staff,as shown, do not prevent the Board from taking other action.) 4. ADOPTION OF CONSENT CALENDAR (Any item can be removed to be disc�ssed and considered separately upon request.Comments and questions from members of the public,staff or Board can be taken when the comment does not necessitate separate action.) 5. CONSENT ITEMS BROUGHT FORWARD FOR SEPARATE DISCUSSION / ACTION 6. ITEMS FOR BOARD ACTION a. Mini Excavator Purchase (Hai Bird, Land Application Manager) Pg 31 Authorize purchase of a 2013 Case CX55B Mini Excavator and attachments in the amount of$82,834.55, including tax and shipping, from Sonsray Machinery, LLC. b. 2013 Sierra Tract Waterline Replacement Project (�ohn Thiei, Principal Engineer) Pg 39 (1) Consider three claims for additional compensation from Campbell Construction Company, Inc. (CCCI).The Board actions may include (1) Reject or accept the claim(s); (2) If the Claims are rejected, proceed with mediation as stated in the Contract Documents or agree to waive the mediation step as requested by CCCI; or (3) If inediation is waived proceed to judicial arbitration as stated in the Contract Documents or to a binding arbitration as requested by CCCI. c. Groundwater Management Plan Update (ivo Bergsonn, Hydrogeologist) Pg 55 Accept the proposal from the recommended consultant to assist staff in amending the Groundwater Management Plan (GWMP). REGULAR BOARD MEETING AGENDA- February 6, 2014 PAGE-2 d. Pay1'1"1et1t Of CIa1171S (Debbie Henderson, Accounting Manager) Pg 69 Approve Payment of Claims in the amount of $1,444,455.71 7. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 8 EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT 9. GENERAL MANAGER REPORT (Discussion may take p►ace; however, no action will be taken.) Public Outreach 10. STAFFIATTORNEY REPORTS (Discussions may take place;however, no action will be taken.) Helping Hands Outreach Program Update (Paui Hugnes for susan Rasmussen) Legislative Update (Paui sciuto) � 11. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetinas/Events 02/03/14-3:30 p.m.-Water and Wastewater Operations Committee Meeting at District Future Meetings/Events 02/O6/14-6:00 p.m.-Public Workshop at District 02/12/14-District Office Closed (Lincoln's Birfhday) 02/12/14- 10:00 a.m. EI Dorado County Water Agency Board Meeting in Shingle Springs 02/17/14-District Office Closed (President's Day Holiday) 02/20/14-2:00 p.m.-Regular Board Meeting at District 12. CLOSED SESSION (The Board will adjourn to Closed Session to discuss items identified below.Closed Session is not open to the public;however,an opportunity will be provided at this time if inembers of the p�blic would like to comment on any item listed-three minute limit.) a. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Pg s� Counsel Existing Litigation re: EI Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District (Filed 10/22/12) b. Pursuant to Government Code Section 5456.9(b)/Conference with Legal Pg 89 Counsel AntiCipated Litigation (one potential case). c. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Counsel Pg 91 Existing Litigation re: False Claims Act Case: United States, the States of California, Delaware, Florida, Nevada, and Tennessee and the Commonwealths of Massachusetts n Inc. and Fo rmosa and Virgirna ex rel. John Hendnx v. J-M Manufacturing Compa y, Plastics Corporation, U.S.A., Civil Action No. ED CVO6-0055-GW, United States District Court for the Central District of California (intervened o2/oa/�o) d. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Counsel- Pg 93 Existing Litigation re: Los Angeles County Superior Court Case No. BC459943, State of Nevada, et al. v. J-M Manufacturing, et al. (Intervened 02/04/10) e. Pursuant to Government Code Section 54957(a)/Conference with Labor Negotiators re: Pg 95 Memorandum of Understanding with Stationary Engineers, Local 39 Present at this Closed Session will be Agency Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, Paul Hughes/Chief Financial Officer. REGULAR BOARD MEETING AGENDA- February 6, 2014 PAGE-3 f. Pursuant to Government Code Section 54957/Public Employee Evaluation Pg 97 Unrepresented Employee Position: General Manager ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION AD.IOURNMENT (The next Regular Board Meeting is February 20,2014,at 2:00 p.m.) The South Tahoe Public Utility District Board of Directors regularly meets the first and third Thursday of each month.A complete Agenda packet is available for review at the meeting and at the District office during ihe hours of 8:00 a.m.and 5:00 p.m.,Monday through Friday. A recording of the meeting is retained for 30 days after Minutes of the meeting have been approved.Items on the Agenda are numbered for identification purposes only and will not necessarily be considered in the order in which they appear.Designated times are for parficular items only.Public Hearings will not be called to order prior to the time specified,but may occur slightly later Than ihe specified time. Public participation is encouraged.Public comments on items appearing on the Agenda will be taken at the same time the Agenda items are heard;commenis should be brief and directed to the specifics of the item being considered.Please provide the Clerk of the Board with a copy of all written materials presented at the meeting.Comments on items not on the Agenda can be heard during"Comments from the Audience;"however,action cannot be taken on items not on the Agenda. Backup materials relating to an open session item on this Agenda,which are not included with the Board packet,will be made available for public inspection at the same time ihey are distributed or made available to the Board,and can be viewed at the District office,at the Board meeting and upon request to the Clerk of the Board. The meeting location is accessible to people with disabilities.Every reasonable efforf will be made to accommodate participation of the disabled in all of the DistricYs public meetings.If particular accommodations are needed,please contact the Clerk of the Board at(530) 544-6474,exiension 6203.All inquiries must be made at least 48 hours in advance of the meeting. REGULAR BOARD MEETING AGENDA- February 6,2014 PAGE-4 y�VTH TqhpF �_ .,.,.. _ � � �/ee�e� ' 1950 ' V'�s�0� ��'nu�r Ws� SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR February 6, 2014 ITEMS 1. 2013 SIERRA TRACT WATERLINE REPLACEMENT PROJECT Pg 1 �John Thiel, Principal Engineer) Approve the Project Closeout Agreement and Release of Claims for Campbell Construction Company, Inc. (CCCI). 2. ANGORA CREEK SEWER RELOCATION PROJECT Pg 7 (John Thiel, Principal Engineer) Approve Change Order No. 1 to Thomas Haen Company, Inc., in the amount of $108,912.01. 3. HEADWORKS REPLACEMENT PHASE 2 PROJECT Pg 11 �Julie Ryan,Senior Engineer) (A) Approve Change Order No. 14 to GSE Construction Company, Inc., (GSE) in the amount of$14,358; (B) Approve project Closeout Agreement and Release of Claims for GSE. 4. CORE SWITCH REPLACEMENT PURCHASE Pg 23 (Chris Skelly, Network/Telecom Systems Administrator) Approve the purchase for replacement core switch from NETVAD, Inc. for the estimated amount of$30,000. 5. REGULAR BOARD MEETING MINUTES: JANUARY 16, 2014 Pg 27 (Melonie Guttry,Clerk of the Board) Approve January 16, 2014 Minutes 6eneral Manager Richard H.5olbrig � � � •� • �+�/gt Director5 �' ou� a oe Chris Cefalu JameS R.Jones .� � public Utiiity DiStrict �ndyVogelgesang Kelly Sheehan Eric 5chafer 1275 Meadow Crest Drive•South Lake Tahoe•GA 96150-7401 Phone 530 544--6474•Fax 530 541-0614•www.stpud.u5 BOARD AGENDA ITEM 4a - TO: Board of Directors FROM: John Thiel, Principal Engineer MEETING DATE: February 6,2014 ITEM-PROJECT NAME: 2013 Sierra Tract Waterline Replacement Project REQUESTED BOARD ACTION: Approve the Project Closeout Agreement and Release of Claims for Campbell Construction Company, Inc. (CCCI). DISCUSSION: Staff has performed a final inspection of the project and has found that CCCI has completed the project and met the contract requirements. No stop notices have been received on this project. Project retention in the amount of$45,463 is scheduled to be released to the CCCI at the expiration of the lien period which is 35 calendar days from the date of recording of the Notice of Completion. The notice was ' recorded on 1/9/14 resulting in an expiration date of 2/13/14. The District has received three claims from CCCI for (1) Jetting ($23,747.94�; (2) Base under T-section ($101,463.34); and (3) 55LF Pipe rejection ($3,235.11) for total claim amounts of$128,446.39. The District is now engaged with CCCI in the dispute resolution process pursuant to the contract documents for the project. These three claims are specifically excluded from the Contractor's release of Claims as detailed in the attachment. SCHEDULE: Upon Board Approval COSTS: $45,463 ACCOUNT NO: 2029-7002/STWLPI BUDGETED AMOUNT AVAILABLE: $183,579 AITACHMENTS: Closeout Agreement and Release of Claims CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO CLOSEOUT AGREEMENT AND RELEASE OF CLAIMS THIS CLOSEOUT AGREEMENT AND RELEASE OF CLAIMS is made in South Lake Tahoe, California, this 6"' day of February 2014 by and between South Tahoe Public Utility DISTRICT, hereinafter referred to as DISTRICT, and Campbell Construction Co., Inc. dba „ � Nevada Campbell Construction Co., Inc., hereinafter referred to as"CONTRACTOR". KNOW ALL PERSONS BY THESE PRESENTS: 1. That the undersigned, as the authorized representative of CONTRACTOR, for and in consideration of Nine Hundred Nine Thousand Two Hundred Sixty Dollars and Zero Cents ($909,260), contract amount, and the credit amount of Seven Thousand Five Hundred One Dollar and Fifty-Seven Cents (<$7,501.57>) for said Contract Change Order No. 1, receipt of which is hereby acknowledged, has submitted waivers from all subcontractors and suppliers in the form required by Civil Code §3262, and does hereby and for each of its successors, assigns and partners, release acquit and forever discharge the SOUTH TAHOE PUBLIC UTILITY DISTRICT OF EL DORADO COUNTY, CALIFORNIA, and each of its successors, assigns, officers, agents, servants, and employees, from any and all rights, claims, demands, debts, obligations, liabilities, actions, damages, costs, expenses and other claims whatsoever, except the Claims described in paragraph 4, below, which might have been asserted against DISTRICT by reason of any matter or thing which was the subject matter of or basis for: A. The performance of all terms and conditions of that certain agreement dated June 21, 2013 for Purchase Order No. P26520, DISTRICT project described as 2013 Sierra Tract Waterline Replacement. B. Change Order No. 1 as approved by the parties, pertaining to Purchase Order No. P26520 and shown in spreadsheet attached to said Change Order and paid in Payment Request No. 4, dafed December-5;ZD13:- — 2. That the undersigned, as the authorized �epresentative of DISTRICT, for and in consideration of the Campbell Construction Co., Inc.'s completion of Purchase Order No.P26520 does hereby and for each of its successors, and assigns, releases, acquits and forever discharge Campbell Construction Co., Inc. dba Nevada Campbell Construction Co., Inc., and each of its successors, assigns, officers, agents, servants, and employees, and sureties from any and alf rights, claims, demands, debts, obligations, liability, actions, costs, expenses whatsoever which might have been , asserted against CONTRACTOR, except for the rights accnaing to the DISTRICT in California Code of Civi1 Procedure Section 337.15, Entitled "Ten Years - Action to Recover Damage from Latent Deficiencies in Planning or Construction of Improvements to Real Property, which rights are specifically not released, and except for warranties and sureties provided by reason of any matter or thing which was the subject matter of or basis for: A. The performance of all terms and conditions of that certain agreement dated June 21, 2013 for Purchase Order No. P26520 DISTRICT project described as 2013 Sierra Tract Waterline Replacement. B. Change Order No. 1 as approved by the parties, pertaining to Purchase Order No. P26520 and shown in spreadsheet attached to said Change Order and paid in Payment Request No. 4, dated December 5, 2013. -3- 1 � ;� 3. Nothing contained herein shall waive or alter the rights, privileges, and powers of the DISTRICT or the duties, liabilities and obligations of the CONTRACTOR and its surety in ; respect to any portions of the Specifications for Purchase Order No. P26520. � ; � , � 4. The DISTRICT has received three claims from the CONTRACTOR for 1) Jetting � ($23,747.94); 2) Base under T-section ($101,463.34); and 3) 55LF Pipe rejection ¢ ($3,235.11.) (Colle�tively the "Claims"). The total amount of the Claims is $128,446.39, which CONTRACTOR and DISTRICT are engaged in the dis ute resolution rocess � . p p � i {{ pursuant to the contract documents for the project. � 5 � 5. The DISTRICT has filed and recorded a NOTICE OF COMPLETION with the County � Recorder in order to begin the running of the statutory lien period. � � ; 6. � The presently retained amount is $ 45,463.00 � Original Contract amount $909,260.00 � } Total Change Order Amount <$7,501.57> � Less: Amount Previously Paid $856,295.43 � (Request Nos. 1 through 4) � Retainage $ 45,463.00 � � BALANCE: $ _ p _ � 's �.; p �', � The retainage will be released to the CONTRACTOR at the expiration of the lien period � 35 (thirty-five) calendar days after date of recording a NOTICE OF COMPLETION by EI � Dorado County Recorder or when all liens have been release�;whichever last occurs. � � Release pursuant to this agreement shall not apply to CONTRACTOR's rights to the � ; presently retained amount until such time as such amounts are received in full by � ' CONTRACTOR. ° . 