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AP 03-20-14 yo�TH rqhoF _ _ - -�= �.-� . gi A(�e`k'e� . 19 5 0 • W at �U71LITY D�5'�`" SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, March 20, 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 short 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,al1 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 discussed 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 C1. PQym2flt Of CIC11mS (Debbie Henderson, Accounting Manager) Pg 59 Approve Payment of Claims in the amount of$1,573,832.47 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 place; however, no action will be taken.) Public Outreach Water Service to Convention Center Project Area 10. STAFF/ATTORNEY REPORTS (Discussions may take place;however, no action will be taken.) US Forest Service Meeting State Ground Water Regulation Update REGULAR BOARD MEETING AGENDA-March 20, 2014 PAGE-2 11. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetinc�s/Events 03/12/14- 10:00 a.m.-EI Dorado County Water Agency Meeting 03/17/14-3:30 p.m.-Water and Wastewater Operations Committee Meeting at District Future Meetin4s/Events 03/26/14-8:00 a.m.-Employee Communications Committee Meeting (Vogelgesang Representative) 03/26/14-2:00 p.m.-5:00 p.m.-Board Workshop at District 04/03/14-2:00 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 public would like to comment on any item listed-three minute limit.) a. Pursuant to Government Code Section 54956.9�a)/Conference with Legal Pg 73 Counsel Existing Litigation re: EI Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tohoe Public Utility District (Filed 10/22/12) b. Pursuant to Government Code Section 5456.9(b)/Conference with Legal Pg 75 Counsel Anticipated Litigation (two potentiai cases). ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION ADJOURNMENT (The next Regular Board Meeting is April 3, 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 o�ce during the 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 ihey appear.Designated times are for particular items only.Public Hearings will not be called to order prior to the time specified,but may occur slightly later than the 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;comments should be brief and directed to the specifics of ihe 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 they 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 effort will be made to accommodate participation of the disabled in all of the District's public meetings.If particular accommodations are needed,please contact the Clerk of the Board at(530) 544-6474,extension 6203.All inquiries must be made at least 48 hours in advance of the meeting. REGULAR BOARD MEETING AGENDA-March 20, 2014 PAGE-3 y�uTH TqhpF _ - =�= e� A�/e`N'er . 1950 • �a�� 1I11LITY W5� SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR March 20, 2014 ITEMS a. SOLE SOURCE D 8� L FOUNDRY il Pg 1 �Randy Curtis,Manager of Field Operations) Authorize D 8� L Foundry to be the sole source provider for the purchase of manholes, frames, and risers for use within the District's sewer collection system. b. STANDARDIZE MUELLER CENTURION FIRE HYDRANT MODEL A423 Pg 7(Randy Curtis,Manager of Field Operations) Find the Mueller Centurion Fire Hydrant Model A423 to be the standard acceptable hydrant for use in the District's potable water distribution system. c. DIAMOND VALLEY RANCH IRRIGATION IMPROVEMENT PROJECT Pg 11 (Ivo Bergsohn, Hydrogeologist) Accept proposal from Hauge Brueck Associates (HBA) to provide wetlands specialist services for the Diamond Valley Ranch Irrigations Improvement Project in the amount of$12,710. d. BACKFLOW TESTING Pg 17(James Cullen, Inspections Supervisor;Tim Bledsoe, Manager of Customer Service) Enact Ordinance No. 556-14 amending Section 3.3.9 of the Administrative Code regarding the testing of backflows. e. RESOLUTION TO ACCEPT THE CALIFORNIA DEPARTMENT OF PUBLIC HEALTH (CDPH) METER LOAN Pg 23(Lynn Nolan, Grants Coordinator) Adopt Resolution No. 2941-14 to accept the CDPH Meter Loan. f. PRIMARY CLARIFIERS REHABILITATION Pg 29(John Thiel, Principal Engineer) Authorize Task Order Amendment to HDR, Inc., in the amount of$49,878 for additional engineering design for rehabilitation work on Primary Clarifier No. 2. REGULAR BOARD MEETING AGENDA-March 20, 2014 PAGE-4 g. TEMPORARY HELP FOR A WATER METER INSTALLATION COORDINATOR FOR THE 2014 WATER METER INSTALLATION PROJECT Pg 35 (John Thiel, Principal Engineer) Approve contract with Blue Ribbon Personnel Services in the amount of$30,000 for a temporary Water Meter Installation Coordinator. h. TEMPORARY HELP FOR UNDERGROUND REPAIR SEWER I Pg 43(Doug Van Gorden,Supervisor, Underground Repair,Sewer; Randy Curtis, Manager of Field Operations) Approve contract with Blue Ribbon Personnel Services for two temporary employees, in the estimated amount of$65,480. i. TEMPORARY HELP FOR UNDERGROUND REPAIR WATER Pg 45�Chris Stanley,Supervisor, Underground Repair, Water;Randy Curtis,Manager of Field Operations) Approve contract with Blue Ribbon Personnel Senrices for two temporary employees, in the estimated amount of$65,480. j. ENGINEERING STUDENT INTERNS Pg 47(Julie Ryan,Senior Engineer) Approve contract with Blue Ribbon Personnel Services for two temporary engineering student interns, from May, 2014, through April, 2015, in an amount not to exceed $50,000. k. TEMPORARY COLLECTIONS HELP FOR CUSTOMER SERVICE Pg 49 (Tim B�edsoe,Manager of Customer Service) Approve contract with Blue Ribbon Personnel Services for one temporary employee, in the estimated amount of$23,000. I. TEMPORARY HELP FOR CUSTOMER SERVICE DEPARTMENT Pg 51 (Tim Bledsoe, Manager of Customer Service) Approve contract with Blue Ribbon Personnel Services for a temporary Customer Service Representative in the estimated amount of $27,000. m. REGUTAR BOARD MEETING MINUTES: MARCH 6 2014 Pg 55(Melonie Guttry,Clerk of the Board) Approve March 6, 2014 Minutes 6eneral Manager �..... Richard H.5olbrig � • 1$SO: � ��' Director-5 � Vl V Vi O� Ghris Cefalu JameS R.Jones �"" i'u b[�� U ti I it� D i 5tri ct Rancly Vogelgesang Kelly Sheehan Eric Schafer 1275 Meadow Crest Drive•5outh take TahQe•GA 9615Q-740t Phone 53Q 544-647'4•Fax 530 541-0694•www�tpud.u5 BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Randy Curtis, Manager of Field Operations MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Sole Source D 8� L Foundry REQUESTED BOARD ACTION: Staff requests that the Board authorize D 8� L Foundry to be the sole source provider for the purchase of manholes, frames, and risers for use within the District's sewer collection system. DISCUSSION: The District has been using and installing manhole frames and manhole discs from D 8� L Foundry for many years. They are a United States company and their Foundry is located in Washington State with another office and service center located in Norfhern California. The District has found that each Foundry has slight variances in their design which makes it imperative that only one Foundry be used to standardize frames and manholes. District crews replace many broken frames and use existing manholes during the winter snow plow period and currently have an inventory of D 8� L frames, manholes and various size risers for immediate manhole repair activities. D 8� L Foundry meets the criteria for grants requiring "buy American". COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: D 8� L Foundry Information Sheet CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES -1�10 Foundry B�Supply ii � , � G - O � O • • • • • . � � California❑ Utah❑ Washington❑ Phone: ❑ Phone: � Phone: ❑ (707) 557-4525 (801) 785-5015 (509) 765-7952 Fax: ❑ Fax: ❑ Fax: ❑ (707) 557-4655 (801) 785-0835 (509) 765-8124 www.dlfoundry.us Fifth Edition 3/04 -3- � � � € � � �� Manhale�ing �� Co�er �;; ��; � Heavy Duty I-21 v4•� , �� I � .�,.,� s �'. '; � �1 3/4' � 3 2' y � 18 1/2'� 19 3/4' �� E 23 1/4' t ��''' � � �21 3/4'�3/4' � � �� F_ � : �.5 � � 5 � � : � I..----zo•� � ze• � � � #. ; : � ; �.�.,�, M�n`��:FR�ng and Cov+�r � ;� ��,r�- _ � zs ��z• ' Heavy Duty l�— —� � � ,,� � I�8•—.,1 � �` Alternate covers avail- �� able upon request 2� �---zs aia•—� —� � p 1� � � �.= 24' —� �� >�e� � '; 3�� e � �Lili ilA�n�nln Rinn an�l C`_nvear �$$ ^" � 11��1!* �i�Y\[�fjVfM��lf� M � $ T � � d 2$1/2� � Heavy Duty L I"-- --�I ,.r l.—e•�.1 , A-1094 R1 A=1" ! A-1094 R2 A=1 1/4" v�/e- r �25 3/n4'� I �— I Alternate covers avail- L'�� %� able u on re uest 1T� � � �'' P q �r�'=�� , za---� � I- 32 3/8" I i i �; �su Y 9 '' —4— z i ' � ; �,� ' Manhole Ring and Cap T�ipe Cov�er � � R� �� , , z9 i,a. � �� H vy Duty L—�— —� 2,r 27 1/4'�'�'� Note:Optionallock �2s a�a•--�I bar available on I I � request � s ii Lvz• 17 � � 2a• ,� ��: �e 26 ��a � 34 1/2' ��'��2 1�il�t�k��lg;�nd Cover Heavy Duty L�25 `.z•—� 1 r �.::v �..-e•� vent in cover 2� I,4• �25 3/4'� Specify Alternate � marking&pick/lift � � �` �_�� . s ii�• iie• 1� devices 1 r +� �� ti� :� � � za, � � ,�; `�`' 26 7/8' 34 1/2' A- 7 M�nhole Ring��nd Cover �,� L�z5 ��='�1 �,8.r . �.� � 26 1/2' r2, �25 5/e'� � 1_ � 1�2• � 24. _� 28' � v 5 -5- 6cneral Manager Richard H.5olbrig �♦ 1980�."``��s c��- w—ay Directory � � i./i �� ChriS Cefalu James R.Jones ''!N�'�' � � � ' � Randy Vogelgesang �'ubilc Ut�iit� Dr�tric-G KellySheehan Eric 5chafer 1275 Meadow Crest Drive•South l.ake Tahoe•CA 96150-7401 Phone 530 54�4-6474=�ax 53Q 541-0614•www.�tpud.u� BOARD AGENDA ITEM 4b TO: Board of Directors FROM: R Randy Curfis, Manager of Field Operations MEETING DATE: March 20, 2014 ITEM-PROJECT NAME: Standardize Mueller Centurion Fire Hydrant Model A423 REQUESTED BOARD ACTION: Staff requests that the Board find the Mueller Centurion Fire Hydrant Model A423 to be the standard acceptable hydrant for use in the District's potable water distribution system. DISCUSSION: The District has been utilizing the Mueller Centurion Fire Hydrant Model A423 for 20 plus years for new hydrant installations and replacement hydrants. Mueller dry barrel hydrants have proven their reliability and have maintained a long life cycle of in-field use. The Underground Repair, Water crew is trained in the maintenance, repair and rebuilding of these hydrants and keep complete rebuild kits and multiple repair parfs in inventory for emergency situations. Additionally, parts and service are readily available in Reno and/or Sacramento. Mueller meets the criteria for grants requiring "buy American". SCHEDULE: ASAP COSTS: n/a ACCOUNT NO: n/a BUDGETED AMOUNT REMAINING: n/a ATfACHMENTS: Hydrant specs, Inventory Data CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES �: NO CHIEF FINANCIAL OFFICER: YES �JVO � � � � � � � -�� ■ � r 6�` .