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Agenda Packet 04-07-2016I 1950 SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, April 7, 2016 - 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 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. PRESENTATION a. Award Governance Finance Officers Certificate of Achievement for Excellence in Financial Reporting (Randy Vogelgesang) 7. ITEMS FOR BOARD ACTION a. Resolution No. 3014-16 in support of Water Meter Installation Project Phase 2 Application to Drinking Water State Revolving Fund (Lynn Nolan, Grants Coordinator) Pg. 73 Adopt the Pledged Revenues and Fund(s) Resolution No. 3014-16 to State Water Resources Control Board for the preparation of a contract under the Drinking Water State Revolving Fund program b. Caltrans US Highway 50 "Y" to Trout Creek Utility Relocation Agreement Pg. 77 (Trevor Coolidge, Associate Engineer) Authorize staff to enter into an agreement with Caltrans to provide for the relocation of water and sewer facilities in the approximate amount of $48,000, subject to final bid amounts REGULAR BOARD MEETING AGENDA - April 7, 2016 PAGE - 2 C. Water Meter Installation Project - Phase 3 (Trevor Coolidge, Associate Engineer) Pg. 87 Approve Task Order No. 6 with Susan Lindstrom, Ph.D., Consulting Archaeologist, to complete cultural resource studies in the amount of $25,016 Cl. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Pg. 93 Approve Payment of Claims in the amount of $3,032,601.60 8. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be taken.) 9. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 10. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT 1 1 . GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) a. Alpine County Supervisors Presentation April 5, 2016 12. STAFF1ATTORNEY REPORTS (Discussions may take place; however, no action will be taken.) a. Draft Groundwater Sustainability Plan Regulations Update (Attorney Kvistad) 13. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetings/Events 03/17/16 - 2:00 p.m. Regular Board Meeting at the District Future Meetings Events 04/18/16 -3:30 p.m. Operations Committee Meeting at the District 04/21/16 - 2:00 p.m. Regular Board Meeting at the District 14. ADJOURNMENT (The next Regular Board Meeting is Thursday, April 21, 2016, 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 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 - April 7, 2016 PAGE - 3 SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR April 7, 2016 ITEMS a. SEWER LINE PATCH REPAIR (Doug VanGorden, Underground Repair Sewer Supervisor) Pg. 1 1) Award bid to the lowest responsive, responsible bidder, Hoffman Southwest Corporation, dba Professional Pipe Services, in the amount $66,600, for sewer line patch repair within the District's sewer service area; 2) Authorize staff to allow for changes (size estimates or repair site additions) in the contract not to exceed additional 10% of the contract price b. CALIFORNIA LEGISLATIVE AFFAIRS TEMPORARY ASSISTANCE (Shannon Cotulla, Assistant General Manager) Pg. 5 Authorize issuance of Task Order No. 2 to Dennis Cocking of Sage Solutions to provide temporary assistance for legislative affairs in an amount not to exceed $15,000 c. CATTLE GRAZING PERMIT 2016 - DIAMOND VALLEY RANCH (Jim Hilton, Water Reuse Manager and Linda Brown, Purchasing Agent) Pg. 9 Award contract to the highest responsive, responsible bidder, Urrutia Ranch, in the monthly amount of $18,200, for the 2016 Cattle Grazing Permit for Diamond Valley Ranch d. WASTE WATER TREATMENT PLANT EMERGENCY GENERATOR REPLACEMENT PROJECT (Stephen Caswell, Senior Engineer) Pg. 13 Approve Task Order No. 6 with Sierra Ecotone Solutions to complete environmental studies in the amount of $24,080 e. ENTERPRISE RESOURCE PLANNING REPLACEMENT (Chris Skelly, Interim Information Technology Manager) Pg. 19 Approve the proposal from NexLevel to develop an RFP, manage RFP submissions, assist District staff in the selection process of a new Enterprise Resource Planning System, and assist District staff in the negotiation process f. APPLICATION FOR AERATION BASIN NO.2 REHABILITATION AND PRIMARY CLARIFIER NO. 1 REHABILITATION TO CLEAN WATER STATE REVOLVING FUND (Lynn Nolan, Grants Coordinator) Pg. 59 Adopt Resolution No. 3012-16 and Resolution No. 3013-16 to apply for Aeration Basin No. 2 Rehabilitation and Primary Clarifier No. 1 Rehabilitation Clean Water State Revolving Loan g. NOVEMBER 8 2416 CONSOLIDATED DISTRICTS ELECTION (Melonie Guttry, Executive Services Manager/Board Clerk) Pg. 65 Adopt Resolution No. 3011-16 for EI Dorado County declaring an election be held in its jurisdiction, consolidation with other Districts, requesting election services h. REGULAR BOARD MEETING MINUTES: March -17,2016 (Melonie Guttry, Board Clerk) Pg. 69 Approve March 17, 2016, Minutes General Manager Richard H. 5olbrig Directors outh Chris Ceralu r� hoe James R. Jones Randy vogelgesang Kelly SheehanPublic Utility Di5/rict Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 95150-7401 Phone 530 544-0474 - Fax 530 541-0614, www.stpud.u5 BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Doug Van Gorden, Underground Repair Sewer Supervisor MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Sewer Line Patch Repair REQUESTED BOARD ACTION: 1) Award bid to the lowest responsive, responsible bidder, Hoffman Southwest Corporation, dba Professional Pipe Services, in the amount $66,600, for sewer line patch repair within the District's sewer service area; 2) Authorize staff to allow for changes (size estimates or repair site additions) in the contract not to exceed additional 10% of the contract price DISCUSSION: Bids were opened on March 28, 2016, from two bidders for sewer line patch repair services. Hoffman Southwest Corporation was the lowest responsive, responsible bidder. See bid results for further explanation. Line repairs will be done using the ultra -violet cure in place system liner. Staff has been in discussion with California Tahoe Conservancy (CTC) regarding capping off laterals to various vacant parcels that they own. The "lateral abandonments" would reduce Infiltration and Inflow to district mains, and save the CTC sewer service charges on the applicable parcels. Staff has worked with legal counsel to review CTC contract documentation for reimbursement of charges (expected to amount to $20,350 at this time). The District's Purchasing Agent has reviewed this item. SCHEDULE: As soon as possible COSTS: $66,600 (minus $20,350 to be reimbursed by CTC) plus 10% ACCOUNT NO: 1001-6055 BUDGETED AMOUNT AVAILABLE: $46,576 ATTACHMENTS: Bid Results CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer GENERAL MANAGER: YES{ NO CHIEF FINANCIAL OFFICER: YES NO -1- 5OUTH TAHOE PUBLIC UTILITY DISTRICT BID RESULTS BID # 15-16-05 OPENING DATE March 28, 2016 FOR Sewerline Spot Repair Services Estimated Sites for: District CTC Total Hoffman SW Corp dba Professional Pipe Services $ 46,250 $ 20,350 $ 66,600 Cosmic Via UV cure Warranty: 2 years material & installation Contractor License is "current and active" Nor Cal Pipeline Services 81,296 35,822 1 17,1 18 Perma-Liner Via ambient cure; Warranty: 50 year manufacturer, 1 year labor Disclaimer: The total dollar amounts are based upon