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AP 11-06-14 S�vTH ,,.TqHOF - - ,�Q... e��C A�/ee�'er . 1950 � �a��V' ��C UTILITY D�S� SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, November 6, 2014 - 2:00 P.M. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California Richard Solbrig, 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 matterjurisdiction 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 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 a. Environmental Science Research Institute (ESRI) GIS Small Utility Enterprise License Agreement (Shannon cotulla, Engineering Department Manager) Pg 43 Authorize staff to enter into the Small Utility Enterprise License Agreement (SUELA) for three years with the ESRI for access to the ESRI term license software on an unlimited basis. b. GIS Consulting Services for Implementation of Environmental Science Research Institute (ESRI) Small Utility Enterprise License (Shannon cotulla, Engineering Department Manager) Pg 55 Approve Task Order No. 21 in an amount not to exceed $9,200, for geographic information system consulting services by Arete Systems for assistance with implementation of the ESRI Small Utility License. c. Approve Payment of Claims (�ebbie Henderson,Accounting Manager) Pg 61 Approve Payment of Claims in the amount of $2,446,013.63 REGULAR BOARD MEETING AGENDA- November 6, 2014 PAGE -2 7. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be taken.) 8. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 9. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT 10. GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) a. Assistant General Manager Recruitment b. Water Reuse Manager Recruitment c. Quarterly Newsletter to District Customers 1 1. STAFF/ATTORNEY REPORTS (Discussions may take place;however, no action will be taken.) Elections Update 12. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Future Meetincas/Events 1 1/1 1/14-Veterans Day- District Office Closed 11/12/14- 10:00 a.m. EI Dorado County Water Agency Meeting 11/17/14-3:30 p.m. Water and Wastewater Operations Committee Meeting 1 1/20/14-2:00 p.m. Regular Board Meeting at District 13. CLOSED SESSION (The Board wili adjourn to Closed Session to discuss items identified below. Closed Session is not open to the public; however,an opporfunity 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 Counsel Existing Litigation re: EI Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. So�th Tahoe Public Utility District (Filed 10/22/12). Pg 77 b. 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 CVO6-0055-GW, United States District Court for the Central District of California. Pg �9 c. 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 Court, Case No. BC459943, State of Nevada, et al. v. J-M Manufacturing, et al. Pg s� d. Pursuant to Section 54956.9(a) of the California Government Code, Closed Session may be held for conference with legal counsel regarding existing litigation: STPUD vs. Lakeside Park Association, et al., County of EI Dorado, Superior Court Case No. SC2001 Ol 65. Pg s3 REGULAR BOARD MEETING AGENDA- November 6, 2014 PAGE-3 e. Pursuant to Government Code Section 54957(a)/Conference with Labor Negotiators re: Memorandum of Understanding with the Management Unit Present at this Closed Session will be Agency Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, Paul Hughes/Chief Financial Officer. Pg ss ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION ADJOURNMENT (The next Regular Board Meeting is Thursday, November 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 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 they 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 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 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 DistricYs 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. III REGULAR BOARD MEETING AGENDA- November 6, 2014 PAGE-4 y�V?H TqypF' ,+� _ - - �� p e �( Ve<we� • 1950 . W'��`p' �V77LITY D�� SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR November 6, 2014 ITEMS a. 2014 CONSTRUCTION INSPECTION AND MATERIALS TESTING SERVICES (Shannon Cotulla, Engineering Department Manager) Pg 1 Approve an amendment to increase Task Order No. 12 to Construction Materials Engineers (CME) to provide construction inspection and materials testing services in the amount of $30,000, to bring Task Order No. 12 to a total of $86,215. , b. REVISED 2013 STATE STREETS WATERLINE PROJECT (Shannon Cotulla, Engineering Department Manager) Pg 3 (1) Approve Change Order No. 3 to Gerhardt and Berry Construction in the amount of $19,941.68; (2) Approve the Closeout Agreement and Release of Claims; and (3) Authorize staff to file a Notice of Completion with the EI Dorado County Clerk. c. C-LINE HYDRAULIC POWER GENERATION PROJECT (Ivo Bergsohn, Hydro-Geologist) Pg 19 Authorize an increase in to HDR Engineering, Inc. the amount of $1 1,100 to Purchase Order P26119 for on-going consulting services. d. TRUCKEE MARSH SEWER FACILITIES PROTECTION PROJECT (Ivo Bergsohn, Hydro-Geologist) Pg 25 Approve Change Order No. 1 to V8� C Construction, Inc., in the amount of $24,290 and add 6 calendar days to the contract time for Year 1 improvements. e. 2015 WASHINGTON. D.C. LEGISLATIVE ADVOCACY (Dennis Cocking, Legislative Consultant) Pg 29 Authorize extension of contract with ENS Resources, Inc., in the amount of$81,696 for the Calendar Year 2015. f. ALPINE COUNTY ANNUAL PACT/MITIGATION/COMPENSATION (Debbie Henderson, Accounting Manager) Pg 37 Authorize payment of District's annual mitigation fee to Alpine County in the amount of $1 13,500. g. REGULAR BOARD MEETING MINUTES: October 16. 2014 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Pg 39 Approve October 16, 2014 Minutes 6eneral Manager , Richard H.5olbrig � � �r�` f'"� t ' , � w� Directors ti ( ) U� � �� Chris Cefalu �� James R.Jones � � Randy Vogelgesang ��` "�" �'ubiic U�ility D��-Gri�-� KellySheehan Eric Schafer 1275 Meadow CreSt Drive�5outh Lake Tahoe•CA 96150-7401 Phone 53Q 54�4-6474•Fax 530 541-QFi4•www.�-Cpud.u5 BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Shannon Cotulla, Engineering Department Manager MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: 2014 Construction Inspection and Materials Testing Services REQUESTED BOARD ACTION: Approve an amendment to increase Task Order No. 12 to Construction Materials Engineers (CME) to provide construction inspection and materials testing services in the amount of$30,000, to bring Task Order No. 12 to a total of $86,215. DISCUSSION: On Mayl, 2014, the Board approved selection of CME to supplement the District's construction inspection resources for$56,215. However, additional inspection assistance was required on the Truckee Marsh Sewer Protection Project and on the Sunset Stables Stream Relocation Project done by the Forest Service. To cover these additional inspection costs, staff requests that the Board approve an increase in the Task Order No. 12 by $30,000 for a total of$86,215. SCHEDULE: As soon as possible COSTS: $30,000 ACCOUNT NO: Varies by project BUDGETED AMOUNT AVAIIABLE: Costs will be charged to project budgets ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer and Water GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO General Manager Richard H.Solbrig . 1�s`` � -----,._ w�, � f ,� � �� Directors U ChriS Cefal u James R.Jones "":"'..� Randy Vogelge5ang �" �'u b I i c U ti i ity D i�tri ct Kelly Shechan ,i Eric 5chafer I 1275 Meadow Crest Drive•Sauth take Tahoe•CA 9�'i150-7405 Phane 53Q 544-6474�Fax 530 54-i-0614•www.�tpud.u5 BOARD AGENDA ITEM 4b TO: Board of Directors I FROM: Shannon Cotulla, Engineering Department Manager MEETING DATE: December 5, 2013 ITEM - PROJECT NAME: Revised 2013 State Streets Waterline Project REQUESTED BOARD ACTION: (1) Approve Change Order No. 3 to Gerhardt and Berry Construction in the amount of $19,941.68; (2) Approve the Closeout Agreement and Release of Claims; and (3) Authorize staff to file a Notice of Completion with the EI Dorado County Clerk. DISCUSSION: Change Order No. 3 for a cost to the District in the amount$19,941.68 addresses balancing quantities on the final pay request for this project. The itemized parts of Change Order No. 3 are as follows: A) Decrease Bid Item 6 Contract quantity by $12,133.72 to adjust for final quantities/unused "Unknown Condition" allotment for a credit to the District of $12,133.72; B) Increase Bid Item 7 Contract quantity from 44,357 SF to 73,049 SF of 2" trench patch installed in the State Streets area at a cost of $2.85 per SF for a total additional cost to the District in the amount of$81,772.20; C) Decrease Bid Item 8 Contract quantity from 198,915 SF to 176,259 SF to adjust for final quantity of 2" Mill and Overlay at a cost of $2.35 per SF, for a credit to the District in the amount of$53,241.60; D) Increase Bid Item 9 Contract quantity 3,949 SF to 8,035 SF of 3" Miscellaneous Patch at $5.20 per SF for an additional cost to the District in the amount of $21,247.20; E) Decrease Bid Item 10 Contract quantity from 6,284 LF to 5,949 LF of 6" waterline at a cost of $55.80 per lineal foot to adjust for final quantities. This will amount to a total credit to the District in the amount of $18,693; F) Increase Bid Item 1 1 Contract quantity from 1,795 LF to 1,899 LF of 8" waterline at a cost of$65.15 per LF for an additional cost to the District in the amount of $6,775.60; G) Decrease Bid Item 12 Contract quantity from 3,665 LF to 3,575 LF of 12" waterline to adjust for final quantities, at a cost of $79.15 per LF for a credit to the District of $7,123.50; -3- � � � � � Shannon Cotulla,Engineering Deparfment Manager � November 6,2014 f Page 3 i H) Delete Bid Item 13 to adjust for final quantities for a credit to the District of $2,964; I) Increase Bid Item 14 Contract quantity for 3/." Single Water Services from 86 to 93 at a cost of$1,331 per service for a total cost to the District in the amount of$9,317; J) Decrease Bid Item 16 Contract quantity from 71 to 70 3/." Double Water Services in the amount of$1,678 per service for a total credit to the District in the amount of$1,678; K) Increase Bid Item 17 Contract quantity from 106 to 117 3/4" water meter non-traffic rated at a cost of$1,951 per water meter for a total cost to the District in the amount of $21,461; � L) Decrease Bid Item 18 Contract quantity from 117 to 109 to adjust for final quantities at ? a cost of�2,138 per water meter for a total credit to the District in the amount of ¢ $17,104; � � . ? M) Increase Bid Item 19 Contract quantity from 1 to 2 to adjust for final qvantities at a � cost of$2,221 per 1" Water Meter Non Tra�c rated for a total cost to the District in the � amount of$2,221; � � � N) Increase Bid Item 64 Contract quantity from 9 to 1 to adjust final quantities at a cost � _ of$243 per abandoned and salvage of fire hydrant for a total cost to the District of � $243; � �. F O) Decrease Bid Item 66 Replace Curb and Gutter Contract quantity from 40 LF to 10 LF � at the cost of$44.05 per LF for a credit to the District in the amount of�1,321.50; � . � P) Delete Bid Item 67 Concrete cutoff wa11s to adjust for final quantities, for a credit to � � the District in the amount of$2,165; � � � ` , Q) Decrease Bid Item 68 Contract quantity from 1,020 SF to 510 SF of concrete apron � � replacement at a cost of$10.90 per SF for a total credit to the District in the amount of � � $5,559; and, � � � R) Decrease Bid Item 69 Contract quantity from 100 SF to 20 SF for paving stone replacement at a cost of$13.90 per SF for a total credit to the District in the amount of $1.112. � Staff has performed a �nal inspection of the project and has found that Gerhardt and Berry Construction has met all contract requirements. No stop notices have been ; received for this project. � � � 3 ' Staff recommends approval of Change Order No.3, approval of the project Closeout � = Agreement and Release of Claims, and the filing of a Notice of Completion with the EI E Dorado County Clerk. � � s � , � � -4- i � I Shannon Cotuila,Engineering Department Manager November 6,2014 Page 3 � SCHEDULE: Upon Board Approval COSTS: $19,941.68 ACCOUNT NO: 2029-8306/1029-8288 BUDGETED AMOUNT AVAiLABLE: Water Fund $3,200,000 Sewer Fund $100,000 ATTACHMENTS: Change Order No. 3, Closeout Agreement and Release of Claims, Notice of Completion CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES _ _NO o tN Tqh CHANGE ORDER NUMBER 03 _ Project: 2014 STATE STREETS WATERLINE PROJECT _ :�.