� � s�� \ �•:� _ 1 ,�� . �.,:•: III� ' � _ . � �r , ; , .__ - � �;: �:. � _ � I�;�; ,p , A.,� .� � �i� � � _ �I �►�, . ":� :?9 `�. k � � � � �,.w _��,�w�-��..s��-� �n �` :��, fl .y��;� _ �� - �'i � ;rt�� - _ ��r,f�� , -��,,,�[iL��.,��:'��~' � � . � � \ R' �� ''� � i1 fi ■_y. ,I � �� ,�,�� , �� ,�!y�,�� •�� _��-� ;;\y, \ ; � \ � \ C- i�.'I�q4 1i�n.7.►�i'�j,�� 4.�".�."'��jk�� . ..,�. P�� t1 � �/�� •a �'�11 .3N''' ' ;�` ; �`�� \ \.�f� �� d� l�� -� „ �� 9 � � �9 � ��y ��IG��s=��y��s. � :i: .... �' `��: ; �� i � �i�i� n.. '� ; , 8 •>.. .. � � �. �� il��. ,,� ; 8.,'`' e _ �� ,�; � �__ /� �fr�4' ; - ��ti�� ;- • A ��; f��_r.a �� _��ai�� _�+i'�� _': � � ; . � ��i1��1�� , A1_ ��_ �-��1 � i�. 0 Ear � \•, - �� . �pw . .. _ �"-��" ,.:�,�` �- _�. ��. �..W �. ,� :. ; _ , _ ; - � �� ,�� i��e� - � =��= _ ` , ; � - ��88�9��n�88��8��9�8c��_�8�� ; � , � - ` �� : �� -�'�� .--�:� 1 e�� - - - .t.� ;,, �.�a. _ �.�� ei� �....� 9 � �� ; � � _ - - . � ` e ; - � _ �. � �■�li � : � : ; e �o�o o� a�c�coaa�aaa��o = � a � � ��. ��= _ , . � � iii��i�� . ; � , , , , � � � , , , , , , - - � , � _ � � - i � - - � � � � � � � � � � i � � � � ! i 8 e� - i ` �1 f � �.'� � � � �` �� \��``'�� '��i� \ - IA�� i:_ .. � � � - ,�,p ��•?�� - �� ., ,� 111� r _ ��-��• e _ � �III� � � � �•,,,,,1 i��,� ; - =1; .� . ,,� - rlra---��\ : � ��` ' � - � �, fig�; d � Product Catalog by Product ID � Whse Units LIFO Cost �' Product ID Product Description � 100300000 Ai9 EACH 1,875.94 ; 3'FIRE HYDRANT/MUELLER A421 or A423? 5 1/4"VALVE OPEIVING � 4"STEAMER,FLANGED SHOE � 10040pppp A19 EACH 2,497.42 � 4'FIRE HYDRANT,MUELLER A421 y 5 t/4"VALVE OPENING ` �, i 4°STEAIvIER�FT,ANGED SHOE _ � 1U0500000 � A19 EACH 2,474.06 � 5'FIRE HYDRANT/MLTEI,LER A421 �� 5 1/4"VALVE OPENING ' �. 4"STEAMER,FLANEG SHOE � 102060000 A19 EACH 581.74 i' 6"FIRE HYDRANT.EXTENSION/MUELLER _ _ _ _ j _ . . _ ._�_ 102120000 A19 EACH 358.65 ; ; 12"4 1/4-4 1/2 FIRE.�IYDRANT EXTENSION � 102120525 A19 EACH 496.39 � 12"X 5 1/4"FIItE HYDRANT EXTENSION � . WNS _ _ _ _ � _ .._ . _ _ . . _ _ , 106000000 A19 EACH 65.65 � FIItE HYDRANT BREAKAWAY FLANGES,MUELLER � A301 � � � � ti � Product Catalog by Product ID r � Whse Units UFO Cost � Product ID Product Descri on ..._. _ . _._ � _ _.._ _. _ ,._____ __ _ . _ _ . ._ _...__, _. __ .. 104425000 UI EACH 118.80 �' _ FIItE HYDRANT_SEAT REPAIR KIT � __ _ __ _ _ _ __ . . _ 104450000 Ul EACH 106.30 � FIItE HYDRANT BONNET REPAIR KIT,MUELLER 4.1/2"_VALVE OPENTNG._ _ _ � _ __ 104460000 Ul EACH 214.14 � FIRE HYDRANT REPAIR KIT,WATEROUS _ _ . _ � 104500000 Ul EACH 104.00 � FIItE HYDRANT BONNET REPAIR KIT s 5 1/4"OPEIVING �: � � I 't B i { � t c � � E a � g ! � � _10_ � General Manager Richard H.Solbrig � • j� • �+� ^� Directors �'_�'�w�' I � [ '� � ! i� Chris Cefalu �r � v JameS R.JoneS �� Randy Vogelgesang � �ublic Utiiity DiStrict KellySheehan Eric 5chafer 1275 Meadow Crest Drive•5auth Lake Tahoe•CA 96150-74Q1 Ptrone 53Q 54�4-6474•�ax 530 54t-0614•www.��Cpud.u5 BOARD AGENDA ITEM 4c TO: Board of Directors FROM: ivo Bergsohn, Hydrogeologist MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Diamond Vailey Ranch Irrigation Improvement Project REQUESTED BOARD ACTION: Accept proposal from Hauge Brueck Associates (HBA) to provide wetlands specialist services for the Diamond Valley Ranch Irrigations Improvement Project in the amount of$12,710. DISCUSSION: During the permitting process for the Diamond Valley Ranch Irrigation Improvements Project - Phase 1 (DVRIIP), the District provided information to the U.S. Army Corps of Engineers (COE) supporting its belief that a substantial portion of the seasonal wetlands identified in the wetland delineation for the Diamond Valley Ranch (DVR) were pastures that owed their wetland character solely to flood irrigation practices historically employed on the property. Starting in April, 2011, the District elected to temporarily cease irrigating the DVR and monitor resultant changes to plant and hydrologic indicators. As irrigation on the property has been suspended for more than two growing seasons, District staff has approached the COE to revise the wetland delineation in order to remove minor channels that are currently mapped as Potential Waters of the United States (PWOUS) and make irrigated land determinations to remove those areas that are presently included as Section 404 Wetlands. District staff believes that HBA is uniquely qualified to provide the wetland services required for the DVRIIP. Because of these qualifications and past experience providing similar services to the District in a fair and reasonable manner, staff recommends that the Board accept the HBA scope of work and budget to revise the wetland delineation, as proposed. SCHEDULE: March through August, 2014 COSTS: $12,710 ACCOUNT NO: 1029-8161 BUDGETED AMOUNT AVAILABLE: <$15,697> 2013/14; $100,000 2014/1 S ATTACHMENTS: Proposal for Wetland Delineation Revision (HBA, 1 1 Mar 2014) CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES � . NO CHIEF FINANCIAL OFFICER: YES -11 NO NAUGEBRUECK A 5 S O C I A T E S www.haugebrueck.com CALIFORNIA P 916-283-58C0 F 916-273-4054 2233 Watt Avenue,Suite 300 SacrameMo,Ch 95825 11 March 2014 NEVADA P 775-588-4760 Mr. Ivo Bergsohn P.O.Box,o2s, South Tahoe Public Utility District ZeDhyr Cove,NV 89448 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 SUBJECT: PROPOSAL FOR WETLAND DELINEATION REVISION i Mr. Bergsohn, Based on your email request of March 6, 2014 and Amy Parravano's subsequent conversation with you regarding the requested services,please find a proposed scope of work and budget for jurisdictional delineation services at Diamond Valley Ranch. Thank you for contacting HBA to continue assisting the District with this Project. Please feel free to contact me at 775.267.7202 with any questions or if you require any additional information. Regards, '� ii�� Rob Brueck Manager -13- _ �' � � � Y 1' F f � Mr.Ivo Bergsohn � 11 March 2014 ' II Page 2 a i Diamond Valley Ranch JurisdicNonal Delineation Revision � 'r Scope of Work � � Task 1 Attend Field Meetin�s with U S Army Corps of En�ineers i HBA will attend two field meetings at DVR(scheduled for March 20 and Apri13, 2014) with the South Tahoe Public Utility District(District) and U.S. Army Corps of Engineers � (Corps) staff to examine field conditions at Diamond Valley Ranch following the �' cessation of imgation practices beginning Apri12011. It is our understanding that the ` main purpose of these meetings is for the Corps staff to investigate field indicators of � hydrology and hydric soils to determine if wetland hydrology existed prior to irrigation in � areas previously mapped as wetlands and waters. Pre-selected sample points will be � analyzed to differentiate wetlands and ditches supported by natural hydrology from those � that were solely supported by irrigation prior to April 2011. This information will be � utilized to review and possibly revise the aerial extent of jurisdictional wetlands and '; waters previously verified by the Corps. It should be noted that it is essential to also � evaluate hydrophytic vegetation in previously mapped wetlands during May or June 2014 � in order to determine if the removal of hydrologic input from irrigation has caused shifts � in plant community types(i.e. wetland to upland)within previously identified � jurisdictional areas. It is our understanding that supplemental wetland data collection � and evaluation will generally follow procedures from Chapter 5 of the Regional � li Supplement to the Corps of Engineers Wetland Delineation Manual: Westem Mountains, � ` Valleys, and Coast Region(Version 2.0),that addresses drought conditions, disturbed �: ^ areas, and problem area wetlands. HBA will record field data collected during the site t. ? visits to facilitate comparisons with information collected and interpreted by the Corps ` staff in support of their conclusions regarding the extent of jurisdictional resources. � � k This scope of work includes time for preparation and attendance at two site meetings with � the District and Corps staff at DVR and subsequent communication by email and g " telephone. If it is determined that additional site meetings are necessary beyond what is � f included in this task, then a revised scope and budget will be prepared for District review �; and approval in order to cover the additional time. � � � Task 2. Reference Wetland Site Selection � In order to potentially revise wetland determinations of previously mapped wetland areas � where one or more of the wetland indicators is currently lacking due to current drought conditions and/or the cessation of irrigation, HBA will identify suitable reference wetland sites in accordance with the Corps' guidance for evaluating problem areas wetlands, disturbed areas, and drought conditions. The sites will be utilized to compare hydrology, ` soils, and vegetation characteristics to wetland features in question. For example, if indicators of hydric soil and hydrophytic vegetation are present in areas that lack wetland � hydrology indicators, the site may be considered to be a wetland if the landscape setting, � � topography, soils, and vegetation are substantially the same as those on nearby wetland � � :_ � :j i � —14— � � , 0 Mr.Ivo Bergsohn 11 March 2014 Page 3 reference areas. For this example, the assumption can be made that the area in question shares a similar hydrologic regime. HBA will review the previously prepared wetland report and maps,hydric soils,and NWI maps and attend a site visit to select reference wetland sites for two types of wetlands documented at DVR: perennial and seasonal wetlands. HBA will collect representative upland and wetland sample points to document field conditions at reference sites that provide helpful comparisons to problematic and/or disturbed sites. Reference wetlands will be selected that support an established wetland plant community, have well developed hydric soil morphology, and are l�own to be supported by natural sources of hydrology. The features will be situated at a topographic low point that intercepts the groundwater table and/or has basin-like topography that holds precipitation and/or snow melt for prolonged periods that aze sufficient to support a predominance of wetland vegetation. The characterization of the landscape position and topography will be helpful to make hydrologic comparisons to areas that have a similar zone of influence. Soil texture and