expected repair sites and their estimated sizes. The bidder's contract total may vary, but unit/size prices are firm. -3- outh Tahoe Qi5 VI I G V General Manager Richard H. Solbrig Directors Chris Cefalu 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 otpud.uo BOARD AGENDA ITEM 4b TO: Board of Directors FROM: Shannon Cotulla, Assistant General Manager MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: California Legislative Affairs Temporary Assistance REQUESTED BOARD ACTION: Authorize issuance of Task Order No. 2 to Dennis Cocking of Sage Solutions to provide temporary assistance for legislative affairs in an amount not to exceed $15,000 DISCUSSION: Legislative affairs are the responsibility of the Assistant General Manager (AGM). Given the broad scope of responsibilities of the AGM position, there are occasions when multiple pressing issues require the AGM's attention. At those times, it is beneficial for the District to have Dennis able to represent the District on legislative issues, for example: Representing the District at the Association of California Water Agencies (ACWA), California Association of Sanitary Agencies (CASA), Mountain Counties Water Resources Association (MCWRA) meetings, committees, or workshops Acting as additional point of contact for federal affairs with ENS Resources, Inc. Acting as additional point of contact with Lake Tahoe Fire Partnership ® Representing the District in legislative or regulatory matters in Sacramento These services will be provided on an as -needed -basis at an hourly rate of $85, plus direct business expenses. Staff requests that the Board approve Task Order No. 2 to Dennis Cocking of Sage Solutions in an amount not to exceed $15,000 for legislative assistance on an as- needed -basis. SCHEDULE: As needed COSTS: Not to exceed $15,000 ACCOUNT NO: 1027/2027-4405 BUDGETED AMOUNT AVAILABLE: <$52,116> ATTACHMENTS: Proposal for Scope of Work CONCURRENCE WITH REQUESTED ACT O GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES 5N0. CATEGORY: Water and Sewer Sage Solutions 1060 Out R Way Gardnerville, NV 89410 dcockingl 952@gmail.com March 26, 2016 Mr. Shannon Cotulla Assistant General Manager — Engineer South Tahoe Public Utility District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 Dear Shannon: This letter is to serve as a formal proposal for consulting services as follows: Services provided will include legislative advocacy services and coordination with District staff for additional services on an as -needed basis. Tasks will include the following services: n Represent District at the Association of California Water Agencies (ACWA), California Association of Sanitary Agencies (CASA), Mountain Counties Water Resources Association (MCWRA) meetings, committees, or workshops. Act as additional point of contact for ENS Resources, Inc. Act as additional point of contact with Lake Tahoe Fire Partnership Represent District in legislative or regulatory matters in Sacramento Other duties as assigned by the General Manager Hourly rate will be $85 plus other direct business expenses incurred as a result of authorized activities. Services will be provided by Dennis Cocking. Consultant shall not change staffing without approval of the District. Any changes shall provide equivalent qualifications as far as possible and practical Thank you for the opportunity to serve the District. Kindest regards, Dennis Cocking Sage Solutions TO: FROM: MEETING DATE: ITEM - PROJECT NAME: General Manager Richard H. 5olbrig BOARD AGENDA ITEM 4c Board of Directors Jim Hilton, Water Reuse Manager Linda Brown, Purchasing Agent April 7, 2016 Cattle Grazing Permit 2016 - Diamond Valley Ranch REQUESTED BOARD ACTION: Award contract to the highest responsive, responsible bidder, Urrutia Ranch, in the monthly amount of $18,200, for the 2016 Cattle Grazing Permit for Diamond Valley Ranch DISCUSSION: The Invitation for Proposals was advertised on February 29, 2016, and mailed to 15 addresses. Proposals were opened on March 28 for the 2016 five-month contract. SCHEDULE: May 1 through September 30, 2016 REVENUE: $91,000 ACCOUNT NO: 1000-3514 BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Proposals Listing CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YES NO -9- NO CATEGORY: Sewer Directors Tahoe Chris Cefalu J James R. Jones �'J II �+ �' blic l.1 Utility District Randy Vogelgesang Kelly5heehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 54446474 • Fax 530 541-0614 • www.stpud.u5 BOARD AGENDA ITEM 4c Board of Directors Jim Hilton, Water Reuse Manager Linda Brown, Purchasing Agent April 7, 2016 Cattle Grazing Permit 2016 - Diamond Valley Ranch REQUESTED BOARD ACTION: Award contract to the highest responsive, responsible bidder, Urrutia Ranch, in the monthly amount of $18,200, for the 2016 Cattle Grazing Permit for Diamond Valley Ranch DISCUSSION: The Invitation for Proposals was advertised on February 29, 2016, and mailed to 15 addresses. Proposals were opened on March 28 for the 2016 five-month contract. SCHEDULE: May 1 through September 30, 2016 REVENUE: $91,000 ACCOUNT NO: 1000-3514 BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Proposals Listing CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YES NO -9- NO CATEGORY: Sewer SOUTH TAHOE PUBLIC UTILITY DI5TRICT PROPOSALS RECEIVED FOR MAY 1 - SEPTEMBER 30, 2016 GRAZING PERMIT OPENED March 28, 2016 Per Month Urrutia Ranch $ 18,200 Mission Livestock Management 16,001 Jesse & Jenny Riedel 15,688 Guy Norcutt 12,000 Daniel Kuiken 10,959 Amy White 10,250 Joses Ranch 4,253 Mac >uth Tahoe is Utility District General Manager Richard H. 9o*ig Directors Chris Cefalu 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 4d TO: Board of Directors FROM: Stephen Caswell, Senior Engineer MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Waste Water Treatment Plant (WWTP) Emergency Generator Replacement Project REQUESTED BOARD ACTION: Approve Task Order No. 6 with Sierra Ecotone Solutions to complete environmental studies in the amount of $24,080 DISCUSSION: The South Tahoe Public Utility District (District) is currently pursuing funding through the State Water Resources Control Board's Clean Water State Revolving Fund (CWSRF) for the construction of the WWTP Emergency Generator Replacement Project. As part of the funding application and environmental review, an Initial Study/Negative Declaration is required by the State. Due to the urgency of the project schedule, existing Master Services Agreement, and past performance on similar studies, Sierra Ecotone Solutions was selected as the most capable consultant for the project, and is available to start work immediately. Sierra Ecotone Solutions Task Order No. 6 includes the following California Environmental Quality Act (CEQA) activities: Review of background information and preparation of project descriptions Attendance at project meetings and required hearings Preparation of Initial Study/Negative Declaration Completion of final environmental document -13- Stephen Caswell April 7, 2016 Page 2 Staff requests the Board authorize Task Order No. 6 with Sierra Ecotone Solutions to complete environmental studies in the amount of $24,080. SCHEDULE: As soon as possible COSTS: $24,080 ACCOUNT NO: 1029-8629 13S019 BUDGETED AMOUNT