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AP 02-05-15 OVTH. .,..TAkp me A(� k'er • 1950 to e4/0UTILrr(1: 1 SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, February 5, 2015 - 2:00 P.M. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California Richard Solbrig, General Manager Shannon Cotulla, Assistant General Manager Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President Chris Cefalu, Director James R. Jones, Director Duane Wallace, Director 1. CALL TO ORDER REGULAR MEETING- PLEDGE OF ALLEGIANCE(At this time, please silence phones and other electronic devices so as not to disrupt the business of the meeting.) 2. COMMENTS FROM THE AUDIENCE (This is an opportunity for members of the public to address the Board on any short non-agenda items that are within the subject matter jurisdiction of the District. No discussion or action can be taken on matters not listed on the agenda, per the Brown Act. Each member of the public who wishes to comment shall be allotted five minutes, and no more than three individuals shall address the same subject.) 3. CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR (For purposes of the Brown Act, 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. MXU's and Water Meters (Tim Bledsoe, Customer Service Manager/James Cullen, Inspections Supervisor) Pg 41 (1) Authorize exception to bidding procedures as outlined in the Purchasing Policy for a sole source purchase of standardized supplies; (2) Authorize Purchase Order No. 28320 for the purchase of Sensus MXU's (water meter mobile reading units and meters) from Western Nevada Supply in an estimated amount of $51,714.42 including tax; and for the purchase of Sensus MXU's from Western Nevada Supply in an estimated amount of $269,147.10, including tax. b. 2014-2015 Vehicle Purchases (Randy Curtis, Manager of Field Operations) Pg 43 Authorize purchase of five new Y2 ton pickup trucks from the State of California Competitively Bid Contract #1-14-23-20AG in the estimated amount of $1 1 1,535.15. C. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Pg 47 Approve Payment of Claims in the amount of $865,174.31 REGULAR BOARD MEETING AGENDA- February 5, 2015 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.) Public and Legislative Outreach Efforts 11. STAFF/ATTORNEY REPORTS (Discussions may take place;however, no action will be taken.) Fluoridation Question 12. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetings/Events 01/21/15-8:00 a.m. ECC Meeting-Cefalu Representing 02/05/15-9:00 a.m. CIP Board Workshop at District 02/05/15-2:00 p.m. Regular Board Meeting at District Future Meetings/Events 02/17/15-3:30 Operations Committee Meeting at District 02/19/15-2:00 p.m. Regular Board Meeting at District 13. CLOSED SESSION (The Board will adjourn to Closed Session to discuss items identified below. Closed Session is not open to the public; however, an opportunity will be provided at this time if members of the public would like to comment on any item listed-three minute limit.) a. Pursuant to Government Code Section 54956.9(b)/Conference with Legal Counsel Potential Litigation re: one case. Pg 63 b. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Counsel Existing Litigation re: El Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District (Filed 10/22/12). Pg 65 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: False Claims Act Case: United States, the States of California, Delaware, Florida, Nevada, and Tennessee and the Commonwealths of Massachusetts and Virginia ex rel. John Hendrix v. J-M Manufacturing Company, Inc. and Formosa Plastics Corporation, U.S.A., Civil Action No. ED CV06-0055-GW, United States District Court for the Central District of California. Pg 67 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: Los Angeles County Superior Court, Case No. BC459943, State of Nevada, et al. v. J-M Manufacturing, et al. Pg 69 ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION ADJOURNMENT (The next Regular Board Meeting is Thursday, February 19, 2015 at 2:00 p.m.) REGULAR BOARD MEETING AGENDA- February 5, 2015 PAGE-3 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 District's public meetings.If particular accommodations are needed,please contact the Clerk of the Board at(530) 544-6474,extension 6203.All inquiries must be made at least 48 hours in advance of the meeting. REGULAR BOARD MEETING AGENDA- February 5, 2015 PAGE-4 00TH .,r;TAHp AGetk'er . 1950 • VON UTILITY DAV SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR February 5, 2015 ITEMS a. LUTHER PASS POWER AND CONTROL PROJECT (Julie Ryan, Principal Engineer) Pg 1 Authorize staff to prequalify contractors to bid on the Luther Pass Power and Control Project. b. FLEXIBLE SPENDING ACCOUNT PROGRAM AMENDMENT (Nancy Hussmann, Human Resources Director) Pg 3 Adopt Amendment authorizing contributions of$2,550 maximum per calendar year, as allowed by the IRS for 2015 Calendar Year. c. DIAMOND VALLEY RANCH IRRIGATION IMPROVEMENT PROJECT (Lynn Nolan, Grants Coordinator) Pg 9 Adopt Resolution Nos. 2970-15, 2971-15 and 2972-15 to submit application for Diamond Valley Ranch Irrigation Improvement Project State Revolving Loan Funding. d. TAHOE SIERRA INTEGRATED REGIONAL WATER MANAGEMENT PLAN UPDATE (Lynn Nolan,Grants Coordinator) Pg 17 1) Approve Revision to Task Order No. 5 to Kennedy Jenks Consultants in the amount of $392,135 for the TSIRWMP update; and, 2) Approve Task Order No. 1 to Sierra Water Workgroup (SWWG) in the amount of$92,625 for the TSIRWMP Data Management System Development. e. GROUNDWATER MANAGEMENT PLAN UPDATE (Ivo Bergsohn, Hydrogeologist) Pg 29 Authorize an increase in the amount of $3,517 to Purchase Order P27249 for additional consulting services. f. SOUTH UPPER TRUCKEE WELL NO. 3 EVALUATION (Ivo Bergsohn, Hydrogeologist) Pg 33 Authorize staff to acquire well inspection services for the South Upper Truckee Well No. 3 Evaluation. g. REGULAR BOARD MEETING MINUTES: January 15, 2015 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Pg 37 Approve January 15, 2015 Minutes General Manager Richard H.Solbrig • 1950 • it South Directors � /� O Cefalu_____ James R.Jones P ublic Utility District RandyellySheehan sa mg Kelly Sheehan Duane Wallace '� _,.,,rte 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us 1 I BOARD AGENDA ITEM TO: Board of Directors FROM: Julie Ryan, Principal Engineer MEETING DATE: February 5, 2015 ITEM - PROJECT NAME: Luther Pass Power and Control Project REQUESTED BOARD ACTION: Authorize staff to prequalify contractors to bid on the Luther Pass Power and Control Project. DISCUSSION: GHD and District staff are working to finalize the Bid Documents for the Luther Pass Power and Control Project at the Luther Pass Pump Station. This Project includes the following: • Construct a new electrical building, approximately 1,000 sf single-story concrete block structure; • Convert the power source from 2.4kV to 4.16kV; • Replace motors, motor controllers and motor instrumentation; • Replace programmable logic controllers (PLCs); • Upgrade SCADA, instrumentation and communication; • Replace pump discharge and control valves; • Demolish the existing electrical equipment; and, • Perform associated site restoration and stabilization work. All this work must be performed on the small site, while the District continues to operate the existing pump station. This complex project will require the services of a general contractor, an electrical contractor and a controls integrator. The Luther Pass Power and Control Project is expected to cost $3.93 million based on GHD's 90% design estimate. Based on staff experience, integrating a new control system into an existing, operational system can be a difficult, risky operation that requires special expertise. Likewise, in the experience of the District's