= Slw��•1950•+��``� Contractor: Gerhardt and Berrv Construction �111LfiY D�� Date: 11.06.2014 PO #: P27512 The Contract Shall Be Changed As Follows: A) Decrease Bid Item 6 Contract quantity by$12,133.72 to adjust for final quantities/unused "Unknown Condition�allotment for a credit to the District of$12,133.72. TOTAL FOR ITEM A: <$12133.72> , B) Increase Bid Item 7 Contract quantity from 44,357 SF to 73,049 SF of 2"trench patch installed in the State Streets area at a cost of$2.85 per SF for a total additional cost to the District in the amount of$81,772.20. TOTAL FOR ITEM B: $81,772.20 C) Decrease Bid Item 8 Contract quantity from 198,915 SF to 176,259 SF to adjust for final quantity of 2" Mill and Overlay at a cost of$2,35 per SF, for a credit to the District in the amount of $53,241.60. TOTAL FOR ITEM C: <$53,241.60> TOTAL FOR CHANGE ORDER NO. 3 IS A+B+C+D+E+F+G+H+I+J+K+L+M+N+O+P+Q+R= $19,941.68 Dallar Amounts Contract Time Original Contract $3,346,572.70 184 Calendar Days Previous Change Order <$117,596.70> 0 Calendar Days Current Contract $3,228,976.00 184 Calendar Days THIS CHANGE ORDER $19,941.68 o Calendar�ays New Contract Total $3,248,917.68 784 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 1 -7- � � E D) Increase Bid Item 9 Contract quantiry 3,949 SF to 8,035 SF of 3 Miscellaneous Patch at$5.20 E per SF for an additional cost to the District in the amount of$21,247.20. ; TOTAL FOR ITEM D: $21,247.20 ` � � E) Decrease Bid Item 10 Contract quantiry from 6,284 LF to 5,949 LF of 6"waterline at a cost of � ' $55.80 per lineal foot to adjust for final quantites. This will amount to a total credit to the District in � the amount of$18,693.00. � TOTAL FOR ITEM E: <$18,693.00> f � r g t F) Increase Bid Item 11 Contract quantity from 1,795 LF to 1,899 LF of 8"waterline at a cost of � $65.15 per LF for an additional cost to the District in the amount of$6,775.60. ( ! TOTAL FOR ITEM F: $6,775.60 � a � � ' G) Decrease Bid Item 12 Contract quantity from 3,665 LF to 3,575 LF of 12"wate�line to adjust for � r ; final quantities, at a cost of$79.15 per LF for a credit to the District of$7,123.50. ! ' TOTAL FOR ITEM G: <$7,123.50> ; ; H) Delete Bid Item 13 to adjust for final quantities for a credit to the District of$2,964.00. f � ; TOTAL FOR ITEM H: <$2,964.00> � ; � � I) Increase Bid Item 14 Contract quantity for%<" Single Water Services from 86 to 93 at a t ? cost of$1,331 per service for a total cost to the District in the amount of$9,317.00. F TOTAL FOR ITEM 1: $9,317.00 � � � J) Decrease Bid Item 16 Contract quantity from 71 to 70 %" Double Water Services in the � � amount of$1,678 per service for a total credit to the District in the amount of$1,678.00 � TOTAL FOR ITEM J: <$1,678.00> � t � K) Increase Bid Item 17 Contract quantity from 106 to 117 3/4" water meter non-traffic rated � at a cost of$1,951.00 per water meter for a total cost to District in the amount of g $21,461.00. ` � TOTAL FOR ITEM K: $21,461.00 � i ? L) Decrease Bid Item 18 Contract quantity from 117 to 109 to adjust for final quantities at a � R cost of$2,138 per water meter for a total credit to the District in the amount of$17,104.00. � TOTAL FOR ITEM L: <$17,104.00> � M) Increase Bid Item 19 Contract quantity from 1 to 2 to adjust for final quantities at a cost � of$2,221 per 1"Water Meter Non Traffic rated for a total cost to the District in the amount of � $2,221.00. � , TOTAL FOR ITEM M: $2,221.00 � : , N) Increase Bid Item 64 Contract quantity from 9 to 1 to adjust final quantities at a cost of j $243 per abandoned and salvage of fire hydrant for a total cost to the District of$243.00. ' F TOTAL FOR ITEM N: $243.00 � ; ! O) Decrease Bid Item 66 Replace Curb and Gutter Contract quantity from 40 LF to 10 LF at � � the cost of$44.05 per LF for a credit to the District in the amount of$1,321.50. ; ' TOTAL FOR ITEM O: <$1,321.50> r � ; t 2 i 1 -8 � r e . ; d P) Delete Bid Item 67 Concrete cutoff walls to adjust for final quantities, for a credit to the District in the amount of$2,165.00 ; TOTAL FOR ITEM P: <$2,165.00> � Q) Decrease Bid Item 68 Contract quanitity from 1,020 SF to 510 SF of concrete apron replacement at a cost of$10.90 per SF for a total credit to the District in the amount of $5,559.00. TOTAL FOR ITEM Q: <$5,559.00> R) Decrease Bid Item 69 Contract quantity from 100 SF to 20 SF for paving stone replacement at a cost of$13.90 per SF for a total credit to the District in the amount of $1,112.00. TOTAL FOR ITEM R: <$1,112.00> TOTAL FOR CHANGE ORDER NO. 3 IS � A+B+C+D+E+F+G+H+I+J+K+L+M+N+O+P+Q+R= $19,941.68 3 -9- CLOSEOUT AGREEMENT AND RELEASE OF CLAIMS THIS AGREEMENT AND RELEASE OF CLAIMS is made in South Lake Tahoe, California, this 6th day of November, 2014, by and between South Tahoe Public Utility DISTRICT, hereinafter referred to as "DISTRICT", and Gerhardt and Berry Construction 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 Three Million Three Hundred Forty-Six Thousand Five Hundred Seventy-Two Dollars and Seventy Cents ($3,346,572.70) contract amount, and the credit sum of Ninety-Seven Thousand Six Hundred Fifty-Five Dollars and Two Cents (<$97,655.02>) for said Contract Change Orders Nos. 1 through 3, 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, 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 pertormance of all terms and conditions of that certain agreement dated April 4, 2014 for Purchase Order No. P27512, DISTRICT project described as 2014 State Streets Waterline Project. B. Change Orders Nos. 1 through 3 as approved by the parties, pertaining to Purchase Order No. P27512 and shown in Payment Request No. 6, dated November 6, 2014. 2. That the undersigned, as the authorized representative of DISTRICT, for and in consideration of the CONTRACTOR's completion of Purchase Order No. P27512 does hereby and for each of its successors, and assigns, releases, acquits and forever discharge GERHARDT & BERRY CONSTRUCTION INC. and each of its successors, assigns, officers, agents, servants, and employees, and sureties from any and all rights, claims, demands, debts, obligations, liability, actions, costs, expenses whatsoever which might have been asserted against CONTRACTOR, except for the rights accruing to the DISTRICT in California Code of Civil 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 April 4, 2014 for Purchase Order No. P27512 DISTRICT project described as 2014 State Streets Waterline Project. B. Change Orders Nos. 1 through 3 as approved by the parties, pertaining to Purchase Order No. P27512 and shown in Payment Request No. 6 dated November 6, 2014. 1 -11- � � � ; � � � � � i � � ; 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. P27512. � � ° 4. The DISTRICT has received no claims from the CONTRACTOR. � 1 � 3 i ; 5. Upon execution of this agreement, the DISTRICT agrees to immediately file and record � 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 $ 162,445.88 � ` Original Contract amount $3,346,572.70 � � � Total Change Order Amount <$97,655.02> � # Less: Amount Previously Paid $3,086,471.80 � f (Request Nos. 1 through 6) E � Retainage $ 162,445.88 ' � � BALANCE: $ - 0- � :t � � 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 � t County Recorder or when all liens have been released, 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. after the execution of change orders shall be as � follows: � Original Contract Price $3,346,572.70 � Original Calendar Days 184 � Total Adjusted Price $3,248,917.68 � Total Adjusted Calendar Days � 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 4 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 f facts and undersigneds hereby expressly waive any and all rights the undersigneds have 6 ; or may have under California Civil Code Section 1542, which provides as follows � i 4p k "A general release 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 releases 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 � � � a � I t � t � -12- I , i ; , � 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 party 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. 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 attorney'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 �wn choice in connection with the preparation and execution of this Closeout Agreement and Release of Claims. 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 warrant 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 the 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 GERHARDT 8 BERRY CONSTRUCTION INC. By: GREG GERHARDT, PRESIDENT DATED 3 -13- RECORDING REQUESTED BY: South Tahoe Public Utility District Attn: Heidi C. Baugh WHEN RECORDED MAIL TO: SOUTH TAHOE PUBLIC UTILITY DISTRICT 1275 Meadow Crest Drive South Lake Tahoe CA 96150 SPACE ABOVE THIS LINE f-0R RECORDER'S USE APN:various NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: 1. The undersigned is OWNER or agent of the OWNER of the interest or estate stated below in the property hereina�ter described. 2. The FULL NAME of the OWNER is South Tahce Public Utility District 3. The FULL ADDRESS of the OWNER is 1275 Meadow Crest Drive, South Lake Tahce,CA 96150 4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: In fee. (If other than fee, strike"in fee"and insert here,for example,"purchaser under contract of purchase,"or"lessee." 5. The FULL NAMES and FULL ADDRESSES of ALL PERSONS, if any, WHO HOLD SUCH INTEREST or ESTATE with the undersigned as JOINT TENANTS or as TENANTS IN COMMON are: Name&Address Name&Address 6. The FULL NAMES of FULL ADDRESSES OF THE PREDECESSORS in INTEREST of the undersigned if the properly was transfemed subsequent to the commencement of the work of improvement herein referred to: Name&Address Name&Address 7. A work of improvement on the property hereina�ter dexribed was COMPLETED on 10/9/2014. 8. The work of improvement completed is described as follows: 2014 State Streets Waterline Project. 9. The NAME OF THE ORIGINAL CONTRACTOR, if any,for such work of improvement is Gerhardt&Berry Construction Inc. 10. The street address of said properly is multiple streets. See Exhibit A attached. 11. The property on which said work of improvement was completed is in the City of South Lake Tahce, County of EI Dorado, State of Califomia,and is described as follows: As shown in Exhibit"A"attached hereto and made a part hereof, �A�: November 6, 2014 SIGNATURE OF OWNER OR AGENT OF OWNER ERIC SCHAFER VERIFICATION FOR INDIVIDUAL OWNER: STPUD BOdI"CI Pl"eS 1 dE11t I, the undersigned, declare under penalty of perjury under the laws of ti�e State of California that I am the owner of the aforesaid interest or estate in the proper[y desaibed in the above notice; that I have read said nodce,that I know and understand the contents thereof, and the facts stated therein are true and coRect. DATE AND PLACE SIGNATURE OF OWNER NAMED IN PARAGRAPH 2 VERIFICATION FOR NON-INDMDUAL OWNER: SOUth TdF10@ PUD I,tt�e undersigned,declare under penalty of perjury under the laws of the State of Califomia that I am the Roard Presi dent of tt�e aforesaid interest or estate in the property desaibed in the above notice; that I have read tl�e said notice, that I know and understand the contents thereof,and that the facts stated therein are true and correct. November 6 2014 at South Lake Tahoe, CA DATE AND PLACE ��oarld�Pres Nd2 t OWNER South Tahoe Public Util�.ty District -15- Notice of Com�letion [ t , � 4 � � ; t � � x EXHIBIT"A" ; ' Notice of Completion � { 2014 STATE STREETS WATERLINE PROJECT � � � The site of the work was located within an established residential neighborhood along $ iTahoe Keys Boulevard and some side streets in the City of South Lake Tahoe's Right of ' t Way, in the County of EI Dorado, California. � � � � The work perFormed consisted of: A Sanitary Sewer Force Main Bypass Station and � ¢ replacing approximately 11,744 linear feet of 6", 8", and 12" water main and associated � f water services, water meters, fire hydrants, water main connections, site restoration � ; including landscaping and paving replacement, and appurtenances. � � � � /// � � } /// � � lll ; � � ; a � � � ; a i 4 � � i �i 3 f J � S � ,3 � £ � b � t � _ � { i E , � k � Notice of Completion i 2014 STATE STREETS WATERLINE PROJECT � � ' EXHIBIT "A" � � � ` 6 ? —16— � s � i . � �g�g� . 