AVAILABLE: $59,095 ATTACHMENTS: Scope of Work and Budget CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES ��#� T NO CHIEF FINANCIAL OFFICER: YES �.it;� � NO -14- CATEGORY: Sewer 60m SIERRA ECOTONE 18 March 2016 SOLUTIONS 5ADAI 2440 . POSM 1297ZepNrCovP NVRM4 • Slerrabmtone5alurlansmm Mr. Steve Caswell South Tahoe Public Utility District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 RE: South Tahoe Public Utility District Plant Site Emergency Generator, CEQA Environmental Documentation Dear Mr. Caswell: Sierra Ecotone Solutions (SES) appreciates the opportunity to support South Tahoe Public Utility District's (District) environmental and permitting requirements for the Plant Site Emergency Generator. As requested, SES has prepared a scope of work and estimated budget for the preparation of California Environmental Quality Act (CEQA) environmental documentation for this project. In order to prepare the scope of work provided below, the following assumptions are used: • An Initial Study/Negative Declaration (IS/Neg Dec) will be the appropriate CEQA document; • The IS/Neg Dec will be prepared using preliminary plans available from District staff anticipated to be April 2016; ■ The project will be located within the boundaries of the existing waste water treatment plant and will be located over existing coverage and/or in areas of existing disturbance; • The content and analysis included in the IS/Neg Dec is suitable for incorporation for use as the TRPA Initial Environmental Checklist if necessary; • The District will prepare necessary permit applications and pay associated filing fees; • The District will prepare site plans in suitable format for use in the IS/Neg Dec; and • The District will provide the background materials and data (e.g., project locations, GIS files, and project descriptions) necessary to prepare the IS/Neg Dec. Scope of Work Task 1 - Review Background Information, Prepare Project Description and Attend Project Meetings with District Staff Sierra Ecotone Solutions (SES) will visit the site, collect available background information for the project area from the District, and review environmental documents and survey/study documents prepared for other projects that have been permitted in the -15- Mr. Caswell 18 March 2016 Page 2 project area. SES will obtain maps and drawings of the proposed meters and a general description of the proposed project from the District, and will prepare a written project description that is of adequate detail for use in the Initial Study/Negative Declaration (IS/Neg Dec). During the course of preparing the environmental documentation, up to four (4) meetings will be attended by the SES project manager to discuss the Project with District and agency staff to ensure adequacy of the analysis and to discuss and resolve potential issues and locations for the proposed generator. Task 2 - Prepare Initial Study/Negative Declaration and Attend Hearing SES will use the description of the project prepared in Task 1 to prepare the Administrative Draft IS/Neg Dec. The Administrative Draft IS/Neg Dec will provide: ■ A brief description of the project; ■ The location of the project; • A proposed finding that the project will not have a significant effect on the environment; • Analysis in an Initial Study documenting reasons to support the finding; and • Mitigation measures, if any, which will be included in the project to avoid potentially significant effects. The Administrative Draft IS/Neg Dec will be prepared by SES for review by the District. CEQA Appendix G criteria will be utilized for the evaluation criteria in the IS/Neg Dec. Environmental issues which are anticipated to be addressed in detail include cultural resources, flood zones, biological, air quality, surface water quality, hazardous materials, soils and grading, land coverage, greenhouse gas emissions, and short-term construction noise. Following one round of review by the District, SES will revise as appropriate, produce the IS/Neg Dec and circulate the document to the State Office of Planning and Research and other interested agencies and members of the public. Concurrent with circulation, the IS/Neg Dec will be noticed in the Tahoe Daily Tribune. During the 30 - day circulation of the IS/Neg Dec, SES will attend a hearing to take public comment on the environmental document. Task 3 - Final Environmental Documentation and Attend Hearing Upon conclusion of the circulation period of the IS/Neg Dec, a Final Environmental Documentation package will be prepared for District review and presentation to the District Board for approval. Once the District Board has approved the Project, a Notice of Determination will be prepared and sent to the El Dorado County Clerks office for 30 - day posting. The filing of a Notice of Determination starts a 30 -day statute of limitations on court challenges to the District's approval under CEQA. SES will also coordinate with the Clerks office concerning the District's submittal of wildlife impact fees. -16- Mr. Caswell 18 March 2016 Page 3 Schedule Tasks 1 and 2 will be completed by 15 June 2016. The Hearing identified in Task 2 may occur in June while the 30 day circulation is occurring. Task 3 will be complete within 10 days after the completion of the circulation assuming no major comments are received on the IS/Neg Dec. This schedule assumes that the District will provide SES with project base mapping and a general definition of the proposed action in April 2016, and that no special status biological or cultural resources surveys will be required prior to preparation of the document, and that the IS/Neg Dec will begin circulation approximately 8 weeks after design documents and project description are provided to SES. Estimated Budget The estimated work effort for each task is provided below. Tasks will be completed by Garth Alling (Project Manager and Senior Scientist), Melanie Greene (Water Quality, Noise, Air Quality, Soils, Flood Zones) and Jennifer DeMartino (GIS and Mapping Support). Task Hours/Rate Cost Task 1 Total - Review Background Information/Prepare Project Description/Attend meetings (4) 60 at $120 $7,200 Task 2 Total - Prepare Initial Study/Negative Declaration and Attend Hearing (1) 100 at $120 14 at $90 $12,000 $1,260 Task 3 Total - Final Environmental Documentation and Attend Hearing (1) 20 at $120 8 at $90 $2,400 $720 Direct Costs Total $500 Total Estimated Costs $24,080 Should you have any questions concerning our assumptions or proposed scope/costs, please do not hesitate to contact me at 530.416.2440. Sincerely, Garth Alling Manager mUC TO: FROM: MEETING DATE: ITEM - PROJECT NAME: South Tahoe Public Utility District General Manager Richard H. 5olbrig Directors Chris Cefalu James K. Jones Randy vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe P CA 96150-7401 Phone 530 544-6474 o Fax 530 5410614 • www.stpuAu5 BOARD AGENDA ITEM 4e Board of Directors Chris Skelly, Interim Information Technology Manager April 7, 2016 Enterprise Resource Planning (ERP) Replacement REQUESTED BOARD ACTION: Approve the proposal from NexLevel to develop an RFP, manage RFP submissions, assist District staff in the selection process of a new ERP System, and assist District staff in the negotiation process DISCUSSION: The