Special Counsel, award to an unqualified contractor can result in project delays, increased claims, fines and penalties from regulatory agencies, and diminished quality of the project. As such, staff recommends that the District prequalify controls integrators for this project prior to proceeding with the bid period. -1- Julie Ryan,Principal Engineer February 5,2015 Page 2 Staff expects that the project will proceed on the following schedule. Advertise for Prequalification February 6, 2015 Prequalification Packet Due March 6, 2015 Notify Contractors of Prequalification Results March 13, 2015 Prequalification Results to Board/Authorization to Bid March 19, 2015 Advertise for Bid April 1, 2015 Mandatory Pre-Bid Meeting April 15, 2015 Bid Opening May 18, 2015 Board Approval June 4, 2015 Notice to Proceed July 1, 2015 Project Complete October 1, 2016 Staff is currently preparing a prequalification questionnaire, an objective scoring system and an appeals process following California Department of Industrial Relations Guidelines and in accordance with California Public Contract Code §20101. Bidders will only be allowed to name in their bids those Controls Integrators who have prequalified fi to bid the project. p¢pk5 (PPP SCHEDULE: See above COSTS: ACCOUNT NO: 1029-8330/LPPOWR BUDGETED AMOUNT AVAILABLE: $4,275,000 Funded with SRF Loan ATTACHMENTS: None CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES //: .@ NO CHIEF FINANCIAL OFFICER: YES NO _ -2- General Manager Richard H.Solbrig (..........-----; 1950 8tgr South Ta ►iDirectors Chris CefaluZ� �y�" .N. ,11000........ Publ.c Utility District James R.Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Nancy Hussmann, Human Resources Director MEETING DATE: February 5, 2015 ITEM- PROJECT NAME: Flexible Spending Account Program Amendment REQUESTED BOARD ACTION: Adopt Amendment authorizing contributions of $2,550 maximum per calendar year, as allowed by the IRS for 2015 Calendar Year. DISCUSSION: The Internal Revenue Service Code Section 125(i) as amended by the Affordable Care Act allows for indexing of Flexible Spending Accounts for Medical Reimbursement Plans. For 2015, the indexed amount saw an increase of$50, for a new total of $2,550 per participant per calendar year. Changes are effective January 1, 2015, and the District wishes to comply with the maximum amount allowed for this program. Adoption of this item formalizes the District's practice of allowing the maximum IRS allowable for Medical Reimbursement Plans. SCHEDULE: 2/5/15 Sign Resolution & Amendment COSTS: $0.00- Employee Funded ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General / GENERAL MANAGER: YES Ae ti I NO CHIEF FINANCIAL OFFICER: YES % NO —3— CERTIFICATE OF ADOPTING RESOLUTION The undersigned authorized representative of SOLo1 la oe fob c ( , Ott fris-.)-nc,i- (the Employer) hereby certifies that the following resolutions were duly adopted by Employer on (date), and that such resolutions have not been modified or rescinded as of the date hereof; RESOLVED,that the Amendment to the S 0 I (i,a1[ - r diryJ corkit + (name of the plan) (the Amendment) is hereby approved and adopted, and that an authorized representative of the Employer is hereby authorized and directed to execute and deliver to the Administrator of the Plan one or more counterparts of the amendment. The undersigned further certifies that attached hereto is a copy of the Amendment approved and adopted in the foregoing resolution. Date: Signed: (print name/title) -5- HEALTH CARE FLEXIBLE SPENDING ACCOUNT AMENDMENT ARTICLE I PREAMBLE 1 Adoption and effective date of amendment.The Employer adopts this Amendment to the sot,tl4 \knot �, � . % -luhcA,1,t $ ;ty Pla.N (enter name of plan) ("Plan")to reflect changes to Internal Revenue Code(IRC)Section 125(i),as amended by the Affordable Care Act(ACA).The sponsor intends this Amendment as good faith compliance with the requirements of this provision.This Amendment shall be effective on or after the date the Employer elects in Section 2.1 below. 1.2 Supersession of inconsistent provisions.This Amendment shall supersede the provisions of the Plan to the extent those provisions are inconsistent with the provisions of this Amendment. ARTICLE II LIMITATION ON ALLOCATIONS 2.1 Effective Date.This Amendment is effective as of J Q,1t,Lc 1 (I %OI'S (the first day of the plan year). 2.2 Limitation on Allocations. Notwithstanding any provision contained in this Health Care Flexible Spending Account to the contrary, the maximum annual contribution amount that may be allocated to the Health Care Flexible Spending Account Benefit may not exceed the lesser of the Participant's salary reduction elected for the plan year or$2,500, as indexed, plus any Employer contributions that may be made. (The $2,500 amount will be indexed each year, $2,550 in 2015, to reflect any anticipated cost of living adjustments as assigned by the IRS.) This Amendment has been executed this day of , . Name of Employer: By: EMPLOYER -7- SUMMARY OF MATERIAL MODIFICATIONS(SMM) For the 17 (Name of Plan) _ F (1)General.This is a Summary of Material Modifications regarding the above referenced Plan ("Plan"). This Summary of Material Modifications supplements and amends the Summary Plan Description(SPD) previously provided to you.You should retain this document with your copy of the SPD. (2)Identification of Employer.The legal name,address and Federal Employer Identification number of the Employer are: -S Ou+k 1aLroe PJb1iL (.4'h 4t EIN: 614 — 133 ' moi l L( } Employer name 121 S rrp a A) GrPS+ Employer street address } S0. L —Tq �( o hs � � s Employer city,state and zip code FOR CAFETERIA PLANS: (3)Description of Modifications.The Employer has amended your Plan effective J Q/\- ) ?„01 ' .. Subsequent plan years will reflect the IRS cost-of-living adjustment indexed amount. If you have any questions regarding the application of this provision to you,contact your Plan Administrator. BENEFITS Annual Health Care Spending Account Amount.The maximum annual contribution amount that may be allocated to your Health Care Flexible Spending Account Benefit may not exceed the lesser of your salary reduction (contribution)elected for the year or$2,500, as indexed, plus any Employer contributions that may be made. (The$2,500 amount will be indexed each year,$2,550 in 2015)to reflect any anticipated cost of living adjustments as assigned by the IRS.) —8— 3 General Manager Richard H.Solbrig r-- se.s.,______ `,$�4►7au a ve Directors ris Gefalu s R.Jones T ~ - 1 Vogelg pubic Utility District Randy Kelly Sheehan sang Kelly Sheehan Duane Wallace �._ 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614• w stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: February 5, 2015 ITEM - PROJECT NAME: Diamond Valley Ranch Irrigation Improvement Project REQUESTED BOARD ACTION: Adopt Resolution Nos. 2970-15, 2971-15 and 2972-15 to submit application for Diamond Valley Ranch Irrigation Improvement Project State Revolving Loan Funding. DISCUSSION: The State Water Resources Control Board has approved the submission of an application for a Clean Water State Revolving Loan not to exceed $7,500,000 for the Diamond Valley Ranch Recycled Water Reuse Project. The attached Resolution Nos. 2970-15, 2971-15 and 2972-15 are necessary for the completion of this application. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Resolution Nos. 2970-15, 2971-15 and 2972-15 CONCURRENCE WITH REQUESTED ACTION:] CATEGORY: Sewer GENERAL MANAGER: YES iZ E`�1�ejI NO CHIEF FINANCIAL OFFICER: YES NO -9- 1 RESOLUTION NO. 2970-15 2 PLEDGED REVENUES AND FUND(s) RESOLUTION 3 OF THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT 4 5 WHEREAS, the South Tahoe Public Utility District has adopted the Clean Water 6 State Revolving Fund Resolution regarding intent, authority and procedure; 7 THEREFORE, BE IT RESOLVED, the South Tahoe Public Utility District (the "Entity") 8 hereby dedicates and pledges Sewer Enterprise Fund/Sewer Service Charge Revenues to payment of any and all Clean Water State Revolving Fund and/or Water Recycling 9 Funding Program Financing for Diamond Valley Ranch Irrigation Improvements Project (the "Project"). The Entity commits to collecting such revenues and maintaining such 10 fund(s) throughout the term of such financing and until the Entity has satisfied its 11 repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. So long as the financing agreement(s) are 12 outstanding, the Entity's pledge hereunder shall constitute a lien in favor of the State Water Resources Control Board on the foregoing fund(s) and revenue(s) without any 13 further action necessary. So long as the financing agreement(s) are outstanding, the 14 Entity commits to maintaining the fund(s) and revenue(s) at levels sufficient to meet its obligations under the financing agreement(s). 15 16 WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 2970-15 was duly adopted and passed by the Board of Directors of the 17 South Tahoe Public Utility District at a regularly scheduled meeting held on the 5th day of February, 2015, by the following vote: 18 19 AYES: 20 NOES: 21 22 ABSENT: 23 Randy Vogelgesang, Board President 24 South Tahoe Public Utility District 25 26 ATTEST: 27 28 29 Melonie Guttry, Clerk of the Board 30 -11- 1 RESOLUTION NO. 2971-15 2 AUTHORIZING RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT 3 4 WHEREAS, a determination has been made to seek funding to implement the 5 Diamond Valley Ranch Irrigation Improvements project, 6 THEREFORE, BE IT RESOLVED by the Board of Directors of the South Tahoe Public 7 Utility District (the "Entity"), as follows: 8 The General Manager, Assistant General Manager or the Chief Financial Officer or their designee is hereby authorized and directed to sign and file, for and on behalf of 9 the Entity, a Financial Assistance Application for a financing agreement from the State 10 Water Resources Control Board for the planning, design, and construction of the Diamond Valley Ranch Irrigation Improvements (the "Project"). 11 12 This Authorized Representative, or his/her designee, is designated to provide the assurances, certifications, and commitments required for the financial assistance 13 application, including executing a financial assistance agreement from the State Water Resources Control Board and any amendments or changes thereto. 14 15 The Authorized Representative, or his/her designee, is designated to represent the Entity in carrying out the Entity's responsibilities under the financing agreement, 16 including certifying disbursement requests on behalf of the Entity and compliance with applicable state and federal laws. 17 18 WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 2971-15 was duly adopted and passed by the Board of Directors of the 19 South Tahoe Public Utility District at a regularly scheduled meeting held on the 5TH day of February, 2015, by the following vote: 20 21 AYES: NOES: 22 ABSENT: 23 Randy Vogelgesang, Board President 24 South Tahoe Public Utility District 25 ATTEST: 26 27 Melonie Guttry, Clerk of the Board 28 29 30 -13- 1 RESOLUTION NO. 2972-15 2 REIMBURSEMENT RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT 3 FOR THE DIAMOND VALLEY IRRIGATION IMPROVEMENT PROJECT 4 5 WHEREAS, the South Tahoe Public Utility District (the "District") desires to finance the costs of Diamond Valley Ranch Irrigation Improvements Project (the "Project); 6 7 WHEREAS, the District intends to finance the construction and/or reconstruction of the Project or portions of the Project with moneys ("Project Funds") provided by the 8 State of California, acting by and through the State Water Resources Control Board (State Water Board); 9 10 WHEREAS, the State Water Board may fund the Project Funds with proceeds from the sale of obligations the interest upon which is excluded from gross income for federal 11 income tax purposes (the "Obligations"); 12 WHEREAS, prior to either the issuance of the Obligations or the approval by the 13 State Water Board of the Project Funds the District desires to incur certain capital expenditures (the "Expenditures") with respect to the Project from available moneys of 14 the District; and, 15 WHEREAS, the District has determined that those moneys to be advanced on 16 and after the date hereof to pay the Expenditures are available only for a temporary period and it is necessary to reimburse the District for the Expenditures from the 17 proceeds of the Obligations. 18 THEREFORE, BE IT RESOLVED by the Board of Directors of the South Tahoe Public 19 Utility District (the "Entity"), as follows: 20 The District hereby states its intention and reasonably expects to reimburse 21 Expenditures paid prior to the issuance of the Obligations or the approval by the State Water Board of the Project Funds. 22 The reasonably expected maximum principal amount of the Project Funds is 23 $7,500,000. 24 This resolution is being adopted no later than 60 days after the date on which the 25 District will expend moneys for the construction portion of the Project costs to be reimbursed with Project Funds. 26 27 Each expenditure of the District will be of a type properly chargeable to a capital account under general federal income tax principles. 28 To our knowledge, the District is not aware of the previous adoption of official 29 intents by the District that have been made as a matter of course for the purpose of 30 reimbursing expenditures and for which tax-exempt obligations have not been issued. —15— Resolution No.2972-15 February 5.2015 p£p' G ' 1 This Resolution is adopted as official intent of the District in order to comply with Treasury Regulation §1.150-2 and any other regulations of the Internal Revenue Service 2 relating to the qualification for reimbursement of Project costs. 3 All the recitals in this Resolution are true and correct and the District so finds, 4 determines and represents. 5 WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 2972-15 was duly adopted and passed by the Board of Directors of the 6 South Tahoe Public Utility District at a regularly scheduled meeting held on the 5th day of 7 February, 2015, by the following vote: 8 AYES: NOES: 9 ABSENT: 10 Randy Vogelgesang, Board President 11 South Tahoe Public Utility District 12 ATTEST: 13 14 Melonie Guttry, Clerk of the Board 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 —16— Resolution No.2972-15 February 5.2015 General Manager Richard H.Solhrig selle • 1950 • water, Directors South Chris Cefalu �/ � James R.Jones -�.w-` � Randy Vogelgesang District Fublic Utility Kelly Sheehan vDuane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-64-74•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: February 5, 2015 ITEM- PROJECT NAME: Tahoe Sierra Integrated Regional Water Management Plan (TSIRWMP) Update REQUESTED BOARD ACTION: 1) Approve reduction to Task Order No. 5 to Kennedy Jenks Consultants in the amount of$134,625 for the TSIRWMP update; and, 2) Approve Task Order No. 1 to Sierra Water Workgroup (SWWG) in the amount of $92,625 for the TSIRWMP Data Management System Development. DISCUSSION: District staff is managing the Department of Water Resources (DWR) Planning Grant Contract for the TSIRWMP and Kennedy Jenks Consultants has been working on the TSIRWMP revision under Task Order No. 5. As the revision of the TSIRWM Plan has been completed and approved by DWR, several other planning activities have been proposed for the additional grant funding remaining under Task Order No. 5. The contract with DWR contained a requirement for the development of a Data Management System. Kennedy Jenks and TSIRWM partners