7. CONTRACTOR and DISTRICT agree that the total adjusted contract price and time of � performance for Purchase Order No. P26520 after the execution of change orders shall � be as follows � � Original Contract Price $909,260 �` Original Calendar Days 100 = Total Adjusted Price <$7,501.57> � Total Adjusted Calendar Days 0 � � 8. It is understood and agreed by the undersigneds that the facts with respect to which the � foregoing Release is given may hereafter turn out to be other than or different from the = facts in that connection now known to be or believed by said undersigneds to be true, � and the undersigneds hereto expressly assume the risk of the facts turning out to be � different than they now so appear, and agree that the foregoing Release shall be, in all � respects, effective and not subject to termination or recession by any such difference in } facts and undersigneds hereby expressly waive any and all rights the undersigneds have „ or may have under California Civil Code Section 1542, which provides as follows: � �% � z § �. � t Y -4- 2 g I � � "A general �elease does not extend to claims which the creditor does not know or suspect to exist in his favor at the time of executing the Release which if known by him must have materially affected his settlement with the debtor." 9. The �eleases made by the CONTRACTOR and the DISTRICT herein are not to be construed as an admission or admissions of liability on the part of either party and that the parties deny liability hereof. The undersigneds agree that they will forever refrain and forebear from commencing, instituting or prosecuting any lawsuit, action or other proceeding against the other pa�ty based on, arising out of, or in any way connected with the subject matter of this Release. 10. The CONTRACTOR hereby releases the DISTRICT from all claims, including those of its Subcontractors for all delay and impact costs, if any, except the Claims described in paragraph 4, above. 11. The CONTRACTOR represents and warrants to the DISTRICT that the CONTRACTOR has not heretofore assigned or transferred or purported to assign or transfer to any person, firm, corporation, association or entity any of the rights, claims, warranties, demands, debts, obligations, liabilities, actions, damages, costs, expenses and other claims whatsoever and the CONTRACTOR agrees to indemnify and hold harmless the DISTRICT against, without limitation, any and all rights, claims, warranties, demands, debts, obligations, liabilities, actions, damages, costs, expenses and other claims, including attomey's fees, arising out of or connected with any such assignment or transfer or purported assignment or transfer. 12. The undersigned acknowledge that they have been represented by counsel of their own choice in connection with the preparation and execution of this Closeout Agreement and Release of Clair�s. The undersigned acknowledge and represent that they understand and voluntarily consent and agree to each and every provision contained herein: 13. The undersigned further declare and represent that no promise, inducement or agreement, not herein expressed, have been made to the undersigned and that this Release contains the entire agreement among the parties hereto and that the terms of the Release are contractual and not a mere recital. 14. The persons executing this Closeout Agreement and Release of Claims represent and warran#to the other party that the execution and performance of the terms of this Release have been duly authorized by all requisite corporate, partnership, individual, or other entity requirements and that said persons have #he right, power, legal capacity and authority to execute and enter in the Closeout Agreement and Release of Claims. RiCHARD SOLBRIG, GENERAL MANAGER DATED ATTEST: MELONIE GUTTRY, CLERK OF BOARD DATED CAMPBELL CONSTRUCTION CO, INC. By: TODD SHAW, PRESIDENT DATED -5- 3 6eneral Manager Richard H.Solbrig � • 1950 • � Director5 e�l � � �� O 4 ChriS Cefalu yJames R.Jones � Randy Vogelgesang �- �r pu b I�c U ti I i ty D i�tri ct Kelly 5heehan Eric Schafer 1275 Meadow Crest Drive•5outh Lake Tahoe•GA 96150-7401 Phone 53Q 54�4-64-74•�ax 530 541-0614•www�tpud.u5 BOARD AGENDA ITEM 4� TO: Board of Directors FROM: John Thiel, Principal Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Angora Creek Sewer Relocation Project REQUESTED BOARD ACTION: Approve Change Order No. 1 to Thomas Haen Company, Inc., in the amount of$108,912.01. DISCUSSION: Change Order No. 1 addresses payment for additional work items as well as adjustments from bid quantities to final quantities, as follows: Item A-The Contract includes a $15,000 bid item for handling groundwater dewatering during the project on a rme and Materials Basis. No dewatering work was performed on the project. As such, the District is due a credit in the amount of $15,000 for work not performed under the Contract. Item B -The Contract includes a $15,000 bid item for site revegetation and restoration. During construction, the District directed the contractor to apply seed mix and coir logs outside the original planned revegetation area.The contractor completed this work on a Time and Materials Basis for an additional cost of $1,192. Item C -The Contract includes a $64,125 bid item for the installation of 675' of 8" sewer main.The actual quantity of installed sewer main was 660' resulting in a credit of$1,425. Item D -The Contract includes a $22,500 bid item for the installation of three sewer manholes. The District modified the sewer alignment which required the installation of just one manhole resulting in a credit of�15,000. Item E-The Contract includes a $3,400 bid item for 850 square feet of 2" trench patch. The actual quantity of 2" trench patch installed was 0 square feet resulting in ' a credit of$3,400. Item F-The Contract includes a $7,980 bid item for 1,140 square feet of 2" Mill and Overlay. During construction, modified excavation methods including blasting were used to address shallow bedrock through much of the new sewer alignment on Mountain Trout Drive which resulted in much greater disturbance to the roadway than originally planned.The paving increased to 4,908 square feet resulting in an additional cost of$26,376. _�_ John Thiel February b,2014 Page 2 Item G-The Contractor was directed to perform numerous work items under Bid Item 7, Unknown Conditions. This work includes additional potholing, two new sewer lateral services, and significant work to blast and excavate rock for the sewer ' installation in Mountain Trout Drive.This item also includes a small patch paving job ' unrelated to the sewer installation but near the project site following some work in ; � the street by our Underground Repair crew.The total amount of work completed is ' I ' $141,169.01.Since Bid Item 7 is $25,000, the net additional work is $116,169.29. � � 4 Item H-This extends the Contract Time from 38 to 54 calendar days at no cost or � ? credit.This additional time was granted to the Contractor to account for the rock � blasting and excavation, and other additional work completed as directed by the � District. This extended the contract time from October 22, 2013, to November 9, 3 2013,which was the final day of work on site. � i �. [ �: ` Staff recommends that the Board approve Change Order#1 to the District's Contract � with Thomas Haen Company in the amount$108,912.01 which brings the contract total � ;; to$343,317.01. � r �. � � _ _ _ __ _ _ _ � � � �- , ' � � � � � � $ � ¢ d � � ( t � j j' �: SCHEDULE: Upon Board Approval a COSTS: $108,912.01 i ACCOUNT NO: 1029-7006/ANGSPP = BUDGEI'�D AMOUNT AVAIIABLE: <$16,263> Funds to be transferred from other projects. � -AiTACHMENTS: Change Order No. 1 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES �1�, NO r CHIEF FINANCIAL OFFICER: YES NO �' P s i —8— S t � o �tH r , CHANGE ORDER NUMBER 1 � —� -�.�. Project: ANGORA CREEK SEWER RELOCATION PROJECT �ew��1950��'``�� Contractor: THOMAS HAEN COMPANY unurr�s� Date: Februarv 6, 2014 PO #: P26761 The Contract Shall Be Changed As Follows: A) Adjust Bid Item 3, Ground Water Dewatering, from the bid quantity of$15,000 to a final quantity of$0.00 as no dewatering was completed for a credit amount of<$15,000>. B) Contractor performed $1,192 in additional revegetation work as directed by the District as detailed in Thomas Haen Company's DWR 1004 dated January 3, 2014 (attached). Adjust Bid Item 6, Site Revegetation and Restoration, from the bid amount of$15,000 to a final � quantity of$16,192 for a cost$1,192. (continued next page) TOTALFORCHANGEORDERNO. 1 ISA + B + C + D + E + F + G + H = $108,912.01 - �; �_ � Original Contract $234,405.00 36 Calendar Days Previous Change Order $0.00 0 Calendar Days Current Contract $234,405.00 36 Calendar Days THIS CHANGE ORDER $108,912.01 18 Ca�endar Days New Contract Total $343,317.01 �Calendar Days Contractor agrees to make the herein-described changes in accordance with the terms hereof. The change , in contract price and/or contract time noted is full settlement for costs incurred because of the change(s) ' described, unless specifically noted in individual description(s). Date: Authorized By STPUD Board President Date: Accepted By Contractor Date: Reviewed By _ _ _ _ _ _ _ Page 1 -9- � C) Adjust Bid Item 8, 8" PVC SDR 26 Sewer Main, from the bid quantity of 675 LF to a final '; � quantity of 660 LF for a credit amount of<$1425>. ; , , � ; D) The District directed contractor to change the sewer alignment which reduced the r number of manhole installations. Adjust Bid Item 10, Install Sewer Manholes, from the bid ° quantity of 3 to the final quantity of 1 for a credit amount of<$15,000>. � � E) Adjust Bid Item 12, 2" Trench Patch, from a bid quantity of 850 SF to a final quantity of 0 � 3 SF for a credit amount of<$3,400>. � i § � F) Adjust Bid Item 13, 2" Mill and Overlay, from a bid quantity of 1,140 SF to a final quantity � of 4,908 SF for a cost of$26,376. � E'' & G) The Contractor was directed by the District to perform numerous items under Bid Item 7, � ,' Unknown Conditions, as follows: 1) Additional potholing for a cost of$1108.88, as detailed fr = on Haen Daily Work Report (DWO) 2537(attached); 2) Installation of a sewer lateral to serve �; � 914 Mountain Trout for a cost of$5,177.50, as detailed in DCM #1 dated October 2, 2013, � � and Haen DWO 1003-2, 1007-2, 1006-2, 1107-2 (attached); 3) Installation of a sewer lateral � to senre 920 Mountain Trout for a cost of$5,550.68, as detailed in DCM #2 dated October � 11, 2013, and Thomas Haen Company's DWO 1004-1, 1005-1, 1006-1, 1107-1 (attached); � 4) Additional work due to rock excavation for sewer main installation on Mountain Trout # Drive for a cost of$101,158.95, as detailed in Haen DWO 1007, 1008, 1009, 1010, 1011, � � --,-Oa4,-9-D1�; �n��1017, 1018, 1021, 1022, 1023, 1024, 1025, 1026, 1027, 1101, 1102, � 1104, 1105, 1106 (attached); and 5)Additional patch paving for a cost of$3,173.28 as � detailed in Haen DWO 1108 (attached) . The sub-total for Items 1 through 5 is $141,169.01. � Adjust Bid Item 7, Unknown Conditions, from the bid amount of$25,000 to the final amount �° of$141,169.01 for a cost of$116,169.01. � � � H) Extend the Contract Time, identified in Section 007200 Part 2.04 of the Contract � Specifications, from thirty-six (36) calendar days to fifty-four (54) days for a cost of$0.00. _ TOTALFORCHANGEORDERN0. 11SA + B + C + p + E + F + G + H = $108,912.01 f' � u 4 t f i . .. .___ _.-___.... ._._.._ .. . ... ....... . . . .... . . . . t . .. _.._ _... _. . . . . . ( f -10- Page 2 6eneral Manager Richard H.Solbrig � • 1�j,�� ///+++�� t ..�.