District has been using SunGard's Integrated Finance and Administrative Solution (IFAS) software since 1992. This critical software runs the District's finance and accounting systems and is integrated with the District's work order and customer service billing systems. This software has served the District well for the last 24 years, but the current version is out of date and will soon not be supported by the vendor. Currently, the District is running v7.9 which was released in 2009 and IT Staff is already seeing issues with IFAS not functioning well with the latest web browsers. SunGard is encouraging its customers to upgrade to their latest software, OneSolution, but staff believes there may be better alternatives on the open market. The 2016/17 proposed budget includes funding for the replacement of the IFAS system. In preparation for this proposal, NexLevel has already conducted a thorough evaluation and interviewed staff on how the District uses IFAS. NexLevel then prepared an "Alternative Analysis" report illustrating compatible options for the District. Following NexLevel's expertise and recommendations, staff is seeking Board approval of NexLevel's proposal to start the RFP development process for a new Enterprise Resource Planning system to issue next fiscal year, July 1, 2016. SCHEDULE: Publish RFP on July 1, 2016 COSTS: $30,625 ACCOUNT NO: 1039-8769 BUDGETED AMOUNT AVAILABLE: $375,000 ATTACHMENTS: RFP Proposal and Alternative Analysis report attached CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water/Sewer GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 9_ - March 14, 2016 N.W \L=V;L March 14, 2016 Paul Hughes, Chief Financial Officer South Tahoe Public Utilities District 1275 Meadow Crest Drive South Lake Tahoe, CA 96150 REF: Enterprise Resource Planning Software Procurement and Selection Consulting Services Dear Mr. Hughes: NexLevel Information Technology, Inc. (NexLevel) respectfully submits this proposal to the South Tahoe Public Utilities District (District) to assist with consulting services for the procurement of a best fit solution to support the District's long-term ERP needs. Our Company. Founded in 1999, NexLevel is a California-based management consulting firm that helps public sector clients plan, procure, implement, and manage complex technology solutions. After over 16 years in business, our core services continue to be planning and project management. Our erience. NexLevel's track record includes supporting over 90 California agencies. NexLevel has a strong history of providing professional services related to ERP systems, including finance, payroll, human resources, and other related components. NexLevel is currently providing or has recently provided requirements analysis, procurement support, or project management services for ERP systems at the following California special districts: Cosumnes Community Services District, Moulton Niguel Water District, Camrosa Water District, Lake Arrowhead Community Services District, San Joaquin Council of Governments, as well as the cities of Millbrae, Sunnyvale, Fremont, Walnut Creek, Glendale, and Poway. This recent experience allows NexLevel to bring proven processes and recent vendor knowledge and experience to help the District determine the best fit solution. Our Approach. The NexLevel methodology provides a comprehensive framework addresses all of the District's requirements and supports the District's multi -phase approach by providing key deliverables that can be evaluated to determine the next steps. The five phases include: The "Initiate" phase will establish the foundation for effective communication and the successful completion of the project. 2. The "Requirements" phase represents a thorough discovery of the District's specific objectives and needs to ensure all the features, functions and requirements necessary are defined and documented. NexLevel intends to build off our prior work with the District for this phase. 3. The "RFP" phase will be managed to meet the procurement requirements of the District. Proposal to South Tahoe Public Utilities Agency Page 1 ERP Software Procurement and Selection —21— March 14, 2016 4. The "Select" phase will provide the structure for a fair and organized means to complete the review and decision process to select the best solution presented. 5. The "Negotiate" phase will result in formal completion of agreements with the selected integrated financial information system solution vendor and the District. In the following pages, we provide a detailed discussion of each phase. Phase 1 - Initiate The purpose of the Initiate phase is to define a work plan which has the best chance of succeeding. This phase includes confirming our understanding, as well as the understanding of the stakeholders, regarding the scope of work and the process for accomplishing the overall objectives of the project. The following table provides a detailed discussion of what each task will entail. Table 1 - Initiate Phase Tasks and Deliverables Task Description: NexLevel will meet on-site with the District's Project Sponsor and other key staff to complete a detailed review of the scope of work, project timeline, deliverables, project status methods, project participants (i.e. sponsor, subject matter experts, technical resources, etc.), and other items to ensure a well-planned project. During this meeting, NexLevel will discuss the tools and templates that will be leveraged. Task Description: NexLevel will develop a work plan that identifies the project approach, methods, tasks, activities, resources, schedule, budget, deliverables, issue and risk management, and major milestones. Task Description: NexLevel will facilitate an on-site meeting with the project stakeholder(s) and key project staff to review and obtain feedback on the proposed work plan. The goal of this meeting will be to obtain consensus on the work plan, and a commitment to support the work plan. Deliverable: Work Plan Phase 2 — Requirements This phase will allow NexLevel to develop an accurate and clear understanding of the current environment, as this provides the initial baseline from which alternatives will be evaluated to determine the next course of action. In addition, during this phase it is necessary to identify and prioritize future system features and functions that need to be gained. A key success factor to selecting a best fit solution is having a comprehensive understanding of the District's true needs and requirements. Proposal to South Tahoe Public Utilities Agency Page 2 ERP Software Procurement and Selection —22— March 14, 2016 `, 1, :. V -_:.1.. Because of the work that NexLevel has already done with the District, NexLevel will submit the District staff with a draft of the ERP requirements that we feel will meet the majority of the District needs. Once staff has had a chance to review, then we will schedule workshops to review and discuss the requirements in detail to arrive at a final requirements listing. Phase 3 ® R.FP NexLevel will prepare a comprehensive RFP outlining the business and systems requirements. While NexLevel will bring the District proven RFP templates and methods, we will also develop the RFP in accordance with the District's purchasing guidelines and