agreed this requirement would be best served by the consultants with SWWG. Kennedy Jenks has approved a revision to their current Task Order No. 5 to allow for the funding to support the effort by SWWG in the amount of $92,625. In addition, Kennedy Jenks has released $42,000 from Task Order No. 5 to the District to be utilized in further TSIRWM outreach for disadvantaged communities and tribes. SCHEDULE: Ongoing COSTS: No change in original total ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Revised Task Order No. 5 to Kennedy Jenks; Task Order No. 1 to Sierra Water Work Group CONCURRENCE WITH REQUESTED ACTION: CATEGORY: • GENERAL MANAGER: YES : NO CHIEF FINANCIAL OFFICER: YES k% NO -17- Kennedy/Jenks Consultants Engineers&Scientists 10850 Gold Center Drive, Suite 350 Rancho Cordova,California 95670 916-858-2700 FAX:916-858-2754 21 January 2015 Lynn Nolan Grant Coordinator South Tahoe Public Utility District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 Subject: Scope and Remaining Budget Clarification Tahoe-Sierra Integrated Regional Water Management(IRWM) Plan K/J 1270036*00 Dear Lynn: Per our discussions over the last several months, it has become apparent that the proposed scope for the data management system (DMS)described in the original Task 3.H.A and 3.I.0 of Task Order 5 executed 13 September 2013 between South Tahoe Public Utility District(District)and Kennedy/Jenks Consultants (Kennedy/Jenks)may not be the most effective means of providing DMS to the Tahoe-Sierra IRWM Partnership because of several more recent opportunities. One of the main reasons is that significant technological changes have occurred since the DMS was originally scoped in 2012. The other is the potential long-term support for DMS management that could be provided by the Sierra Water Work Group(SWWG). In addition, SWWG can also provide support for website management in parallel with DMS management. In addition, based on the remaining budget in the IRWM planning grant following expeditious completion of the IRWM Plan, Kennedy/Jenks has discussed with you and the Partnership Subcommittee, the preparation of a Salt and Nutrient Management Plan (SNMP)for the two high priority groundwater basins identified by State Water Resources Control Board. The existing Task 3.E.a SNMP Need Determination memorandum, which was reviewed with the Regional Water Quality Control Board staff, identified the steps to prepare a SNMP, which is summarized as scope below. The Tahoe-Sierra IRWM Plan identified five DWR-recognized groundwater basins within the Region. Of these, the Regional Water Quality Control Board (Regional Board)staff has further specified that Tahoe Valley—South Basin and the Martis Valley Basin are medium priority basins and should prepare SNMP. The Tahoe-Valley West Basin, Carson Valley Basin and the Olympic Valley Basin are designated as very low priority and Regional Board staff have determined that SNMP are not required at this time for these basins. In addition, some of the remaining budget will be redirected, as shown in the budget section, to the District for Disadvantaged Community (DAC) Outreach around the topic of water use efficiency for DAC. z:\2012\1270036.00_stpud tahoe sierra irwmp\02-cntrctsagmts\2.01-primcontract\jan_15in6d\contract_mod_012115_tahoe-sierra_dms+website+snmp.doc ti Kennedy/Jenks Consultants Lynn Nolan South Tahoe Public Utility District 21 January 2015 Page 2 For these reasons, we recommend the following clarifications to the Task Order 5 scope(using strike out for deleted text and underline for new text). We propose to provide this modified scope of work under the budget as detailed in the Budget section. "New Task 3.E.b— Salt and Nutrient Management Plan Preparation for Higher Priority Basins This task will build on the Task 3.E.a memorandum and results in the preparation of SNMP for the Tahoe Valley—South and Martis Valley groundwater basins. The preparation of a SNMP will include: • Compile existing information, including stakeholder roles, basin water quality, recycled water/stormwater(RW/SW)use/recharge goals/objectives; • Prepare planning-level salt and nutrient balance including source ID and loading; assimilative capacity, and transport • Describe basin monitoring program including parameters and frequency, and complete a CEQA/Antidegradation analysis • Prepare draft and final Salt and Nutrient Management Plan and program— distribute up to 10 hard copies and one electronic copy of each • 2 Meetings per basin and 3 Calls per basin for 4 meetings and 6 total calls, which will include a review meeting with the Tahoe Sierra IRWM Partnership group. Task 3.H.a— Project Performance Monitoring Module to Data Management System (DMS) The District has contracted with Sierra Water Workgroup (SWWG)for the majority of the work on this task. Kennedy/Jenks will provide information gathered from the Tahoe Sierra IRWM partner agencies to assist SWWG with development of the module for a total of$6,750. 2:12012\1270036.00_stpud tahoe sierra irwmp\02-cntrctsagmts12.01-primcontract\jan_15_gOtl\contract_mod_012115_tahoe-sierra_dms+website+snmp.doc Kennedy/Jenks Consultants Lynn Nolan South Tahoe Public Utility District 21 January 2015 Page 3 Task 3.I.a Website Development and Management— partially authorized under March 13, 2013 letter This task includes development of a public website designed by Cesar Lopez of Atypical Designs of the Consultant Team. The website can either be a stand-alone site for the IRWM Partnership, or as a new section of one of the existing Partnership agency's websites. Detailed requirements for the website will be defined through discussion with the Partnership. We anticipate that the website will be used to post status updates and other news, meeting announcements, meeting notes, documents for public review, and links to participating agencies. It will provide a document repository using links to PDFs. In addition to the DMS support described in Task 3.I.c, subtask b, the SWWG will be required to maintain and update the Tahoe-Sierra IRWM web page as a contractor to the District. This will include improving website functions, providing coordinated outreach to stakeholders, uploading project information, posting meetings, minutes, and other relevant information to the region. Task 3.I.c. Develop Data Management System — partially authorized under March 13, 2013 letter The Consultant Team will work with the SWWG to develop and implement a DMS in support of the Tahoe-Sierra IRWMP. The DMS will serve as a basic platform for publishing spatial and tabular data as needed to promote collaboration and data sharing within the Partnership, other stakeholders of the IRWMP and the public, as appropriate. Sub-Task a: Technology Evaluation The Kennedy Jenks Consultant Team will assist the SWWG to complete a Technology Evaluation to determine: • Data storage and access needs. Determine the amount of data that will need to be stored, how often it will need to be accessed and by who, and cost estimates. Cloud- based storage will be considered. • Software needs. Database, geographic information systems, security, and website and web browser compatibility. • Basic Functions of DMS. SWWG and the Consultant Team will work with the IRWMP to determine the basic functions, which may include, but are not limited to: o User-friendly, web-based platform with menu system to access various functions and data screens. z:\2012\1270036.00_stpud tahoe sierra irwmp\02-cntrctsagmts\2.01-primcontracNan_15_gad\contract_mod_012115_tahoe-sierra_dms+website+snmp.doc ken /Jenks Consultants Lynn Nolan South Tahoe Public Utility District 21 January 2015 Page 4 o Multi-level security system through individual user names and passwords associated with various levels of access (e.g. read-only, edit