1950 • bVate� O V1 � a oe ""�- :�" f ublic Utility DiStrict � 1275 Meadow CreSt Drive•5outh Lake Tahoe•CA 96150-7401 f'hone 530 54-4-6474•Fax 530 541-0614•www.stpud.u5 CERTIFICATION I hereby certify that the foregoing is a full, true, and correct copy of the Notice of Completion that was approved by the Board of Directors of the South Tahoe Public Utility District, County of EI Dorado, State of California, and executed by Board President, Eric Schafer. Date Approved: Certified by: Melonie Guttry, Clerk of the Board -i�- General Manager Richard H.Solbrig • 1`^"950 • �ue�'° w8�, � �� rr,� � Director5 i � � Chris Cefalu y James R.Jones , "'•"�'«= :,,�,,.: e • a e . � Randy Yogelge5ang �`ub[�c l�t�f�ty DE�trict KellySheehan Eric Schafer 1275 Meadow Crest prive•South Lake Tahoe•CA 96150-?401 �'hone 530 544--6474•Fax 530 541-0614•WWW.SCpUd.U5 BOARD AGENDA ITEM 4c TO: Board of Directors FROM: Ivo Bergsohn, Hydrogeologist MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: C-line Hydraulic Power Generation Project REQUESTED BOARD ACTION: Authorize an increase to HDR Engineering, Inc. (HDR) in the amount of$1 1,100 to Purchase Order P261 19 for on-going consulting services. DISCUSSION: In March, 2013, the Board accepted the cost proposal from HDR to provide engineering services to assist the District in completing the permit process to attain a Federal Energy Regulatory Commission (FERC) conduit exemption; complete the permit process to attain California Renewable Portfolio Standard (RPS) program precertification; and review Liberty Utilities (Liberty) standard offer for Power Purchase Agreement (PPA), or equivalent document. In September, 2013, the Board authorized an increase in the amount of $4,800 for additional services to complete the FERC permitting process and finalize a PPA with Liberty. The FERC permit process was successfully completed with issuance of a written determination that the CHYDRO Project met the Qualifying Conduit Hydropower Facility Criteria in January 2014. The District suspended work on the PPA Agreement until discussions with Liberty could resume. In September, 2014, discussions with Liberfy were restarted and a draft Term Sheet was provided for the PPA. Following discussions with Liberty and review of the draft Term Sheet, District staff requested a cost proposal from HDR to provide additional consulting services to support staff during its on-going negotiations with Liberty. The scope of these services is outlined in the attached letter proposal received from HDR. Approval of the HDR letter proposal shall raise the project contract ceiling to $60,700. All eligible costs incurred for this project shall be reimbursed to the District on a 50% match basis using available EI Dorado County Water Agency cost share funding. -19- t � � � � Ivo Bergsohn November b,2014 € Page 2 f i � € e � € a # i A F � 3 S 1 � � ! � { S �� j � i i � b i � s � � � � �. v ' t d � 3 � � � � } i � �g � # f � � 3 � � � i � f � _ � � S SCHEDULE: For on-going consulting services through January 30, 2015. � COSTS: $1 1,100 � � ACCOUNT NO: 1029-7915/CHYDRO Q ° BUDGETED AMOUNT REMAINING: � < � ; ATTACHMENTS: Proposal for Continued PPA and Interconnection Consulting Services g (HDR, October 23, 2014) � i � CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer � ` GENERAL MANAGER: YES NO } 3 CHIEF FINANCIAL OFFICER: YES NO � -20- � : � I I r�� October 23, 2014 ivo Bergsohn, PG, CHG South Tahoe Public Utilities District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 RE: Proposal for Continued PPA and Interconnection Consulting Services-CHYDRO Project Dear Mr. Bergsohn: In follow-up to our phone discussion on October 17,2014,we are pleased to provide this letter proposal for HDR Engineering, Inc. (HDR)to assist South Tahoe PUD(the District)with an on-going Power Purchase Agreement(PPA)negotiation with Liberty Utilities, and for generator interconnection consulting services related to the C-Line Hydro Generation Faciliry Project(CHYDRO). This proposal briefly outlines our understanding of the project and our proposed approach for completing I the scope of work requested by the District. We have also outlined the primary tasks, roles and responsibilities, a proposed budget and schedule, as well as our assumptions for performing the work. This work, if awarded,would be completed under the existing Master Services Agreement between the District and HDR. We appreciate this opportunity to assist the District with this project. If you have questions about this proposal, please feel free to contact me via phone(916.679.8731)or email(rick.jonesCc�hdrinc.com)at your earliest convenience. Sincerely, HDR Engineering.Inc �� Rick Jones, PE Managing Principal,Hydropower Services hdrinc.cam 2379 Gateway Oaks Drive,Sui#e 200.Sacramenta,CA 95833-4244 (916}679-870d —21— � z > � � � i �� South Tahoe Public Utility District�CHYDRO Project $ Proposal for Continued PPA and Interconnection Consulting Services `r, I � f HDR's Understanding of the Project � i The District seeks to construct the previously-permitted CHYDRO Project(Project), a 55 kW ° 6 capacity unit that wilt be operated at a flow range of 4— 10 cfs of recycled wastewater, �� developed as part of the District's Recycled Water Facilities Master Plan. The District intends to ' sell the energy and Renewable Energy Credits (RECs)generated via a Power Purchase � Agreement(PPA)to be negotiated with Liberty Utilities, the assumed local off-taker. The � ' District also will need to complete an Interconnection Request and will require a Small � � i Generator Interconnection Agreement(SGIA)with Liberty Utilities. � I } i This letter proposal outlines the tasks and assumption for HDR and its sub-consultant, Grid � c Subject Matter Experts, LLC (GridSME)to resume work towards negotiating the PPA and � � completing the interconnection study/agreement process. � � Roles and Responsibilities � E � � The proposed HDR Team is as follows: ; � • Rick Jones (HDR)-Project Manager and overall quality control € � • Lee Cordner(GridSME)—PPA and Interconnection Lead E � ; � f � �. � Tasks and Estimated Hours/Cost to Complete � � � HDR's descriptions and estimates for the tasks necessary to support the District in completing � the PPA and interconnection processes are provided in the table below: � t Sub-Task-Power Purchase Agreement Jones Cordner Total �. Review progress of ineetings with Liberty. Answer client questions 1 3 4 � 'k Review and analyze potential offer from Liberry vs. pricing programs 1 4 5 r for QF resources offered by larger CA utilities. Compare to Liberty g � offer. � Investigate offers made and accepted under current utility special -- 3 3 � ; programs like REMAT and RAM. Compare to Liberty offer. " Determine current and forecast future value of Renewable Energy — 2 2 � � � Certificates � ' Assist with Energy Generation Schedule 1 4 5 � � Develop negotiation strategy 1 3 4 Assist with negotiation of PPA 4 10 14 � Complete Interconnection Request 2 5 7 � Monitor and assist with Interconnection Study process -- 4 4 � Negotiate SGIA 2 8 10 � Total Estimate(hours) 12 46 58 � Total Estimate(cost) $2,800 $9,200 $12,000 � ; � ; � . � ' I 2 3 � � -�� South Tahce Public Utility DisVict�CHYDRO Project Proposal for Continued PPA and Interconnection Consulting Services Overall Budget HDR's proposed budget for the continuation of the existing scope of work is provided below by Task. A portion of the existing funding will be necessary to support additional administrative/invoicing costs on the project, estimated at$600. Task Title Existing NTE Revised NTE Net Funding Request Task 1 FERC Application SupE�o�t $38.30(} 536;800 [C��SED] Task 2 CEC Pre-C�rt App(icatic�n �2.300 52,30C� ��1/�� .fa., ay�p.r"„. - Task 3 PPA and Interconnection $9,000 $21,600 Total $49,600 $60,700 $11,100 Overall Schedule The HDR Team has prepared this proposal based on an assumption that the work included will be completed by January 30, 2015. 3 -23- General Manager Richard H.5olbrig � , 1� C� `" '� /"1 �� /� �� Director5 �� /'f Ghris Cefalu " �"�j James R.Jonea ��""' �% � • � � � Randy Vogelgesang �UbIIG Utili��J C�lStrlG� KellySheehan Eric 5chafer 1275 Meadow CreSt Drive•South Lake Tahoe•CA 96150-7401 f'hone 530 544-6474•Fax 530 541-D614•www.5tpud.u5 BOARD AGENDA ITEM 4d TO: Board of Directors FROM: Ivo Bergsohn, Hydrogeologist MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: Truckee Marsh Sewer Facilities Protection Project REQUESTED BOARD ACTION: Approve Change Order No. 1 to V8� C Construction, Inc., in the amount of$24,290 and add 6 calendar days to the contract time for Year 1 improvements. DISCUSSION: The itemized parts of Change Order No. 1 are as follows: Item 1 in the amount of$1,400 and one calendar day is to add 40 linear feet (LF) of pilot channel alignment to increase the flow of water to the left overbank, away from the District's easement. Completed pilot channel construction (PCl and PC2) have removed most, but not all of the water flowing on the right overbank. Construction of the added pilot channel (PC3) is needed to help remove this remaining flow. Approv�al of Item 1 will increase the quantity for Bid Item 7 from 465 to 505 LF. Item 2 in the amount of $3,900 is to add a left bank opening (LBO) at the Trout Creek channel to the head of PC3. Construction of the added LBO is needed to divert flow from Trout Creek to PC3. Approval of Item 2 will increase the quantity for Bid Item 8 from 4 to 5 LBOs. Item 3 in the amount of $5,490 and four calendar days is to in-fill plant approximately 1,098 square feet (SF) of salvaged sod along portions of hummocks constructed near and within the District's utility easement. The marsh mats grown by the Nevada Division of Forestry (NDF) and supplied by the District to the contractor are less well-vegetated than specified. Added sod planting is needed to increase the hydraulic roughness across portions of the hummocks in order to reduce flow and prolonged flooding. The added labor and equipment to infill plant the hummocks with sod material salvaged on-site is an extra work item that was not part of the original contract documents. A porfion of these added costs shall be offset by a price adjustment received from NDF in the amount of$2,500. -25- � � � � Ivo Bergsohn, Hydrogeologist � November 6, 2014 � � Page 2 4 � � � € a Item 4 in the amount of $13,500 and one calendar day is to compiete additional � excavation in order to widen and deepen the left bank openings (LBOs) at the heads � s of PC 1, PC2 and PC3. The Trout Creek bed has aggraded in the area of the pilot � channel diversions. Additionai excavation is needed to widen and deepen the LBOs to f increase flows diverted from Trout Creek to the pilot channels. The added labor, � material and equipment needed to perform this additional excavation�are an extra � i work item that was not part of the original contract documents. � 3 ; ; i F i � S � ip ([ i t { z t k € � fi- � k �) f 5 � 2 � t � F � � � � ¢' g _ � $ y � t i � e � s � � rg 3 ( _ � � SCHEDULE: As soon as possible � COSTS: $24,290 � ; ACCOUNT NO: 1029-8426/TMSFPP � � BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Change Order No. 1 ; ; Y ; CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer � ; GENERAL MANAGER: YES NO � CHIEF FINANCIAL OFFICER: YES NO -26- , � 0 1H Ta CHANGE ORDER NUMBER 1 _,,._. �.,,,- .�� Project: Upper Truckee Marsh Sewer Facilities AMP —Year 1 s'� � '�`, Construction ewQj�1950�'�+`.,�f+� Unurr a�`� Contractor: V&C Construction, inc. Date: 11.06.2014 PO#: P27604 The Contract Shall Be Changed As Follows: 1) Increase $1,400.00 and add one calendar day to the contract time in order to construct Pilot Channel 3 (PC3), consisting of 40 lineal feet of pilot channel alignment as requested in the Additional Work Items 2014 Memorandum (NHC, 14 October 2014) and as shown on the accompanying Additional Work 14 October 2014 Sheet C2 drawing mark-up. The increase includes all additional labor and equipment to construct the added pilot channel alignment to final grade as directed by the Engineer. TOTAL FOR ITEM 1: $1,400.00 2) Increase $3,900.00 in order to construct one Left Bank Opening (LBO)at the head of PC3 as requested in the Additional Work Items 2014 Memorandum (NHC, 14 October 2014) and as shown on the accompanying Additional Work 14 October 2014 Sheet C2 drawing mark-up. The increase includes all additional labor and e ui ment to construct th q p e added LBO to final grades as directed by the Engineer. TOTAL FOR ITEM 2: $3,900.00 TOTAL FOR CHANGE ORDER NO. 1, ITEMS 1-41S: $24,290.00 ` " Lioltar Amounts G�sin#ract Time Original Contract $659,246.00 69 Calendar Days Previous Change Order $0.00 Current Contract $659,246.00 69 Calendar Days THIS CHANGE ORDER $24,290.00 s Calendar Days New Contract Total $683,536.00 75 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 -27- � � 3 { {p y@ 4 C 3) Increase $5,490.00 and add four(4) calendar days to the contract time in order to in-fill � plant approximately 1,098 square feet(SF)of hummocks using salvaged wetland sod as � requested in the Additional Work Items 2014 Memorandum (NHC, 14 October 2014) and as � shown on the accompanying Additional Work 14 October 2014 Sheet C2 drawing mark-up. Y The increase includes all additional labor and equipment to plant the hummocks with � salvaged sod as directed by the Engineer. f � TOTAL FOR ITEM 3: $5,490.00 � � � 4) Increase $13,500.00 and add one calendar day to the contract time in order to widen � LBOs at the heads of Pilot Channels 1, 2 and 3 as requested in the Additional Work Items � 2014 Memorandum (NHC, 14 October 2014) and as shown on the accompanying Additional � Work 14 October 2014 Sheet C2 drawing mark-up. The increase includes all additional � i labor, materials and equipment to widen the LBOs as directed by the Engineer. � � ; TOTAL FOR ITEM 4: $13,500.00 � , i � � � � � � 6 � � i � 5 � � s � � � s ; ! � � � i s � � i 6 P � � s � � �,� 0 @ i { i 0 3 i � � � s � { -28- � ; � I General Manager �� s �$ Richard H.5olbrig � ou� a �� Directors ChriS Cefalu �= ;�,.: �j �t/'+ /� � e! {��'+"�''�� JameS R.Jones �u L!�I lj �fijl�� b✓t) �V V (Zandy Vogelge5ang Kelly Sheehan Eric 5chafer 1275 Meadow Crest Drive•5outh Lake Tahoe•CA 9615U-740t t'hane 530 544-C474•Fax 530 541-0�14•www.5tpud.u5 BOARD AGENDA ITEM 4e TO: Board of Directors FROM: Dennis Cocking, Legislative Consultant MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: 2015 Washington, D.C. Legislative Advocacy REQUESTED BOARD ACTION: Authorize extension of contract with ENS Resources, Inc., in the amount of $81,696 for the Calendar Year 2015. DISCUSSION: ENS Resources, Inc., (Eric Sapirstein and David French) have effectively and successfully advocated on the District's behalf regarding federal governmental matters since 1997. ENS Resources, Inc. submitted a proposal for ongoing legislative advocacy in Washington, D.C. for the calendar year 2014 which included an automatic annual extension. SCHEDULE: COSTS: $81,696 ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Proposal and Scope of Work CONCURRENCE WITH REQUESTED ACTI�N: CATEGORY: Water and Sewer GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO -29- , -- �� .