�+ Director5 �� [ � �� Chris Cefalu 4� Jamer R.Jones Randy Vogclgcsang i'ublic U-G�iity C��ric-G KcllySheehan Eric 5chafer 1275 Meadow�t Dr�rr�•aouth lake Tahoe•CA 9615D-740i f'hone�5�1�4-fv�474•Fax 5�4 541-0614•www�t�tpud.us pud BOARD AGENDA ITEM 4c TO: Board of Directors FROM: Julie Ryan,Senior Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Headworks Replacement Phase 2 Project REQUESTED BOARD ACTION: (A) Approve Change Order No. 14 to GSE Construction Company, Inc., (GSE) in the amount $14,358; (Bj Approve project Closeout Agreement and Release of Claims for GSE. DISCUSSION: (A) Change Order No. 14 addresses one balancing quantity and six work items that are beyond the scope of the contract. Item A-The Contract includes a $100,000 line item for addressing unknown underground conditions encountered during the Project on a Time and Materials Basis. Based on receipts provided by GSE, the work performed to address unknown underground condition cost $44,378. As such, the District is due a credit in the amount $55,622 for work not performed under the Contract. Item B - With the extension of the force main replacement piping into Meadow Crest Drive, the District directed GSE to make changes to the Bijou 12, AI Tahoe 18, and Bijiou 18 piping tie-ins. Rather than provide a lump sum cost for the directed ' changes, the Contractor has presented its total costs to perform these three tie-ins, and has provided a credit to the District for the amount bid for these tie-ins. The additional cost to the District for the actual work performed on the Bijou 12, AI Tahoe 18, and Bijou 18 tie-ins is $82,272. Item C - During construction, GSE pointed out that the detail for the stair landing at the basement required modification in order to tie to the stairs and adjoining walls. To accommodate the modifications recommended by the designer, GSE incurred $1,056 in additional costs. Item D- During construction, Staff directed GSE to install a thrust block on the existing 6" sludge line at the tie-in of new piping, where none was called for on the drawings. This additional work was performed on a Time and Materials Basis for $1.280. —11— a � �' � � � � � �' � Julie Ryan,Senior Engineer � � February 6,2014 � € Page 2 � ` � c{ � � � Item E-Change Order No. 12 approved $41,633 for modifications to the outlet channel to address a design defect. That change order request did not include the � £ modifications to the channel coatings that were required as a result of the structural � changes, nor did it include the appropriate markup for the structural changes that � ; the Contractor is entitled to. The additional cost to the District for these items is �' F $18,750. � � � � Item F- During construction, GSE pointed out that the structural requirements for the � � sumps at the Site Waste Pump Station, the Headworks Main Level, and the � ; � y Headworks Basement,would not accommodate the sump pump requirements � 4 called for in the specifications and the sump pumps that were ordered.The problem �' ; was partly due to a lack of coordination by the Contractor, and the District was � � credited for this error. The remaining cost for modifications required to � accommodate the pumps was accounted for on a Lump Sum Basis for the � additional cost of$8,559. � � Item G - Due to extension of the Contract Time, the District has incurred addition4l � costs to support GSE and to address equipment problems following the end of the �, warranty period. To compensate the District for its effort and expense, GSE has �- agreed to a Lump Sum Credit to the Contract in the amount$45,000. , Q. Item H - In December, 2013, GSE held electrical safety training for District staff. ` Under the Contract, GSE had priced training and certification for eight District staff. `` Sixteen District staff attended the training. The additional training and certifications � were provided on a Per Person Basis for the total additional cost of$3,063. E t Item f and Item J -With the completion of electrical training and field testing of the � grit system on December 10, 2013, GSE substantially completed its obligations under ` the Contract. Accordingly, Staff recommends that the Contract Time and Second E Liquidated Damages Deadline be extended to reflect that completion date. y Item K- Many systems of the Headworks were put into use by the District long before �: they were ultimately accepted by the District, due to lingering obligations by GSE to t complete installation and testing. However, the Contract requires that the � warranty/guarantee period not commence until a portion of the work is accepted. � To address this discrepancy in timing, Staff recommends that the Contract language regarding the start of the warranty/guarantee period be changed to reference the � date of first use instead of date of acceptance. � � Staff recommends that the Board approve Change Order No.14 to the District's � Contract with GSE in the amount$14,358. With $705,594.25 in Change Orders approved � previously, this Change Order No.l4 brings the final contract total to $8,740,812.54. The ` Engineer's Estimate for construction was $9,198,605. ` ; k' —��— f. e h Julie Ryan,Senior Engineer February 6,2014 Page 3 (B) With Board approval, Staff filed the Notice of Completion (NOC) with EI Dorado County on December 20, 2013. EI Dorado County recorded the NOC on January 6, 2014.The 30-day Stop Notice filing period ends on February 5, 2014. With authorization of Change Order No.14, and if no Stop Orders are received by February 5, 2014, GSE will have met all the requirements of the Contract. Staff recommends approval of the project Closeout Agreement and Release of Claims. If Stop Notices are received by February 5, 2014, it is GSE's intent to bond around them, and the Staff will update the Board prior to and at the Board Meeting. SCHEDULE: As soon as possible COSTS: $14,358.00 ACCOUNT NO: 1029-8033/HDWORK BUDGETED AMOUNT AVAILABLE: <$149,271> ATTACHMENTS: (A) Change Order No.14; (B) Closeout Agreement and Release of Claims CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -13- �1nlr. LV� Lv IY I V•J7nin VJC vvir,�i n��i ivir ��• r.vv� • � t CHANGE OI�DER N�lMBECi 14 ... ,;,;: Project: ��ADWO�KS R�PLACElI1��NT PHA3E 11 PR�,OJECT ��'��as�•N'`t Contractor: GSE Con�trucf,'on Comaanv, Inc. Date: Fe_bruary 6, 20'14 PO#: P�2�714 The Contra�t Shall Be Chattged As Follows: A) Decxease �id Item 27 by$55,622.00 to reflect aetual work perfvrrned in response#o Unknown Undenground Coriditions. The additional wo�1c was performed on force account for $44,378.40, as detailed in GSE's 1'C018, dafed October 8, 2013 (attached), and amended by the dis#r�ct in its email response dated November 5, 2013 (attached). � TOTAL FOR 1T�N(A IS �$55,622.00> TO'�ALFOaCHANGEORpERN0. 14ISA+ g.�C � D +� E + P+G + H + F*J + K= �14,358.00 :,,y.x��;w.• �r�. ._.�.a.�J.�� .•�. . �ar�._:r� - «.,r �rd ..1�x:- •._�• w. _'�'�'�-�."M��.�` _ �.on K;#� �s�: �'1 r��- �1�,,._. P,.�.,,• V v�S'�.s.=: .a`u- "'�!'r• -Orlginal Conti�tct W $8,020 860,�9 e�a'��endar oays Previous Change Order $7p5�5g4.2� 119 Calenda�Days Currenfi Cor�rac� $S 726 454..64 744 Calendar Da}/g _ _ _ _ _ _ _ THIS CHANG�ORD�R Z80 Calendar Da s �1�,35�.00 y New Cotttx'a�Tot�1 $8:,740 81 Z.54 �o��uendar oays Contractor agtees bo tnak�ffie f�erein;described changes in accotdartce with the Eem�s pereof. The change in contract price�tnd/or contCact tirne noEed is ft�ll settteit�nt for costs incurred because bf�tte cf�rtge(s) described,unless speaifically nobed In i�dividual description(s). Date: Authorized By STPUD Boa re dent �.--�.,/ . ! ��lt-1 Date: 'Accepted By Co:n�ractor • �,t�". . � �- � � Da�e. Revi ed By Page�, -15- _ .._ _..� ,,...��nvv i ivn • � Irv. LUUJ I . [ B)Amend Bid ltem�1, including all labor� equipment, mate�als and subcontractor.costs F necessary to tie in fhe new Bijbu 12", Ai Tahoe and Bijou 18°force mains to the existing ; force mains�t Meadow Crest Drive, as directed in Design Construction Memoranda 16 through 16.3.This item addresses ln ful!the net lncremenfal cost of pertorming the tie-ins � above and beyond the bid amount, as defailed in Contract Change Request#62.3 and � GSE's PC0077 dated October 2, 2013 (attached. � 'COTAL F'OR ITEIVI �IS $82,Z72.00 � C}Amend Bid Item 10� includin all labor � � � 9 , equipment, matenals and subcontractor casfs � � necessary to madify fhe basement stair landing at the Headworks Buitdtng, as directed by � s fhe District in fts respor�sa to RFI 57, dated August 12, 2019. This item addresses in full fhe � ; additionaf work autharized by the Distrr`c�to build the (anding#or an additionat cost of ' � $1,058,00, as detai(ed in Contract Change Request#78 and CSE's PCO�2 d�ted January � 16, Z013 (a#tached}. � , TOTAL FOR ITEM C IS $1,056.00 ` � � � � � , D)Amend Bid Item 2p, 'tnctuding all labor, equipment, materials and subcontraetor cosfs � necessary to instsill a concrete thrust block on the existing 6u sludge line as directed by the � District in Design Construction Memorandum 90 dated September 1a, 2012, This item � addresses in full the add;tianal work authorized by the District for the fhrus�block for an � � addi�ional cost of$9,280,00, as detailed in Contract Change Request#96 and GS�'s �" ' PC0168 dat�d July25, 2013 (attached). � ; � . . TOTAL FOR ITEM D IS $1,280.00 � ; ; E)Amend Bid Item 10, including alt labor� equipment, materiafs and subc�ntractor costs � i necessary fo coat the Cipoletti Weirs at the outlet channels, comple#e and in place, a� � f described in pesign Consfruction Memo#110, dated May 15, 2013. This it�m also inciudes �' � rnarkup that was i�adver#entiy omitted ftom the amount approv�d in Change Order'(2, ��m � E. This item addresses in fu8 the additiona(work authorized by the District for coa�ngs.and � � markup for modificstions at the outiet c�tannels for an addi�ional cost of$48�750:00, as defailed in Contraot Change Reques�#87.3 and GS�'s PC011 O dated O � (attached). cfober 2, 2013 � �: TOTAL FOR ITEM � IS$18,750.00 # Fj Amend Bid item 14, inciuding aU fabor, equipment, mate�ial� and subcontracfoc costs ; necessary to install gwide rails for sump pumpsr as directed by the District in:its R�spons�s � to RFis 78, 78,1 and 78.2, �Iated Septembet 21, 2014, February 8, 2012, anci�kpr't1, 11', ° 2012, respecttvely, Th'is itern addresses in fuA#he additional work autho.rfzed by the DistriEt `' to procure and install the guide rails for an addittanal cost of$8.,559.04, as detaiJed �n ° Contract Gi�ange Request#77 and GSE`s pC038-dated January 16,.2013 (att�c.�ed�). # TOTAL FOR ITEM F iS $8,558.00 ;° G) Arnend Bid Item 1, providing a credit to the District forall labor, equipmenf, and mat�rials #urnished by the Qistrict to support the proJ'ect. Tk�e total credit to the pistrict is $4�5,000.00 TOT�AL FOI� ITEM G IS <�45,000.00> � H) Amend Bid Item 17, including �fl labor, equipmen# materials and subcontractor cos#s � _______ ___ necessary to rovid Ar�F1ash training and certi�cafion for an additional eight fraine�s, ` above and beyond the tra€ning and aertifiCativn provided for Section 16305, Part 2.40:�, of ` � _ __ _ � -------- _ _ _ __. E. Page 2 -16- �ni�. �u. tv iY +v.��nin uo� �vi�o i n��i ivir �rv. L04� �• 3 the Contract. Tfie totai cost to the Disfirict for additional training and cettifica�tion is is $3,063AD, as deta'tled in Contract Change R�quest#99 and GSE's PC0175 dat�d December 5, 2013 (attached). 70TAL FOR ITEM H IS �3,063A0 i} Change tha Contract Time, identified in Section 007200, Part 2.04 of the Contract Specificatians and modified by Change 4rtlers#6 and#8, from seven�hundred forly-one (741} days to one-thousand twenty-one(1021}days, as described in Design Construction Memo#908.3, da#ed January 17,2014. No campensatian.is awarded due fio the delay, and atty�dditivnal costs forthe work related to this item I�as been addressed separately, TOTAL FOR tT�M t IS$0.40 J) Change the second intermediate deadline for Iiquidated damages identified in Ssc#ion Q0 72 QO, Gener�) Conditions, Part 2.04.A, and rrtod'�'ied by Cf�at�ge Order Numbers#8 and #11� from J�nuary 22� 2093, to December '10,2013, to account for delays in testing the grit sysfem. No comp�nsat�on is awarded due to the delay, and any additional costs for the wotic related to this itetr� h�ve been addressed separately. TOTAL FOR 17'�NA J (S $0.00 � � !� Change Section 01 77 00, Part 2.02.B (Partia(Acceptance of Work) to r�ead as foilows: "S. The guarantee period and ell warranties required by these Confract Documents for such por�ions of#he Work utilized shall cammence with the date of fheir first use by the qistrict. H�wever, full payment for such port'tons wilt not be made until�in�) acceptance of the entire 1Nork." No compensation is awarded due to this change. T'OTAL FOR ITEM K 1S�0.00 T�TALFORCHANGEOi�D�RN0. 14ISA+B + C + D + Etf+ G + HfI-�J +K� _ $14,358.Ut� Page 3 —17— oi�a��AN. 2$. 2014z'12: 12PM+� GSE CONSTRUCTION—__^,,,.,....... ..,...,.._._..... N0. 2887. .^P. ld�ooa�ooa ` , - CLaS�dUT AGR��MENT AND REL�AS�OF CL,AIMS THIS AGREEMENT ANb R�LEASE OF CLAIMS is made in South Lake Tahae, California, this,�� , day of January 201�, by and betw�en South Tahoe Publfc Utility DISTRICT, hereinaft�r referred to �s "DISTRICT,"and�S� Construction Co., Ina, hereinafter referred to as"CONTRACTOF2.„ KNOW ALL PERSONS BY TH�SE PRES�NTS; 1, Th�f the under�igned, as the �authoriaed representative of CONTi2ACTOR, for and in consid�rat�on of �ight Mi(lion Twenty Thousand Efght Nundred Sixty pol(ars ar�d Twenty-IVine Cerrts (�8,020,860.29), contrac� arnount, and the sum of Seven Hundred Ninetieen Thousand Nine Hundred �ifty Two Doilars and Tw�nty-F�ve Cents (�71�,852.25)for said Contract Change Orders Noe. 1 fhrough 14, r+eceipt of which fe hereby acknowtadged� has submiited waivers from ali subcontractor�and suppliars In the farm required by Civil Code§3262, and does hereby and for each of its succ�ssors, assigns gnd partr�ers, relea�e acquit and forever discharge the SOUTH TAHOE PUBLIC UTll.l'I'Y DISTRICT O� EI, DORADO COUNTY, CALtFORNIA, and each of Its successor, assigns, oPFicers, �gents, servan�s, and empioyees, From any and all rights, daims, demands, debts, obli8ations, liabilities, actions, damages, costs, expenses and other claims whatsoever, which mlAht have been asgerted agatnst DISTR(CT by reason of any matter or thing whlch was the subject matter of�r pasls for: A. The p�rtorman�e of all terms and condi�ions of lhat cert�in agreement dated January 2�, 2011 for Purchase Ord�c No. P23714, DISTRICT projeet described as Headwor�Cs-- - Replacemen�Phase 2 Proj�ct. , B. Change Ord�rs NQs, 1 through 14 as approved by �he parties, pertaining ta Purchase : � • Order No. P237�14, and shown in Payment Request No. 31, dated February 6, 2014. � 2, Tha# the undersigned, as the authorized representativB of DISTRIC'f; for and in considera�ion of th� CONTRACTOR's corr�pleti�n of purchase Orcler No, P23714 does h�reEay and for each of its successors, and aesighs, releases, acquits and forever discharge GSE Canstruction Co., Inc. and �ach of Its successors, assigns, off]cer�, agents, servants, and �mployees, and sureties from any and all rights, clatms, demands, debts, vbligations, liabitity, ections, cosfs, expens�s . whatsaever whfch might l�ave beeh aesecCed against CONTRACTOR, except for the rights acoruing to the DISTRICT in Califomia Code of C'rvil Procedure Section 337.15, �ntitied 'Ten ' . .Years � Action to R�cnver Damage from L.atent Deficiencies in Planning or Construction of m rovem�nis.to Real Rro erE " which ri hts �re s eciflcall not released, and exce t fior I p p Y� 9 p Y P , warranties and sur�tles provided by reasan of any mette� ar thing which was the subject matter of or basis for: A. Th� pertormance of all terms and conditions of that certain agreement dated January 24, , 2012 for Purchase Order Na. P23794 DISTRICT project descri��d as Neadwerks , . Replacement Phase 2 Project, B, Change Orders Nos. . 