capabilities, administrative capabilities). o A public version that bypasses the authentication system and provides access to a simplified version of the full featured DMS is also planned for implementation as advised by the DMC. o Interactive map providing access to various data layers outlined below. Features will include map navigation (zoom, pan), data layer control in an organized layer structure, feature identification for querying and selecting elements on the map and high-resolution PDF-based output. o Database query functionality for selected data sets to be identified by the Partnership. • Investigate Potential Additional Functions. Explore feasibility of building in, or making future updates possible, to allow including data such as project data as described in Task 3.H, water quality, objectives tracking, and standardized project forms. The interactive map in the DMS will cover the full extent of the Tahoe-Sierra region boundary. It will contain various base map layers as well as IRWMP-specific layers. The intent is to start with data discovery to identify possible data sources for populating the map. One of these data sources will be the TIIMS system that is available, but not updated. The SWWG and Consultant Team will work with the Partnership to identify layers from TIIMS that are candidates for import into the DMS, as appropriate. However, since TIIMS covers a subset of the IRWMP extent, the layers from TIIMS may need to be expanded to cover the entire area, including the Truckee and Carson River areas. In summary, the following is a list of layers likely to be imported into the DMS: • Base map layers such as topography, boundaries, infrastructure, hydrography and place labels. • Various IRWMP-specific GIS based data to be determined during data discovery. • Water quality data for surface and groundwater to be either hosted directly within the DMS or live-linked to other web sources. • Water quantity data through live links with gauging stations, meter data and diversion data. • Water rights data, if available • Flood hazard areas. • Hydrologic and other types of models. • Other types of data deemed necessary for IRWMP purposes. z:\2012\1270036.00_stpud tahoe sierra irwmp\02-cntrctsagmts\2.01-primcontract\jan_15ontract_mod_012115_tahoe-sierra_dms+website+snmp.doc I c C — •N 3 (0 CU d CSN a) -0 C -a p C L() re (z 'a C C O H U O CCO - C •C C o N (o (0 +• • O) Cn 13 C Q. 0 3 " 69 0 +� 2 c O — M O O 0 O - ti-- p G) _� c0 w O _ p N y p _ co CO O O c c G) 'n CO 3 ~ t U y C O C -c ) O) a) CV .� N cn co E w C= C -�CO - - - "0 Q C (0 O 0) C Ef3 G) .. a) >, c a) ) U) ca 13 E c co a) C .� ~ c'i (A 'C E p O C) 'O L C w O O G) O O C �C O O � •- O � co O 0 c0 = N 0 c G) O 3 G) G) (6 �. co~o a) cn O O) U --- co c C G) N ` G) v Oat 8 Co 0 .c w G) - `) :. 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J CO N d I— I— I— I— CI I— to I— co I— as I•- — -25- Kennet/Jenks Consultants Lynn Nolan South Tahoe Public Utility District 21 January 2015 Page 9 If these adjustments meet with your approval, please sign and return a copy of this letter for our files. If you have any questions, please contact Sachi at 650-852-2817 or Sachiltagaki@KennedyJenks.com. We look forward to continuing to assist the District on this ry important project. Very truly yours, ACCEPTED BY: KENNEDY/JENKS CONSULTANTS SOUTH TAHOE PUD "Se4;14 Sachiko Itagaki, P.E. SIGNATURE: Project Manager PRINTED NAME: zas TITLE: ""'� DATE: Tim Williams, P.E. Principal cc: file z:\2012\1270036.00_stpud tahoe sierra irwmp\02-cntrctsagmts\2.01-primcontracfljan_1 contract_mod_012115_tahoe-sierra_dms+website+snmp.doc SIERRA WATER WORKGROUP (SWWG) CONSULTING SERVICES TASK ORDER NO. 1 This Agreement is made and entered into as of the 5TH day of February, 2015 by and between South Tahoe Public Utility District, hereinafter referred to as "DISTRICT" and Sierra Water Workgroup, hereinafter referred to as "CONSULTANT". In consideration of the mutual promises, covenants, and conditions as addressed in the Master Agreement dated February 5, 2015 and as specifically hereinafter set forth, the parties do hereby agree as follows: 1. PURPOSE Provide Data Management System consulting services for the primary goal of meeting minimum requirements of the Tahoe Sierra Integrated Regional Water Management Planning Grant Contract #4600010073 with Department of Water Resources for the development of a data management system. 2. SCOPE OF WORK A full description of services is contained in CONSULTANT's "Scope of Services" and proposed Budget, outlined as Tasks I through IV, which includes, develop data management system; implement data management system, coordination with Sierra region IRWM groups; and reporting requirements. This"scope of services"document was created by Sierra Water Workgroup. This "Scope of Services" is attached hereto and becomes a part of this Task Order by reference herein. Extension of this"Scope of Work" through 2015-2016 shall conform with the tasks outlined in the 2014-2015 Budget for the IRWMP Revision. 3. STAFFING Services will be under the direction of Liz Mansfield, Director of SWWG, and Project Manager. CONSULTANT shall not change staffing without approval by DISTRICT. Any changes shall provide for equivalent qualifications as far as possible and practical. 4. TIME OF PERFORMANCE CONSULTANT acknowledges that the work under this scope Work will begin February 5, 2015 and continue, uninterrupted, under this Task Order No. 1 with SWWG. This is a grant-funded project. The Tasks outlined in the "Scope of Services"will be completed on or before June 30, 2015 with a possible extension of the timeline based on the extension request for the grant through September 30, 2016. -07- 5. PAYMENT Payment to CONSULTANT for services performed under this Task Order shall be in accordance with CONSULTANT'S Proposed Budget (dated February 5, 2015). CONSULTANT shall complete all tasks for a cost not to exceed $92,625. The cost ceiling for this Task Order shall not exceed $100,000 and will not be exceeded except as provided in Article IV of the Master Agreement. 6. LABOR CODE REQUIREMENTS All State of California prevailing wage laws must be complied with in the performance of work related to this Task Order. These include, but are not limited to, Labor Code Sections 1720 through 1860. 7. INSURANCE COVERAGE CONSULTANT's Liability coverage shall be $1,000,000 aggregate with a deductible of not more than $100,000 for the duration of this Task Order. 8. EFFECTIVE DATE This Task Order No. 1 will become effective upon execution by both parties and shall serve as a Notice to Proceed upon execution by District. IN WITNESS WHEREOF, this Agreement is executed by the General Manager and Clerk of the Board of the South Tahoe Public Utility District, and CONSULTANT has caused this Agreement to be executed the day and year first above written. SOUTH TAHOE PUBLIC UTILITY DISTRICT February 5, 2015 Richard Solbrig, General Manager Board Approval Date ATTEST: MELANIE GUTTRY, CLERK OF BOARD SOUTH TAHOE PUBLIC UTILITY DISTRICT SIERRA WATER WORKGROUP Liz Mansfield, Director Date -2g- General Manager Richard H.Solbrig • 1950 • South Tahoe hoe Directors Chris CefaluA r;`- 17U b eG Utility District s R.Jones James Vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Ivo Bergsohn, Hydrogeologist MEETING DATE: February 5, 2015 ITEM-PROJECT NAME: Groundwater Management Plan Update REQUESTED BOARD ACTION: Authorize an increase in the amount of $3,517 to Purchase Order P27249 for additional consulting services. DISCUSSION: In February, 2014, the Board accepted the cost proposal from Kennedy /Jenks Consultants (KJC) to assist staff to update the District's Groundwater Manage- ment Plan (GWMP). The work to update the GWMP has been successfully completed with adoption by the Board (on December 4, 2014) of