hydric indicators will also be documented at selected representative data points. The selection of reference sites will be performed during the peak blooming period so that all dominant and associated plant species can be accurately identified. While there may be some variation in the assemblages of species,the wetland areas in question will need to have a similar proportion of OBL, FACW,FAC, and UPL species as the reference wetland in order to meet the wetland criteria. These data will be recorded on standard Corps datasheets and will be documented by representative photographs. As part of this task, HBA will prepare a technical memorandum that summarizes and interprets field data collected for reference wetland sites. This scope of work assumes that no more than 4 hours of data review and 1 field day will be required to select and characterize 2 reference wetland features and collect data at no more than 2 wetland points and 1 upland point within each feature. If it is determined that additional data collection is necessary beyond what is included in this task,then a revised scope and budget will be prepared for District review and approval in order to cover the additional time. Limitations It is important to note that hydrologic regimes of manipulated wetlands can be variable over seasons and years and may require long term monitoring in order to quantify. This complicates the comparison between a wetland with a natural hydrologic source that is impacted by drought conditions to one that was created from irrigation. The Corps may require additional site evaluations during the normal wet season to check again for the presence or absence of wetland hydrology indicators. If wetland hydrology indicators are absent during the wet portion of the growing season in a normal or wetter-than-normal rainfall year, a greater case can be made that the site is probably non-wetland. —15— � � � � � € Mr. Ivo Bergsohn � 11 March 2014 Page 4 � � Budget Estimate � Task Estimated Hours Estimated Cost Associate GIS/ ; Biologist Graphics Admin � $130/hr �100/hr �60/hr Ex enses Totals � ; 7. Two Fieid Meetings �� (Preparation,Attendance, � and Corres ondence/Notes 40 0 4 $150 $5,590 � E 2. Reference Wetland Site i Selection � i. Field Work 16 0 0 $100 $2,180 � ii.Technical Memorandum � Re ort 30 8 4 $0 $4,940 � TOTAL 86 8 8 $250 $12,710 j � � I � ! , 0 I 1 i I i 3 i , I I � � ' i � � � � � -16- General Manager Richard H.5olbrig � • 1950`� � �.,..�1�,. � t ,� � �� Directors U Chris Cefalu James R.Jones �"+•= :,^y�n: + � • • i Randy Vogelge5ang �'u b I I c U t��ty D�5tri ct Kelly Sheehan Eric Schafer 1275 Meadow Crest Drive•5outh Lake�"ahoe•CA 96150-74Q1 Phone 530 544-�i474•Fax 530 541-O�i4•www�tpud.us BOARD AGENDA ITEM 4d TO: Board of Directors FROM: James Cullen, Inspections Supervisor Tim Bledsoe, Manager of Customer Service MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Backflow Testing REQUESTED BOARD ACTION: Enact Ordinance No. 556-14 amending Section 3.3.9 of the Administrative Code regarding the testing of backflows. DISCUSSION: Currently, the Administrative Code does not outline the recommendations required to be met from certified backflow testers. Certifications from testers and equip- ment calibrations must be met in order for inspections to be done. In order to add some clarity to this section Staff recommends adding the following statement to Section 3.3.9 of the Administrative Code, "The South Tahoe Public Utility District will only accept backflow cerfifications from testers that have supplied the District Inspections' Office with copies of their backflow cerfifications and current calibration of equipment". SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Ordinance No. 556-14 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES C� NO CHIEF FINANCIAL OFFICER: YES NO -17- ORDINANCE NO. 556-14 AN ORDINANCE OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT AMENDING SECTION 3.3.9 OF THE ADMINISTRATIVE CODE REGARDING TESTING OF BACKFLOWS BE IT ENACTED by the Board of Directors of the South Tahoe Public Utility District, County of EI Dorado, State of California, as follows: SECTION 1 -POLICY AND PURPOSE The purpose of this Ordinance is to add certain provisions to the Administrative Code regarding the suspension of regular water service charges for properties that are vacant. SECTION II - DEFINITIONS For the purposes of this Ordinance, the terms used herein are defined as follows: A. The District-The South Tahoe Public Utility District. B. The Board-The Board of Directors of the South Tahoe Public Utility District. C. Administrative Code-The compilation and codification of all of the Administrative, Water, Sewer, Street Lighting and Groundwater Manage- ment Plan Ordinances of the District, which establish the authority and the principles for the decisions of the District, and provide the public with guide- lines applicable to District operations. SECTION III - FINDINGS The Board of Directors of the South Tahoe Public Utility District, County of EI Dorado, State of California, make the following findings: 1. The District's Administrative Code provides testing requirements for backflow assemblies, but does not address that backflows must be tested by certified testers using current calibration of equipment. 2. The proposed amendment is intended to incorporate the language needed into Section 3.3.9 of the Administrative Code to enforce this requirement. 3. The Board has determined that it is in the best interest of the District's custom- ers to adopt an ordinance adding certoin provisions to the Administrative Code providing for suspension of water service charges to vacant properties. -19- � � 9 I 3 � � SECTION IV-AMEND SECTION 3.3.9 OF THE ADMINISTRATIVE CODE ; � Administrative Code Section 3.3.9 to be added as follows: � I Section 3.3.9 Testinq• ' It shall be the duty of the water user at any property where backflow prevention , assemblies are installed to have certified inspections and operational tests per- ', formed on such backflow assemblies at least once per year. In circumstances in ', which the District deems the degree of hazard to be great enough, it may require certified inspections and operational tests at more frequent intervals. These inspections and tests shall be at the expense of the water user and shall be per- formed by an independent, certified tester as provided by the California Depart- ment of Health Services Guidelines. The South Tahoe Public Utility District will only accept backflow certifications from testers that have supplied the District Inspections Office with copies of their backflow certifications and current calibration of equip- ment. For the purposes of this section, any individual with current California/Nevada Section American Water Works Association General certification, Norfhern California Backflow Prevention Association or equivalent successor certification, for testing backflow prevention assemblies on file with the District shall be considered a cerfified tester. The South Tahoe Public Utility District shall revoke the right of the certified tester to test backflow prevention assemblies in the District service area, after a hearing before the General Manager, if he/she shall be found to have obtained a certificate by fraud or deceit, or displays negligence, incompetency, misconduct, or misrepresents or falsifies reports in the performance of his/her duties as a Certified Backflow Prevention Assembly Tester. If dissatisfied with the decision of the General Manager, he/she may appeal to the Board by written notice within thirty days. It shall be the duty of the District to see that these inspections and tests are timely made. The water user shall notify the District in advance when the tests are to be underfaken so that the District's Inspector may observe the inspection and tests if so desired. These backflow prevention assemblies shall be repaired, overhauled or replaced, and retested at the expense of the water user whenever they are deter- mined by the District Inspector to be defective, improperly instalfed or improperly located. Records of inspections and tests, replacement parfs, repairs, overhaul and � relocation shall be kept by the water user and made available to the District, the EI Dorado County Health Department, the owner of the backflow prevention assembly, and the District or independent inspector. All repair and replacement parts shall be equal in quality to those supplied by the manufacturer of the backflow prevention assembly being repaired or replaced. No backflow prevention assembly may be altered in any way from its manufacturer's design, material, or operational characteristics. Ordinance No.556-14 " Bacl�low Testing Page 2 'v ,s —2�— SECTION V-SEVERABILITY If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Ordinance and its implementing rules and regulations is for any reason held to be unconstitutional or invalid, such decision shall not affect the validity of the remain- ing portions of this Ordinance or the Administrative Code. The Board of Directors declares and determines that it would have passed section, subsection, subdivision, paragraph, sentence, clause or phrase thereof of this Ordinance and its implement- ing rules and regulations and the Administrative Code irrespective of the fact that any one or more sections, subsections, sub-divisions, paragraphs, sentences, clauses or phrases may be determined to be unconstitutional or invalid. SECTION VI - EFFECTIVE DATE This Ordinance adding the above referenced sections to the Administrative Code shall take effect thirty days after its passage. PASSED AND ADOPTED the Board of Directors of the South Tahoe Public Utility District at its duly held regular meeting on the 20th day of March, 2014, by the following vote: AYES: NOES: ABSENT: Eric Schafer, President South Tahoe Public Utility District ATTEST: Melonie Guttry, Clerk of the Board Ordinance No.556-14 Backflow Testing Page 3 —21— General Manager Richard H.Solbrig �� • 1950 • w8 � O � V a o e Directors ChriS Cefalu JameS R.JoneS 4� .iw� p` ' ' ' ' ' ' Randy Vogelgesang 1 U�� Ut�i�ty Distr�ct KellySheehan Eric 5chafer 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 54�4-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM 4e TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: March 20, 2014 ITEM-PROJECT NAME: Resolution to Accept the California Deparfment of Public Health (CDPH) Meter Loan REQUESTED BOARD ACTION: Adopt Resolution No. 2941-14 to accept the CDPH Meter Loan. DISCUSSION: The CDPH has approved $2,876,000 in Safe Drinking Water State Revolving Loan Funding for the District's Meter Project, Phase 1. The terms of the loan contract are 20 years with 0% interest. In order to accept this loan funding, the District must adopt Resolution No. 2941-14. SCHEDULE: May 3, 2014, deadline for contract signature COSTS: $2,876,000 ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Resolution No. 2941-14 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES _ Jd0 1 RESOLUTION NO. 2941-14 2 A RESOLUTION BY THE BOARD OF DIRECTORS 3 AUTHORIZING THE GENERAL MANAGER (GM), ASSISTANT GENERAL MANAGER (AGM) AND/OR THE CHIEF FINANCIAL OFFICER (CFO) TO 4 SIGN FUNDING AGREEMENT, AMENDMENTS AND CERTIFICATIONS FOR 5 FUNDING UNDER THE SAFE DRINKING WATER STATE REVOLVING FUND; AUTHORIZING THE GM, AGM OR CFO TO APPROVE CLAIMS FOR 6 REIMBURSfMENT; AUTHORIZING THE GM OR AGM TO EXECUTE BUDGET AND EXPENDITURE SUMMARY; AUTHORIZING GM OR AGM TO SIGN THE 7 CONTRACTOR'S RELEASE FORM AND TO SIGN THE CERTIFICATION OF $ PROJECT COMPLETION; AND DEDICATING REVENUES FROM WATER SERVICE RATE FEES AS THE SOURCE OF REVENUE TO REPAY SAID LOAN. 9 WHEREAS, South Tahoe Public Utility District made an application to the California 10 Deparfment of Public Health for a $2,876,000 loan under the Safe Drinking Water State 11 Revolving Fund; and, 12 WHEREAS, on March 3, 2014, the California Department of Public Health issued a 13 Notice of Application Acceptance to South Tahoe Public Utility District committing $2,876,000 in loan funding (the "Loan") from the Safe Drinking Water State Revolving 14 Fund for 0910002-016C; and, 15 WHEREAS, on May 16, 2013, South Tahoe Public Utility District adopted a project 16 budget totaling $2,876,000, and, �7 WHEREAS, on March 3, 2014, the California Department of Public Health committed funding in the amount of $2,876,000 under the Safe Drinking Water State 18 Revolving Fund Program; and �9 WHEREAS, the funding agreement under the Safe Drinking Water State Revolving 20 Fund will provide for a twenty (20) year repayment period at a zero percent (0%) interest rate; and, 21 22 WHEREAS, prior to the California Department of Public Health issuing a funding agreement, South Tahoe Public Utility District is required to pass a resolution formally 23 establishing a dedicated source of revenue to repay the Loan, authorizing an officer to execute all funding agreements, amendments, and certifications, designating a person 24 to approve claims for reimbursement, designating a person (registered engineer) to 25 sign the Budget and Expenditure Summary, designating a person (registered engineer) to sign Certi#ication of Project Completion, and designating a person (registered 26 engineer) to sign the Contractor's Release Form. 27 NOW, THEREFORE, BE IT RESOLVED AND ORDERED, that the General Manager, 28 Assistant General Manager or Chief Financial Officer is hereby authorized to incur 29 30 XXXX -25- � � a � �i � � 4;- �' � indebtedness pursuant to the funding agreement and sign the Safe Drinking Water ` 2 State Revolving Fund program funding agreements and any amendments thereto. (The � term "Indebtedness" as used herein means all grants, debts, obligations, and liabilities, � 3 currently existing now or hereafter made, incurred or created in connection with the � 4 Loan); and, � � ; 5 BE IT FURTHER RESOLVED AND ORDERED, that the General Manager, Assistant � j General Manager or Chief Financial Officer is hereby authorized to approve Claims for � ' 6 Reimbursement under the Safe Drinking Water State Revolving Loan Fund Program; � € and, E 7 € � g BE IT FURTHER RESOLVED AND ORDERED, that the General Manager or Assistant � General Manager is hereby authorized to execute the Budget and Expenditure ' = 9 Summary for the Safe Drinking Water State Revolving Loan Fund Program; and, � ' � 10 gE IT FURTHER RESOLVED AND ORDERED, that the General Manager or Assistant �. � 11 General Manager is hereby authorized to sign the Contractor's Release Form for the � Safe Drinking Water State Revolving Loan Fund Program; and, 12 � BE IT FURTHER RESOLVED AND ORDERED, that the General Manager or Assistant � 13 � General Manager is hereby authorized to certify that the project is complete and ready � 14 for final inspection; and, :� 15 gE IT FURTHER RESOLVED AND ORDERED, that South Tahoe Public Utility District � � 16 does hereby designate revenues from its water service rate fees as the dedicated ' source of revenue to repay the Loan and pledges its water service rate fees as � 17 collateral for the Loan. This dedication and pledge shall remain in full force and effect # until the Loan is fully discharged, unless modification or change of such dedication and � �$ pledge is approved in writing by the California Department of Public Health. If for any � �g reason, the source of revenues proves insufficient to satisfy the debt service of the Loan, � sufficient funds shall be raised through increased water rates, user charges, or ¢ 20 assessments or any other legal means available to meet the Loan obligation and to 2� operate and maintain the project; and, 22 BE IT FURTHER RESOLVED AND ORDERED, the authority granted hereunder shall be deemed retroactive. All acts authorized hereunder and performed prior to the date of 23 this Resolution are hereby ratified and affirmed. The California Department of Public 4 24 Health is authorized to rely upon this Resolution untit written notice to the contrary, executed by each of the undersigned, is received by the California Department of i 25 Public Health. The California Department of Public Health shall be entitled to act in � ' reliance upon the matters contained herein, notwithstanding anything to the contrary i 26 contained in the formation documents of the South Tahoe Public Utility District or in any I 27 other document. I 28 29 �� 30 Resolution No.2941-14 � Page 2 -26- , 1 2 WE, THE UNDERSIGNED, do hereby certify that the above and foregoing resolution was dvly and regularly adopted and passed by the Board of Directors of the 3 South Tahoe Public Utility District at a regular meeting duly held on the 20th day of 4 March, 2014, by the following vote: 5 AYES: 6 NOES: 7 ABSENT: 8 9 Eric Schafer, Board President 10 ATTEST: 11 12 13 Melonie Guttry, Clerk of the Board 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Resolution No.2941-14 Page 3 -27- 6eneral Manager Richard H.5olbrig ��0� + �� • ,�+� r /� ^ Director5 `�'" ��"�� / 1 �� / E� GhriS Cefalu Y `r% JameS R.Jones .,,,,�,., �Y Randy Vogelge5ang � 1�ublic Utiiity DiStrict KellySheehan Eric Schafer 1275 Meadow CreSt Qrive•Sauth Lake Tahoe•CR 9Fi150-7441 Phone 53{7 54�4-64-74•Fax 530 541-OC14•www.stpud.u5 BOARD AGENDA ITEM 4f TO: Board of Directors FROM: John Thiel, Principal Engineer MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Primary Clarifiers Rehabilitation REQUESTED BOARD ACTION: Authorize Task Order Amendment to HDR, Inc., in the amount of$49,878 for additional engineering design for rehabilitation work on Primary Clarifier No. 2. DISCUSSION: In December, 2012, the Board authorized NDR to perform an evaluation of concrete structures and coating systems within the wastewater treatment plant. During that evaluation, we found significant problems with Primary Clarifier No. 1 (PC1) and No. 2 (PC2) including coating failures and deterioration in metal and concrete structures. Although both PC1 and PC2 required concrete repair and coatings work, PC1 was in the worst condition with up to 50% loss of material in the rake arm assembly; the entire rake arm assembly, scum skimmer, and drive mechanism need to be replaced. In August, 2013, the Board authorized HDR to complete the engineering design for the rehabilitation of PC1. As work on the project progressed, staff determined that the rehabilitation work on PC 1 and PC2 should be more closely coordinated, and that the design work for the rehabilitation of PC2 should be completed in tandem with the ongoing work on PC 1. This was, in part, due to staff concerns about taking down one clarifier for rehab while leaving the remaining clarifier in service with known problems. Adding this design work at this time will also be more efficient in terms of both consultant and staff time since PC1 and PC2 are similar in terms of existing construction and rehabilitation needs. Staff recommends approval of an amended Task Order for HDR based on the attached Scope of Work and Cost Estimate. If this additional design work is approved, staff plans to initiate rehabilitation work on PC2 first, later this summer, which will then provide the needed reliability for when PC1 is subsequently taken down for an extended period of time. Staff also plans to transfer budget funds from the FaHen Leaf Lake Sewer Improvement Project (FLLSUP) to finance the additional work on PC2 . Staff is able to reduce the FLLSUP budget by performing engineering services in-house, completing many system reliability and odor control improvements with our Pumps and other crews, and delaying much of the SCADA and efectrical upgrade components for at least two or three years. -29- - :� � E � John Thiel � I March 20,2014 � Page 2 i � i � I SCHEDULE: Upon Board Approval COSTS: $49,878 (Existing Task Order= $96,225; With Amendment, Task Order= $146,103) ACCOUNT NO: 1029-7009/PCl RHB BUDGETED AMOUNT AVAIIABLE: $ 337,306 ATTACHMENTS: HDR Scope of Work, Cost Proposal. CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES,��9 NO CHIEF FINANCIAL OFFICER: YES NO -30- SCOPE OF WORK—AMENDMENT March 2014 HDR Engineering, Inc. South Tahoe Public Utility District ' Primary Clari�er No. 1 and 2 Rehabilitation Project ' The following scope of work involves additional engineering services as requested by the District during design of Primary Clarifier No. 1 rehabilitation project (PROJECT) for the South Tahoe Public Utility District(OWNER). TASK 2 - DESIGN SERVICES Plans, specifications, and cost estimates will be modified to include rehabilitation improvements to Primary Clarifier No. 2 in the PROJECT. The rehabilitation of Primary Clarifier No. 1 and 2 will match to the furthest reasonable extent. Additional PROJECT constraints and sequencing, equipment and material storage requirements, and coordination with major equipment manufacturers will be added to the scope of work. Subtask 2.1 - Contract Drawings The following table shows the modified drawing sheet list. Five (5) additional sheets will be added to the PROJECT for the addition of Primary Clarifier No. 2 to the scope of work. These sheets are bold in the following table. Primary Clarifier No. 1 and Primary Clarifier No. 2 have different mechanisms, concrete thicknesses and cover arrangements. These differences will require separate plans, sections and details for each clarifier. 