requirements. The tasks in this phase will consolidate all relevant information gathered in the prior stages to create an RFP that clearly defines the requirements and objectives of the District. The quality and accuracy of vendor responses are significantly improved through the use of a well - organized, accurate, and clear RFP. A strong RFP is critical as it provides the foundation for evaluating vendors and ultimately provides the basis for a solid agreement between the District and the successful vendor. The following table provides a detailed discussion of what each task will entail. Table 2 - RFP Phase Tasks and Deliverables Task Description: NexLevel will prepare a draft RFP for review by the project stakeholders and other key staff. If the District has an existing preferred RFP template, NexLevel will conduct a review and compare the District templates to NexLevel's proven RFP template. In addition, if necessary, NexLevel will meet with the District's purchasing and/or legal resources to verify RFP terms and conditions. At a minimum, an RFP should include the following components: purpose and objectives, background, evaluation criteria and selection process, timeline, submission requirements (including forms and templates), RFP terms and conditions, current environment descriptions, business and operations metrics (i.e. number of employees, users, vendors, purchase orders, etc.), functional requirements, technical requirements and standards, and pricing proposal submission requirements. At the conclusion of this task, NexLevel will provide the District with a draft RFP for review and discussion. Deliverable: Draft RFP Task Description: If it is acceptable to the District, NexLevel prefers to distribute the draft RFP to the project stakeholders and subject matter experts for careful review. After the staff has had the opportunity to review the RFP, NexLevel will conduct a workshop to address any changes, questions, or concerns, providing an interactive forum to discuss the RFP content and to ensure a common understanding of the RFP content and upcoming procurement processes. Deliverable: Final RFP MINI AM -a Proposal to South Tahoe Public Utilities Agency Page 3 ERP Software Procurement and Selection -23- March 14, 2016 1_:'.L:=VEL_ Task Description: While online vendor portal sites provide a valuable channel for making an RFP publically available, NexLevel believes it is in the District's best interest to alert qualified vendors of the upcoming RFP release. NexLevel will compile a comprehensive list of public sector solution vendors. NexLevel will review the listing with the District and assist in creating a notification message that can be distributed via email. Prior notification of the District's intent to release an RFP will help ensure the District attracts quality solution vendors, and allow the vendors to be better prepared to provide a timely response. Deliverable: Vendor Listing and Contact Information Task Description: NexLevel will assist the District in preparing for and releasing the RFP. As part of this task, NexLevel will create a tracking log of who has received an RFP. Phase 4 — Select NexLevel has a structured methodology for the District to follow in order to select the most appropriate integrated financial information system solution vendor. The ultimate goal of this project is to ensure that the vendor who is the "best fit" for the District is selected. Up to this point in the project, the District will have invested heavily in establishing the foundation upon which a best fit selection will be made. The tasks in this phase are focused on ensuring that the team conducts a careful and detailed review of the proposals received, as well as independently researching, validating and verifying content. The following table provides a detailed discussion of what each task will entail. Table 3 - Select Phase Tasks and Deliverables Task Description: Release of a clear and well -structured RFP will dramatically reduce the number of vendor questions. However, due to the complex nature of financial system procurements, the District should anticipate that vendors will submit questions that must be addressed to ensure quality proposals are received. In this task, NexLevel will assist the District in responding to vendor questions. Deliverable: Vendor Question Responses Task Description: After the proposal due date, NexLevel will conduct a screening evaluation of all proposals received to determine which vendors and proposals meet the mandatory RFP requirements and minimum qualifications. NexLevel will present the results of our screening evaluation to the District. The District can use this information as a guide to determine which proposals require a detailed review. Task Description: The evaluation team will review and rate the proposals according to the evaluation criteria. In addition, NexLevel will review proposals to identify any issues that should be addressed. NexLevel will provide this information to the District's evaluation committee and ensure that we are available to the evaluators for consultation. NexLevel will Proposal to South Tahoe Public Utilities Agency Page 4 ERP Software Procurement and Selection —24— March 14, 2016 N=`CL=VEL' assist the District in arriving at a preliminary evaluation scoring matrix that identifies a short list of preferred vendors. Deliverable: Evaluation Scoring Matrix Task Description: NexLevel will facilitate a selection workshop with the District's proposal evaluation committee. NexLevel will use a multi -step facilitation process that encourages evaluator participation and helps drive a consensus on the vendors that appear to be the best fit for the District. Deliverable: Updated Evaluation Scoring Matrix Task Description: Conducting proof -of -capabilities (POC) sessions with short listed vendors is a key component of the selection process. This provides the vendors with the opportunity to fully demonstrate their solutions using District provided demonstration scenarios and scripts. As part of this task, NexLevel will develop the POC meeting agenda, scenarios, and scripts for the District's review. In addition, NexLevel can facilitate interaction between the District and the vendors to help ensure the vendor is adequately prepared to complete the POC. The POC provides valuable input into contract negotiations and helps clarify risk areas for special consideration. Deliverable: POC Meeting Agenda and Scripts Task Description: NexLevel will facilitate the POC sessions to keep vendors on schedule and ensure all POC scripts are completed. At the conclusion of each vendor POC session, NexLevel will facilitate a debrief meeting with the evaluators to capture feedback and update the evaluation scoring matrix accordingly. Phase 5 - Negotiate Key terms, conditions, scope, and pricing terms must be fully resolved before concluding agreement negotiations. The purpose of this phase is to formalize and implement a negotiation strategy to ensure the District obtains a favorable contract and all outstanding issues are resolved. NexLevel brings significant experience in contract negotiations that will help ensure an agreement that fully protects the District while supporting a successful implementation. The following table