-� :Y� _. _.._. ..- ---- --- ■ • , _I.�'---- i,.Jl �V �v--s RES°^ OURCES,�---- December 3, 2012 Mr. Dennis Cocking Public Information Officer South Tahoe Public Utility District 1275 Meadow Crest Drive South Lake Tahoe, CA 96l 50 Dear Mr. Cocking: ENS Resources, Inc. (ENS) is pleased to provide you with our proposed extension of the contract between ENS and the South Tahoe Public Utility District. The enclosed extension provides a detailed description of specific tasks that we propose to provide. These tasks are consistent with our ongoing activities and pending initiatives. We also propose a general level of activities that complement the specific tasks. This approach will allow us to leverage opportunities that may arise on behalf of the District. After several years of maintaining our level of compensation for professional ' services, we are incorporating a modest increase of three percent. We request this increase to address increasing costs outside of our control. We also are recommending that this agreement self-renew unless either party wishes to terminate at the conclusion of the annual renewal date. If you have any yuestions,please give me a call to discuss. Again,we deeply appreciate the opportunity to work with you and the entire staff of the District. We look forward to the year ahead. a Sincerely yours, 4 � /!� { Eric S pirstein President � Enclosure i i 1 i ENS Resources, Inc. 1!Ol I�th Street, N.W'. Suite 350 Washington, D.C. 20005 �� Telephone 1202)466-3755 � Telefax: (202)-166-3787 ww w.en�r�sources.com { �� f f C � C p � i fi � � _ �== � �-Z � � � .i �i � � �� ' A i � "�'_....__..__�.w..'"....'""..............,.'_"' ' _"'_._-.'__'_" '_' '. ..._��_ . ' " � ....,_.._�_.____ ^ 3 : � LJl �V = t �._,�RE .sOVRCEs� i _ � > SCOPE OF SERVICES � � FEDERAL LEGISLATNE AND REGULATORY SERVICES � ON BEHALF OF THE � ; SOUTH TAHOE PUBLIC UTILITY DISTRICT � '2 0 E 3 � � z i ; ENS understands that the District's federal priorities iri 2013 will require ENS 3 � involvement. Chief among these priorities are: 1. Fiscal Year 2013 Appropriations Requests � • rl � � Wrthm the context of congressional pohcy and rules related to fede a � � assistance to support public infrastructure, ENS will maintain its activities to support STPUD's federal pnority to obtain funding to increase fire ' suppression capability in the Lake Tahoe Basin. Efforts will be focused � upon enhancement of fire response infrastructure within the Lake Tahoe � Community Fire Prevention Partnership goals and objectives. ,� • ENS will monitor, evaluate and identify for STPUD follow-up potential ; federal agency program assistance opportunities to promote STPUD � program needs. { s ; 2. Infrastruc�ure Assistance � , € ' � • Review and monitor legislative initiatives to provide infrastructure � ` assistance to public agencies. j { • Identify for STPUD consideration federal economic development � t assistance that may support infrastructure priorities within the STPUD � s service area. � • Monitor development of the renewal of the Tahoe Restoration Act and j � work to ensure preservation of utility relocation assistance and � ? reimbursement authorities. • Monitor development of alternative infrastructure financing policy � ' � approaches and provide input to STPUD congressional delegation on � fi i appropriate elements of such policy options. i } • 3. Alternative Green Energy Production i E 3 • Work with STPUD to develop an alternative energy production strategy � � and pursue public and private sector investments for the potential i � ! construction and operation of projects including solar and hydropower. ; ' � i fi � � � ENS Resources.Inc. � � I 101 14th Street, N.W. : Suite 350 � , � Washin=ton.D.C. 20U05 � Telephone l202)466-3"755 � Telefax: (20�1 a66-3787 � � www.en�2st,urces.com y � : � - � ; • Monitor and identify competitive grant solicitations to support development of alternative energy production projects related to the � energy-water nexus. i ( 4. Environmental Permitting ! � • Support STPUD in responding to matters related to U.S. Army Corps of � Engineers section 404 permitting and Alpine County water conveyance � facilities. � 5. Tahoe Restoration Act Reauthorization i , ; Review STPUD policy concerns and develop as necessary " recommendations for congressional consideration. j • Work with STPUD congressional delegation to preserve utility relocation cost assistance/reimbursement and for continued authorization of water ; infrastructure for fire suppression. ' • Provide analyses and recommended actions on stakeholder proposed amendments to existing provisions of the Act. 6. Water Resources • Monitor federal legislative and regulatory initiatives that may impact STPUD management of recycled water. • Develop in consulta.tion with STPUD legislative initiatives to address potential water recycling projects and the transfer of such developed recycled water supplies. 7. General Representation and Monitoring • Draft summaries and analyses of legislative and regulatory priorities pending before Congress and the Executive Branch. • Arrange,coordinate and attend meetings between federal and STPUD officials to discuss federal goals and objectives. • Meet with STPUD officials as appropriate to develop and revise federal agenda and implementation strategies. • Provide periodic updates on the status of federal programs of interest to STPUD. I. SCOPE OF SERVICES We propose to maintain our cunent level of services as provided during the past year. This will include periodic updates by telephone, emails and memoranda on matters identified as policy priorities by STPUD. In the course of conducting these responsibilities, we will work with the General Manager or his designee. The services will continue to focus on three areas: • Legislative Liaison and Representation • Executive Branch Liaison and Representation • Washington-based Association Liaison -33- � � § � � A. Legislative Liaison and Representation � l. Work with STPUD officials to identify goals, objectives and � � priorities for legislative agenda; ' 2. Develop with STPUD a legislative strategy to achieve and � � implement priorities; � `= 3. Maintain and expand congressional liaison on behalf of STPUD � � with an emphasis on natural resources,infrastructure assistance, water quality, energy development and security improvement � needs; ! ; 4. Monitor status of legislative proposals(authorizations and � appropriations)of interest to STPUD and provide appropriate j ' updates; � � ; 5. Draft legislative communications, report language, testimony, � � and other appropriate materials for STPUD's review and ; : approval; ' 6. Assist STFUD in developing issue papers, briefing materials, and � talking points for use in congressional meetings; � 7. Anange and coordinate legislative meetings in Washington � ° and/or California; and � 8. Provide periodic written and oral reports detailing matters � affecting STPUD's goals and objectives, including an annual i ° presentation to STPUD Board of Directors. � � , � 6 B. Executive Branch Liaison and Representation � p x 1. Identify, in coordination with STPUD,regulatory issues of j ? concern pending before the following federal agencies: � Environmental Protection Agency,Department of Interior, ; ' Department of Energy, and the Department of Agriculture; ' 2. Work with STPUD to develop a strategy to address program and � ` � regulatory priorities with emphasis on water quality; i � + 3. Analyze and prepare reports on agency initiatives,proposed ! � � rulemakings,and budgets that impact STPUD's programs and � ; � operations; ; ' ; ! 4. Monitor agency activities and provide updates on actions related ; � to priority issues; � ' ! 5. Provide support to STPUD in the drafting of appropriate j ` communications to federal agencies related to rulemakings; and � 6. Arrange and coordinate meetings between STPUD officials and j ; � relevant senior agency officials to address policy issues of ! ? ' concern that affect, directly or indirectly, STPUD's priorities. � � C. Washington-based Association Liaison j ENS will continue to maintain contact with key trade associations based in � Washington. This will be supplemented by our working relationships with � � individual advocates representing water and wastewater agencies. Our liaison p will include such groups as the Association of California Water Agencies,the ; Association of Metropolitan Water Agencies, the National Association of � ; -34- < � � Clean Water Agencies, the California Association of Sanitation Agencies and other organizations as determined to be relevant by STPUD's policy concerns. II. TERMS OF AGREEMENT 'I a. In carrying out the scope of this agreement, ENS and STPUD agree that Eric Sapirstein and David French will serve as points of contact for ENS. STPUD designates as its point of contact Richard Solbrig, General Manager,or his designee. b. In exchange for these services, STPUD agrees to reimburse ENS based on a monthly retainer of$6608.00 and shall not exceed $79,296.00 unless both parties agree to modify the terms of this agreement. Such retainer shall be paid not later than the fifteenth day of the month for which services are provided. ENS will bill for reasonably incurred other direct costs on a monthly basis. These costs are not expected to exceed $200.00 in any given month unless there are extraordinary costs such as out of town travel. Should exceptional costs be expected, we shall seek prior approval from STPUD. c. The term of this agreement shall be January 1, 2013 through December 31, 2013 with an autornatic annual extension unless either party to this agreement decides to terminate the agreement with or without cause thirty days prior to the final month of the current contract term. If such termination is elected, written notification shall be provided to the terminated party at its main office of business activity. In such an event, �NS will be compensated for any outstanding costs and services consistent with the provisions of this agreement up to the date of such notice of termination. d. ENS will provide its best efforts, working with STPUD, to attain the identified goals and objectives as agreed to by ENS and STPUD. -35- 6eneral Manager Richard H.5olbrig �` �,�o h` 8j�, � r ,� � �� Director5 U Chris Cefalu James R.Joney �"•'�-" :�,r p + 1 I • r'f''`' � r RandyVogelgesang ( u b�I� l,!�� V}/ r��/�' „�j�/ Kelly 5heehan vr Eric Schafer 1275 Meadow Crest Drive�South tafce Tahoe•CA 9F150-7401 Phar�e 530 54�4�-6474•Fax 530 541-06i4•www,�tpud.us BOARD AGEN DA ITEM 4 f TO: Board of Directors FROM: Debbie Henderson, Accounting Manager MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: Alpine County Annual Pact/Mitigation/Compensation REQUESTED BOARD ACTION: Authorize payment of District's annual mitigation fee to Alpine County in the amount of$113,500. DISCUSSION: The second amendment to the Agreement between the District and Alpine County, dated June 2, 1983, provides for an annual payment to compensate for and mitigate the impacts of Harvey Place Dam Project. The current year obligation is $1 13,500. This represents the $1 13,200 paid in fiscal year 2013/2014 increased by the percentage increase in the District's sewer system connections from 10/1/13 to 9/30/14. SCHEDULE: Amount due is indicated on this meeting's payment of claims COSTS: $113,500 ACCOUNT NO: 1028-6650 BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Alpine County Mitigation Fee Report CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES �/L NO CHIEF FINANCIAL OFFICER: YES NO - 7- ALPINE COUNTY MITIGATION FEE Annual difference Annual difference DATE SEWER UT MITIGATION ROUNDED in sewer units in dollars 11-1-89 74,855 100,000 100,000 11-1-90 75,722 101,158 101,200 867 $1,200 11-1-91 76,451 102,132 102,100 729 $942 10-26-92 76,976 102,833 102,800 525 $668 10-31-93 77,495 103,527 103,500 519 $667 10-31-94 78,808 105,281 105,300 1,313 $1,773 11-1-95 78,231 104,510 104,500 -577 ($781) 11-1-96 78,777 105,239 105,200 546 $690 11-1-97 79,235 105,851 105,900 458 $661 11-1-98 79,906 106,748 106,700 671 $849 10-06-99 80,367 107,364 107,400 461 $652 10-19-00 80,890 108,062 108,000 523 $636 10-18-01 81,268 108,567 108,600 378 $538 12-5-02 81,948 109,476 109,500 680 $933 10/16/03 83,699 111,815 111,800 1,751 $2,324 10/21/04 84,423 112,782 112,800 724 $985 10/20/05 85,038 113,604 113,600 615 $818 10/19/06 85,962 114,838 114,800 924 $1,196 10/18/07 86,658 115,768 115,800 696 $962 10/16/08 86,602 115,693 115,700 -56 ($68) 10/15/09 86,246 115,217 115,200 -356 ($493) 11/04/10 83,921 112,111 112,100 -2,325 ($3,117) 11/04/10 corrected 85,544 114,280 114,300 2,200 '''' 2,200 2,200 11/03/11 85,936 114,803 114,800 392 $520 11/01/12 85,102 113,689 113,700 -834 ($1,103) 11/07/13 84,737 113,202 113,200 -365 "'** -365 ($489) 11/06/14 84,935 113,466 113,500 198 $298 Please issue a check to Alpine County in the amount of $113,500 for their annual impact/mitigation/compensation fee. Based on 84,935 sewer units. This is provided for in the Second Amendment to Agreement between STPUD and the County of Alpine and the Alpine County Water Agency dated June 2, 1983 (Ref 1 D(5)). Account 1028-6650 5�V?H TAhpF - �� p, '_ _ s� (je�� . 