1 through 1� and as approved by the parties, pertaining to . Purchese Order No. P23714 �nd shown in Payment Reqr��st No. 31 dated February 6, . � : 2014. • 1 � , � . -19- � --"��'JAN, 28. 2014`�12: 12FI1�...-,..GSE CONSTRUCTION...__,_�.,._____ N0. 2887„ „ P. 2�0o3�ooa s 3. Nothins contained herein shall waive or alter the righfs, prlvil�ges� and powers of the DISTRICT or th� duties, ltabilities and obligatfons of the CONTRACTOR and its �ursry in respect to any ` � porfions of the Specifications for Purchas�Order No. P23714. a. Th� DISTRICT has received no claims from!he CONTRAGTOR. � 5. Prior ta execution of thls agreement, the;plSTRiCT has flled and recorded � NOTICE OF COMPLETlON with Ehe County Record�r �n order t� begin the running of the statutory lfen period. 6. • The pr�senkfy retained amount is $ 878,86q,p1 Original Contract amount �8,020,860.29 Totai Change Ord�rAmvunt � $ 719,952.2b ' l.ess:Amount Pteviously Paid $7,806,848.53 ' ` i (Request Nos. 1 through 39) � ' Retainage $ 978,964.0� � � BALANCE: � -0- g L � :, : The retainage w(il be released to fihe CONTRACTOR at the expiration of fhe li�n p�riod-3�-{#hi�tjr f��) � calendar deys after date of recording a NOTICE 4� COMPL�T(ON by EI Dorado County Recorder or when atl ilens have been r�feased, which�ver last accurs. Release pursuant to this agreement shall not � � � apply to CONTRACTOR's rights to fhe presently retained amount un#il such time as such amou <� recelved in fl.�l( by CONTR�qCTOR. �ts are � _ � r � ` � 7. CONTFZACTOR.and D(STRICT a�r�e that the fot�l adjusted contrect price and tPme of performance for Purchase Order No. P23714 after the execution of ch�nge orders shali be as � ; follaws: f . � �: 3 ' � Original Cantract Prlce $8,020,880,29 �' r Orl�inal�Calendar Days �� Tvt�l AdJusted Price � � $8,740,812.5g � Total Adjusfed Calendar Days 1,02'[ � a: � �; � e. It is understood and a�reed by the undersigneds that the facts with respect to which th� ` foregoing Rel�asa is 9iven may h�reafte�tum out to be other � ' � thart or different from the fac�8 in � that connection now known to b� or believed� by said undersigneds to be true, and Ehe � � undersigneds hereto expressly aseume the risk vf the facCs turning out to be different than they �' g now so appear, and agree that tfie faregoing Release shall be, in all resp�cts, e�fective and nat �' ; . subject to termina�ion�or recession by any sueh dlfFer�nce in facts and uncie�signeds hereby a � � expressly walve any and all ri�t�ts the un'dersigneds have or may have under Callfornia Civil � Code Section 1542, whioh provides as follows: �` z "A general' release does not extend to claims which the creditor does not knov�r or � euapect to axist in his favor at the time of executing the Release whioh if known by him . � . must have materially affected hle settlement with the debtor," � . � � � �� . i; . . � . . 2 . � �� -20- � . k • • l oi/aEJAN. 28. 2014��12: 13FN� GSE CONSTRUCTION . ,__..�.,. ..___._._....___ ... _N0. 2881._.....,P. 3�0o4�ooa__ _ ' = - e. The releases made by th� CONT'RAC70�i and the DISTRICt hereln are not to be construed as an admission or admissions of liability on the p�rt af either party and that the parties deny Ifabillty �hereof. The und��eigneds agree thafi #hey wil[ forevar refrain and forebear from c6mmencing� instituting or prosec�.,�ing any lawsuit, actlon or o#her proceeding aAalnst th� other p�rfiy based en, arising vut of, ar in �ny way connected with the eubject m�tter of this Release. e CONT{ZAC?�R heteb rele laims i c ose o ' 10, Th y ases the D18TRICT from all c , n luding th f �ts Subcontra�tors for all delay and impacf costs� if any. 11, The CONTRACTOR represents and warrmnts�to the DISTRICT fhaE the CONTF2ACTOR hes not heretofore aseigned ar transfelred or purporfed to assfAn or transfer to any person, firfn, corporation, assaciatton ar enfity any of the rights� ciaims, warranYes, d�mands, debts;'�� o�ligafions, liabilitie�, aetions, damages, costs, axpenses and other claims what�oever and the CONTRACTOR agrees to irtdemn(fy and hold harmiess fhe DISTRICT against, without limitatian, any and all rights, claims, warranties, demands, debts, ahiigatione, Ifabilities, ac�ions, dama�es, costs, expen��s and other elaims, inc[uding attom�y's fees, arising oufi ot or . connected with any�uch�ssignment or trans�Fer or putported assignment or transfer. 12. The unde�signed acknowl�dge that fhey have been repr�sented by couns�l of their own chaice in connectJon with the pr�paretion and execution of this Closaout Agreement and Release of. Claims. The undersi�ned acknowledge and represent that thay understand and voluntariiy consent and agree to each and every provlsion oontained herein, 13. The undersigned further declare and represent that no promise, i��ucement or agreement, not herein expr�ssed, have beert made to the underslpned and thst this R�laase contalns the enttre agreament amang the parties hereto and that the terme of th� Release are contractual and not a mere recital. ' 14. The person�executing this Closeouf Agreement and Release of Claims repr@sent and warrant to the ott�er party that the execution and perFormance of the terms of this Release have heen duly authorized by all requisl�e corporate, partnership, individual, or ather enEity �equirements and that sald persons have the right� power, legal cap�city and authority to execute and enter in the Cioseouf Agre�ment and Release of Claims, �/c� / � RICHARQ SOLBRI�, GENERA[, MANAGER DAT D � � ATTEST: MELON(E OUTTRY, Cl.ERK OF BOARD DAT ti GSE CONSTRUCTI�N CO,, INC. B � , � l�g��o ��" ORI..ANDO G TIERREZ, PRE. DENT D/aTED 3 ' -21- 6eneral Manager Richard H.Solbrig � r 1� "�' � � �� Directore Chris Cefalu James R.Jonee Randy Vogelgesang �` 1�ub�� Ut�li�y Di��Gr��-� KellySheehan fric Schafer 1275 Meadow�r�t Driwe•:7outh lake 7ahae•CA 9615�-7401 Phone 53Q 544�-647�4•Fax 530'541-C76'f�*www.s�ucl.u5 BOARD AGENDA ITEM 4d TO: Board of Dir�ectors FROM: Chris Skelly, Network/Telecom Systems Administrator MEETING DATE: February 6, 2013 ITEM-PROJECT NAME: Core Switch Replacement Purchase REQUESTED BOARD ACTION: Approve the purchase for replacement core switch from NEfVAD, Inc. for the estimated amount of$30,000. _ DISCUSSION: The Information Technology Department would like to replace the District's core network switch to provide better, more reliable network services. The current switch has been in production longer than expected, and has recently failed on staff during business hours, drastically limiting access to network resources. The Information Technology Department is working with NETVAD, Inc.,who has provided a quote that uses the California Department of General Services (DGS) California Multiple Award Schedules (CMAS) negotiated pricing. Per the DGS website, "the CMAS offers a wide variety of commodities...products and services at prices which have been assessed to be fair, reasonable and competitive".The District's Purchasing Policy exempts CMAS purchases from bidding requirements and states as follows: "Exempt from bidding when contracting with suppliers awarded State of California price schedules, commodity contracts, master agreements, cooperative agreements, and other types of agreements that leverage the state's buying power (for goods, information technology, and services)". The Information Technology De�artment has procured additional quotes from other competitors and this quote from NETVAD, Inc. was the lowest quote received. The District's Purchasing Agent has reviewed this Agenda item. SCHEDULE: Before June 30, 2014 COSTS: Not to exceed $30,000 ACCOUNT NO: 1037-8475, 2037-8469, 2037-8470 BUDGETED AMOUNT A�/AILABLE: $30,000 ATTACHMENTS: NETVAD, Inc. Quote CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer and Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 9001 Foothills Blvd Ste l60 ��^ Pho�:9169972200 Roseville,CA 95747 Fax:916.797.2212 � #� � �— \�' ./� �? Company: Soath Ta6oe Pablic Utilltla District Date: 1/13/2014 Fspintlon: 2/12i2014 pttn: C6ris Skelly F.O.B.: Ori�n Terms: Net 30 Quote#: HP CMAS 3-10-70-2501B S6[pplog MeWod: TBD Tu: Yes ProJect: HP Networkiug-Core Switch Est.Deltvery: TBD Sales Rep: ��"ROf"P1O Part Number Description Qty. List Price Unit Price Ertended T HP DL380 Server J9638A HP 8206z1-44GPoE+/2XGSFP+v2 zl Chassis w/Prem Sok. 1 56,960.00 56,960.00 T J9092A HP 8200 zl ManagemeM Module 1 53,480.00 53,480.00 T J9306A HP 1500W PoE+zI Redundarrt Power Suppty 1 i�•� 5640.00 T J9637A HP 12-port Gig-T PoEM 12-poR SFP wl zl Module 2 52.265.00 54,530.00 T J9T72A HP 2530�8G PoE+Swkch 3 i1,660.00 i4,980.00 T J4858C HP X121 1G SFP LC SX Transceiver 9 5130.00 i1,170.00 T Professional Services I-1 Netvad Installation and Configuration of HP 8206z1 Core Switch. 1 55,000.00 55,000.00 N Includes Network Documentatlon and 30-Day WarraMy On any work done. Sub Total: i27,760.00 Non Taxable: i5,000.00 ii Tax: 51,740.80 ' creart: So.00 ' Frefght: 575.00 Total: 528,575.80 ' Tax Rate: 8.000% Terms and Conditions Warcanty: HP Lifetime Warcanty Maintenance: NA Terms: All Sales subject to N�Vad Terms and Conditions Equipment: All equipment will be billed at time of arrival at NetVad Customer Sigaature authorizes NetVad to process the order in place of a putchase order.N�Vad still requires an official purchase order be faxed or mailed to NetVad within 10 days of processing the onder via a signed quote. Customer Signature: Print: Title: Date: —25— SQ�T TA �+l � �i i , ..�. —�. � � . ��'sr•79Go .W'�� SOUTH TAHOE PUBLIC UTILITY DISTRICT Richard Solbrig, General Manager Paui Sciuto, Assistant General Manager Eric W.Schafer,President BOARD MEMBERS Randy Vogelgesang, Vice President Chris Cefalu, Director James R. Jones, Director Kelly Sheehan, Director REGULAR MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT January 16, 2014 MINUTES The South Tahoe Public Utility District Board of Directors met in a regular session, January 16, 2014, 2:00 p.m., at the District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, Califomia. ROLL CALI: Board of Directors: Directors Cefalu, Jones, Sheehan, Vogelgesang _ -- _ ---- - President Schafer Absent Staff: Linda Brown, Melonie Guttry, Paul Hughes, Julie Ryan, Paul Sciuto, Richard Solbrig, Chris Stanley, Attorney Gary Kvistad CONSENT CALENDAR: Moved Sheehan/Second Cefalu/Schafer Absent /Cefalu Yes/Jones Yes /Sheehan Yes/ Voqelqesang Yes to approve the Consent Calendar as submitted: a. Alpine County's Summer, 2014, Fish Purchases-Authorized payment to Alpine County in the amount of$51,750 to purchase fish for the Summer, 2014, planting season. b. Biosolids Hauling Bid-Awarded contract to the lowest responsive, responsible bidder,Tahoe Basin Container 8� Recycling Senrices, in the estimated annual amount of$124,000. c. Regular Board Meeting Minutes: January 2, 2014-Approved Minutes ITEMS FOR BOARD ACTION: Moved Cefalu/Second Jones/Schafer Absent / Cefalu Yes /Jones Yes / Sheehan Yes / Vogelgesanq Yes to approve an increase to Purchase Order #P26737A in the amount of $4,037.79 to Thomas Haen Company to complete payment of patch paving services for the Pioneer Trail Waterline Project through December 31, 2013. -27- ` REGULAR BOARD MEETING MINUTES-January 16, 2014 PAGE-2 :� '� Moved Jones/Second Sheehan/Schafer Absent /Cefalu Yes /Jones Yes /Sheehan Yes / Voyelgesan4 Yes to ap�prove an increase to Purchase Order#P26737B in the amount of $26,020.13 to Thomas Haen Company to complete payment of District patch paving senrices through December 31, 2013. Moved Sheehan/Second Cefalu/Schafer Absent /Cefalu Yes /Jones Yes l Sheehan Yes / Vogelgesang Yes to approve Payment of Claims in the amount of$1,091,570.20. a BOARD MEMBER REPORTS: Director Sheehan reported she attended the ECC meeting on January 15, 2014. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: ' Nothing to report. ' i � i � GENERAL MANAGER REPORT: ; ` � ` Richard Solbriq reported the February 6, 2014, public workshop notice was emailed to the Board this � � week and this same letter will be mailed to our customers Friday, January 17, 2014. Solbrig will be on ° the radio January 28th and 30th, as well as presenting to Tahoe-Douglas Rotary on January 31 St and � Rotary Club of South Lake Tahoe on April 23, 2014. The District is preparing a presentation to City '� Council for March 18, 2014, regarding drought concems. � , � � STAFF/ATTORNEY REPORTS: � � � Attorney Kvistad gave an update on the Southem California inverse condemnation case. � t � € : � + ADJOURNMENT TO CLOSED SESSION: 2:20 p.m. � , � ':� � � RECONVENED TO OPEN SESSION: 2:53 p.m. � :� � � � � ACTION / REPORT ON ITEM DfSCUSSED DURING CLOSED SESSION• �; '? a. Pursuant to Government Code Section 54956.9(a)/Conference with Legal counsel re: existing � � litigation re: EI Dorado County Superior Court Case SC2012Q227 GRCLT Condominium vs. South �' Lake Tahoe Public Utility District (filed 10/22/12). � i � No re�ortable Board action. � � b. Pursuant to Government Code Section 54956.9(b)/Conference with Legal Counsel 4 Anticipated Litigation (two potential cases). � -28- � � � �' � REGULAR BOARD MEETING MINUTES-January 16, 2014 PAGE-3 No reportable Board action. ADJOURNMENT: 2:53 p.m. Randy Vogelgesang, Board Member South Tahoe Public Utility District Melonie Guttry, Clerk of the Board South Tahoe Public Utility District -29- General Manager Richard H.5olbrig •_-_-------+.