the updated Tahoe Valley South Basin (6-5.01) 2014 Groundwater Management Plan. During the work to complete the 2014 Groundwater Management Plan, staff requested additional services that were outside the original work scope approved for this project. These out-of-scope items included: 1) extra work to draft geologic cross-sections prepared by the District's Hydrogeologist for inclusion in the GWMP; and 2) extra work to present an overview of the purpose and content of the 2014 GWMP for the November 4, 2014, Public Hearing. Staff believes that the budget increase for the out of scope items is fair and reasonable, accounting for about two percent of the original project budget. Approval of the Request for Fee Increase shall raise the project contract ceiling to $153,847. All eligible costs incurred for this project shall be reimbursed to the District on a 50% match basis using available El Dorado County Water Agency cost share funding. -29- Ivo Bergsohn,Hydrogeologist February 5,2015 Page 2 SCHEDULE: For consulting services through January 1, 2015. COSTS: $3,517 ACCOUNT NO: 2029-4405 <$220,701> BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Request for Fee Increase, Groundwater Management Plan Update (KJC, January 15, 2015). CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES /►lQQ ` NO CHIEF FINANCIAL OFFICER: YES '= NO -30- Kennedy/Jenks Consultants Engineers&Scientists 15 January 2015 Ivo Bergsohn South Tahoe Public Utilities District 1275 Meadow Crest Drive South Lake Tahoe, California 96150-7401 Subject: Request for Fee Increase Groundwater Management Plan Update (GWMPUP), Task Order 3, PO# P27249 K/J 1470005*00 Dear Ivo: Kennedy/Jenks(K/J) provides you with this Request for Fee Increase to cover the costs for out- of-scope items requested by the District Project Manager for the completion of the GWMP. The District Project Manager requested K/J to track these items and present them at the end of the project if extra budget were needed. K/J would like to make the following request. EXTRA OUT-OF-SCOPE WORK ITEMS PERFORMED • Presentation at November 2014 Board of Directors meeting-this task was not included in the scope-of-work for this project. A total of$2,820 is requested to 12 hours of the K/J Project Managers time to prepare a PowerPoint presentation, review and revise the presentation with District Project Manager, and giving the presentation at the District offices. • District Project Manager requested additional geologic cross sections be drafted as figures to be included in the GWMP. A total of$720 is requested to cover 4 hours of K/J draftsman time to digitally render these additional cross sections into report-ready figures. BUDGET • The two extra out-of-scope items comes to a total of$3,540. This extra scope-of-work effort, less the remaining $23 in the original budget, would bring the total effort for the GWMP update to $153,847 compared to the original scoped budget of$150,330. Table 1 provides the Cost Summary for the completed project. We appreciate our opportunity to work with the District. If you have any questions regarding this request, please contact me at 415-243-2495 or Tim Williams at 916-858-2722. • Very truly yours, KENNEDY/JENKS CONSULTANTS ,--_, .." 7' /142 ' i / - . /7 Michael Maley, Project Manager 11sac21job1201411470005.00_stpud_gwmp update105-budgschd\5.03-statusrpis 1470005-00_esow invoicecover.docx -31- Kennedy/Jenks Consultants Mr. Ivo Bergsohn South Tahoe Public Utilities District 15 January 2015 Page 2 Table 1 South Tahoe Public Utility District Groundwater Management Plan Update (GWMPUP), PO# P27249, Task Order 3 Final Activity Report with Request for Fee Increase Cost Summary Prior Current Total Percent Percent Budget Task Budget Invoiced Invoice Invoiced Budget Work Amount Amount to Date Remaining Expended Complete Task Summary Task 1 $17,831 $17,778 $0 $17,778 $53 100% 100% GWMP Review Task 2 Reorganize the $27,284 $27,848 $0 $27,848 -$564 102% 100% Stakeholder Advisory Group Task 3 Define GWMP $30,345 $30,488 $0 $30,488 -$143 100% 100% Needs Task 4 $4,000 $3,434 $0 $3,434 $566 86% 100% Update GWMP Task 5 PM, Meetings, $4,870 $4,083 $0 $4,083 $788 84% 100% QA/QC Task 6 GWMP Report $66,000 $66,676 $0 $66,676 -$676 101% 100% Extra Scope of $0 $0 $3,540 $3,540 - - 100% Work Items Totals Total $150,330 $150,307 $3,540 $153,847 - 100% 100% { GWMPUP Project Status Report \sac2tjabt201411470005.00_stpud gwmp update105-0udgschd15.03-statusrpts11470005-00_esow_invoicecover.docx -32- General Manager Richard H.So'brig C • 1950 • w�� _____.7 ••••:„...) A ,fSouth Tahoe public Utility District Directors Chris Cefalu James R.Jones RandVgelgesang y Sheehan Duane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Ivo Bergsohn , Hydrogeologist MEETING DATE: February 5, 2015 ITEM - PROJECT NAME: South Upper Truckee Well No. 3 Evaluation REQUESTED BOARD ACTION: Authorize staff to acquire well inspection services for the South Upper Truckee Well No. 3 Evaluation. DISCUSSION: Megger readings are performed by the electrical crew during routine electrical tests of submersible pump motors in District wells. In June, 2014, electrical and pumps notified engineering of low megger readings collected from Byron Jackson (BJ) submersible motors. The historical megger readings collected by the electrical crew were compiled and evaluated to identify submersible pump motors that may be at risk of failure. Low insulation values below 10 mega-ohms may indicate malfunctioning in the power cable, power cable line connections or motor windings. If not corrected, this problem could result in sudden failure of the submersible pump motor. Staff found three submersible pump motors with megger readings below 10 mega-ohms in the following wells: Paloma Well, Elks Club Well No. 2 and South Upper Truckee Well No. 3. Of these three wells, failure of the South Upper Truckee Well No. 3 has the greatest potential to significantly impact the District's water distribution system.The South Upper Truckee Well No. 3 was constructed in 2008 and is currently used as a lead well to the Christmas Valley Zone. Staff gathered preliminary cost information in order to estimate the costs that may be needed to repair or replace the submersible motor in the South Upper Truckee Well No. 3. Preliminary cost information was provided by two pump contractors that have provided similar services to the District, and the equipment supplier that provided the original BJ submersible pump and motor installed in this well. This information is summarized in the attached Submersible Pump Replacement Cost Evaluation table. Review of this table shows that the pump contractor and inspection services needed to remove the submersible pump and motor for further inspection and electrical testing range from about $6,945 to $7,460. If needed, added costs to replace the submersible pump/motor ($27,600 to $28,795) are less than costs to furnish a rebuilt submersible motor ($42,000). Typical lead times to either rebuild or replace the submersible pump and/or motor is estimated to range from fQ r (4) to six (6) weeks. ti Ivo Bergsohn,Hydrogeologist February 5,2015 Page 2 In order to have the well ready for service before May, 2015, it is important that staff expeditiously move to identify the cause of the low megger readings in the South Upper Truckee Well No. 3. District staff conducted a pump test on January 28, 2015, to evaluate the condition of the pumping unit as part of the well evaluation. Staff respectfully request that the Board authorize staff to expend up to $10,000 to retain } a pump contractor (Carson Pump) and the pump supplier (Pump Repair Services) to remove the submersible pump and motor for further inspection and electrical testing. Staff will then report back to the Board on the findings of the well inspection and electrical testing and the need for a replacement submersible pump/motor, if warranted. •f SCHEDULE: Well inspection and field testing services to be completed by March, 2015 COSTS: $10,000 ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: Funding from Contingencies ATTACHMENTS: STPUD South Upper Truckee Well No. 3 Preliminary Cost Evaluation - Submersible Pump Replacement CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -34- In 0 N 01 N r-I C % ' 0 %OO 0 %00 0 00 I 0 I6 O 10 � •; O 1 1. 