1950 ' �� (RILRy p�a• SOUTH TAHOE PU BLIC UTI LITY DISTRICT Richard Solbrig, 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 October 16, 2014 MINUTES The South Tahoe Public Utility District Board of Directors met in a regular session, 2:00 p.m., at the District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California. ROLL CALI: Board of Directors: President Schafer, Directors Cefalu, Jones, Vogelgesang Absent: Director Sheehan Staff: Tyler Alves, Brian Bartlett, Ivo Bergsohn,Tim Bledsoe, Linda Brown, Shannon Cotulla, Randy Curtis, Melonie Guttry, Paul Hughes, Nancy Hussmann, Ross Johnson, Attorney Gary Kvistad, Matt Mendoza, Julie Ryan, Richard Solbrig, Chris Stanley, John Thiel, Phill Torney, Doug VanGorden Guests: Trevor Coolidge, City of South Lake Tahoe, Jim Hilton, Bob Larson, Lahontan Regional Water Quality Control Board, Shane Romsos CONSENT CALENDAR: Moved Voq,elgesanq / Second Cefalu / Schafer Yes / Cefalu Yes / Jones Yes / Vo4el4esana Yes / Sheehan Absent to approve the Consent Calendar as presented. a. Purchasing Policy-Adopted Purchasing Policy Amendments b. Angora Creek Sewer Relocation Project- (1) Approved Contract Amendment B to existing Task Order 17 to Hauge Brueck Associates in the amount of $4,080 for permitting assistance services; and (2) Approved Contract Amendment A to existing Task Order 3 to Norfhwest Hydraulic Consultants in the amount of $5,440 for permitting assistance, plan development, and construction oversight. c. Saddle Keller Waterline Replacement Project-Approved Change Order No. 3 to Herback General Engineering in the amount of $228,696. -39- 1 � REGULAR BOARD MEETING MINUTES -October 16, 2014 PAGE-2 � � , d. Fallen Leaf Lake Grant of Easement Amendment-Approved the Amendment to the Grant ; of Easement by and between John Breese Mumford and South Tahoe Public Utility District for APN 021-210-13-10, located at 450 Fallen Leaf Road, South Lake Tahoe, California. � � e. Resolution Nos. 2963-14, 2964-14, and 2965-14 to Apply for Luther Pass Pump Station � � Upgrades Project Loan- Adopted Resolution Nos. 2963-14, 2964-14 and 2965-14 to apply � � for Luther Pass Pump Station Upgrades Project Loan. � 1 � I ' f. Amendment to Board Policy Manual -Approved minor amendment to existing policy as � � recommended by California Special Districts Association. ! � � : ; ; g. Regular Board Meeting Minutes: October 2, 2014- Approved October 2, 2014 Minutes. � � ITEMS FOR BOARD ACTION: I � � � ; a. Operations and Maintenance (OS�M) Services for City of South Lake Tahoe Bijou Storm Water j ` Pump Station -Staff gave an overview the proposed Agreement between the City of South i ` Lake Tahoe and South Tahoe Public Utility District.Trevor Coolidge summarized the benefits of � � the Bijou Storm Water project including the benefits of the District providing the 08�M for the j City. Bob Larson added that the City's storm water permits belong solely to the City and should ' }+ the Bijou project fail/overflow, it is the City's responsibility not the District. He further conveyed � � that Lahontan supports the agreement before the Board today. Trevor relayed to the Board j , that in the case of an emergency when District staff may not be available, the City will have � private contractors on-call for dispatch at the City's discretion and cost. � 3 1 � ; Moved Voqelaesang /Second Cefalu / Schafer Yes / Cefalu Yes / Jones Yes /Vogelgesanq ' Yes / Sheehan Absent to authorize staff to enter into a Maintenance Agreement with the City ; of South Lake Tahoe for the District to provide Operations and Maintenance services to the i City for their Bijou Storm Water Pump Station. � ° b. Payment of Claims � � Moved Vogel ecL sang /Second Cefalu / Schafer Yes / Cefalu Yes / Jones Yes / Voyelyesang � Yes / Sheehan Absent to approve Payment of Claims in the amount of $1,704,285.68. ; y c. Special Use Permit Modification -Staff gave an overview regarding the proposed Special Use � Permit modification. , � ! d. Moved Schafer / Second Jones / Schafer Yes / Cefalu Yes /Jones Yes / Voaelgesang Yes / Sheehan Absent to authorize a modification to the District's Special Discharge Permit � requirements. 4 i � � PRESENTATION i ; Water System Optimization Plan -Staff gave an overview of the project and introduced Tim Williams : from Kennedy Jenks and Brenda Estrada from West Yost Associates who in turn provided PowerPoint � presentations. � ; � ' -40- x � , � REGULAR BOARD MEETING MINUTES-October 16, 2014 PAGE-3 STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report. BOARD MEMBER REPORTS: President Schafer commented on Lake Tahoe dropping to its natural rim and the outcome of a lawsuit in Carlsbad, California regarding corrective action for defensible space. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: Director Jones reporfed he and Solbrig attended a meeting on October 8, 2014. GENERAL MANAGER REPORT: Richard Solbria reporfed on the following: • The Local Agency Formation Commission (LAFCO) is accepting nominations of inembers of special district governing boards who would like to serve on the Commission. Nominations are due on February 1, 2015 for the three seats are available - please see Richard or Melonie if interested. • Information has been distributed to the Board regarding the Sustainable Groundwater Management Act of 2014. Governor Jerry Brown signed a three-bill package into law on September 16, 2014, and more information will be coming to the Board in November/December. • The application deadlines for both the Assistant General Manager (AGM) and Water Reuse Manager positions were Tuesday, October 14th.The Board will not participate on the hiring panel, but if there is interest in reviewing resumes, they can be reviewed at the District offices. Interviews are scheduled for November 13th and 14th for the AGM and the Water Reuse Manager on November 17th and 18'h. STAFF/ATTORNEY REPORTS: Attorney Kvistad reported Brownstein Hyatt Schreck's attorneys are developing a reference handbook to summarize and provide information to clients about the new Groundwater legislation, which should be available in a few weeks. BREAK AND ADJOURNMENT TO CLOSED SESSION: 3:21 p.m. RECONVENED TO OPEN SESSION: 4:40 p.m. a. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Counsel Existing Litigation re: EI Dorado County Superior Courf Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District (Filed 10/22/12). No reportable Board action. b. Pursuant to Government code Section 54957(a)/Conference with Labor Negotiators re: Memorandum of Understanding with the Management Unit. Present at this Closed Session will be Agency Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, and Paul Hughes/Chief Financial Officer. No reportable Board action. -41- i � � � REGULAR BOARD MEETING MINUTES-October 16, 2014 PAGE-4 � E ; � F 4 ADJOURNMENT: 4:40 p.m. e 1 ' Eric Schafer, Board President � d ; South Tahoe Public Utility District ; i Melonie Guttry, Clerk of the Board � South Tahoe Public Utility District ; � : ; i ; � ; ; ; i . � � ; � , , i ; � � i ; - � , I , � a i t `s N , i , j F d V 7 � ' E j _ ! $ x �t i 4 —42— � � , � � 0 General Manager Richard H.5olbrig � • 1g50 • •�-�,,,w� � ��r. ` i Directors �� Chris Cefalu ( �7 %J V �,/l 1�„/ Jamee R.Jones '^""��.. . , � � , Randy Vogelgesang � I�U bI I C U�I I[��/ D f S�rI Gt Kelly 5heehan Eric Schafer 1275 Meadow CreSt Drive•South Lake Tahoe•CA 96150-74{?1 Phor�e 530 54�4�-6474•Fax 530 541-O�i4•www.��Cpud.u5 BOARD AGENDA ITEM 6a TO: Board of Directors � FROM: Shannon Cotulla, Engineering Deparfment Manager MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: Environmental Science Research Institute (ESRI) GIS Small Utility Enterprise License Agreement REQUESTED BOARD ACTION: Authorize staff to enter into the Small Utility Enterprise License Agreement (SUELA) for three years with the ESRI for access to the ESRI term license software on an unlimited basis. DISCUSSION: For many years the District has utilized ESRI's GIS software for mapping of the District's facilities. The District also utilizes the iWater's InfraMap software in the field to view and make redline changes to the mapping. The ESRI SUELA will give the District access to a wide range of ESRI's products at a reduced cost, which will allow us to create online interactive maps, replace iWater's InfraMap for use in the field, and perform analysis of GIS data that would previously have required purchase of additional software from ESRI. Our current annval expense for the ESRI GIS software license and maintenance is $1 1,000 per year with a 2% increase each year. Our current annual expense for the iWater InfraMap software license and maintenance is $16,000 per year. This totals to $81,664 for a three year period. As the attached proposal from ESRI indicates, the annual expense for the Small Utility Enterprise License is $27,000 each year including sales tax for a total of$81,000 for a three year period. We expect the annual pricing to increase after the initial three years. In addition to these costs a separate Board Agenda Item has been submitted for the Board to consider approving a task order for Arete Systems, the District's GIS Consultant, to assist in the implementation of the ESRI SUELA. That task order is for$9,200. Staff recommends that the Board authorize staff to enter into a Small Utility Enterprise License Agreement for three years with ESRI for access to the ESRI term license software on an unlimited basis. -43- � � � £ Shannon Cotulla a November b.2014 � Page 2 = : € � , p i i � x � f j t F 6 i i-, f 1 S , t' # ; F , � 1 3, 4 . � b S � � _ � E¢ F t � t , i s i � , � , � SCHEDULE: Upon Board Approval ; A COSTS: $27,000 for three years for a total of �81,000 j � ACCOUNT NO: Year 1 - 1037-8235, 833, 8437 ! � BUDGETED AMOUNT AVAILABLE: $28,000 t � E ATTACHMENTS: ESRI Small Utility License Enterprise License Agreement ; � f CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water � � , GENERAL MANAGER: YES . NO � ' CHIEF FINANCIAL OFFICER: YES NO { � —44— 1 3 � � • esr�� October 3,2014 Ms.Wanda Stanley South Tahoe Utility District 1275 Meadow Crest Dr South Lake Tahoe,CA 96150 Dear Wanda, The Esri Small Utility Enterprise License Agreement(ELA)is a three-year agreement that will grant your organization access to Esri�term license software on an unlimited basis including maintenance on all software offered through the ELA for the term of the agreement.The ELA will be effective on the date executed and will require a firm,three-year commitment. Based on Esri's work with several organizations similar to yours,we know there is significant potential to apply geographic information system(GIS)technology in many operational and technical areas within your organization. For this reason, we believe that your organization will greatly benefit from an enterprise license agreement. An ELA will provide your organization with numerous benefits including: ■ A lower cost per unit for licensed software ■ Substantially reduced administrative and procurement expenses ■ Maintenance on all Esri software deployed under this agreement ■ Complete flexibility to deploy software products when and where needed The following business terms and conditions will apply: ■ All current departments,employees,and in-house contractors of the organization will be eligible to use the software and services included in the ELA. ■ If your organization wishes to acquire and/or maintain any Esri software during the term of the agreement that is not included in the ELA,it may do so separately at the Esri pricing that is generally available for your organization for software and maintenance. ■ The organization will establish a single point of contact for orders and deliveries and will be responsible for redistribution to eligible users. ■ The organization will establish a Tier 1 support center to field calls from internal users of Esri software.The organization may designate individuals as specified in the ELA who may directly contact Esri for Tier 2 technical support. ■ The organization will provide an annual report of installed Esri software to Esri. ■ Esri software and updates that the organization is licensed to use will be automatically available for downloading. 