`""`�. � ♦ � s �� Directors � �� Chris Ccfalu James R.Jones �"u b I i c U�Gi l i�Gy C�i��E�-� Randy Vogelge�ang Kelly 5heehan Eric 5chafer 1275 Meadow Ct�t Drive•�auth tak�Tahoe�GA 9�154-74{n Phone 530 544-6474��ax 530 541�46't4•www5tpud.� BOARD AGENDA ITEM 6a TO: Board of Directors FROM: Hal Bird, Land Application Manager MEETING DATE: February 6, 2014 ITEM- PROJECT NAME: Mini Excavator Purchase REQUESTED BOARD ACTION: Authorize purchase of a 2013 Case CXSSB Mini Excavator and attachments in the amount of�82,834.55, including tax and shipping, from Sonsray Machinery, LLC. DISCUSSION: The Land Application Department would like to purchase a 2013 Case CX55B Mini Excavator with cab heat/air and attachments including a thumb, 24" and 36" buckets, 24" masticating head and 12" compaction wheel attachments. The function of the Mini Excavator is similar to a backhoe but is safer for ditch cleaning since it moves on tracks versus tires, allowing for a safe way to excavate sideways. This small sized unit will also allow the Department to clean ditch systems that currently are not accessible by machine. Standardization of Caterpillar and Case heavy equipment was approved by the Board at the February 2�, 2013, Board Meeting for operational familiarity, prior factory maintenance training, and minimization of parts stocking. In this instance, staff prefers the Case brand due to its additional bucket reach. Bucket reach is very imporfant in cleaning ditch systems as it allows the operator to clean the entire ditch from one side. The National Joint Powers Alliance (NJPA) is a public contracting agency offering competitively awarded contract purchasing solutions. NJPA Contract #0603111-CNH for Case Equipment via Sonsray Machinery offers a 30% discount off list price for the base unit. Sonsray is the sole area supplier of Case equipment and offers attachments not available from the manufacturer. The total cost of the attachments and associated labor is approximately $19,102 (included in the above Requested Board Action). —31— p � ; Hai Bird i� February 6,2014 � Page 2 i 'a '; The Purchasing Policy states that "parficipating in or matching other government or ' I � purchasing coalition contracts, which have recently been competitively awarded, i :x qualifies as having met the formal public competitive bidding requirement". The � � purchase through NJPA satisfies this provision of the policy. � <F � iv 9 The District's Purchasing Agent has reviewed this agenda item. , e :; ;� , � � � � i i � Y Y � � T j v } .� � j � _a � `,1 Z � � � � � �, :. � ' SCHEDULE: 12 weeks ARO � ' COSTS: $82,834.55 � � ° ACCOUNT NO: 1028-8424 � � � BUDGETED AMOUNT AVAILABLE: $80,000 � � � � ATTAGHMENTS: Quote and Information/Specification Sheet ` � � � � CONCURRENCE WITH REQUESTED ACTION: � � CATEGORY: Sewer GENERAL MANAGER: YES NO � ; �. 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A . o o. � . � H � t�--G �H . _ D-► E DIMENSIONS A. Overall height 8 ft 4 in(2.55 m) B. Overall length 17 ft 10 in(5.42 m) C. Width of upperstructure 6 ft 4 in(1.94 m) ( M I D. Tradc overall length 8 ft 1 in(2.48 m) � N E. Tradc overall wldth w/15.7 In(400 mm)shoes 6 ft 5 in(1.96 m) F. Tradc shoe width 15.7 h(400 mm) G. Center to oenter(idler to sprocket} 6 ft 6 in(1.90 m) S tl. Upperstructure ground clearance 24.5 in(625 mm) J. MiNmum gnound dearance 1 ft 2 in(350 mm) K. Taii swing radius 4 ft2 in(1.28 m) R L <Backfill blade height 1 ft 21n(345 mm) - ---- - - -- Wo�icing welght 12,295 Ib(5577 kg) Ground pressure 4.5 psi(31.3 kP� : Boom swing Left 70°/Right 6U° ___ Tail swing overhang 11.7 ki(299 mm} Q � 1 T l P l PERFORMANCE SPECS 5 tt 6.5 in(1.66 m)Arm M. Maximun dig radius 20 ft 5 in (622 m) N. Dig radius at groundiine 19 ft 11 in(6.07 m) P. Maximum dig depth 12 ft 10 in(3.91 m) Q. Dump heigM 13 ft 10 in(420 m) R. Overall reach height 18 ft 11 in(5.76 m) S. Budcet rotation 178� T. Vert�al straight waN dig depth 10ft0.5in(3.06m) Arm digging force 5,598 Ibf(24.9 Id� Bucket digging force,2 position bucket 11,240 Ibf(50.0 IdJ) CX55�6•Page 3 of 4 -37- _ � k- G STANDARQ EQUIPMENT � OPERATOR'S COMPARTMENT ELEC'IRICAL OTHER � ROPS/FOPS four post canopy 12-voft elect�ical sfarting system Swing boom(f0°left/60°right) � Operator's corrtrols: Heavy-duty battery Hydraulic backfiil blade � Pilot operated hand oontrols and foot pedals �m Eco-friendiy diesel fuel drain � Display indudes: HYDRAULICS ReiMorced boom wark light "`: Engine oil pressure,water temperature IamP, Auxiliary hydraulics(single/bi-direcUonal) �Om�i��g�� air fiiter lamp,water separator detecUon ancl plumbing to acm Thumb bradcet lamp,low fuel waming lamp,b�ttery charge ��hydraulic oil cooler ' lamp,glaw plug indicator lamp,water t temperature gauge,fuel gauge Control pattem selector valve and hourmeter TRACK DRIVE � Adjustable seat wfth seat belt Rubber tracks � Two-piece floor mat Automatic 2-speed travel F Fold-open/-up front window(cab) Fulty hydrostatic drive system � Arm rests Sealed and lubricated tradc roll�rs ENGINE Tradc tension edjustment(grease-type) � Yanmar 4TNV88-BXPYBD diesel Diso-type parking brake(auto-release and-apply) ` 4-cyGe UPPER STRUCTURE Water cooled Minimal tatl swing Direct injection Swing lodc � One-touch decelerator Swing brake F�gine access under rear hood Swtng shodc valve ;' Dry-type str cleaner � Gbw plug starting atd , ; � r OPTIONAL EQU[PMENT � OPERATOR'S C01171PARTMENT pTM� � Cab with heat and AC Steel tracks � Mechan�al coupier q Rlgld thumb � Hydraulic thumb � 2nd auxiliary hydraulics i, 4-way hydraulic dozer blade �" � BUCl�TS � r k Width SAE Heaped CapacRY Weight � 12 in(305 mm) 3.0 fN(0.085 rn') 3141b(142 kg) $ 18 in(457 mm) 4.5 fN(0.127 m') 362 Ib(164 kg) a 24 in(610 mmj 6.3 ft'(0178 m� 435 Ib(197 kg) � t 36 in(914 mm) 9:8 it'(0.277 m� 5251b(238 kg) � �rCi4SE,��` � sss�-�as�s , 4 NOTE:All.specificatlons are stated in accordance with SAE Standards or Recommended Practices, � where applicabie. �� NOTE:All engines meet current EPA emtssions requfrements. IMPORTANT:Case Construction Equipment Inc.reserves the right to change these specifications • • �' without notice and without incuMng any obligation relating to seich change.Case Constrvctbn � Equipment inc.dces not warrant.the sa#ety or reliabillty of attachments from other manufacturers. i Case Is a registered trademark of CNH M�erica LLC.My trademarks referred to herein,in assxiation with goods and/or services of companies other than(�IH Amedca LLC,are the property of those respective companies. www.casece.com � � Form No.CCE201103CX556 Printed in U.SA A 2011 CNH America LLC � Replaces form no.None CX55�B•Page 4 of 4 NI FGghts Raserved �' B%Od/P.Se/ s l7P,adI!((�/�I Case co�struction equipment is biodiesel ready. ' �� _38_ r c 6eneral Manager Richard H.Solbrig s 1��,., �gitt�� .�+� /� ��++++�� Directore �� t � � �� Chris Cefalu �I� Jamey R.JoneS � r� , ( Randy Vogelgesang t '�J j��/�' ! t��"�"r� �[��f'� Kelly Sheehan v+v +�i L� v �� V Eric 5chafer 1275 MeadoM►+Ct�St Drive e�Guth l,.�ke 7�hoP.+CA 9615t?-74{� I'f�ne 53a 544�-6474•�ax 530 541-CNai4�www.�tpud.u5 BOARD AGENDA ITEM 6b TO: Board of Directors FROM: John Thiel, Principal Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: 2013 Sierra Tract Waterline Replacement Project REQUESTED BOARD ACTION: (1) Consider three claims for additional compensation from Campbell Construction Company, Inc. (CCCI). The Board Actions may include: (1) Reject or accept the claim�s); (2) If the Claims are rejected, proceed with mediation as stated in the Contract Documents or agree to waive the mediafiion step as requesfed by CCCI; or (3) If inediation is waived proceed to judicial arbitration as stated in the Contract Documents or to a binding arbitration as requested by CCCI. DISCUSSION: The District has received three claims from Campbell for (1) Jetting the backfill below the springline of the waterline ($23,747.94); (2) Base under asphalt pavement T-section ($101,463.34); and (3) 55LF Pipe rejection ($3,235.11) for a total clairns amount of$128,446.39.The three claim letters are attached. District staff has previously reviewed and rejected each of these three claims (see rejection letters dated 10/25/13 and 12/10/13). Following this initial rejection, CCCI requested and was granted a meet and confer conference to discuss the claims in person. The meeting was held on 12/18/13 and resulted in the affirmation of the prior staff rejection (See attached letter dated 1/7/14). After the Meet and Confer Conference, CCCI requested via e-mail to bypass mediation and to move to binding arbitration for dispute resolution for the claims (see attached e-mail). The Contract Documents state that mediation and judicial arbitration will be pursued for dispute resolution but not binding arbitration. As prescribed by Government Code and the Contract Specifications, CCCI is continuing with the claims process by submitting the three claims for Board consideration. A closed session item has been included on the Board's agenda in order to allow the Board to discuss the merits of this claim. -39- ;t S a John Thiel February 6,2014 Page 2 .s ;'i } Y M SCHEDULE: Upon Board Approval � COSTS: None. :� ACCOUNT NO: 2029-7002/STWLPI BUDGETED AMOUNT AVAILABLE: ATI'ACHMENTS: Three claim letters from Campbell;Three rejection letters from District; Claim Status letter from District, E-mails from CCCI to the District. -= CONCIiRRENCE WITH REQUE3T�D ACTION: CATEGORY: Water GENERAL MANAGER: YES � NO `' CHIEF FINANCIAL OFFICER: YES o NO :; . , ; . a m e � Cons#ruction Coytnc. 7788 White Fir Str+eet,Reno NV 89523 0:775-677-9111 F:775-677-9t91 Jan.24,2014 Claim: Jetting Claimant Nevada Canapbell Construction Notices Sent: 77$8 Wiute Fir,Reno,Nevada 89523 Address: 7788 White Fir,Reno,Nevada 89523 Claim Description: STPUD required Campbell Co�oshuction to perform Jetting. Specifications stated that the Contr�ctor could perform compaction by mechanical means. STPUD could not provide a specification for the 7etting process. STPUD directed means and methods. Specifica�ions state that means and methods are solely up 1�the Contraator. CCCI was forced to provid�e water tru�k and�abarto�erform the additional work. Employees responsible for damage: John Thiel and Shannon Cotula. Amount of Claim: than$10,000. Cl ' • Todd Shaw -41- m a e Con,ghvc#ion Coylnc. 7788 White F'u straet,Reno NV 89s23 0:775-677-9111 F:775-677�9191 Jan.24,2014 Claim: T Section _ Claimant Nevada Campbell Construction Notices Sent: 7788 White Fir,Reno,Nevada 89523 Address: 7788 White Fir,Reno,Nevada 89523 Claim Description: STPUD directed CCCT to install base unde�neath the T section. The detail shows base undemeath the T section of asphalt that is to be replaced. The trench : repair is in an existing road in the City of South Lake Tahoe. The T section af asphait would have gon��fi��-of the existing base section had�ere been a base sectioa i - ------- - existing. South Tahoe PUD did not pmvide informatioa at bid time that showed there : was not base existing. T�e detail referenced does not delin�Ee wfietb.ex the base unda the T sedion is new or existing. It simply states that the Contractor is to compact the ' base to 95%0. Soufh�Tahoe PUD did not�iiivesfigate the exisfing aspFlslf and�soil - - . conditions nor did they provide the informatin to the Conhactor during the bid process. All projects performed for STPUD by CCCI were performed by instatling the T section asphalt on existing base. Employees respo�osible for damage: John Thiel and Shannon Cotula Amount of ater than�10,000. Ciaiman� Todd Shaw -42- am e Cvastruction Coylnc. 7788 White F'u Stnoe�Reno NV 89523 0:775-677-9111 F:775�77-9I91 Jan.24,2014 Claim: 55 Linear Ft Rejected Due To No Jetting Claimant: Nevada Campbell Constiuction Notices Sent: 7788 White Fir,R:eno,Nevada 89523 Address: 7788 White Fir,Reao,Nevada 89523 Claim Description: STPUD dirocted CCCI to rcmove SS linear feet of pipe t�+enching and backfill material. The reason-for the direction�o re�ove the s�ction was�hat the m�ate�ial '', around the pipe a.ane was not jetbed. STPUD would not allow CCCI to parfozm mechanical means of com�ction STPUD coutd not provide a specification on how to perform the jettin� STPUD verbally told CCCI thst they would allow compaction by mechanical means. STPUD direcbed the means and methods of vompaction The 55 lin�ear foot section had passed all compaction tests. Because CCCI wss not contractually � obligated to perform jetting,the 551inear ft.section should not have had to be reptaced. Employees responsible for dam,age: Jobn Thiel and Shannon Cotula. Amowrt of Claim: $10,000. C ' t Todd Shaw -43- General Manage* 'WChard H•S'�g pirec�ors . 19 s � O Q �7afnesR Joc�es �� ou� a � ��v�� 1'ub[ic U�ti[i�Cy DiStrict K��'�en ��hn�►c��•�n��r�n�•cn��o-�ao� ��v�-��4��0��-06�-��.