provides a detailed discussion of what each task will entail. Table 4 - Negotiate Phase Tasks and Deliverables Task Description: NexLevel will perform a review and provide feedback of the proposed agreement templates. Based on our experience, the District should expect multiple agreements, including software licensing, maintenance and support, professional services, and third party software. NexLevel will provide the District with guidance and assistance on the review to help prepare for subsequent negotiations. Proposal to South Tahoe Public Utilities Agency Page 5 ERP Software Procurement and Selection —25— March 14, 2016 = L. V I . Task Description: NexLevel will facilitate a workshop with key District staff to develop a negotiation strategy. The workshop will focus on outstanding issues and questions, as well as areas of high risk that need to be addressed. NexLevel recommends the negotiation team review and update the change management and risk management plans. These plans will provide guidance on areas that may require careful consideration as agreements are negotiated. A well-planned negotiation strategy reduces the negotiation timeline, reduces frustration among the parties, ensures the District presents a unified front, and reduces the risk that items will be overlooked. Deliverable: Negotiation Strategy Document Task Description: NexLevel will assist the District in preparing for negotiation meetings and will attend to support the District staff. If the District desires, NexLevel is available to facilitate the negotiation meetings. NexLevel will take the lead in recording the minutes from the meetings to capture outstanding items, next steps, and critical dates. Deliverable: Draft and Final Agreements Task Description: NexLevel will be available to attend or participate in the District's presentation of the vendor agreements to District Board for approval. Deliverable: Board Agenda Packet Our Timeline. NexLevel is prepared to begin the project within 5 business days of notification to proceed. NexLevel understands that the District would like to have an RFP ready for distribution by July 1, 2016. NexLevel will work with the District to complete assigned tasks to achieve this timeline goal. Our Cost. NexLevel fees are based upon the amount of time required to complete each phase in a thorough and professional manner. We propose to complete this project for a not -to - exceed cost of $30,625. This is based on NexLevel's level of effort estimate of 175 hours at $175/hour. Our hourly rate is an all-inclusive rate that covers all travel, travel time, and overhead. We believe that this level of effort is required to assist the District with this complex project as the outcome will have a significant impact on the District operations for years to come. We recognize that the District, like many agencies, may be operating under budgetary constraints. If so, we would be happy to work with the District on a revised scope of work that will meet the District's objectives. Upon review of our proposal, the District may identify proposed tasks that have either already been performed or you may have staff capable of performing the task. Throughout the project NexLevel will collaborate with the District on the assignment and completion of tasks. We recognize that it may be determined that some tasks in our proposal Proposal to South Tahoe Public Utilities Agency Page 6 ERP Software Procurement and Selection -26- March 14, 2016 N= -NL -V —�L will not need to be completed or can be completed by District staff. It is also recognized that some tasks may be amended based on project progress and to achieve the timeline goal. If you have any questions or concerns, please let me know. I can be contacted at 916-692-2000, ext. 201 or via email at terry.hackelman@nexlevelit.com. Sincerely, Terry Hackelman, Managing Principal NexLevel Information Technology, Inc. Proposal to South Tahoe Public Utilities Agency Page 7 ERP Software Procurement and Selection —27— for South Tahoe Public Utility District 1 IIF October 12, 2015 -28- South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT Contents 1 Project Overview and Summary..................................................................................................1 1.1 Background................................................................................................................................1 1.2 Document Purpose....................................................................................................................1 1.3 Scope.........................................................................................................................................1 1.4 Approach-------.......................................................... •-•---•....................................... 3 1.5 Problem Statement................................................................................................................... 3 1.6 Alternatives............................................................................................................................... 4 1.7 NexLevel Recommendations.................................................................. ..............................4 2 Public Sector ERP Overview........................................................................................................5 2.1 Typical ERP Scope...................................................................................................................... 5 2.2 Advanced ERP Features and Functionality................................................................................ 5 2.3 Integration Considerations........................................................................................................ 6 2.4 Vendors..................................................................................................................................... 6 2.5 Timeline.....................................................................................................................................6 2.6 ERP Cost Elements..................................................................................................................... 7 2.7 ERP Implementation Operational Readiness ............................................ ........................... 7 3 Situational Analysis..................................................................................................................11 3.1 Context Diagram......................................................................................................................11 3.2 PPT Analysis.............................................................................................................................12 3.3 Other Opportunities......................................................... ........................................ ................. 18 4 Alternative Analysis..................................................................................................................20 4.1 Alternative A — Continue as -is with investments.................................................................... 21 4.2 Alternative B — Upgrade to SunGard ONESolution.................................................................. 