3/12/2014 A-1 �' , z ( k �k (; � k' Preliminary List Additional Drawings ` � t � . � . � - • . t . � General � � 1 G-1 Cover Sheet, Vicinity Map, and Index of Sheets �, 2 G-2 General Abbreviations � t 3 G-3 Legend and Symbois �' { Demolit�on F; � 3 D-1 Demolition Key Plan " ; � 4 D-2 Demolition Plans and Sections 1 " i 5 D-3 Demolition Pians and Sections 2 � 6 D-4 Demolition Plans and Sections 3 °� � Sfructaral/Process � �` 6 SP-1 Primary Clarifier No. 1 Modification Plans ' � 7 SP-2 Primary Clarifier No. 1 Modification Sections and Details � _ 8 SP-3 Primary Clarifier No. 2 Modification Plans �' 9 SP-4 Primary Clarifier No. 2 Modification Sections and Details � � 10 SP-5 Modification Sections and Details 1 � 11 SP-6 Modification Sections and Details 2 �: 12 SP-7 Modification Sections and Details 3 � k 4 5 ' 13 SP-8 Miscellaneous Details � Gaating � i � ; 14 Z-1 Primary Clarifier No. 1 Coating Plan � ; 15 Z-2 Primary Clarifier No. 2 Coating Plan � . � i 16 Z-2 Primary Clarifier No. 1 and 2 Sections and Details 1 � 17 Z-3 Primary Clarifier No. 1 and 2 Sections and Details 2 � � 18 Z-4 Primary Clarifier No. 1 and 2 Sections and Details 3 � � � Electrical � � 19 E-1 Electrical Symbols � 20 E-2 Electrical Power Plan � � 21 E-3 Electrical Sections and Details � 22 E-4 Control Diagrams � 4 � A Deliverables: Five sets of half-size (11"x 17') 50, 90 and 100 percent drawings. ; � 5 �' ? � S �' ; 3/12/2014 A-2 � � � � Subtask 2.2 - Technical Specifications Specifications will be prepared in CSI format using Microsoft Word. The specifications will be modified to include the rehabilitation of Primary Clarifier No. 2 in the PROJECT. Subtask 2.3 - Cost Estimates Engineer's opinion of construction cost will be prepared in Microsoft Excel. The construction cost estimate will be modified to include the rehabilitation of Primary Clarifier No. 2 in the PROJECT. Deliverables: Five copies of the engineer's opinion of construction cost at the 50, 90 and 1 DO percent design stages. Subtask 2.4 - Design Review Meetings and Project Management An additional site visit/project meeting will be added to the scope of work for the additional work and coordination of work on Primary Clarifier No. 2. Additional project management and QA/QC services will be added to the scope of work as required to include the rehabilitation of Primary Clarifier No. 2 in the PROJECT. Subtask 2.5 — Bidding Services / Project Close Out Conduct pre-bid conference and job walk,provide clarifications of bid documents, prepare and issue up to two addenda, and provide the OWNER with a summary of bid activities, including all questions and answers. Deliverables: Up to two addenda, and summary of bid activities. Provide conformed plans and specifications, which will include one master set of half-size drawings, one master set of construction specifications,two sets of full-size drawings, 5 sets of half-size plans, 5 bound copies of specifications, and CD containing electronic files of drawings and specifications. 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N G� �'��` � EH �.. t� �`t �°j. � :. •` � � � �: !p . zt�. 1��. �-. .,€;� V t �� * � � Z' � �� ' �- � 4 �� bv �� a - -�z � � N �✓ R �. v� o "� �. ° �+ ea Q :,� � � � � . ae � � o � �ry�',� �4m�Y �� 5i � U� .p p � � $ 0 � = c � Q � � � � � z _ , p � . ; ta ; _ � m � ' �• a 'q � � � � � a c� � {`��: � � � �+ � 6 V i+ Z #t' 'it=.. � C � � � �.. � � � � �� . � � � W � '�_€` � t � � d'. � ��. ; W ��- � a G � Z �.- � - �+s a� � � s d R �� h � � t QF— W `��"� �''��' � _ � � � 4 �� ,w � O �` � � � � W � c � u��i � �o r 3 � F � d a - .: 4- .•• � �;; � � N a� � ey r� v rn � 'A � W � � � N N N l�i� v� 6eneral Manager Richard H.5olbrig • 19� • w Directors �� $� O �� a o e Chris Cefalu JameS R.JoneS ,,.,�„__ �= Randy Vogelgesang - i'u b l E c U ti I ity D i 5tri ct Kelly 5heehan Eric 5chafer 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 54�4-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM 4q TO: Board of Directors FROM: John Thiel, Principal Engineer MEETING DATE: March 20, 2014 ITEM-PROJECT NAME: Temporary Help for a Water Meter Installation Coordinator for the 2014 Water Meter Installation Project REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services in the amount of $30,000 for a temporary Water Meter Installation Coordinator. DISCUSSION: Staff requests that the Board authorize payment to Blue Ribbon Personnel Services for a temporary Water Meter Installation Coordinator. The Engineering Deparfment has an ambitious construction schedule for the 2014 construction season with elevated inspection, public outreach, and coordination duties. The 2014 Water Meter Installation Project in particular requires an elevated distribution of these support services due to the high number of individual construction locations (approximately 1,531) with various customer impacts at every location. The Deparfment is requesting one temporary Water Meter Installation Coordinator position be filled from approxi- mately May 1, 2014, through October 15, 2014, with a total hourly limit of 946 hours at an estimated cost of$30,000. This is based on an estimated pay rate of$19 per hour with a fully-burdened, total billing rate from Blue Ribbon Personnel Services of$29.34 per hour. For additional information, please refer to the following attachments: Temporary Employee Position Justification and Temporary Employee Request Form. SCHEDULE: May 1, 2014-October 15, 2014 COSTS: $30,000 ACCOUNT NO: 2029-8562 BUDGETED AMOUNT AVAILABLE: 2014 $1,500,000; 2015 $1,500,000 ATTACHMENTS: Temporary Employee Position Justification CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -35- Temporary Employee Position Justification Water Meter Installation Coordinator March 2014 The Engineering Department has an ambitious construction schedule for the 2014 construction season with elevated inspection, public outreach, and coordination duties. The 2014 Water Meter Installation Project in particular requires an elevated distribution of these support services due to the high number of individual construction locations (approximately 1,531)with various customer impacts at every location. The Department is requesting one temporary Water Meter Installation Coordinator position be filled from approximately 5/01/14 to 10/15/14 with a total hourly limit of 946 hrs at an estimated cost of$30,000. 1. Introduction The mission of the department is to provide cost-effective planning, design, and inspection services on District infrastructure projects which result in projects tailored to meet the needs of the District. To meet the mission, the Engineering Department performs engineering functions for the District in planning, designing, and managing the construction of new facilities in addition to the modification of existing processes and structures. The Engineering Department currently consists of an Engineering Department Manager, a Principal Engineer, a Senior Engineer, a Hydrogeologist, a Junior Engineer, a GIS/CAD Specialist, two Engineering Technicians', a Contract Administrator, and a Preventative Maintenance Coordinator(10 full time employees). The department has also added student interns, temporary employees, and outside inspection services (CME and BACC) to manage fluctuating workloads and construction schedules. This document is provided to justify the hiring of one temporary, full-time Water Meter Installation Coordinator to assist the Engineering Department and especially our Construction Inspector with the construction of the 2014 Water Meter Installation Project which includes the installation of about 1,531 new water meters on existing service connections. While the construction schedule and execution is somewhat unknown until the Contractor is selected and approved on 4/17/14, we estimate this position will be needed for 40 hrs per week and a total of 946 hrs from 5/01/14 to 10/15/14. 2. Data and Analysis a. Maintenance Connection Information: Not Applicable b. Payroll/hours worked information— Overtime in crew, hours worked by the individual, etc. -37- ,} ;r � ,;� ; � Work hour information was gathered from January 1, 2011 through December , ` 31, 2012 for the Principal Engineer, a Senior Engineer, a Hydro geologist, the :; two Engineering Technicians', and the former Associate Engineer. These 6 positions were selected for analysis because they represent the workload this - position would support. The Engineering Department Manger(EDM)was excluded from this analysis, because that position was vacant for a large portion of the timeframe. Some of the EDM responsibilities were taken on by the Assistant General Manager(AGM), who was also not included in this analysis. f The following amounts of overtime and compensatory time was accrued by the 6 individuals identified above for 2011 and 2012: • Union Comp Time = 153 hr/yr; :> • Union Overtime = 1,088 hr/yr; and • Manager Comp Time = 560 hr/yr. For 2013, the EDM was added to the evaluation, as the Water Meter Installation Coordinator would work to support this position as well. The following amounts of overtime and compensatory time was accrued in 2013 by the 7 individuals .� identified above: � • Union Comp Time = 133 hr/yr; a ; • Union Overtime = 551 hr/yr; and • Manager Comp Time = 468 hr/yr. The total time accrued by all individuals in the department, above standard working hours for the three years, was over 4,750 hours or an average of � approximately 1600 hours per year of overtime and compensatory time. _ >, � To provide additional construction oversight during times of heavy activity, the � District has obtained outside inspection support services. During 2011, 2012, , 3 and 2013, the District has expended the following for outside inspection services: • 2011 = $22,065.00 (inspection only) a • 2012 = $10,000.00 (inspection and testing) g • 2013 = $97,710.00 (inspection only) ; � To understand the workload implications in reference to Capital Improvement , Projects (CIP), the following is the value of projects bid in those respective years: • 2011 = $13,244,397 ' • 2012 = $10,020,425 � • 2013 = $3,359,029 :; Some of the projects spanned multiple years, so it is important to consider the years together, not individually. In addition to the CIP, in 2013 the Engineering Department staff supported construction undertaken by District crews (Pioneer Trail Services), the City of South Lake Tahoe (Bijou Erosion Control), the Aspens � -38- Development, and the TJMaxx development with a total cost of construction , valued at over$1 M. �I A temporary employee will help limit overtime and comp time, maximize the completion of higher-value work by other, higher-paid positions, and help limit the need for costly consultant and outside inspection services, as detailed in the following sections. 