0 1 0 O• OOi d E I !^i (Ni I• t0 Q co GI Ce 2 0. 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H i N.� - 1 O a)46 Q E of a u v u X 11 Y W ° c O I�' v °'1 " °' " °' LL °' I m m ? N a, ni L "O 1 0- C1 L 1 N hi L iC 35 _ a,1 a C C C + Vn D pe N a, «� U 1 E L 1 E rI L U N L a 1_ u u 'n u 'n °- a F- u = 0 3 v 1 a E I': 0 E 0Cij 0 () CI-4'° _n a a .°U' n u 0 2 0 W ° N Q O I 0 7 I �' 7 Q 3 7 3 I N Y 3 7 y 3 N °- '° Qa Q n u I U vl1 O O O v, o I E F a a in a v1 O N H 7 Z 1. 1 Iv3j -G!co N xx2 2 I 1 I •• W Y > > W r-I e-1 I N 1 l in M M 1 E E %-I N M ml I I E- 0i0ia i i i-ui v= Vvi -35- 0)114 x.TAH0 ems ,p, (jet�e�tr•• 1950 • wG' riuri SOUTH TAHOE PUBLIC UTILITY DISTRICT Richard Solbrig, General Manager Shannon Cotulla, Assistant General Manager Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President Chris Cefalu, Director James R. Jones, Director Duane Wallace, Director REGULAR MEETING OF THE BOARD OF DIRECTORS SOUTH TAHOE PUBLIC UTILITY DISTRICT January 15, 2015 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 CALL: Board of Directors: President Vogelgesang, Directors Cefalu, Jones, Sheehan, Wallace Staff: Brian Bartlett, Ivo Bergsohn, Tim Bledsoe, Dennis Cocking, Shannon Cotulla, Melonie Guttry, Paul Hughes, Nancy Hussmann, Gary Kvistad, Julie Ryan, Richard Solbrig CORRECTIONS TO THE AGENDA AND CONSENT CALENDAR: Item C (2014 Saddle Keller Waterline Replacement Project) was removed from the Consent Calendar and will be moved to the February 5, 2015 Calendar. CONSENT CALENDAR: Moved Wallace / Second Cefalu / Cefalu Yes / Jones Yes / Vogelgesang Yes /Sheehan Yes / Wallace Yes to approve the Consent Calendar with corrections. a. Engineering Intern Approved contract with Blue Ribbon Temporary Personnel for a temporary engineering student intern, in an amount not to exceed $33,000. b. 2014 Saddle Keller Waterline Replacement Project Authorized staff to file a Notice of Completion with the El Dorado County Clerk regarding the 2014 Saddle Keller Waterline Replacement Project. c. Drinking Source Water Protection Area Mapping GIS Services Approved the cost proposal from Gnomon, Inc., to provide professional services and technical support needed to update the District's Drinking Source Water Protection Area (DSWPA) map. -37- REGULAR BOARD MEETING MINUTES-January 15, 2015 PAGE-2 d. Regular Board Meeting Minutes: December 30, 2014- Approved December 30, 2014 Minutes ITEMS FOR BOARD ACTION: a. Approve Payment of Claims Moved Cefalu / Second Sheehan / Cefalu Yes / Jones Yes /Vogelgesang Yes / Sheehan Yes / Wallace Yes to approve Payment of Claims in the amount of$1,791,933.82. STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report. BOARD MEMBER REPORTS: Director Wallace reported on a meeting with Senator Ted Gaines and staff. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: Director Jones gave an update on the meeting he attended on January 14, 2015. GENERAL MANAGER REPORT: Richard Solbrig presented information from a meeting he attended with the City of South Lake Tahoe, California Tahoe Conservancy and Lake Tahoe Community College on January 15, 2015, regarding joint use of property north of the District's Waste Water Treatment Plant. Solbrig distributed a map with recommended EPA odor boundaries for the District's bio solids building. He identified space on District property where development was proposed by the City. The development would include practice fields that could also house an expanded annual Snow Globe event. The City is asking for feedback from the Board on use of this property for practice fields/Snow Globe expansion. The Board will need more details before a definitive answer can be given. The District is not in a position of gifting public funds including property. STAFF/ATTORNEY REPORTS: CIP Workshop: The CIP Board Workshop will be scheduled for Thursday, February 5th from 9 a.m. to 1 p.m. in the Board Room. The Board will discuss the 10, 20 and 30 year CIP Plans and funding for CIP. Lunch will be provided for the Board and staff as the regular Board meeting begins at 2 p.m. that same day. BREAK AND ADJOURNMENT TO CLOSED SESSION: 2:57 p.m. ti RECONVENED TO OPEN SESSION: 4:50 p.m. a. Pursuant to Government Code Section 54956.9(a)/Conference with Legal Counsel Existing Litigation re: El Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District (Filed 10/22/12). No reportable Board action. 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 v3: =M Manufacturing Company, Inc. and Formosa REGULAR BOARD MEETING MINUTES-January 15, 2015 PAGE-3 Plastics Corporation, U.S.A., Civil Action No. ED CV06-0055-GW, United States District Court for the Central District of California. No reportable Board action. 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. No reportable Board action. d. Pursuant to Government code Section 54957/Public Employee Evaluation Unrepresented Employee Position: General Manager. No reportable Board action. e. Pursuant to Section 54957.9(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 El Dorado, Superior Court Case No. SC20010165. No reportable Board action. ADJOURNMENT: 4:50 p.m. Randy Vogelgesang, Board President South Tahoe Public Utility District Melonie Guttry, Clerk of the Board South Tahoe Public Utility District -39- General Manager Richard H.5olbrig • 150 • C it /'� t ' Directors .A►, ( ) ' tt /� o eChris Cefalu y / N {/ h (/� James R.Jones :"10..''''.- , , , , , Randy Vogelgesang f ubl�c Utility District Kelly Sheehan Duane Wallace �� I 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Tim Bledsoe, Customer Service Manager James Cullen, Inspections Supervisor MEETING DATE: February 5, 2014 ITEM- PROJECT NAME: MXU's and Water Meters REQUESTED BOARD ACTION: (1) Authorize exception to bidding procedures as outlined in the Purchasing Policy for a sole source purchase of standardized supplies; (2) Authorize Purchase Order No. 28320 for the purchase of Sensus MXU's (water meter mobile reading units and meters) from Western Nevada Supply in an estimated amount of $51,714.42 including tax; and for the purchase of Sensus MXU's from Western Nevada Supply in an estimated amount of $269,147.10, including tax. DISCUSSION: Staff would like to purchase an estimated total of 206 MXU's and 144 meters needed for the 2015 construction season to be paid from the operating expense budget for fiscal year 2014/2015. Also, staff would like to purchase an additional estimated 1900 MXU's to replace the outdated 1900 MXU's currently installed in our system.The current MXU's will need to be replaced because they will not be compatible with the District's soon-to-be-installed meter reading tower system. The funding will come from the District's operating fund and then will be refunded from the State Water Resources Control Board Drinking Water SRF State Revolving Fund in 2015/2016 fiscal year. The funding is available from the loan and the MXU's will be installed and completed this year. To ensure that all parts will perform with the District's electronic meter reading system, the District only purchases meters and MXUs manufactured by Sensus (as reauthorized by the Board on May 21, 2009). Western Nevada is the sole source supplier for Sensus in this area. The item has been reviewed by the District's Purchasing Agent. —41— { Tim Bledsoe,Customer Service Manager Cuz Cullen,Inspections Supervisor February 5,2015 Page 2 3 SCHEDULE: Order by March 1, 2015 fi COSTS: $51,714.42 from operating budget, $269,147.10 from State Revolving Fund ACCOUNT NO: 2000-0402 BUDGETED AMOUNT AVAILABLE: $50,000 from operating budget ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES XVI NO _____fie CHIEF FINANCIAL OFFICER: YES NO -42- General Manager Richard H.Solbrig swot • 1850 • er y`'—�-rte` r"--- -...........