� ' �� Octaber 25,2013 Todd Shaw �a Email& U.S. Mail Campbell Construction Company,Inc. � 36 Gfen Carran Circle � Sparks, NV 89431 . RE: �� 2013 Sierra Tract Wate�line Replacement ProJect District's Response to Claim for Additional Compensation for Jetting Dear Mr.Shaw: � Attached is your letter and supporting cost documentation whlch we reviewed in response to you� daim for additiona)compensation for jetting beiow the springline of the pipe. The District maintains that the contract plans and specifications detail the requirement for fill placement for backfill inciuding the area below the springline of the pipe.Specifications Section 3120 00 Part 3.03G(2)indicate"...pipe zone bactcflll mate�tals that are granular may be compacted by mechanical means or by jetting,when � �acxeptable to the Enginee�"and Detail 1/D1 of the P(ans shows the requirement for the base,jetted to . : springline. In our response to your RFI#1,the District made it clear that your proposed method of inechanical compaction was not acceptable to the Engineer and therefare�ot acceptable to the District and that � jetting would be required unless another proposed method was p�esented to the District and approved by th�Engineer.A follow-up proposal was not received.The requirement fo�jetttng was made clear ta . yau on 7/26/13 and prior to the onset of any waterline instaltation work.Section 00 72 00 Part 2.03 of the specifrcatians is also di�ectty relevatrt to this issue. � Therefore,for the reasons detailed above,the District rejects your claim for additional compensation - for jetting.You may dispute this response as per the Contrad Specifications—See Section 00 72 00 Part � , 2.14. .Sin . . � John A.Thie, PE,MBA, � . Project Engineer,Project Manager � Attachments . cc: Paul Sciuto,Shannon Cotulla,Tim Rieger, STPUD � . �� G a ry K v i s t ad,Attorne y, Brownstein Hy��t Farber Schreck,LLC . . General Mat�e►�� 'Ric�rd H•So�b� . t96Q . D��rS � Chr�s Ce�Rlu �ou�h .�T ��R� a � :� oe . ,��V�� '"' 1'ubiic Uti[ity DiStrict . "��" 1275 Meadow Cr�est Drtv�•South Lake Tahoe•CA 96150-7401 , Phor�e 530 5�M-6474•Fax 530 541-46"l4�www stpud.us � December 10, 2013 Todd�Shaw va Email&U.S. Mail Gampbell Constructian Company,Inc. 36 Glen Carran Grcle Sparks, NV 89431 � RE: 2013 Sierra T�art Waterline Rep{acement Project Distric�s Response to Claim for Additionat Compensation—Base Under T Section . Dear Mr.Shaw: ` � Attached is our letter and su ortin cost documentation from Y pp 8 your daim for additionat ` ' compensation for the installation of 8" of base under the�asphaft T-section. The District has reviewed your claims that the specifications, bid �tems, and standard detail did not adequately address the Contract requiremertt to complete this portion of the work Your claim letter also mentioned certain requirements and construction p�ocedures from other projects performed for `' the District or others in the City and County. While we believe there to be inaccuraaes in tfiose � statements, the District will.not be investigating, reviewing, or considering these other projects as they cartnot be used to establish the contract requirements for�this project. The District, therefore,did not consider these other projects fvr this response to your ctaim. The District maintains that the contract pians and specifications properly descxibe and de#ail the requirement to instail base under the pavement T section. In the Asphaltic Paving Speci#ications, Section 32 12 16 Part 2.04.B includes the aggregate base requiremen# at (ocations indicated on the drawings. Detai) 1/Di ofthe d�awings dearly shows the requirement to provide 8" of Class 2 base with 4" AC pavement extending 12" on both sides of#he t�ench for work within the City Right-of-Way. The only indication of existing materia) is the refere�ce to exlsfing asphalt with a varying thickness. There is no reference or inference to an existing base section which could be utilaed to complete the Contract work. . . Also, piease refer to the Description of Bid Items in the Bid Forms, Specificatians Section � 41 � 00. The description far Bid Etem 7A (water main pipe installation) includes "`backfill" and Bid ; ftems 30 and 31 (trench patch, mill and overlay) include "materials" in the descriptions. The : Description of Bid Items section also provides a generaf instruction to the bidders when ' compteting the bid forms -paragraph 2 of page 25 states, "Bid schedule items are presented to � indicate major categories of work for the purpose of comparative bid analysis and payment -46- . . �. .. .... . . ...... .... . _ ... . ____ _.___ . . .... ._. _ �. �.� _ . . .. .. . . i . 2013 Sierra Trad Waterline Replaoement Project December 10,2013 qaim for Base Under Asphalt T Section � Page 2 breakdown _for monthiy progress payments. Bid ttems are not intended ta be exclusive � � � descriptions of the wo�-k categories.The CONTRACTOR shatl determine and include in his pricing all materials, labor, and equipment necessary to complete each Bid ltem (wor[c phase) as shown and specified in the Contract Documents whether speaficatly described in�the following or not" For the �easons detailed above, the District rejects your ciaim for additional compensation to install the 8"of compacted base under the pavement T-section.You may dispute this response as per the Contract Spec�ications—See Section 00 72 UO Part 2.14. Sincer I , � . r John A.Thiel,PE,MBA, - Project Engineer, Project Manager Attachments cc: Paul Sciuto,Shannon Cotulla,Tim Rieger,STPUD Gary Kvistad,Attomey, Brownsteln Hyatt Farber Schredc, LLC � f 1 _ � : � . � , . � ; ; . � . -47- I . . . . � Genera�Manager � 'Rlchard H.�o(brig � s 1890 • j�� ' �� ou� . ��u a ae ��R� �� . pub��c uti�{ty ni5trlc� K��; . tzr�n�aowc�a�•�u�,ta�ra�,oe•u�s�50-�arn . ��o�-6a��4•��o��-06�•+�6r�,a.� December 10,2013 Todct Shaw Via Emait&U.S. Mail � Campbell Construction Company, Inc. 36 Glen Carran C'ircte Sparks, NV 89431 RE: 2013 Sierra Tract Waterline Replacement Project District's Response to Claim for Additianal Compensation—SSLF Pipe Instaliation Dear Mr.Shaw: Attached is your letter and suppo�ting work order cost documentation from your daim for addftional compensation for the rejected 55 linear feet of pipe instailed by Campbell-The initiat 55LF installatbn was rejected by the Dist�ict and Campbell was required to reinstall the 55LF of wate�line conectly as per the Contract documents, as detailed below.Also attached 1s my letter to you dated August 5, 2013 which outlined the District's reasoning for the rejection of this �section of pipe. The Dist�ict maintains that the contract plans and spectfications properly describe and detail the requi�ement for fill placement for backfill including the area below the springtine of the pipe. Specifications Section 31 20 00 Part 3.03G(2) (attached) indicate "...pipe zone backfil) materials that are granular may be compacted by mechanical means or by jetting, when acceptabEe ta the Engineer" and Detail.�/Di of the Plans (attached) shows the requirement�for the base,jetted to . springtine. . letting and compaction below the springline were speciflc topics covered at the Preconstruction Meeting on 7/23/13. The District indicated that we would consi er your compaction method and we requested that Campbell submit a Request-For-Informatian (RF!) on your p�oposed mechanical means of compaction below the springtine. We received your RFI #1 on 7/24/13 which proposed a mechanical means such as hand-tamping with a J-bar. We reviewed your proposa! and responded to your RFI on 7/26/13 (attached) making it clear that your proposed method was not acceptable to the Engineer and therefore not acceptable to the District and that � �. jetting would be required unless another proposed method' was pre�ented to the District and '. approved by the Engineer. A follow-up proposal was not received. The requirement for jetting was made clear to you on 7/26/13 and prior�to the onset of a�y watertine installation work. Section 00 72 QO Part 2.03 of the specifications is also directly relevant to this issue. � On 7/31/13 Campbell installed 55LF of 8" PVC pipe, located approximately between Stations RI . . 1+00 and RI 1+55, without jetting below the springline as required. Additionally, Campbell did. . . ' -49-.:. '. � ___.__._.....__._..._..._.._....._._...�w.._—.,_ _�._.�................_...._._._._..- ---__....._..__......_.._..._.__......___.._.__..__....._ .._.w..__.__.._._..._.._.___...----- .� � 2013 Sierra Tract Waterline Repfacement Projed December 30,2013 � Cfaim for 55 LF Waterline Instaltatfon Page 2 -� . � � not mechanical(y compact the area below the springline as was proposed in RFI#1. As the pipe � was not installed per the contract documents as required, the District identified this work as defective, rejected the instailation, and required the correct instailation per the Cantract ; documents. Campbell compteted this work on 8/16/13 which was subsequently approved and � � paid for by the District.Your letter mentions that the compaction test on the bedding passed for `� the initiai instaliation — Our inspector's compaction test is taken with about 12" of compacted � backfill over the new pipe installation, at the centerline of the pipe, and dces rtot measure < compaction�at any point below the top of the pipe, and therefore does not validate the integrity of the your initial instalfation{which was instailed wfthout jetting or any mechanical compaction � below the springlinej in any way. ' � 4 For the reasons detailed above, the District rejects your ctaim far additional compensation to correctly reinstall the 55LF of wateHine per_the Contract documents. You may dispute thls : response as per the Contract Specifications—See Section 00 72 00 Part 2.14. � �� ! Sincerel , . � , . � . . o n�A.Thiel, PE, MBA, • Project Engineer, Project Manager Attachments cc: Pau!Sciuto,Shannon Cotuila,Tim Rieger,S'fPU� ' � Gary Kvistad,Attomey, Brownstein Hyatt Farber Schreck, LLC � t � �-� � � . ' -50- � � � 7 . - . � ;{ General Manager � . Rldwr+d H.f,blbri8 ` 'Dlrectors � . 1 0 . � �hNs Ce/�Iu o ut a oe JatnesRJones RdndY Vo8el8esat� — �'ublic Utility DiStrict KE c�r 1275 Meadow Cr�t Driv�•South lake Tahoe•CA 96150-7401 Phone 530 544-6474•�c 530 541-0614•www 6tipud.us January 7,2014 I - Tadd Shaw Via Emai)&U.S. Mail Campbeli Construction Company, Inc. 36 Gfen Carran Circle Sparks, NV 89431 RE: 2013 Sierra Tract Waterline Replacement Project Status of Campbeil Claim for Additional Compensation Dear Mr.Shaw: Please review the following status of Campbell's daim process: 1) Campbell has submitted three claims: 1) Jetting ($25,538.28); 2) Base under T-section ($101,463.34);3) 55LF Pipe rejection ($3,418.97). Total is$1�tY4�0:5��(collectively"Claim").The District rejected the Claim by separate letter for each of the above three components. 2) As prescribed in the specifications Section 00 72 00 Part 2.14.A(5) the District met with Campbeli to discuss your Claim at a meet and confer conference. As a result of that meeting,and in consideration of additional information requested by the District and provided by Campbeli, the latest being received on 1/6/14,the District hereby affirms its prior rejection of the Ctaim. 3) As per Section 00 72 00 Part 2.14(6) of the spec�cations, your next course of action if you wlsh to further pursue the qaim, is to provide written notice to the District that Campbell disputes the DistricYs rejection of the Gaim, and ta file a claim pursuant to the Califomia Government Code beginning with sectiort 910 as referenced in the speciflcations. Upon timely receipt, I will place this on a Regular Board Meeting Agenda for the STPUD Board of Dlrectors for consideration of the Claim by the District. You may attend this meeting and make a presentation to the Board at that time. Please respond and verify or dispute the above and indicate your planned course of action. As I will be out of the office from lanuary 7th through lanuary 21st, all correspondence during this • time must go through Paul Sciuto, either through direct contact or by copying him on all emails that you send me. � Sinc , Joh A.Thiei,PE, MBA, Project Engineer, Project Manager cc: Richard Solbrig, Paul Sciuto,Shannon Cotu{la,Tim Rieger,STPUD Gary Kvistad,Attomey, Brownstein Hyatt Farber Schreck, LLC -51- Eileen Eidam From: Todd Shaw <todd@campbelicci.com> Sent: Friday,December 20,2013 10:46 AM To: John Thiel Cc: andy@campbellcci.com; "Char Whipple" Subject: Claim John, I sent you an email yesterday that proposed a settlement of the jetting claim. Will you let me know if it that works for you. If we aren't going to come to an ag�eement on the T Section or the jetting, I suggest we get together and discuss the road we want to take to resolve the dispute. Mediation will most likely be a waste time. Would make more sense to do binding arbitration. Will you let me know what your thoughts are? Todd Shaw President This email message has been delivered safely and archived online by Mimecast. -55- Y Eileen Eidam From: Todd Shaw <todd@campbellcci.com> Sent: Tuesday, Decembe�24,2013 8:09 AM To: lohn Thiel Cc: andy@campbellcci.com; merchantlegal@yahoo.com; "Char Whipple" Subject: Dispute Resolution John, Will you let me know what the District would like to do regarding the Jetting Claims. Also,will you let me know if the District agrees with Binding Arbitration for what we don't resolve. Thanks, Todd Shaw President : This email message has been delivered safely and arehived online by Mimecast. ; ,.; ; � -5�- General Manager Richard H.Solbrig � � � � �� ' � �� Directors �.fll'15 CCf&�U James R.JoncS • r r ♦ � RandyVogelgesang �u��j ��j��j� ��# �V� KellySheehan Eric Schafer 1275 Mea�ow Gr�C Prive•5ot,rth�.ake Tahoe•GA 961a0-7405 � Phone 530 54�F-�474*�ax 5�30 5Q-1-0614�www.