380 New York Street 909 793 2853 Redlands,California 92373-8100 usn _4 rJ_ info�,esri.com esri.com � , ; � k` f [ ; f ■ The organization will act as an Esri reference site and will permit Esri to publicize its use of Esri � software and services. � ■ The fee and benefits offered in this ELA proposal are contingent upon your acceptance of Esri's ; � Small Utility ELA terms and conditions. ; ■ Licenses are valid for the term of the ELA. ; i , The terms and conditions in this Small Utility ELA offer are for utilities with a total meter/subscriber j count which falls under the applicable tier in the Esri ELA Small Utility Program. By accepting this offer, ; ' you confirm that your organization's meter count falls within this range on the date of signature and that i you are therefore eligible for this pricing.If your organization's meterlsubscriber count does not fall ; within this range,please confirm your current meter/subscriber count,and Esri will provide a revised i quotation. I { : This program offer is valid for 90 days.To complete the agreement within this time frame,please contact . me within the next seven days to work through any questions or concerns you may have. To expedite I your acceptance of this ELA offer. � ; 1. Sign and return the signature page of the ELA with a Purchase Order or issue a Purchase Order that references this ELA Quotation and includes the following statement on the face of the Purchase Order: "THIS PURCHASE ORDER IS GOVERNED BY THE TERMS AND CONDITIONS OF THE ESRI SMALL UTILITY ELA,AND ADDITIONAL TERMS AND � CONDITIONS IN THIS PURCHASE ORDER WILL NOT APPLY." Have it signed by an ', authorized representative of the organization. i 2. On the first page of the ELA,identify the central point of contact/agreement administrator.The � , agreement administrator is the party that will be the contact for management of the software, ' administration issues,and general operations. Information should include name,title(if applicable),address,phone number,and e-mail address. � e 3 3. In the purchase order, identify the"Ship to"and"Bill to" information for your organization. . 4. Send the purchase order and agreement to the address,email or fax noted below: , j Esri e-mail: service@esri.com ; Attn: Customer Service SU-ELA fax documents to: 909-307-3083 i 380 New York Street � Redlands,CA 92373-8100 + � I appreciate the opportunity to present you with this proposal, and I believe it will bring great benefits to ; your organization. � Thank you very much for your consideration. f � � Best Regards, _ � , s i Suzanne Takieddine ? Solutions Manager � � Esri Water Practice 1 j 4 Small Utility ELA Z i —46— � � , 8 � ! �3��'"'�` Quotation # 20457864 Date: October 3, 2014 ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. Customer#162283 Contract# 380 New York St Redlands, CA 92373-8100 South Tahoe Utility District Phone: (909)793-2853 Fax: (909)307-3025 Information Systems DUNS Number:06-313-4175 CAGE Code: OAMS3 1275 Meadow Crest Dr South Lake Tahoe, CA 96150 To expedite your order,p/ease attach a copy of this quotation to yourpurchase order. ATTENTION: Wanda Stanley Quote is valid from: 10/03/2014 To:01/01/2015 PHONE: {530)541-4410 FAX: Material Qty Description Unit Price Total 114761 1 Meter Counts of 10,001 to 50,000 Small Utility Term Enterprise License 25,000.00 25,000.00 Agreement-Year One 114761 1 Meter Counts of 10,001 to 50,000 Small Utility Term Enterprise �icense 25,000.00 25,000.00 Agreement-Year Two 114761 1 Meter Counts of 10,001 to 50,000 Small Utility Term Enterprise License 25,000.00 25,000.00 Agreement-Year Three Item Total: 75,000.00 Subtotal: 75,000.00 Sales Tax: 6,000.00 Estimated Shipping&Handling(2 Day Delivery) : 0.00 Contract Pricing Adjust: 0.00 Total: $81,000.00 Esri may charge a fee to cover expenses related to any customer requirement to use a proprietary vendor management,procurement,or invoice program. For questions contact: Suzanne Takieddine Email: stimani@esri.com Phone: (909)793-2853 x1627 The items on this quotation are subject to the terms set forth herein and the terms of your signed agreement with Esri,if any,or,where applicable,Esri's standard terms and conditions at www.esri.com/legal,which are incorporated by reference.Federal government entities and government prime contractors authorized under FAR 51.1 may purchase under the terms of Esri's GSA Federal Supply Schedule.Acceptance is limited to the terms of this quotation.Esri objects to and expressly rejects any different or additional terms contained in any purchase order,offer,or confirmation sent to or to be sent by buyer.All terms of this quotation will be incorporated into and become part of any additional agreement regarding Esri's products and services. If sending remittance, please address fo:Esri, File No. 54630, Los Angeles, Ca 90074-4630 TAKIEDDINES This offer is limited to the terms and conditions incorporated and attached herein. � i ; �. : E , Authorized Distributor/Esri Use " k � SMALL ��y' ��' ENTERPRISE LICENSE AGREEMENT Cust.Name � Cust.# z 5'4U�!1 1.'"f'1!I t'l' PO# t Esri Agreement# � Esri,380 New York St.,Redlands,CA 92373-8100 USA•TEL 909-793-2853•FAX 909-793-5953 , � € i This Small Enterprise License Agreement("ELA")is by and between the organization listed on the signature page c _ ("Licensee");Environmental Systems Research Institute,Inc.("Esri");and,if Licensee is located outside the United � States of America(USA),the Authorized Distributor listed on the signature page("Authorized Distributor").Authorized i " Distributor is authorized by Esri to provide access to Online Services and provide ELA Maintenance for Enterprise Products g ; and other benefits,as described herein,to Licensee located outside the USA. � 3 . This ELA sets forth the terms for Licensee's use of Enterprise Products and incorporates by reference(i)the ELA Quotation � , and(ii)the License Agreement.Should there be any conflict between the terms and conditions of the documents that + • comprise this ELA,the order of precedence for the documents shall be as follows:(i)the ELA Quotation,(ii)Small € Enterprise License Agreement,and(iii)the License Agreement.This ELA shall be govemed by and construed in accordance ; , with the laws of the state in which Licensee is located without reference to conflict of laws principles,and the USA federal ¢ law shall govern in matters of intellectual property.The modifications and additional rights granted in this ELA apply only to � ; the Enterprise Products listed in Table A. � , ' Tabie :1 t � 1,ist c3f F;nter��•ise E'rocl�ects ; € Unlimited Ouantities Developer Tools g Desktop Software and Extensions ArcGIS Engine � ArcGIS for Desktop Advanced ArcGIS Engine Extensions: ArcGIS 3D Analyst,ArcGIS ArcGIS for Desktop Standard Spatial Analyst,ArcGIS Engine Geodatabase Update, � ArcGIS for Desktop Basic ArcGIS Network Analyst,ArcGIS Schematics g � ArcGIS for Desktop Extensions: ArcGIS 3D Analyst, ArcGIS Runtime Standard � ArcGIS Spatial Analyst,ArcGIS Geostatistical Analyst, ArcGIS Runtime Standard Extensions:ArcGIS 3D Analyst, � � ArcGIS Publisher,AreGIS Network Analyst,ArcGIS ArcGIS Spatial Analyst,ArcGIS Network Analyst E Schematics,ArcGIS Workflow Manager for Desktop, � ArcGIS Data Reviewer Limited Ouantities � One(1)Annual Subscription to Esri Developer Network • � Server Software and Extensions (EDN)Standard* � s ArcGIS for Server Workgroup and Enterprise One(1)Esri CityEngine Advanced Single Use License � (Advanced,Standard,and Basic) One(1)Esri CityEngine Advanced Concurrent Use License E , ArcGIS for Server Extensions:ArcGIS 3D Analyst, One(1)ArcGIS Online Subscription � ArcGIS Spatial Analyst,ArcGIS Geostatistical Analyst, ` ArcGIS Network Analyst,ArcGIS Schematics,ArcGIS ? Workflow Manager for Server,ArcGIS Image Extension " for Server 3 3 t)ther Bc��efits ' � � , One(1)ArcGIS Online Subscription with specified named users and credits as determined in the Leve12 ! program description Number of Esri User Conference Re istrations rovided annuall 2 Number of Tier I Hel Desk Individuals authorized to call Esri 3 i , , _ Maximum number of sets of backup media,if requested** 2 i Seats in the Workin with Geometric Networks for Utilities class 1 Virtual Cam us Annual User License allowance 7,500 Five percent(5%)discount on all individual commercially available instructor-led training classes at Esri facilities = . purchased outside this Agreement(Discount does not apply to Small Enterprise Training Package.) j ; *ELA Maintenance is not provided for these items. k **Additional sets of backup media may be purchased for a fee. � � _ � ; I ; i '_ E215-2(Lcvcl 2) Page I of 6 06/19/2014 i � ; —48— { , ; Licensee may accept this ELA by signing and returning it with an Ordering Document that matches the ELA Quotation and references this ELA.ADDITIONAL OR CONFLICTING TERMS IN LICENSEE'S ORDERING DOCUMENT WILL NOT APPLY,AND THE TERMS OF THIS ELA WILL GOVERN.Unless otherwise mutually agreed to,this ELA is effective as of the date of the last signature on the signature page("Et�ective Date"),or if no date is provided with the signature,the date of Esri's receipt of Licensee's Ordering Document incorporating this ELA by reference. This ELA supersedes any previous agreements,proposals,presentations,understandings,and arrangements between the parties relating to the licensing of the Enterprise Products.Except as provided in Article 4—Enterprise Product Updates,no modifications can be made to this ELA. This ELA may be executed in duplicate by the parties.An executed separate signature page transmitted through electronic means,such as fax or e-mail,is valid and binding even if an original paper document bearing each party's original signature is not delivered. Accepted and Agreed: (Licensee) By: Authorized Signature Printed Name: Title: Date: I.ICEtiSF,E C:n:�TAC'I' INFOk:'b1A'I'I(.):� Contact: Telephone: Address: Fax: City,State,Postal Code: E-mail: Country: ELA Quotarion Number(if applicable): E215-2(Level 2) Page 2 of 6 06/19/2014 –49– E i € � 4 j t.{k--AC1I.)1'['[(lti:j►[. D�E�l'�t'I�I()'�15 Desk when the Incident cannot be resolved through Tier 1 ;, Support.Licensees located in the USA will receive Tier 2 � In addition to the definitions provided in the License Support from Esri.Licensees outside the USA will F Agreement,the following definitions apply to this ELA: receive Tier 2 Support from an Authorized Distributor `,s - located in the Licensee's region. £ t f "Deploy" means to redistribute and install the Enterprise � � - Products and related Authorization Codes within 2 i�...�;��pj•��[E)'�i:1I� (xKA�;T �)F LI(�F;NSF: Licensee's organization(s). ` E "ELA Maintenance" means Tier 2 Support,updates,and 2•j Grant of License.Subject to the terms and ± patches provided by Esri or its Authorized Distributor to conditions of this ELA,Esri grants to Licensee a i Licensee for the Enterprise Products. persona(,nonexclusive,nontransferable Term E License solely to use,copy,and Deploy quantities of r "ELA Quotation" means the Small Enterprise License the Enterprise Products listed in Table A for the term � _ provided in Section 3.1—Term(i)for which the ; ' Agreement offer letter and quotation provided separately applicable license fees have been paid and(ii)in � by Esri or its Authorized Distributor to Licensee. accordance with the License Agreement. � � "ELA Fee" means the fee set forth in the ELA ?,? Consultant Access.Esri grants Licensee the right to � Quotation. permit Licensee's consultants or contractors to use the ` "Enterprise Products" means the Products identified in Enterprise Products exclusively for Licensee's Table A—List of Enterprise Products and any updates to benefit.Licensee shall be solely responsible for - such list provided in writing by Esri or its Authorized compliance by consultants and contractors with this � Distributor. ELA and shall ensure that the consultant or contractor discontinues use of Enterprise Products � "Incident" means a failure of the Software or Online upon completion of work for Licensee. Access to or � use of Enterprise Products by consultants or ; Services to operate according to the Documentation � � where such failure substantially impacts operational or contractors not exclusively for Licensee's benefit is � functional performance. prohibited.Licensee may not petmit its consultants or y , contractors to install Software or Data on consultant, � contractor,or third-party computers or remove � "License Agreement" means the applicable license Software or Data from Customer locations,except for � agreement incorporated by this reference that is(i)found the purpose of hosting the Software or Data on � at http•%'www.esri.�om-le�al%'�oft��are-license;composed Contractor Servers for the benefit of Licensee. of the General License Terms and Conditions(E204)and � Exhibit 1,Scope of Use(E300);and available in the + � installation process requiring acceptance by electronic �,�}_'j'j.;{Z�1,'1`Et,K�[[:L:�'I`[01i, .�'�I) ` acknowled ment or u a si ned license a reement � between Es�ri,Distribu or(i�applicable),and Licensee �"��3��`��` k � � that supersedes such electronically acknowledged license ;.i Term.The term of this ELA and all licenses ' agreement. i hereunder shall commence on the Effective Date and "Technical Support" means a process to attempt to continue for three(3)years,unless this ELA is e resolve reported Incidents through error correction; terminated earlier as provided herein. Licensee is � patches;hot fixes;workarounds;replacement deliveries; only authorized to use Deployed Enterprise Products 1 or any other type of Enterprise Product corrections or during the term of this ELA.No indefinite term or modifications. perpetual license grants are provided with this ELA. r "Tier 1 Help Desk" means Licensee's point of contact �•� No Use upon Expiration or Termination.All � from which all Tier 1 Support will be given to Licensee. Deployed Enterprise Product licenses and all ELA Maintenance,Virtual Campus access,and User "Tier 1 Support" means the Technical Support provided Conference Registrations terminate on expiration or = by the Tier 1 Help Desk as the primary contact to termination of this ELA. 4 - Licensee in attempted resolution of reported Incidents. ;„� Termination for a Material Breach.Either party € "Tier 2 Support" means the Technical Support provided may terminate this ELA for a material breach by the � by Esri or its Authorized Distributor to the Tier 1 Help other party.The breaching party shall be given a � ; € E215-2(Level 2) Pagc 3 of 6 06/19!2014 � _ � –50– _ i I I � � period of ten(10)days from the date of written notice maintenance for other Software(non-Enterprise Products) to cure any material breach. outside this ELA. 3.