--t ."w "' South Tahoe hubl.c Utility District Directors Chris Cefalu James R.Jones angelgesang y Sheehan Duane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614• w stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Randy Curtis, Manager of Field Operations MEETING DATE: February 5, 2015 ITEM -PROJECT NAME: 2014-2015 Vehicle Purchases REQUESTED BOARD ACTION: Authorize purchase of five new 1/2 ton pickup trucks from the State of California Competitively Bid Contract #1-14-23-20AG in the estimated amount of $111,535.15. DISCUSSION: District staff would like to replace five pickup trucks using Equipment Repair's Capital Replacement Plan. Each truck has been evaluated and is in need of replacement. The District will also be downsizing two of the trucks from 3/4 ton to 1/2 ton, purchasing four trucks with regular cabs, and purchasing one truck with an extra cab. The following is a list of Departments and trucks to be replaced: 1. Truck #70 Customer Service (Inspections) 2004 Dodge Crew Cab, replace with Dodge 1/2 ton Regular Cab. 2. Truck #42 Pumps 2006 Ford 3/4 ton Diesel Extra Cab, replace with Dodge 1/2 ton Regular Cab. 3. Truck #13 Pumps 2008 Ford 1/2 ton Extra Cab, replace with Dodge 1/2 ton Regular Cab. 4. Truck #41 Pumps 2005 Dodge 3/4 ton Regular Cab Long Bed, replace with Dodge 1/2 ton Regular Cab Short Bed. 5. Truck #15 Engineering 2000 Ford Extra Cab, replace with Dodge 1/2 ton Extra Cab. This item has been reviewed by the District's Purchasing Agent. -43- Randy Curtis,Manager of Field Operations February 5,2015 Page 2 } { SCHEDULE: ASAP COSTS: Four 1/2 ton regular cab $22,144.77 (each) One V2 ton extra cab $22,956.07 Estimated total $111,535.15 (includes tax and license fees) ACCOUNT NO: Truck #70 1005-8500 $30,000 Truck #42 1005-8512 $35,000, Truck #13 2005-8552 $25,000 Truck #41 2005-8551 $35,000 Truck #15 2005-8553 $30,000 BUDGETED AMOUNT AVAILABLE: $155,000 ATTACHMENTS: California State Bid Award Sheet CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES i?, �r. NO CHIEF FINANCIAL OFFICER: YESw' NO -44- En co m m a tlpp N N N H N iV CI) el' h. N N N -03 V4. ` ."- --- - ' r t O a Oil y a 4 m O (�?s u O 0 0 $ S 0 o an = 0 S 0 e a Q a su"`t 2 x - f4 0 - _ I :tit x .30 � * v z ` III - - v-"' 6r . u-Ea - 4 ,.•'' , 'r- :::-"I'i: ,:;,,c-,-.,-.`,-"`::_.4. '''''''4,'''-'z.2-,,''.:-) ':-:,!:::.,-::!.5'''' ''-',.-i,'"71'..:=,:-'s, 1:1,.-4-:z-.;_z.4'.17.—..,.-1 -,!''',.,-,.. 7 -3-+ � . Vi;,. �'o fi. - y,' a -I _- ,�1 ,. ,,.,ter 3t. ' --,- - t t1J h E'I nomi'ZZci 1 r fig: -a t .. y� '�-..' i7 �- 0>tRs-i -- �.t' a E F Z ' c m °�i' al a ' � _ _ 3W 3W1' 3W� W .y 5 c e9 1 #: z: 4 o t O {� L '� — =.`,2' i at .z 5 , o mcg V J` o N ..- .=,. -- - m PAYMENT OF CLAIMS FOR APPROVAL February 5, 2015 Payroll 1/20/2015 440,686.11 Total Payroll 440,686.11 ADP & Insight eTools 3,081.08 AFLAC/WageWorks claims and fees 4,607.68 BHFS legal services 26,080.13 CDS health care payments 7,448.37 Total Vendor EFT 41,217.26 Accounts Payable Checks-Sewer Fund 285,211.06 Accounts Payable Checks-Water Fund 98,059.88 Accounts Payable Checks-Grants Fund 0.00 Total Accounts Payable 383,270.94 Grand Total 865,174.31 Payroll EFTs & Checks 1/20/2015 EFT CA Employment Taxes & W/H 21,306.44 EFT Federal Employment Taxes & W/H 116,505.70 EFT CaIPERS Contributions 28,773.08 EFT Great West Deferred Comp 21,581.26 EFT Stationary Engineers Union Dues 2,481.07 EFT Retirement Health Savings 0.00 EFT United Way Contributions 195.00 EFT Employee Direct Deposits 211,516.59 CHK Employee Garnishments 1,273.83 CHK Employee Paychecks 37,053.14 Total 440,686.11 -47- a r 1. 3 3 3 3 3 3 3 3 3 3 3 4 00 InNt, � In In In in 00css a a a as a � a a O O O O O 8 O O O O 8 9 q 9 9 q 9 9 9 9 9 9 a < a < < < a 4 CD N 40 &D, M O O 3 ZD) (7CO N 3 cN 0O CD O O O O0 O O O M 3 co )— r- ch O co sccr r) P co r- u) O co co )-- c0 E co M N- T P N 1l c4) M . 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U U JJ Z F _ ' z z a s o et. z o U CO U U) U) I- F- J aDi CL CL 0 a a s } } W W W CO w ZZQ < I- O O W w 0 0 U U U U U U x } Q Q O Z Z Z Z Z Z Ui Ui Q E. m U v co W o o o 0 0 o a s W 4i O O W0 W W W W W W J1� J u �i �i X a General Manager Richard H.SoIhrig • 1950 • / water ChDrisireCcarlsu Suth Ta James R.Jones y,-_.,••:2- '-'1"---- __ Public Utility District Randy Vogelgesang ) Kelly Sheehan Duane Wallace 1 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Tim Bledsoe, Customer Service Manager MEETING DATE: February 5, 2015 ITEM- PROJECT NAME: Conference with Legal Counsel- Potential Litigation REQUESTED BOARD ACTION: Direct Staff DISCUSSION: 54956.9(b)/Conference with Legal Counsel Potential Litigation re: one case. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES CU NO CHIEF FINANCIAL OFFICER: YES NO -63- General Manager Richard H.Solbrig C 1950 • w Tahoe Directors A South Chris Cefalu / James R.Jones • hubIic Utility District Directors` sang Kelly Sheehan / Duane Wallace I 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 K Phone 530 544-6474•Fax 530 541-0614•www.etpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Tim Bledsoe, Customer Service Manager Debbie Henderson, Accounting Manager MEETING DATE: February 5, 2015 ITEM- PROJECT NAME: Conference with Legal Counsel- Existing Litigation REQUESTED BOARD ACTION: Direct Legal Counsel DISCUSSION: Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: El Dorado County Superior Court Case SC20120227 GRCLT Condominium vs. South Tahoe Public Utility District. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION:, �� / CATEGORY: Sewer (1 GENERAL MANAGER: YES Z./n2J NO CHIEF FINANCIAL OFFICER: YES NO -65- General Manager Richard H.Solbrig sees •_:1_95_C! • jam, Directors "�@r Tahoe South /, 1►=� � James R.Jones Public Utility District Vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Richard Solbrig, General Manager MEETING DATE: February 5, 2015 ITEM- PROJECT NAME: Conference with Legal Counsel - Existing Litigation REQUESTED BOARD ACTION: Direct staff. DISCUSSION: Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: False Claims Act Case: United States, the States of California, Delaware, Florida, Nevada, and Tennessee and the Commonwealths of Massachusetts and Virginia ex rel. John Hendrix v. J-M Manufacturing Company, Inc. and Formosa Plastics Corporation, U.S.A., Civil Action No. ED CV06-0055-GW, United States District Court for the Central District of California. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES X 4 , NO CHIEF FINANCIAL OFFICER: YES �11 -. -NO General Manager Richard H.Solbrig 950 S -"") soot • • water hDrisireCearsuO th Ta e James R.Jones�► Public Utility District Randy Vogelgesang Kelly Sheehan Duane Wallace 1 1275 Meadow Crest Drive•South Lake Tahoe•CA 96150-7401 Phone 530 544-6474•Fax 530 541-0614•www.stpud.us BOARD AGENDA ITEM TO: Board of Directors FROM: Richard Solbrig, General Manager MEETING DATE: February 5, 2015 ITEM-PROJECT NAME: Conference with Legal Counsel - Existing Litigation REQUESTED BOARD ACTION: Direct Staff. DISCUSSION: Pursuant to Section 54956.9(a) of the California Government Code, Closed Session may be held for conference with legal counsel regarding existing litigation: Los Angeles County Superior Court, Case No. BC459943, State of Nevada, et al. v. J-M Manufacturing, et al. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Wafer GENERAL MANAGER: YES /RflJ NO CHIEF FINANCIAL OFFICER: YES NO —69—