23 4.3 Alternative C — Procure and implement an ERP system.......................................................... 25 5 NexLevel Recommendation......................................................................................................27 Prepared by NexLevel Information Technology, Inc. -29- South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 1 Project Overview and Summary 1.1 Background Since 1950, South Tahoe Public Utility District (District) has provided sewer and water services to the community of South Lake Tahoe. During this time the District has established a successful history of planning for and meeting the ever-changing needs of the Tahoe basin, including the management of the complex infrastructure and operations, in a manner that addresses the uncommon environmental sensitivity of the area. The District currently manages over 18,000 sewer connections and over 14,000 water connections. The District relies on SunGard's Integrated Finance and Administrative Solution (IFAS) system to support many of the financial and administrative functions. The District implemented IFAS in 1992 and completed the last upgrade several years ago (v7.9.12). The District is currently using the following software modules with the IFAS system: General Ledger, Accounts Payable, Accounts Receivable, Bank Reconciliation, Encumbrances, Fixed Assets, Human Resources, Purchasing, Stores Inventory, Person Entity Database, System Level, and Nucleus. The District also owns the Budgets and Grants Management module which is currently not being used. While the IFAS solution has served the District well for 23 years, the District recognizes that the long term viability of IFAS (in terms of future enhancements, maintenance, and support) is in question. The District is on the most recent version of IFAS (7.9.12) which is also the last version of IFAS (Version 7.9 was released in 2009). SunGard is now encouraging customers to move to their flagship solution — ONESolution. In addition, to concerns about long-term IFAS viability, the District recognizes that leading Enterprise Resource Planning (ERP) solutions —specifically finance, human resources, and payroll - provide significant opportunities to streamline business processes, with features including workflow, and employee/vendor self-service. These solutions also provide tools which improve decision making, including dashboards, reporting tools, and mobile applications. The District has engaged NexLevel Information Technology (NexLevel) to evaluate the District's ERP needs and evaluate potential alternatives to be considered. The goals for this project include: ♦ Reviewing existing financial related processes to identify unmet needs or current system issues; ♦ Identifying opportunities for improved processes and procedures; and ♦ Publishing an ERP alternatives analysis report (this document) that discusses available options and recommends next steps. 1.2 Document Purpose This document provides an overview of the modern ERP market, the results of the NexLevel analysis of the District's ERP environment including a problem statement that clarifies current environment issues and their financial, operational and staffing impacts. It also provides three alternatives for the District to consider, and recommendations for moving forward. 1.3 Scope The scope of this project was specifically focused on the District's use of the IFAS system. NexLevel's analysis of the District's use of IFAS included the following functional areas: ♦ General Ledger Prepared by NexLevel Information Technology, Inc. —30— 11 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT ♦ Budget ♦ Purchasing ♦ Accounts Receivable ♦ Accounts Payable ♦ Fixed Assets Since IFAS is the core business system with which virtually all other District systems must interact, our analysis extended beyond IFAS to include the following existing District systems: ♦ Automated Data Processing (ADP) — Payroll; ♦ Springbrook Utility Billing (UB) Suite— Utility Billing; ♦ Maintenance Connection Computerized Maintenance Management Software (CMMS) —Asset, Inventory and Work Order management; ♦ NeoGov— Recruitment; ♦ Laserfiche — Document management including invoices, terminated employee documentation; and ♦ Various MS Excel spreadsheets and Word documents — Contract management, budget, invoice payments, collections tracking, grant and project tracking, revenue recognition and multiple HR functions such as personnel salary and benefits, Family and Medical Leave Act (FMLA) information, performance evaluation notice, physicals, DMV points, medical certifications and expirations and staff training/certifications. NexLevel recognizes that there are three factors to consider when evaluating the effectiveness of an ERP system. These three factors are people, process and - technology (PPT). \ People: The people component refers to the staff needed to support the business processes, and includes well- defined roles and responsibilities. It also includes the commitment of staff to use efficient business processes and supporting technologies. Sources of people issues include lack of training in the subject area they are expected to support or the process or technology they are expected to use. A people issue may also be more insidious, such as an employee with a personal agenda that is in conflict with the success of a project. People r ( Technology Process: "Process" refers to ongoing operational processes and includes workflows, procedures, policies and audits used to accomplish business objectives. Common process issues include non-standard processes that technology may not be able to support, as well as inefficient processes that cause bottlenecks and backlogs. Another common process issue when staff are unwilling to "let go" of a legacy process, such as a paper-based workflow process or a spreadsheet tool with which they are familiar. Technology: The "technology" component is introduced and used to support business processes, including infrastructure, software applications and data. This component can also include the operational support processes needed to set up, configure and maintain the technology. Prepared by NexLevel Information Technology, Inc. -31- 21 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT Technology issues can involve incorrectly configured technologies that are unable to effectively support the business processes, outdated technologies that are no longer technically supportable, an incorrect technology selection that cannot support the business processes or may not provide acceptable performance, or substandard vendor operational support. Prior to making a significant investment in a new ERP system, organizations should assess potential people and process issues that may be adversely impact the acceptance or use, reducing the return on investment. If the root cause for not effectively using an ERP system is primarily due to people and/or processes, then providing a new technology solution may not resolve the issues and the organization will not realize the benefits which would otherwise justify the investment. 