� Termination for Lack of Funds.For government or �• �`+t�' 1 5�►ppart 1'ru�idrd b� l,icensee govemment-owned entities only,either party may terminate this ELA for Lack of Funds.Lack of Funds �• Licensee shall provide Tier 1 Support through is the inability of Licensee to secure appropriation of the Tier 1 Help Desk to all Licensee's authorized funds through the legislative or goveming body's users. approval process for annual payments due. 2. The Tier 1 Help Desk will use analysts fully trained in the Software they are supporting. 4.(}—�:�7'I:RE'Rifif? YK()DliC'T L'YDA'I'I;S 3. At a minimum,Tier 1 Support will include those �.l Future Updates.Esri and its Authorized Distributor activities that assist the user in resolving how-to reserve the right to update the list of Enterprise and operational questions as well as questions on Products in Table A by providing written notice to installation and troubleshooting procedures. Licensee.Licensee may continue to use all Enterprise Products that have been Deployed,but support and �i. Tier 1 Support analysts will be the initial points upgrades for deleted items may not be available. As of contact for all questions and Incidents.Tier 1 new Enterprise Products are incorporated into the Support analysts shali obtain a full description of standard program,they will be offered to Licensee each reported Incident and the system via written notice for incorporation into the configuration from the user.This may include Enterprise Products schedule at no addirional charge. obtaining any customizations,code samples,or Licensee's use of new or updated Enterprise Products data involved in the Incident.The analyst may requires Licensee to adhere to applicable additional also use any other information and databases that or revised terms and conditions of the License may be developed to satisfactorily resolve Agreement. Incidents. �.? Product Life Cycle.During the term of this ELA, �. If the Tier 1 Help Desk cannot resolve the some Enterprise Products may be retired or may no Incident,an authorized Tier 1 Help Desk longer be available for unlimited quantity individual may contact Tier 2 SuppoR.The Deployment.ELA Maintenance shall be subject to Tier 1 Help Desk shall provide support in such a the individual Product Life Cycle Support Status and way as to minimize repeat calls and make Product Life Cycle Support Policy,which can be solutions to problems available to Licensee. found at http:%-suppoR.e�ri.com%en.�eontent �rc�ductfifecvcles.Updates for Entecprise Products in 6. Tier 1 Help Desk individuals identified by the mature and retired phases may not be available; Licensee are the only individuals authorized to however,Licensee may continue to use Deployed contact Tier 2 SuppoR.Licensee may revise Enterprise Products for the term of this ELA,but named individuals by written notice. Licensee will not be able to Deploy retired Enterprise Products. h. Tier 2 4up�ort Prtr�iciecl bi l�.sri or Its=lutharirerl llisU•ibut�r $.(}—E[.��T:11'\"Ci?�i:�'�IC[�, ]. Tier 2 Support shall log the calls received from Tier 1 Help Desk individuals. ELA Maintenance is included with the ELA Fee.ELA Maintenance includes standard maintenance benefits ?. Tier 2 Support shall review all information specified in either(i)the most current applicable Esri collected by and received from Tier 1 Help Desk Standard Maintenance Program document(found at individuals including preliminary documented httP:::�www.esri.c�m-legal)for USA-based Licensees or troubleshooting provided by Tier 1 Help Desk (ii)the applicable Authorized Distributor software when Tier 2 Support is required. maintenance policy as modified by this Article S.�ELA Maintenance.At Esri's sole discretion,Esri may make 3. Tier 2 Support may request that Tier 1 Help patches,hot fixes,or updates available for download.No Desk individuals provide verification of Software other than the defined Enterprise Products will information,additional information,or answers receive ELA Maintenance. Licensee may acquire to additional questions to supplement any E215-2(Level 2) Page 4 of 6 06/19l2014 –51– � � € , � : � ' f l 3 - i _ { preliminary information gathering or $.(}—OKl3t�,ft1�<:,Ai)1tI�l5"I'It.1`t'i�'1'. � troubleshooting performed by Tier 1 Help Desk. (��-�,��t'ftF:S,I)ELI1"F;KI',.�tiD � d. Tier 2 Support shall attempt to resolve the ��f-Q�-<)1':�1�:tiT i Incidents submitted by Tier 1 Help Desk by '; „ assisting Tier 1 Help Desk individuals. �•1 Orders,Delivery,and Deployment ; :+. When the Incident is resolved,Tier 2 Support �• Licensee shall issue an Ordering Document upon shall communicate the information to Tier 1 execution of this ELA and annually thereafter in Help Desk individuals,and Tier 1 Help Desk accordance with the ELA Quotation.Payment shall be due and payable within thirty(30)calendar days shall disseminate the resolution to the user. ' of the anniversary date of the Effective Date,with the i � initial payment due within thirty(30)calendar days � f►.E)---�:s�D()KS[{.�9I�;'�'C ANI}PtTBT,EC["1'1' of execution of this ELA.Esri's Federal ID Number I is 95-2775-732. ' - This ELA shall not be construed or interpreted as an b. Upon receipt of the initial Ordering Document from exclusive dealings agreement or Licensee's endorsement Licensee,Esri shall authorize download of the i of Esri or its Authorized Distributor.Licensee agrees that Enterprise Products to Licensee for its Deployment ' ; Esri and its Authorized Distributor may publicize the activities.If requested,Esri will ship backup media to ; existence of this ELA upon execution. the ship-to address identified on the Order,FOB Destination,with shipping charges prepaid.For those entities that avoid sales tax by downloading � ; ' 7.(}—�1D�1-Stl\IS'TR�f�I�E REQE;IRF.,I-II�!�T� deliverables,request for delivery or receipt of ; tangible media may cause license fees to be subject to ; '.i OEM Licenses.Under Esri's OEM or Solution OEM taxes.Licensee acknowledges that should such taxes programs,OEM partners are authorized to embed or become due,Esri has a right to invoice and Licensee bundle portions of Esri products and services with agrees to pay any such sales or use tax associated ', their application or service.OEM partners'business with its receipt of tangible media. modet,licensing terms and conditions,and pricing c. Esri shall provide Authorization Codes to activate the are independent of this ELA. Licensee shall not seek nondestructive copy protection program that enables any discount from the OEM partner or Esri based on the Enterprise Products to operate. the availability of Enterprise Products under this d. Licensee shall Deploy,install,configure,and track ; : ELA. Licensee shall not decouple Esri products or the Deployment status of the Enterprise Products. � ` services from the OEM partners'application or � service. 8.2 Order Requirements � 7? Annual Report of Deployments.At each a. All orders pertaining to this ELA shall be processed � anniversary date and ninety(90)calendar days prior through Licensee's centralized point of contact. ' ; to the expiration date of this ELA,Licensee shall kr. The following information shall be included in each ; provide a written report detailing all Deployments to Order(or Ordering Document): either(a)Esri if Licensee is located in the USA or (b)Authorized Distributor if Licensee is located (1) Licensee name;Esri customer number,if known; outside the USA.The report will be subject to audit. and bill-to and ship-to addresses � (2) Order number � ?.3 Renewal.Any follow-on ELA will be offered in (3) Applicable annual payment due � accordance with then-cunent ELA pricing and ? license terms and conditions. ' ��.c�---��xE;��:�z�.,ac.�t�titst�r��c��:�.c�u 1)tti`E4"[`T7'C`R�;ti P _ Licensee shall notify Esri and,if applicable, its Authorized Distributor in writing in the event of(i)a � . consolidation,merger,or reorganization of Licensee with E � or into another corporation or entity;(ii)Licensee's ; acquisition of another entity;or(iii)a transfer or sale of � all or part of Licensee's organization(hereinafter � s t E � E215-2(L.cvcl 2) Page 5 of 6 06/19/2014 € k –52– � � � , z subsections i,ii,and iii collectively referred to as tt}Z Unique Terms for the Small Enterprise Training "Ownership Change").There will be no decrease in the Package ELA Fee as a result of any Ownership Change. a. To order training,Licensee must include � 9.1 If an Ownership Change increases the cumulative training in the Ordering Document for the ELA meter or customer count beyond the maximum level or provide an Ordering Document as required for this existing ELA,Esri and,if applicable,its and specified within the ELA that matches the Authorized Distributor reserve the right to increase Esri quotation. the ELA Fee to the next higher ELA Fee level that applies to the new cumulative meter or customer E�. Where Licensee submits an additional Ordering count.In the event the Ownership Change increases Document to purchase training days for the cumulative meter or customer count beyond the additional year(s),any unused training days will limits of this ELA,Esri and,if applicable,its automatically roll over. Authorized Distributor have the option to terminate this ELA and the parties will negotiate a different �• An Ordering Document is required annually for agreement. each three(3)-year term.Failure to submit an annual Ordering Document will result in the 9? If an Ownership Change results in transfer or sale of forfeit of unused training days. a portion of Licensee's organization,that portion of Licensee's organization shall uninstall,remove,and �• Licensee must assign an individual within its destroy or transfer the Enterprise Products to organization to the role of Training Licensee. Administrator to serve as liaison between Licensee's organization and Esri as well as 9.3 This ELA may not be assigned to a successor entity internally manage and authorize allocated as a result of an Ownership Change unless approved training days. by Esri and,if applicable,its Authorized Distributor E, The training days are available for a period of in wnhng in advance.If the assignment to the new rivelve(12)months,commencing on the entity is not approved,Licensee shall require any Effective Date,and ending when all training successor entity to uninstall,remove,and destroy the days are consumed,whichever is sooner. Enterprise Products,and this ELA will terminate upon such Ownership Change. f'. Esri will invoice for outstanding training expenses where applicable. li}.(}—TKAt�iTN(; �;. Training days are not transferable and not refundable for any other Esri products or I(}.1 Training Description.Esri offers instructor-led services. training related to the use of its proprietary GIS software.Esri will provide to Licensee a fixed number of training days to use for Instructor-Led Training,as defined in this Small Enterprise Training Package,if purchased. Instructor-Led Training events occur at an Esri Learning Center or via the web in a cloud environment.The Esri software training course(s)to be conducted, location,schedule dates,and registration requirements are set forth in the Esri Training catalog located on Esri's Training website (httn:'itrainins�.esri.com).All courses are conducted in substantial conformity with course descriptions outlined on the Esri Training website.Esri reserves the right to modify course content when necessary due to software technical capabilities or limitations. E2I5-2(L.evel 2) Page 6 of 6 06/19/ZOl4 –53– General Manager Richard H.5olbrig ,�...--..-... � • �� • w Directors �� u�G � oe cnr�s c�ai� James R.JoneS � �_ �� Randy Vogelgesang �J Kelly Sheehan J� Eric 5chafer 1275 Meadow C►est Drive•5outh i.ake Tahoe•CA 96150-7401 Phone 53D 544-6474•Fax 530 541-06i4•www.�tpud.us BOARD AGENDA ITEM 6b TO: Board of Directors FROM: Shannon Cotulla, Engineering Department Manager MEETING DATE: November 6, 2014 ITEM- PROJECT NAME: GIS Consulting Services for Implementation of Environmental Science Research Institute (ESRI) Small Utility Enterprise License REQUESTED BOARD ACTION: Approve Task Order No. 21 in an amount not to exceed $9,200, for geographic information system consulting services by Arete Systems for assistance with implementation of the ESRI Small Utility License. DISCUSSION: A separate Board Agenda Item has been submitted for the Board's consideration to authorize staff to enter into a Small Utility Enterprise License Agreement (SUELA) for three years with the ESRI for access to the ESRI term license software on an unlimited basis. In the event that Agenda item is approved, this Task Order in the amount of $9,200 will provide for support services from the District's GIS Consultant, Arete Systems, to assist with the implementation of the ESRI Small Utility License. These services will accelerate the District's ability to deploy the software to office and field staff. The services include the following. 