�t�ud.us BOARD AGENDA ITEM 6c TO: Board of Directors FROM: ivo Bergsohn, Hydrogeologist MEEfING DATE: February 6, 2014 ITEM-PROJECT NAME: Groundwater Management Plan Update REQUESTED BOARD ACTION: Accept the proposal from the recommended consultant to assist staff in amending the Groundwater Management Plan (GWMP). DISCUSSION: In December 2000, the District enacted Ordinance No. 477-00 adding Division 7 to the Administrative Code authorizing the administration of a GWMP as sanctioned under CWC Section 10750, et seq.The GWMP was developed for the purposes of r�gul�ting, managing, consenring and protecting local groundwater resources. In 2002, the State signed into law Senate Bill 1938 (SB 1938) requiring any public agency seeking State funds administered through the Department of Water Resources (DWR) for the construction of groundwater projects or groundwater quality projects to prepare and implement a GWMP with certain specified components. As the GWMP has not been amended since its adoption in 2000, District staff believes that the cuRent GWMP needs to be updated to ensure compliance with SB 1938 requirements which ensure that the GWMP is appropriate for current groundwater conditions and that the GWMP addresses current stakeholder concerns. An updated GWMP will also allow the District to pursue funding with DWR for groundwater projects. On January 7, 2014, the Engineering Deparfment posted a Request for Proposal (RFP) to consultants that could assist staff to update the current GWMP. The RFP requires interested parfies to submit a separate Technical Proposal and an accompanying Cost Proposal for staff review and evaluation by no later than January 24, 2014. In response to the RFP, the District received proposals for consulting services from the following firms: Dudek 8� Associates; GEI Consultants; HDR Engineering Inc.; and Kennedy Jenks Consultants. I Consultant selection will be qualification-based, solely upon the information provided in the Technical Proposal. A summary of the proposals and staff's recommendation will be provided prior to, and at the Board Meeting. Funding for this project will be provided on a 50% cost share basis with the EI Dorado County Water Agency (EDCWA). —55— � � Ivo Bergsohn � Febrvary 6,2014 � Page 2 : € i' f i � € l ;' i'� � � 4 { � , � � d t � � K � 3 I � ti ? �. fi � $'; � $ 9 �y Y _ r �, � � y � SCHEDULE: February 2014-June 2014 � � COSTS: $75,000 (anticipated budget) F � � ACCOUNT NO: 1029-4405/GWMPUP ; � BUDGETED AMOUNT AVAILABLE: $55,978 � � ATTACHMENTS: 2014 Groundwater Management Plan Update Request for Proposals � (1/3/2014); Consultant recommendation to be provided prior to, and at the Board � Meeting. � � CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water � e GENERAL MANAGER: YES NO � � CHIEF FINANCIAL OFFICER: YES NO � � } -56- � � � � . � South Tahoe Public Utility District � 014 Groundwater Manag ement Plan U dat p e Request For Proposals Engineering Department 1/3/2014 -57- � ; REQUEST FOR PROPOSALS �' CONSULTANT SERVICfS F�R SOUTH TAHOE PUBLIC UTILITY DISTRICT - 2014 Groundwater Management Plan Update 1 INTRODUCTION The South Tahoe Public Utility District(District)is seeking proposals from qualified firms to assist staff to ' amend its Groundwater Management Plan(GWMP).The project would involve upgrading the GWMP to j insure compliance with current requirements,in accordance with California Water Code(CWC)Section 10750 procedures. The selected consultant will,in general, be expected to assist staff: • Re-organize the Stakeholder Advisory Group(SAG); • Review Basin Management Objectives�BMCIs;, '� _ _. _ _ • Identify GWMP needs; • Develop Provisions for improved Groundwater Management;and • Amend the GWMP. 2 BACKGROUND _ In December 2000,the District enacted Ordinance No.477-00 adding Division 7 to the Administrative Code authorizing the Administration of a GWMP as sanctioned under CWC Section 10750,et seq.The GWMP was developed for the purposes of regulating,managing,conserving and protecting local groundwater resources.A primary focus of the GWMP is the establishment of a Basin Monitoring Program to provide a means for the early detection and immediate response to the release of petroleum products into groundwater.Other significant goals of the GWMP include, but are not limited to: • Appointment of a Stakeholders Advisory Group(SAG)to enable citizens and regulatory agency representatives a means of providing input in the development and implementation of the GWMP; • Improved awareness through public outreach of the importance of groundwater resources and protection of those resources within the District's service area; • Establishment of wellhead protection areas;and '� 1 —58— • Development of management plans to prevent or minimize the impact of contamination from possible contaminating activities. The GWMP has not been amended since it was originally adopted in 2000. In 2002,Senate Bill No. 1938 was enacted that includes new requirements for groundwater management including the preparation of plans that includes certain basin management objectives,plan components and monitoring protocols.Since enactment of the GWMP,the District has been performing activities and supporting studies to help maintain and protect groundwater resources,which are in addition to the water quality monitoring activities regularly performed under the District's Domestic Water Supply Permit issued by the California Department of Public Health(CDPH).These activities have included, but are not limited to,the proper destruction of water supply wells believed to be susceptible to groundwater contamination;the monitoring and reporting of local groundwater elevations;the support of groundwater studies to characterize petroleum hydrocarbon compounds occurring in local urban storm water;and development of a groundwater flow and transport model for the basin. 3 SCOPE OF WORK The objective for this Project is to amend the District's GWMP to ensure compliance with any state requirements, including conditions for DWR funding,enacted since its adoption in 2000.An abbreviated scope of work for this project is provided below.The consultant is encouraged to expand on this scope, as it deems necessary,to provide a complete work product. 3.1 GWMP Review The GWMP is presented in Sections 7.1 through 7.13 of the DistricYs Administrative Code(see Attachment A).The consultant will be required to carefully review District Ordinance No.477-00 and the accompanying GWMP and compare these documents in light of the plan components presented in Senate Bill No. 1938;and DWR Bulietin 118 Appendix C Required and Recommended Components of Locai Groundwater Management Plans;and DWR Bulletin 118 Appendix D Groundwater Management Model Ordinance. Following review,the consultant shall prepare a technical memorandum (TM)summarizing the findings of_�ts GWMP Review.The GWMP Review TM shall provide specific recommendations for updating existing sections of the GWMP;and recommendations for development of new sections to satisfy any deficiencies identified in the GWMP. New provisions for the monitoring of groundwater levels and well abandonment/well destruction activities are presently desired for inclusion in the GWMP.Companion recommendations for updating Ordinance No.477-00,if deemed necessary,shall also be included in the GWMP Review TM. 2 -59- � �s � I k � The District's legal counsel shall review Ordinance No.477-00 and the GWMP to determine whether it is � ; presently in compliance with SB 1938 requirements;and what if any updates are needed to bring the � ' GWMP into compliance.Upon completion of this legal review,a copy of this memorandum shall be � provided to the consultant for consideration. � f � i � � � 3.2 Reorganize the Stakeholders Advisory Group (SAG� � :� � ` Section 7.4 ofthe GWMP requires the District to appoint a StakeholderAdvisory Group(SAG)consisting of individual Persons who reside within the Boundaries of the District.The SAG last convened priorto ; enactment of the GWMP in November 2000. Due to changes in employment or retirement; many of the � I SAG Members on the current interested parties list no longer represent the government agency with which they are identified. In addition,many of the local service station owner/operators on the I ; interested parties list have also changed.These natural changes provide an opportunity to re-evaluate i � the SAG and update the governmental agencies and interested parties needed to represent current �, � stakeholder interests and partner with the District in amending the GWMP. i � � .V The consultant will be required to recommend a formal process for participation in the SAG.This will ', � include developing a formal notice of invitation and application for participation.The consultant will � �, then assist the District evaluate applications,as needed,to re-establish the S74fT- - - �' � ' `' The District desires to reconvene at least three(3)meetings of the re-established SAG to: ' 1 1. Review the GWMP; = 2. Discuss GWMP needs;and 3. Complete recommendations for amending the GWMP. The consultant will facilitate the meetings to identify stakeholder concerns. Important topics for consideration may include regulation of groundwater contamination;management of wellhead protecfion areas;storm water run-off;adequacy of current monitoring programs;needs for improved ; groundwater protection;and potential impact of the GWMP on business activities. As an impartial facilitator,the consultant will prepare meeting notifications; meeting agendas;and organize meeting materials.The District will assist the consultant by qreparing transcripts from meeting recordings. 3.3 Define GWMP Needs ' Using the�ndings from the GWMP Review and recommendations from the SAG,the consultant shall prepare a GWMP Needs TM summarizing recommendations for defining Basin Management Objectives (BMOs)and amending the GWMP.These should include,at a minimum; • Recommendations for removal of Sections deemed to be dispensable; + 3 -60- % • Recommendations for improvements to Sections deemed to be inadequate;and • Recommendations for new Sections deemed ta be desirable;and • Evaluation of the potential impact of the recommended changes on business activities within the District's service area. 3.4 Update GWMP The GWMP Needs TM shall be provided to the District's legal counsel as a basis for completing revisions and developing new provisions,as required,for the amended GWMP.The consuttant will be available to address questions,as needed to clarify the need and intent of their recommendations.The consultant shall also be expected to review drafts of the amended GWMP. 4 DELI VERABLES At a minimum,the consultant shall be required to provide the Distrid the following project deliverabies: 1. GWMP Review TM (Task 3.1) 2. SAG Notice of Invitation/Application (Task 3.2) 3. SAG Meeting Notices,Agendas and Meeting Materials(Task 3.2) 4. GWMP Needs TM (Task 3.3) 5 PROjECT TEAM Funding for this project ls being provided on a 50%cost share basis by the E)Dorado County Water Agency(EDCWA), using an anticipated cost of approximately$75,000. This is no a Not-to-Exceed amount; rather it represents the District's preliminary estimate of the level of effort that may be required for this project. Mr. Richard Solbrig, P.E.,General Manager,will be the District's Project Director. Mr.Solbrig will have overall responsibility and accountability for the project. Mr. Ivo Bergsohn,C.HG.Hydro-Geologist will be the District's Project Manager and will be the principal point of contact for the selected consultant.Mr. Bergsohn will serve as a technical advisor for this project and will also be responsible for overseeing the project through its various phases,to insure that the project is completed in a timely and cost effective manner. District staff assisting Mr. Bergsohn will include:John Thiel, P.E., Randy Curtis,Manager of Field Operations and Terry Powers, District Laboratory Manager. The District is seeking to retain a consultant with the following areas of specialization to complete the project team: 4 —61— _ � s a F � 5 S [ i • Groundwater Management Practices and Plan Development; , fr. • Small Group Facilitation;and G F • Geographic Information System (GIS); � Experience and familiarity with the public agencies working in the greater South Lake Tahoe Area � b including:the Tahoe Regional Pianning Agency(TRPA); Lahontan Regional Water Quality Controi Board (LRWQCB);EI Dorado County Environmental Management Department(EDCEMD);and City of South � Lake Tahce(CSLT)is also desired. � � € 6 PROPOSAL � E ! z Consultant selection will be qualification-based,along with the proven ability and experience to provide � the services required for this project. Therefore,the District is requesting that interested firms submit f � separate Technical and Cost Proposals for this project. Further explanation for each proposal type is � provided below. � � 6.1 Technical Proposal � � � � _ ___ __. - --- _ _ __ _ _ - � � The Technical Proposal shall be limited in format and length. Format will be 8-1/2"x 11"with foldout � sheets allowed up to 11"x 17"in size.All.foldout sheets up to a maximum of 11"x 17"sheets will be � counted as two pages and shall be labeled as such. Length of the proposal shall be limited to a maximum � of eight(8)numbered pages of text no smaller than 11 point,and/or graphics. Material excluded from � ; the eight(8)pages maximum count is limited to: $ € � Front cover � � • Divider pages L i ; • Back cover � ' � Submittal letter(one page maximum) � � ; • Table