3. Anticipated Workload - One Year Outlook Crew Demographics Based on the CIP, the Engineering Department plans to bid approximately$9M in capital improvements in 2014. In addition, the Engineering Department will continue to support construction undertaken by District crews and the City of South Lake Tahoe during the 2014 construction season. Following is a list of construction projects that will require full- or part- time construction inspection for their duration. • 2014 States Streets Waterline Project (1 full-time, 1 part-time) • Saddle/Keller Waterline Replacement Project (1 full-time) • 2014 Meters Installation Project (2 full-time, 1 part-time) • Hydrants Installation Project (1 full-time, 1 part-time) • City's Bijou ECP/ Harrison ECP (1 full-time, short duration) • W1NTP Primary Clarifier Rehab Project(1 full-time) • District's BMP Installation Projects (1 part-time, short duration) Due to the patchwork nature of the projects, the Hydrants and Meters projects are likely to be running two or more crews in different locations. Due to the scope and scheduling constraints, the States Streets project is likely to be running finro crews in different locations. For these projects, Temporary Employees (a Water Meter Installation Coordinator) and/or Engineering Interns can help provide oversight of the additional crews, provide additional customer support, and to otherwise support the DistricYs inspectors and reduce the need for costly outside inspectors. In addition to capital projects in the construction phase, there are a number of additional projects or functions that the Engineering Department undertakes. The CIP schedule does not account for these functions, which include preparation, implementation and update of the following: • FLL Sewer System Improvements • DVR Irrigation and Hydro • Waterline Evaluations • System Master Planning • LPPS Improvement Project • Groundwater Management Plan • Alternative Energy Study -39- � � r � � S k �I. • Firm Source Capacity Plan ' • SCADA Committee �: • Sewer and Water Modeling �' , • Waterline Replacement Prioritization � • Water Model Update /GIS Integration � • GIS Data Validation � • Water System Improvements • Source Water Assessment � • GW Modeling �' • CASGEM � � • USFS SUP � • JM Pipe Litigation p� • As-Built Drawings Development r • Monitoring Wells Alpine Co. � ' • Energy Optimization � � � • Water Reuse Planning �. ; • ICR HOF � • DVR Ditch Monitoring �` i • GIS/CMMS Implementation � r � k ; 4. Alignment of Filling Position with District Mission Statement � 3 a. Provide Exemp/ary Customer Service: � ` The Engineering Department provides customer service directly to � � internal customers and indirectly to external customers. The Water Meter � � Installation Coordinator will assist District engineers and inspectors on a � � variety of lower-level tasks including inspection support, sample pickups � � � and delivery, information collection and organization, customer outreach, ' and coordination with other District crews. The temporary employee's � work on lower level tasks will allow other Engineering Department � employees, at a much higher pay rate, to work on higher value tasks. ; � � b. Provide Re/iab/e and Safe Water Distribution, Wastewater Collection and � � Treatmenf, and Recycled Water Land Application Systems: � ; � � This is where this temporary position will have the most impact on the � � DistricYs mission statement. As all projects to replace, improve, � � rehabilitate, or add new facilities are the responsibility of the Engineering � � Department, much of the responsibilities of the Water Mete� Installation Coordinator will support and have a direct impact on this work by providing the additional resources necessary to properly perform this � work more cost effectively. With the construction projects planned for the � ; upcoming construction season, it will not be possible to cover all the � needed construction inspection with the current staff. The Water Meter � � � � � � —40— � c 4 � Installation Coordinator will stretch our inspection resources and ability to � complete these projects cost effectively. c. Foster a Cu/ture of Efficient Water Use in our Community and Promote Public Awareness of District Activities and the Value of District Service: The Water Meter Installation Coordinator will assist the District Inspectors on the meters project and be in a position to promote awareness of District activities and the impact of the project on our customers. This is an especially important task for this project which includes excavation and other construction work in the yards and driveways of about 1,531 District customers. d. Develop Staff, Professionalism, Continuity of Organizationa/Knowledge: The temporary addition of a Water Meter Installation Coordinator creates an opportunity to introduce knowledge to a new worker who may improve the makeup of a candidate pool for future openings. e. Continue to Be Outstanding Financial Stewards: The cost for a Water Meter Installation Coordinator is estimated at $30,000 based on 40 hrs per week and a total of 946 hrs from 5/01/14 to 10/15/14. As a comparison, the provision of inspection support services by CME, for example, would be about $5,300 per week or over$120,000 for the period indicated above. Although and inspector from CME would provide a much higher degree of technical expertise, material testing ability, those functions are not a requirement for this temporary position as our own Inspector will be able to complete testing and other higher value activities with the assistance of the Water Meter Installation Coordinator. The Water Meter Installation Coordinator's work on lower level inspection tasks will allow other Engineering Department employees, at a much higher pay rate, to work on higher value tasks. This will stretch the DepartmenYs resources and help to limit the need to hire outside consultants and inspection services. By committing to only a temporary Water Meter Installation Coordinator position, the Department is recognizing that the future workload for the Department may fluctuate. The most fiscally responsible approach to staffing for the peaks is to add a Water Meter Installation Coordinator as the summer grading season demands. f. Provide a Safe and Harmonious Work Environment for Our Employees: The Water Meter Installation Coordinator will provide valuable additional assistance during construction, especially when overseeing contactors -41- � �� : a �' E` e� � � and meeting with customers to ensure we maintain a safe working � k. environment. �,�, � k g. Maximize Appropriate Use of Techno/ogy to Improve Operational � Efficiency and Prioritize Asset Rep/acement: � €; � ; The Water Meter Installation Coordinator will assist Inspectors and � Engineers with the organization and tracking of project information � ' including schedule, progress, as-builts, contractor issues, customer � issues, and resolution status. This will be completed using MS Word and �` � �: f ExceL " t � � 5. Implications of Not Filling the Position � s � ; Not filling the position would put an increased workload on the remaining staff of � � the Engineering Department, resulting in a reduction of customer service and � � work output from its current level. Not filling the position may also result in non- � critical path work items being given little or no attention, with long range � implications. Although there is a continued expectation of a reduced budget in � '� the coming years, there are still significant capital projects and non-CIP projects ; that need to be completed this year. Not filling the position will require increased � � expense for outside consultant and inspection services. � 6. Requested Action `$ Based on the challenges at the District and the anticipated workload in the ; a Engineering Department this construction season, the need for additional staff is critical to maintain cost-effective project delivery. We request that one temporary , Water Meter Installation Coordinator position be filled from approximately 5/01/14 to 10/15/14 with an estimated total hourly limit of 946 hrs and an estimated cost ' of$30,000. � i 1 � i � :a —42— 4 6eneral Manager Richard H.Solbrig �~��'� � �j � � V � ^� Directore ' U ChriS Cefalu JameS R.Jones '�'�- ;�.» � � + e � Randy Vogelgesang I�u b I I c U tt I E-�y D��tr�ct Kelly 5heehan Eric 5chafer 1275 Meadow GreSt Drive�Sauth Lake Tahoe•CA 9F150-740Z Phone 530 54�4�-6474•Fax 530 541-0614•WWW.S'CpLiLf.US BOARD AGENDA ITEM 4h TO: Board of Directors FROM: Doug Van Gorden, Supervisor, Underground Repair, Sewer Randy Curtis, Manager of Field Operations MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Temporary Help for Underground Repair, Sewer REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services for two temporary employees, in the estimated amount of $65,480. DISCUSSION: Staff requests that the Board authorize payment to Blue Ribbon Personnei Senrices for two temporary employees from May 1, 2014, through October 31, 2014. With approximately 15%- 20%of the coilection system in easements, the clearing of these easements is an important and continual part of the overall maintenance of the collection system. The clearing of these easements is done by the use of two temporary help positions. These temporary employees locate manholes, clear and chip brush, stake the location of the manhole and stencil the manhole number on the cover for easy recognition within the easements. They are also used as vacation stand-ins for regular employees on the Hydro Trucks and Underground Repair, Sewer construction crew. SCHEDULE: Hire by May 1, 2014, as stated above. COSTS: $20,480 (2013/14) $45,000 (2014/15) ACCOUNT NO: 1001-4405 BUDGETED AMOUNT AVAILABLE: $21,726 (2013/14) $45,000 (2014/15) ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -43- General Manager Richard H.5olbrig � • 1950 • �,�, g�� w �� Directors "�'' ' , GhriS Cefalu �� JameS R.Jonee � 1'u bI i c Uti I ity D i�tri c� Randy Vogelge5ang Kelly 5heehan Eric 5chafer 1275 Meadow Crest Drive•South take Tahoe•CA 