1) Server Software Installation and Configuration 2) Water and Sewer Map Mobile Application Setup 3) Leak Inspector/Reporter Application Configuration 4) Redline Application Configuration 5) ArcGIS Online organizational account configuration 6) Redline Drawing Tool Customization (if needed) 7) Training Arete Systems has provided GIS consulting services to the District for many years. Staff recommends approval of Task Order No. 21 for an amount not to exceed $9,200, for geographic information system consulting services by Arete Systems for assistance with implementation of the ESRI Small Utilit��icense. � � . Shannon Cotulla,Engineering Department Manager k - November 6,2014 f Page 2 ' 1 9 i I i i i ' i � i I . I 1 � j i . � i f ' i S ! . i , i ' � ; - E � SCHEDULE: Upon Board Approval $ � COSTS: $9,200 � ACCOUNT NO: 1037-8436 � � BUDGETED AMOUNT AVAILABLE: $10,000 � ' ATTACHMENTS: Proposal from Arete Systems � � CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water � GENERAL MANAGER: YES�� NO € CHIEF FINANCIAL OFFICER: YES - 6 NO � � . � ;.;. � - � � � � 220 Alamo Ave. ;� "":' - �`�—� �� '�`�.a- "°�"Y`�'" Santa Cruz, CA 95060-3004 :�„R R:}`'-!T m,_ :.. .. ,. . . . 831.824.4048 Mr. Shannon Cotulla and Ms.Wanda Stanley South Tahoe Public Utility District 1275 Meadow Crest Dr. South Lake Tahoe,CA 96150 28 October 2014 Dear Mr.Cotulla and Ms.Stanley: As requested,please find attached a proposal for consulting services to assist in the implementation of your ESRI Small Uitlities Site License.This proposal includes installation and configuration of the server software,as well as configuration and customization of mobile map and applications. You have previously received the site license cost quote from ESRI,however,I am including it with this proposal for you convenience. Thank you for the opportunity to submit this proposal.If you have any questions,please do not hesitate to call me at 831.824.4048. Sincerely, � � Alexander M.Johnson,P.E. Encl: Scope of Work Cost Estimate ESRI Site License Quote -57- I i ' d _ � i ! S South Tahoe Public Utilify District ' : ArcGIS Server and Mobile Application Implementation ; Scope of Work � i The South Tahoe Public Utility District(STPUD) is updating its Geographic Information ' . Systems licensing to utilize a site license scheme,which will allow the District to , implement a more flexible deployment of ArcGIS desktop, server,and mobile software. ,, The tasks under this scope of work are intended to assist the district in this deployment. , The anticipated tasks include: ' Task 1. Server software installation and configuration. Contractor will work with the : District Information Systems (IS) staff and the GIS manager to install and configure the ' 1 '. small utilities site license on the district system. This will include configuration of the � License Manager software,update of the GIS server software, and configuration of the ; ArcGIS Server web services. ' � Task 2. Water& sewer mobile app setup. Contractor will configure water and sewer I maps to be accessible from Windows, Android, and iOS mobile devices. The maps will � ` include the primary layers from each utility, and will include a basemap appropriate for � the mobile devices. The maps will be configured such that the entire district area may be ' . downloaded to the mobile devices for off-line or on-line use. ; Task 3. Leak Inspector/Reporter app setu�Contractor will set up a mobile app to be used � in leak reporting and inspecting. The app will be compatible with Windows,Android, and ! iOS mobile devices. The app will be configured such that the entire district area may be downloaded to the mobile devices for off-line or on-line use. The intent of this task is to " duplicate the leak reporting capabilities of the current InfraMap field software. ' i Task 4. Redline app setuQ Contractor will set up a mobile app to be used for map change request and redline reporting from the field. The app will be compatible with Windows, I Android, and iOS mobile devices. The app will be configured such that the entire district ; ; area may be downloaded to the mobile devices for off-line or on-line use. The intent of � this task is to duplicate the redlining capabilities of the current InfraMap field software. . ; Task 5. ArcGIS Online organizational account configuration. Contractor will assist the ; district IS staff and the GIS manager with configuration of the District's ArcGIS Online � , organizational account. This will include creating appropriate user groups, assigning users to those groups, and granting access and editing privileges for those groups to the I i ArcGIS Online resources, including web maps, apps, and services. � s Task 6. Redline drawin�tool customization. Contractor will customize the redline app to � : include a freehand drawing tool for entering redline drawings. The tool will use the � . ArcGIS Android and iOS application programming interfaces (APIs), and will duplicate � the freehand drawing functionality in the current InfraMap redline tool as much as � � practicable. E � , � � � -58- � � i � Task 7. Trainin�. Consultant will conduct one(1)4-hour training session in the use of the new tools. Training hours may be divided up between users and administrators of the system as the District sees appropriate. The training session will be conducted on site, with the coordination of the District IS and GIS personnel. Consultant will coordinate work with the District GIS Manager and Engineering Department and will also work with the District's IS personnel. -59- � i f � � � 0 � Q � Q O L � � � � � o � � � W 2 L � Q t � � � � J � O O O O O O O y O O O O O O O O � c�D � � � O c�0 I, V o� �tcoc� vco � £ � � �� . � va � m J t i i 1 , � 3 'f 0 0 Q 0 0 � Q � � Q � � � 0 Q 0 Q Q 0 � Q � � � � � � � � � '�" � �" � � ('n �� , � � �, � � O �� ' � O O O O O O O 0 > ' � � rt � � � C�D O � C � � �� b�4� � � � �— v� N # ' � " � � . t W Iw f A� .n � W � 4 a. � � s N s � � � c o � . o � ,_ � � � ; � '� ° � � � � u � o � � � 3 � � � �. � � s C. c � � c � ' Q U tap `+— O O ; � '0 O V t'a''O s ■� C U �0 N � � � � � � 0 � � � C p � i � � � t' � f6 � �, � N U P C � C � (6 v � � Q ` � �� C O � ; L � L L' O C ` � � � y u � 3 $ L O � C � t � � � N � � � ' L c v � L '"' C r�r C .0 f � .Y � � f0 � U '� f6 e E"'� � (n > J OC Q � {L � V H .-i c•i ni v ui � � � L � a -60- � � 1 � PAYMENT OF CLAIMS FOR APPROVAL November 6, 2014 Payroll 10/28/2014 381,555.86 Total Payroll 381,555.86 ADP & Insight eTools 2,670.48 AFLAC/WageWorks claims and fees 165.00 BBVA Compass Bank 0.00 BHFS legal services 0.00 CDS health care payments 4,719.27 Total Vendor EFT 7,554.75 Accounts Payable Checks-Sewer Fund 677,807.40 Accounts Payable Checks-Water Fund 1,379,095.62 Accounts Payable Checks-Grants Fund 0.00 Total Accounts Payable 2,056,903.02 ' Grand Tota/ 2,446,013.63 Pavroll EFTs � Checks 10/28/2014 EFT CA Empfoyment Taxes & W/H 17,085.82 EFT Federal Employment Taxes & W/H 90,809.54 EFT CaIPERS Contributions 28,962.60 EFT Great West Deferred Comp 22,025.45 EFT Stationary Engineers Union Dues 2,476.07 EFT Retirement Health Savings 0.00 EFT United Way Contributions 170.00 EFT Employee Direct Deposits 215,260.31 CHK Employee Garnishments 1,273.83 CHK Employee Paychecks 3,492.24 Tota/ 381,555.86 -61- ! , k � � ; ! f s : � ! ; � " 3 3 3 3 3 3 3 3 3 3 3 3 3 j � � � � � � � � � � � � � � Ol O .--� N M V t!1 tD i� OO Q1 O .--� ' t0 I� I� I� 1� 1� I� I� f� I� 1� 00 00 � � Ql �1 Ol Ol Ol Ol Ol Ol Q1 ' Ol Ol 01 01 ': ; Z o0 00 00 a0 00 00 00 00 00 00 00 00 00 : 00 ao 00 0o ao 00 00 0o ao 0o ao 0o ao i Y O O O O O O O O O O O O O � v O O O O O O O O O O O O O � d O O O O O O O O O O O O O ; L d a G a d a d a a a d a a � U Q Q Q Q Q Q Q Q Q Q Q Q Q � ' C M M N o0 O O O O � � O O O O O O I� 1� O O O 1D t0 00 00 N N .--� 1� 00 Ol .�-� .1 t0 O M � . � t0 �O O tA 1D u1 �/1 O a0 00 O O O O O O 01 Ol Vl u'f O �O 1D Ol 01 Vl u1 00 Ol � .--� t0 a0 1� t0 N p I� i� 111 fA OC .--� .--I M 00 00 O O l0 l0 O O Ol Ol e-I e-i M 00 Op V1 V1 tp lp M .--I C M f� M O 1� 01 O O a�-1 I� 00 N N � N N I� I� l0 lG O O f� 1� 00 00 l0 01 Q1 ��-I e-i lf1 ll'1 O M l0 M O a�i LA I � QE .-i �--1 �-1 l0 I� � � N N 1!1 Il1 �-i '-1 a--I I� I� N N N N 00 rl 00 e� � + � N � a--I .--� � � a-1 �--I e-I � ' r-1 a--I �--1 �--1 i I � f0 16 t0 f0 f0 10 N N 10 f0 f0 N f0 �� ' Y i, �+ i� Y Y Y ++ �+ Y i+ i+ 4+ "� . � � �' � O � f"' � � � � ? � � � 'i Y Y Y Y � Y Y Y Y Y Y Y Y Y �: , U U U U U V U U U U m U U U ! y W W GJ N n' N N W W W W �.J N W N i L L L L V L t L L L t � t L t I � v c� v u 3 U U U v c� c� � U c� c� '0 N � O O O N O �--i O O O O a0 O O O O O O O O O O j N .--I fY1 ll'1 ln � l0 00 tn O N N e� a' N �-f N �--I ei e-i rl ri �-i ' d et ll'f �!1 N N O l0 O lD N ll'f V1 tl1 L!1 V1 CIl M M M fr1 f'/1 f�I M � O N N l0 lD lD l0 l0 lD t0 st t1 N M � lD lD l0 l0 tD l0 l0 lD � � i � � � � � � � � i � � � � � � � i � � � � j O O O .-� .--i OD o0 O 00 tt I� I� O O a0 O O N t0 a0 O N 00 i , Li O O O N N N n� O N O O O O O M O O O O M O O M . v O O O O O O O O O O O O O O O O O O O O O O O . 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SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES �d NO CHIEF FINANCIAL OFFICER: YES NO -77- 6eneral Manager Richard H.Solbrig • �� • w Director5 �� D � V a o e Chris Cefalu James R.Jone� �...._�„� �� Randy Vogelgesang I'u b[�c U ti i ity D i 5tri ct Kelly Sheehan Eric 5chafer 1275 Meadow Cr�est Drive•South Lake Tahoe•CA 96150-7401 t'hone 530 544-6474•�ax 530 541-0614•www.stpud.us BOARD AGENDA ITEM 13b TO: Board of Directors FROM: Richard Soibrig, General Manager MEETING DATE: November 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 Califomia, 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 CV06-0O55-GW, United States District Court for the Centrol District of California. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES /�� NO CHIEF FINANCIAL OFFICER: YES -79-NO 6eneral Manager Richard H.5olbrig • ,�� . � Directors �,�It � 'w ChriS Cefalu 5�- o u t a � �o e JameS R.JoneS Randy Vogelgesang �" f'u b 1 i c U ti i ity D i 5tri ct ��y 5heehan Eric Schafer 1275 Meadow Crest Drive•5outh Lake Tahoe•CA 96150-7401 i'hone 530 54�4-6474•Fax 53Q 541-0614•www.stpud.u5 BOARD AGENDA ITEM 13c TO: Board of Directors FROM: Richard Solbrig, General Manager MEEfING DATE: November 6, 2014 ITEM-PROJECT NAME: Conference with Legal Counsei- Existing Litigation REQUESTED BOARD ACTION: Direct Staff. DISCUSSION: Pursuant to Section 54956.9(aj of the California Govemment Code, Closed Session may be held for conference with legol counsel regarding existing litigation: Los Angeles County Superior Court, Case No. BC459943, State of Nevada, et al.v. J-M Manufacturing, et al. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATiACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO -81- General Manager Richard H.5oibrig � • 1950 • w� O V� V a o e Directors ChriS Cefalu James R.JoneS '� '� pu b[i c U ti I ity D i 5tri ct �ndy Vogelge5ang Kelly 5heehan Eric 5chafer 1275 Meadow CreSt Drive•5outh lake Tahoe•CA 96150-7401 I'hone 530 54�4-6474•Fax 530 541-0614•WWw.StptJG1.U5 BOARD AGENDA ITEM 13d TO: Board of Directors FROM: Richard H.Solbrig, General Manager MEETING DATE: November 6, 2014 ITEM-PROJECT: Conference with Legal Counsel- Existing Litigation REQUESTED BOARD ACTtON: Direct staff. DISCUSSION: Pursuant to Section 54956.9(a) of the California Govemment Code, Closed Session may be held for conference with legal counsel regarding e�usting (itigation:STPUD vs. Lakeside Park Association, et al., County of EI Dorodo,Superior Courf Case No. SC20010165. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT REMAINING: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: GENERAL MANAGER: YES � NO CHIEF FINANCIAL OFFICER: YES NO -83- General Manager Richard H.5olbrig � • 1950 • � hI� � �� Director5 Chris Cefalu JameS R.Jones —�.�-�,.,� �� Randy Vogelge5ang . �'ubl�c Ut�lity D15trict KellySheehan Eric 5chafer 1275 Meadow Crest Drive•Sauth take Tahoe•CA 96150-7401 t'hone 530 54�4-6474•�ax 530 541-0614•www stpucl.u5 BOARD AGENDA ITEM 1 3e TO: Board of Directors FROM: Richard Solbrig, General Manager MEETING DATE: November 6, 2014 ITEM-PROJECT NAME: Conference with Labor Negotiators REQUESTED BOARD ACTION: Direct Negotiators DISCUSSION: Pursuant to Government Code Section 54957(a)/Conference with Labor Negotiators re: Memorandum of Understanding with the Management Unit Present at this Closed Session will be Agency Negotiators: Richard Solbrig/General Manager, Nancy Hussmann/Human Resources Director, Paul Hughes/Chief Financial Officer. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT REMAINING: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES /�% NO CHIEF FINANCIAL OFFICER: YES -85 NO