of Contents page(one page maximum, number as page i) ;` � • Project Organization Chart(one page maximum) � � • Work Estimate Table(one page maximum) ' � • Project Schedule(two page maximum) � • Appendix Materials � �' A typical Technical Proposal should conform to the following format. � r � • Submittal letter:Each proposal must be accompanied by a submittal letter.The submittal letter shall identify the name and titie of the person authorized to contractually obligate the firm for � € the purpose of this RFP and the persorr(s)to be contacted for clarification questions regarding ` � � ; � 5 � # � —62— � � � � the proposal.The submittai letter shall also include any exceptions taken to the Dist�ict's Standard Consulting Agreement(Attachmen#B). • Firm Experience(no more than 1 page): Include a generai overview of your firm and the firm's experience by providing examples of highly successful aspects of projects similar to this project completed by the office(s)submitting the proposal.Describe specific relevant experience of project team members and how that expertise will be utilized in this project. List at least two(2) groundwater management plan projects involving project team members over the past five years. • Firm's Approach(no more than 4 pages):Include a description of:the key project elements/goals and how the proposed approach will meet the District's expectations in a timely and cost efficient manner. Identify any challenges that might be expected and possible solutions to resolving those challenges within the time allotted in the project schedule. • Project Team(no more than 3 pages): Describe your project team, including title,office location and contact information. Include the key individuals and sub-consultants that will actually be responsible for conducting the project's activities and for management of the project. An organization chart(excluded from page count)should be provided showing the inter-relation of all the project team members, both District and Consultant. • Work Estimate Table:Using the Firm's Approach,provide an initial estimate showing the level of effort(in work-hours) needed to complete the project.The estimate should be presented on a line item,per task basis,showing the number of work-hours required for each project team member,the total work-hours required for each task;and the total work-hours required for the total project. Unit labor and expense costs are ��ot to be included in the Work Estimate Table. • Project Schedule:Provide a project schedule listing major tasks,deadlines,duration and projected start and finish dates for the project. Appendix materials may be provided,but are not required other than speci�cally identified, in addition to the eight-page proposal limit. Appendix material may not be read and if submitted shouid be limited to resumes of proposed key staff relevant to the scope of work and an example Groundwater Management Plan, prepared by the project team members. 6.2 Cost Proposal The Cost Proposal shall include the following items for each of the major tasks and activities described in the accompanying Technical Proposal: � Personnel,estimated labor hours and hourly rates for each member of the project team; • Project expenses; • Sub-consultant costs;and • Total costs. 6 -63- � , , Cost Proposals wi�l not be opened until after each firm's Technical Proposai has been carefully reviewed and the firm deemed most qualified has been selected. Only the Cost Proposal for the selected firm will :F be opened and will form the basis for negotiating the contract. Unopened proposals will be returned. 7 EVALUATION A11 proposals will be evaluated using the following criteria: • 10 Points:Proximity to or familiarity with the area and regulatory agencies in which the project is located. • 15 Points:Capacity and capability of the�rm,including sub-consultants,to perform the work within the given time limitations. • 20 Points:Project needs and the specialized competence(s)of the firm. � 25 Points:Experience in developing Groundwater Management Plans for public agencies in California. _ • 30 Points:Firm's approach including evidence of understanding of scope of work,project needs and requirements. 8 SCHEDULE � EDCWA Grant Funding constraints require that all consultant work for this project be completed by June 30"',2014. In order to complete the project within the allowed time frame,the consultant will be expected to complete project deliverables in a timely manner in general accordance with the following project milestones: • SAG Notice of Invitation/Application Mid February 2014; • GWMP Review TM Early March 2014; • Appoint SAG March 20"',2014; � � • SAG Meeting I Late March 2014; • SAG Meeting 2 Mid April 2014; • SAG Meeting 3 Mid May 2014; • GWMP Needs TM June 30"',2014. The schedule for the proposal solicitation, review and consultant selection portion of this project is as follows: ; • Solicitation January 3'd — January 24�',2014; • Submittal Review&Evaluation January 27"'-7anuary 31n,2014; • Present to Board for Approval February b�',2014. 7 ; -64- 9 SUBMITTALS Interested parties shall submit an electronic copy of their Technical Proposal(.pdfl and one(1)copy of their Cost Proposal to the District by no later than 5:00 p.m.,Friday,January 24"',2014.The Technical proposal shall be submitted on a CD labeled with the name of the firm and the name of the proposal "2014 GWMP Update Technical Proposal. The Cost Proposal shall be submitted in sealed envelope labeled with the name of the firm and the name of the proposal"2014 GWMP Update Cost Proposal". Both the Technical and Cost Proposals shall be addressed as follows: South Tahoe Public Utility District Attention:Ivo Bergsohn 1275 Meadow Crest Drive, South Lake Tahoe,CA 96150 (530)544-6474 Questions regarding this RFP should be emailed to Mr. Bergsohn at iber�sohn@stpud.dst.ca.us. 10 CONSULTING CONTRACT The Project will be performed by the Consultant under the District's Master Services Agreement for Consulting Services,with an accompanying Task Order for the 2014 Groundwater Management Plan Update Project. To expedite the contracting process,the District asks that the Consultant review the Master Senrices Agreement and indicate in the Proposal any exceptions they have to the terms of the agreement. A sample agreement is included as Attachment B. 8 -65- 4 ; f r 2 � �' € 3 c s s 4 E � � E {: �, � € � $. k 7 i f 4 ATTACHMENT A � South Tahoe Public Utility District =; � Groundwater Management Plan 3 Y k t � { � i: �y C A j � � t f i L 4 4 L � S � 9 � ; , -66- � � ATTACHMENT B South Tahoe Public Utility District Master Agreement for Consulting Services 10 -67- PAYMENT OF CLAIMS FOR APPROVAL February 6, 2014 Payroll 1/21/14 495,784.11 Total Payroll 495,784.11 ADP & Insight eTools 3,077.69 AFLAC/WageWorks-claim payments and fees 4,138.40 American Express 12,621.26 BBVA Compass Bank 0.00 BHFS legal services 12,695.40 CDS-health care payments 16,381.42 Union Bank 0.00 Total Vendor EFT 48,914.17 Accounts Payable Checks-Sewer Fund 432,102.38 Accounts Payable Checks-Water Fund 467,655.05 Accounts Payable Checks-Self-funded Insurance 0.00 Accounts Payable Checks-Grants Fund 0.00 Total Accounts Payable 899,757.43 Grand Total 1,444,455.71 Pavroll EFTs � Checks 01/21/14 EFT CA Employment Taxes & W/H 21,093.12 EFT Federal Employment Taxes & W/H 116,481.87 EFT CaIPERS Contributions 82,000.96 EFT Great West Deferred Comp 19,950.23 EFT Stationary Engineers Union Dues 2,408.39 EFT Retirement Health Savings 0.00 EFT United Way Contributions 170.00 EFT Employee Direct Deposits 210,382.49 CHK Employee Garnishments 1,263.15 CHK Employee Paychecks 42,033.90 Total 495,784.11 -69- � � � � � � � � � � � � ; � � � � � � � � � � � � � � � � � � � � � � � c c c c � $ � � 8 $ o ¢ 6 ¢ < Q ¢ ¢ < ¢ Q � f�0 O � f0 O O O � t� 11� � O ln M 1n fh O � � OD l) O f0 CO (O �D l[) � �i d' ln O O O � O sf � Op h O ln � ln � 1n O IA O � 00 � � �j lf) a st � � C7 (�p_ � � N � N V tt .- 1 j N � � N t7 O �O N N O �n t� N � C� O O � l0 f0 �N � f0 l0 � « :-.0 � w � 0 O O O O O O O O O O F- F- H H F- F- H F- H H ►- Q F, U U U U U U U Y Y Y Y G �. 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O ' � Q Q ¢ Q U � � � H F- o q c :4 > � �i � � � � > � � � � � R�'r � � i � 0 0 0 0 � o 0 0 � � n � � � 0 0 � .. � cn �� w0 � O � � O w0 w0 � � � � II a� �II� � � o 000000000 ;, o 000000000 � N N N __ \ � I � � � .. � T � UZ -�-' � � f� � ce g� d � �' � �' '� a � � a � � � � � � � N • � � H N � � � � H � o ' A o � � �' A � � ' z � � z � °� � � � � � a � c� � � � � � N � � A� a c� �' °' � �' N p � � � OD O �� -85- � General Manager Richard H.Solbrig ��"-`�, � �..�+� � � ,�r� Dircctor5 � f'"'�R ChriS Cefalu �� +�'r JameS R.Jone� a�" e � � • • Randy Vogelgesang �� ,�� f��,�t�'�, Kelly Sheehan Eric Schafer 1275 Meadow Cr�t Driv�•Sqt,rth Lake Tahoe«GA 9�15Q-?40t 1'hone 53Q 54�4-�47q-�F�x 5.30 541-U614•www.�tptad.s,� BOARD AGENDA ITEM 12a TO: Board of Directors FROM: Tim Bledsoe, Customer Service Manager MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Conference with Legal Counsel- Existing Litigation REQUESTED BOARD ACTION: Direct lega) counsel DISCUSSION: Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: EI Dorado County Sup�rior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -87- General Manager Richard H.5olbrig � �� Director5 ;✓' Chrie Cefalu � �� /� '"� James R.Jones i� �J�� i (,/7 ��,,,/ Randy Vogelgesang �r ��V��V i.J V��t Vy ��5�/! 1�,J'�,/ Kelly Sheehan Eric Schafer 1275 Meadow Cr�t Uriv�•.�aouth lake 1"ahoe•�A 9615�-7401 Phone 53D 5A�-Fi474•�ax 530 541-06]4•wwyv.stpud.us BOARD AGENDA ITEM 12b TO: Board of Directors FROM: Paul Sciuto, Assistant General Manager/Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Conference with Legal Counsel- Potential Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Government Code Section 54956.9(b)/Conference with Legal Counsel Anticipated Litigation (one potential case). SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES /l�. NO CHIEF FINANCIAL OFFICER: YES NO -89- General Manager Richard H.5olbrig � • 1 • � Directorr o u� � a� �h�5�a�� Jamer R.Jones f'u b 1 i c U�Gi 1 it D i�-Gri c�C Randy Vogelgesang � Kelly 5heehan Eric Schafer 1275 MeadowCr+est C)rive�5outh i.ake Tahoe*CA 9F�50-74Q1 Phane 530�-64-7A••Fax 534 5�1-06i4•w�vvw.stpud.us BOARD AGENDA ITEM 1 2c TO: Board of Directors FROM: Paul Sciuto, Assistant General Manager/Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Conference with Legal Counsel-Existing Litigation REQUESTED BOARD ACTION: Direct staff. DISCUSSION: Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: False Claims Act Case: United States, the States of California, Delaware, Florida, Nevada, and Tennessee and the Commonwealths of Massachusetts and Virginia ex rel. John Hendrix v. J-M Manufacturing Company, Inc. and Formosa Plastics Corporation, U.S.A., Civil Action No. ED CV06-0055-GW, United States District Courf for the Central District of California. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: AiTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -91- General Manager Richard H.Solbrig ..._..,., Director5 ,�8� � � � Chris Cefalu � �� James R.Jones � L�! � i � �� Randy Vogefgesang �'ub�ic U�iii�y C�i�tr�c� KellySheehan Eric 5chafer 1275 Meado�v�t Rri�•South Lake Tahae•CA 96150-7A�0� i'hone 530 5�9�-6�474•Fax 530 541-069�1-*www.stpud.u5 BOARD AGENDA ITEM 12d TO: Board of Directors FROM: Paul Sciuto, Assistant General Manager/Engineer MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Conference with Legal Counsel- Existing Litigation REQUESTED BOARD ACTION: Direct Staff. DISCUSSION: Pursuant to Section 54956.9(a) of the California Government Code, Closed Session may be held for conference with legal counsel regarding existing litigation: Los Angeles County Superior Courf,Case No. BC459943, State of Nevada, et al. v. J-M Manufacturing, et al. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO -93- General Manager Richard H.5olbrig e� +► 1�j,�,_ ��e�, �� Directors ChriS Ctfalu Jame�R.Jone� �`- �ry e ► i ♦ ysi Randy Vogelge6ang �UV�t� V�t�l��/ �[� VI l�ti Ke��ySheehan Eric Schafer 1275 Meadow Cr�t Prive��outh I.ake Tahoe•CA 9 d'I5�-74U1 Phvne 530 54�F-64-74*�ax 53Q 541-0614!www.st�ud.� BOARD AGENDA ITEM 12e TO: Board of Directors FROM: Richard Solbrig,General Manager Paul Hughes, Chief Financial Officer Nancy Hussmann, Human Resources Director MEETING DATE: February 6, 2014 ITEM-PROJECT NAME: Union Negotiations-Closed Session REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Bargaining Group-Stationary Engineers Local 39 SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT REMAINING: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO —95— General Manager Richard H.5olbrig � * 1� � ,rr� �� Directors j � CI1PI5 CCP&IU �� Jam6$R.Jones ,,�„ R � � � � Randy Vogelge5ang ' �'ubCt� 1.1��11�y C��-G�[�� sh�han � Eric 5chafer 1275 Mear�awCr�t Driv��outh take Tahae•GA 9C3150-79�0� Phone 53�54�4-�474*fax 530`541-C�i4�www.s�pud.u� BOARD AGENDA ITEM 12f TO: Board of Directors FROM: Nancy Hussmann, Human Resources Director M�ETING DATE: february 6, 2014 ITEM-PROJECT NAME: General Manager Evaluation-Closed Session REQUESTED BOARD ACTION: Evaluation Process DISCUSSION: Pursuant to Section 54957 of the California Government Code, Closed Session may b� held regarding p�blic err�ployee evaluation for unrepresented employee position. Unrepresented Employee Position: General Manager SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT REMAINING: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -97-