96150-7401 �'hone 530 5�4�4-64-74�Fax 530 54i-0614•www.5tpucl.us BOARD AGENDA ITEM 4i TO: Board of Directors FROM: Chris Stanley, Supervisor, Underground Repair, Water Randy Curtis, Manager of Field Operations MEETING DATE: March 20, 2014 ITEM-PROJECT NAME: Temporary Help for Underground Repair, Water REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services for two temporary employees, in the estimated amount of $65,480 DISCUSSION: Staff requests that the Board authorize payment to Blue Ribbon Personnel Services for two temporary employees from May 1, 2014, through October 31, 2014. These temporary employees will assist with the workload in the Underground Repair, Water Department which allows the Deparfment to meet the appropriate deadlines for the construction season. Duties these temporary employees may perform include multiple valve cluster installations in Sierra Tract for distribution control and future waterline installations; hydrant and service installations; multiple erosion control projects requiring District service lines and main line adjustments; blow off installations pursuant to flushing line regulations for the California Department of Public Health; and miscellaneous projects that may occ�r during the summer construction season. SCHEDULE: Hire by May 1, 2014, as stated above COSTS: $20,480 (2013/14) $45,000 (2014/15) ACCOUNT NO: 2001-4405 BUDGETED AMOUNT AVAILABLE: 2014 <�5,202>; 2015 $52,000 AITACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES _ 5 NO General Manager Richard H.5olbrig � • 1950 • w � � O �� O /� Directors G Chrie Cefalu � Jamee R.JoneS �� "" pu bl i c Uti I ity D i 5tri ct �ndyVogelge5ang Kelly 5heehan Eric Schafer 1275 Meadow Crest Drive•South lake Tahoe•CA 96150-740t Phone 530 54�4-6474•Fax 530 541-0614•WWW.StpUG�.US BOARD AGENDA ITEM 4j TO: Board of Directors FROM: Julie Ryan, Senior Engineer MEEiING DATE: March 20, 2014 ITEM-PROJECT NAME: Engineering Student Interns REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services for two temporary engineering student interns, from May, 2014, through April, 2015, in an amount not to exceed $50,000. DISCUSSION: Staff requests that the Board authorize payment to Blue Ribbon Personnel Services for two temporary engineering student intern positions from May, 2014, through April, 2015. The Engineering Deparfment currently has one intern, whose tenure will expire in April, 2014. Based on the heavy construction schedule expected in 2014, the department plans to advertise for two summer intern positions as a cost-effective means to supplement field staff, and to keep office work moving forward during the b�sy construction season. The application period will commence with Board approval and end mid-April. Following the application review, intenriew, selection and pre- employment process, Staff expects that the interns will begin work by mid-May (exact dates to be determined based on review period duration and selected applicants' school calendar). SCHEDULE: Upon Board approval of contract. COSTS: $50,000 ACCOUNT NO: 1029-4405; 2029-4405 BUDGETED AMOUNT AVAIIABLE: 2014 <$340,494>; 2015 $257,500 ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer 8� Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -47- General Manager Richard H.5olbrig �'i 1$50 s y� � O f ,� � w w Director5 l �L� ChriS Cefalu U �i U James R.JoneS � pu b I i c U ti i ity D i�tri c� Randy Vogelgesang Kelly 5heehan Eric 5chafer 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 I'hone 530 54�F-64-74•Fax 530 541-0614•www.5tpud.us BOARD AGENDA ITEM 4k TO: Board of Directors FROM: Tim Bledsoe, Manager of Customer Service MEETING DATE: March 20, 20104 ITEM- PROJECT NAME: Temporary Collections Help for Customer Service � REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services for one temporary employee, in the estimated amount of $23,000. DISCUSSION: Staff requests that the Board authorize payment to Blue Ribbon Personnel Services for one temporary employee from April, 2014, through March, 2015. Because normal day-to-day activities, including continuous customer contact related to meters, makes it very difficult for customer service representatives to dedicate the time needed to pursue delinquent accounts, this temporary employee will continue to work exclusively on delinquent residential and commercial accounts, allowing the District to collect revenues due from past services provided. SCHEDULE: April 22, 2014- March 31, 2015 COSTS: $23,000 ACCOUNT NO: 1038-4405, 2038-4405 BUDGETED AMOUNT AVAILABLE: $23,750, $80,250 AiTACHMENTS: None CONCURRENCE WITH R�QUESTED ACTION: CATEGORY: Water&Sewer GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO -49- 6eneral Manager Richard H.5olbrig � • 1�0 • w�r Directors � o u t a a e �h�5��a�� JameS R.JoneS -+,�- ��; � , , � , Randy Vogelgesang - 1�u b(i c U t�I ity D�5tri ct Kelly 5heehan Eric 5chafer 1275 Meadow Crest Drive•5outh Lake Tahoe•CA 96150-74-01 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM 41 TO: Board of Directors FROM: Tim Bledsoe, Manager of Customer Service MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Temporary Help for Customer Service Department REQUESTED BOARD ACTION: Approve contract with Blue Ribbon Personnel Services for a temporary Customer Service Representative in the estimated amount of$27,000. DtSCUSSION: This temporary employee will assist the Customer Service Department by answering telephone calls, taking payments and responding to routine questions from the public. Additionally, this employee will be working on technical projects such as updating records in the billing software database, scanning the necessary customer information and other special projects as required. This employee would work a minimum of 16 hours per week, not to exceed 999 hours. SCHEDULE: July 1, 2014-June 30, 2015 COSTS: Estimated cost of$27,000 ACCOUNT NO: 103&4405, 2038-4405 BUDGETED AMOUNT AVAILABLE: $23,750, $80,250 ATTACHMENTS: Justification Memo CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water 8�Sewer GENERAL MANAGER: YES /�� NO CHIEF FINANCIAL OFFICER: YES NO -51- So u th Ta h o e Richard Solbrig, General Manager Public Utility District Board Members Chris Cefalu James R. Jones Randy Vogelgesang , Kelly Sheehan Eric Schafer Memorandum Date: 3/4/14 To: Richard Solbrig, General Manager From: Tim Bledsoe, Manager of Customer Service i Re: Justification for Temporary Help for the Customer Service Department The Customer Service Department is requesting approvai for a Temporary Customer Service Representative Position from July 1, 2014, through June 30, 2015. Due to the excessive meter and mainline projects going on this summer, there will definitely be an impact on customer service if this position is not filled. Such projects include the 1,531 meters installed from the meter project, roughly 400 meters installed for the State Street Project and roughly 100 meters for the Keller/Saddle project. During this time period, other employees in the Customer Service Department will be taking vacations and we have a few employees that will need to have necessary surgeries, so this position will be a great asset in covering the office when we are short staffed. The position would assist the Customer Service Department by answering telephone calls, taking payments from customers and responding to routine questions from the public. Also, this person would be working on technical projects such as updating records in billing software and scanning the necessary customer information. Normal day-to-day activities, including continuous customer contact related to meters, makes it very difficult for the customer service representatives to dedicate the time needed to maintain and update customers' accounts. Without temporary help these duties simply won't be completed. This Temporary Position will not exceed the 999 hour limit for a temporary employee. There is no guarantee that this position will last until June 30, 2015, due to the nature of this position. Over the past 5 years that I have been here, the Customer Service Department is transferring from a flat rate system to a meter base system which in my experience requires a lot more time and work. There may be circumstances that arise creating the necessity for this person to work 40 hours per week to 20 hours week. This is by no means being irresponsible in time management, but rather doing what needs to be done in order to maintain a high level of service in the Customer Service Department. South Tahoe Public Utility District ■ 1275 Meadow Crest Drive,South Lake Tahoe, CA 96150 Phone 530.544.6474■ FaSsynile 530.541.0614 ■www.stpud.us g�V7H Tqh � - =„�;,— . Cl��er . 1950 � �'`� �: Q1 SOUTH TAHOE PUBLIC UTILITY DISTRICT Richard Solbrig, General Manager Paul Sciuto, Assistant Generol 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 March 6, 2014 MINUTES The South Tahoe Public Utility District Board of Directors met in a regular session, March 6, 2014, 2:00 p.m., at the District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California. ROLL CALL: Board of Directors: President Schafer, Directors Cefalu, Jones, Sheehan, Vogelgesang Stcff: Tim Bledsoe, Ivo Bergsohn, Shannon Cotulla, Cuz Cullen, Randy Curtis, Melonie Guttry, Paul Hughes, Nancy Hussmann, Attorney Gary Kvistad, Julie Ryan, Paul Sciuto, Richard Solbrig CONSENT CALENDAR: Consent Item b (2014 Washington, D.C. Legislative Advocacy) was brought forward for discussion prior to Board action. Moved Vogelgesanq /Second Cefalu / Schafer Yes / Cefalu Yes / Jones Yes /Sheehan Yes / Vogelgesang Yes to approve the Consent Calendar with the exception of Item b: a. liabilitv Insurance Claim Against STPUD Received from Countv of EI Dorado - Rejected claim from County of EI Dorado in accordance with Government Code Section 913. b. 2014 Washington, D.C. Legislative Advocacv-See Consent Item b brought forward. c. Temporarv Help for Inspections - Approved contract with Blue Ribbon Temporary Personnel for two temporary employees, in the estimated amount of $54,000. d. Purchase of Three Water Qualitv Data Sondes - (1) Found that YSI is the only manufacturer of the EXO data sondes units; (2) waived bidding procedures, as outlined in the District's Purchasing Policy, for sole brand/sole source supplier; and �3) authorized purchase of three EXO data sondes and accessories from YSI in the total amount of $41,000. e. Reaular Board Meeting Minutes: Februarv 6, 2014-Approved February 6, 2014 Minutes -55- � REGULAR BOARD MEETING MINUTES-March 6, 2014 PAGE-2 � � � � � f. Regular Board Meeting Minutes: February 20, 2014-Approved February 20, 2014 Minutes � Consent Item b Brought Forward for Discussion/Separate Board Action ! i :� Staff answered questions regarding the contract with ENS Resources, Inc., in the amount of i s $81,696 for the Calendar Year 2014. ', '' Moved Cefalu / Second Jones /Schafer Yes /Cefalu Yes / Jones Yes / Sheehan Yes /Voaelqesanq ', , , 4 Yes to authorize extension of the contract with ENS Resources, Inc., in the amount of$81,696 for the , :� Calendar Year 2014. ', ; ' ITEMS FOR BOARD ACTION: � ; a. 2014 Saddle/Keller Waterline Replacement Project Resolution No. 2904-12 provides that when bidding capital projects, the criteria identified therein will be used to determine whether a project is substantially complex such that it justifies a retention amount higher than 5%. : The proposed project includes the replacement of approximately 5,200 linear feet of under- ` sized and high maintenance waterlines in the vicinity of Keller Road and Saddle Road in the = City of South Lake Tahoe.This project also includes the installation of fire hydrants, check valves and a pressure reducing valve to increase reliability of the water system under emergency conditions. Staff recommended that the Board designate this project as substantially complex, meriting � retention of 10% based on the following: • The Lake Tahoe basin is a unique area, which, due to high environmental sensitivity, is highly regufated by TRPA (Tahoe Regional Planning Agency); :� • Based on the limited construction season (May 1 -Oct 15) within the Lake Tahoe Basin, the project must be timely ; completed without the benefit of time extension. � � President Schafer opened the public hearing at 2:14 p.m. to receive public comments on the 2014 Saddle/Keller Waterline Replacement Project as substantially complex. No public comments were received and the public hearing was closed at 2:18 p.m. n Moved Jones / Second Sheehan / Schafer Yes /Cefalu Yes / Jones Yes / Sheehan Yes / Vogelgesan4 Yes to authorize staff to advertise for construction bids for the 2014 Saddle/Keller Waterline Replacement Project and to find that pursuant to the facts described above, the project is substantially complex and requires a 10% retention limit. b. 2014 State Streets Waterline Project � Resolution No. 2904-12 provides that when bidding capital projects, the criteria identified therein will be used to determine whether a project is substantially complex such that it justifies � a retention amount higher than 5%. ` -56- ; REGULAR BOARD MEETING MINUTES-March 6, 2014 PAGE-3 The proposed project includes the installation of a Sanitary Sewer Force Main Bypass Station ' and the replacement of approximately 11,750 linear feet of undersized and high maintenance waterlines on Tahoe Keys Boulevard and the adjacent side streets (Jeffery St, Texas Ave, Arizona Ave, Colorado Ave, Utah Ave, Montana Ave, Wyoming Ave, and Idaho Ave) in the City of South Lake Tahoe. This project also includes the installation of fire hydrants, check valves and a pressure reducing valve to increase reliability of the water system under emergency conditions. Staff recommended that the Board designate this project as substantially complex, meriting retention of 10% based on the following: • The Lake Tahoe basin is a unique area, which, due to high environmental sensitivity, is highly regulated by TRPA (Tahoe Regional Planning Agency); • Based on the limited construction season (May 1 -Oct 15) within the Lake Tahoe Basin, the project must be timely completed without the benefit of time extension. President Schafer opened the public hearing at 2:19 p.m. to receive public comments on the 2014 State Streets Waterline Project as substantially complex. No public comments were received and the public hearing was closed at 2:28 p.m. Moved Jones /Second Voqelaesang / Schafer Yes / Cefalu Yes / Jones Yes / Sheehan Yes / Vo4elgesang Yes to authorize staff to advertise bids for construction for the 2014 State Streets Waterline Project and to find that pursuant to the facts described above, the project is substantially complex requiring a 10%retention. c. 250 KW Generator, Bijou Pump Station Moved Voael4escnq /Second Sheehan /Schafer Yes /Cefalu Yes /Jones Yes /Sheehan Yes Vo4el4esan Yes to find that the MTU On-site Generators will be the sole brand for District Generators and to authorize staff to go out to bid for one MTU 250 KW Generator. d. Payment of Claims Moved Schafer/Second Sheehan / Schafer Yes /Cefalu Yes /Jones Yes / Sheehan Yes / Vogel esang Yes to approve the Payment of Claims in the amount of $707,540.01. BOARD MEMBER REPORTS: Director Sheehan reported the Finance Committee met on Tuesday, March 4, 2014, to review the draft 2014-15 District budget. The committee is recommending Board approval for the Proposition 218 Notice to be mailed with the adequate and appropriate guidelines- Option 3.The next Public Workshop is scheduled for March 26, 2014, at 2 p.m. Director Jones and President Schafer gave updates on the ACWA Conference and CASA Meetings they attended in Washington, D.C. February 24th through February 27tn. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: The next meeting is scheduled for Wednesday, March 12, 2014. -57- � � "z REGULAR BOARD MEETING MINUTES-March 6, 2014 PAGE-4 � , � � I �. GENERAL MANAGER REPORT: � Richard SolbriQ gave an update on public outreach program efforts. The Board gave input on a draft � letter announcing the March 26'h Public Workshop. Solbrip also gave updates on the Ground Water �: Management Plan and the District's findings on legal ad requirements pertaining to the Public Utility � Act. �' � ', STAFF/ATTORNEY REPORTS: � I Staff gave a legislative update as well as an update on the public outreach program. `' �; � MEETING BREAK AND ADJOURNMENT TO CLOSED SESSION: 3:22 p.m. to 3:30 p.m. �: s � s ' RECONVENED TO OPEN SESSION: 5:10 p.m. � � � � � �: � ACTION / REPORT ON ITEM DISCUSSED DURING CLOSED SESSION: � a. Pursuant to Government Code Section 54956.9(b)/Conference with Legal Counsel � Anticipated Litigation (two potential cases). � � No re�portable Board action. 'a � � � b. Pursuant to Government code Section 549569(b)/Conference with Legal Counsel Existing `� Litigation re: EI Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. � South Tahoe Public Utility District (tiied �0/22/�2). ,� ;� ' No reportable Board cction. � � c. Labor Negotiations - Local 39-Mr. Austris Rungis joined the closed session via conference call. 4 ';, No reportable Board action. r :4 � ADJOURNMENT: 5:11 p.m. � > � Eric Schafer, Board Member South Tahoe Public Utility District � � .i I ; Melonie Guttry, Clerk of the Board ' "� South Tahoe Public Utiliiy District � a ; � { ; # � � � ; -58- � PAYMENT OF CLAIMS FOR APPROVAL March 20, 2014 Payroli 3/4/14 447,936.82 Total Payroll 447,976.82 ADP & Insight eTools 431.70 AFLAC/WageWorks-claim payments and fees 6,022.65 American Express 7,185.46 BBVA Compass Bank 507,629.54 BHFS legal services 0.00 CDS-health care payments 4,822.57 Union Bank 0.00 Total Vendor EFT 526,091.92 Accounts Payable Checks-Sewer Fund 539,662.27 Accounts Payable Checks-Water Fund 60,101.46 Accounts Payable Checks-Self-funded Insurance 0.00 Accounts Payable Checks-Grants Fund 0.00 Total Accounts Payable 599,763.73 Grand Total 1,573,832.47 Payroll EFTs � Checks 03/04/14 EFT CA Employment Taxes & W/H 17,791.76 EFT Federal Employment Taxes & W/H 95,643.94 EFT CaIPERS Contributions 79,937.72 EFT Great West Deferred Comp 20,149.44 EFT Stationary Engineers Union Dues 2,410.79 EFT Retirement Health Savings 11,916.49 EFT United Way Contributions 170.00 EFT Employee Direct Deposits 214,280.82 CHK Employee Garnishments 1,273.83 CHK Employee Paychecks 4,362.03 Total 447,936.82 -59- �' `€° � t s, � � � � � � � � � � � � � 2; 6 � E a c rn a rn rn � � � ` a z � � � � � � r � t 0 0 0 0 0 0 0 0 0 ° Y O O O O O O �.. � O O 0 0 0 0 0 0 ? `s L Q Q Q d Q ¢ ¢ d � � �' C O O f� f� O T O O O a0 � CO aD f� <f 1� f� c7 (O t� M 4! 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M �Pi � � l•1 OC O C N W f0 fQ N f0 l0 N N d ci � E F�- H H F F�- H F H I-� � F Y Y Y Y Y Y Y Y N N N N m N N N C � a� U U U U U a U U U U' � ` j V U � co 0 0 0 �n u� L� GO CD O O N � O O O a o v v co � cc ao cc co co O O O fh c7 , � T m N O O O O O O N ch c'� O O O O O O O O O O O Q �- � N � N � � � N � � � W W � � � Z Z � v� Z � a a cn o a a w z F � °- a z � W w w a � w � C�'1 � � g Q W W � � � W W � � C7 CU � � J Q' } � (q J LL' ` ►- O O � � Q > Q Q � N � O a a rn a � o cn cn a H � Z 00 W a � � N Q � a a � c9 � � a � Z O O � � Z Z Z � � � Z p p p U U � � Q Q Q � � � W U U V7 � °� °� ~ ~ w Z z z a z z z W W o c� a Q � C7 cW7 cW7 w w � w � LL a 0 U Z Q N a � � w w p O ? ? z �� > > � � � � � � � � U � � � J .a.� W W �l W � � Y = Z Z � Q U� rW� F m V V � W 0 � W u: a�. � m � � U U F- 3 � 0 F- W i Z a a � Z � � a a � F O } ` O W W � 0 � � a a W � ° � ] d > > > � � � � �i �-71^K fY, General Manager Richard H.5olbrig � • 1850 s �c., W� ^ �� Directors U Chris Cefalu James R.Jones � �~ pu b I i c U ti i ity D i�tri ct Randy Vogelgesang Kelly 5heehan Eric Schafer 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 53Q 544-6474•Fax 530 54-1-0614•www�tpud.u5 BOARD AGENDA ITEM 12a TO: Board of Directors FROM: Tim Biedsoe, Customer Service Manager MEETING DATE: March 20, 2014 ITEM - PROJECT NAME: Conference with Legal Counsei- Existing Litigation REQUESTED BOARD ACTION: Direct legal 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 Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: AITACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES ' NO CHIEF FINANCIAL OFFICER: YES NO -73- General Manager Richard H.9olbrig � �r---�--,.., Director5 � � ^ �� O� Chris Cefalu U James R.Jones Randy Vogelgesang � � l�u b I i c U ti 1 ity D i 5tri ct Kelly 5heehan Eric 5chafer 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 54�4-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM 12b TO: Board of Directors FROM: Paul Sciuto, Assistant Generai Manager/Engineer Nancy Hussmann, Human Resources Director MEETING DATE: March 20, 2014 ITEM- PROJECT NAME: Conference with Legai Counsel - Potential Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: Pursuant to Government Code Section 54956.9(b)/Conference with Legal Counsei Anticipated Litigation (two potential cases). SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAiLABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Wpter GENERAL MANAGER: YES .9 NO CHIEF FINANCIAL OFFICER: YES NO -75-