1.4 Approach NexLevel's approach considered the three factors above in all activities and analysis. NexLevel performed the following activities to develop this report: I. Conducted a formal kickoff meeting with involved staff to ensure everyone understood the project goals and objectives; 2. Reviewed business, operational, and technical documentation provided by the District to understand what technologies the District was using to support their business functions, as well as how they are being used; 3. Conducted workshop interviews with the District's subject matter experts (SMEs) to obtain an understanding and insight into the people, process and technology issues and challenges associated with the current IFAS solution; 4. Developed a high-level context diagram to understand how IFAS is integrated with other District technologies; 5. Completed a situational analysis across the functional areas supported by IFAS; 6. Constructed a concise problem statement; 7. Researched available market and industry information with regard to SunGard and IFAS; and 8. Identified reasonable alternatives to SunGard's WAS for the District to consider, including benefits, risks and cost analysis. 1.5 Problem Statement The District's current ERP system serves as a central information repository which is critical to the District's financial operations. As the District identifies opportunities to reduce costs, improve services, and streamline processes, a review of the ERP system is an important component. The District seeks a long-term financial solution which follows best practices for streamlined business processes, and also provides information that supports improved decision making. In addition, the District seeks to implement a solution provided by a vendor with a strong commitment to advancing the solution by taking advantage of new technologies and responding to regulatory and industry standard changes. Today, the District relies on a software solution that is approaching end -of -life, requiring the migration to a new solution. In addition, the current solution does not support the District's desire to implement best practice processes to improve staff productivity, or allow staff to easily access information useful for supporting business operations. The District is also challenged by the limited integration of the existing solution to other core business systems, including payroll and maintenance management, which results in duplicate entry and information fragmentation. Prepared by NexLevel Information Technology, Inc. —32— 31 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT For the reasons above, the District will be forced to either upgrade IFAS to ONESolution or replace IFAS with a new ERP system in the next two to four years. 1.6 Alternatives The District has three alternatives to address the challenges outlined in the problem statement. The three alternatives are: ♦ Continue as -is with Investments ♦ Upgrade to SunGard ONESolution ♦ Procure and implement a new ERP solution In Section 4 of this report, we provide a detailed discussion for each alternative that includes a description, estimated cost, benefits, and risks. 1.7 NexLevel Recommendations NexLevel did not identify any critical issues or significant risks that require the District to take immediate action. However, there are staff needs and benefits, some potentially significant, that necessitate the District to take action to avoid being put into an emergency mode within the next five years. Each of the proposed alternatives will require careful planning, coordination, and management. NexLevel is recommending that the District initiate a project to "Procure and implement a new ERP solution." This provides the District staff the opportunity to carefully evaluate industry solutions and select the best long-term solution based on price and capabilities. In addition, this alternative does not preclude the District from ultimately selecting to upgrade the existing system and if this is done, the District benefits from the planning and structure that a formal procurement provides. In Section 5 of this report, we provide a detailed explanation that justifies our recommendation. Prepared by NexLevel Information Technology, Inc. —33— 41 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 2 Public Sector ERP Overview This section of the report aims to provide high-level ERP market information that helps the reader have a foundation for the remainder of the report (situational analysis, alternatives, and recommendation). The purpose is to help educate the District on features and functions of modern ERP systems and contrast them with the District's current environment. The remainder of this section identifies potential scope, features and functionality, vendors, and cost elements. This information will help provide a baseline from which to consider the remainder of the report. 2.1 Typical ERP Scope The potential scope of a public sector ERP system can be significant. The following bullets identify typical modules that are included in the scope when a public sector agency considers a new ERP system. ♦ General Ledger • Project Accounting ♦ Purchasing and Requisition * Grant Accounting ♦ Accounts Payable • Fixed Assets ♦ Accounts Receivable/Misc. Billing * Bank Reconciliation ♦ Cash Receipts * Payroll ♦ Budget * Human Resources In addition to the above core modules, many public sector ERP systems also offer the following optional modules that may be considered. ♦ Utility Billing/CIS ♦ Online Vendor Portal ♦ Employee Self Service Portal ♦ Timekeeping ♦ Cashiering ♦ Permitting ♦ Business License ♦ Asset Management/Work Orders ♦ Online Vendor Portable ♦ Employee Self Service 2.2 Advanced ERP Features and Functionality When procuring an ERP system, it is important to consider features and functionality that should support all modules purchased. These features and functionality are critical to aligning to best practices, streamlining processes, and finding efficiencies that ensure the District attains full return on the technology investment. s Workflow — Supports automation of processes (including both document -driven and data -driven events) A Document and Content Management — Supports a paperless environment ♦ Dashboards/Reporting — Ensures users can quickly access information necessary to support decision making Integration Tools Prepared by NexLevel Information Technology, Inc. —34— 51 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 2.3 Integration Considerations To obtain maximum value out of an ERP solution, it is critical that the newly implemented system can effectively exchange information with other core District systems. Through integration, the District can reduce duplicate data entry, remove manual processes, increase data integrity, and streamline processes. The following bullets identify common integration points that utility agencies typically consider. ♦ Computerized Maintenance Management System (CMMS) ♦ Electronic Timekeeping ♦ Electronic Document Management Geographic Information System (GIS) ♦ Intranet Note that while some core systems will have functionality to support information exchange, there may also be other systems, particular older ones, which do not. 2.4 Vendors Public sector agencies have a variety of potential ERP solution providers. The following bullets identify vendors that may be capable of providing an ERP system for the District: ♦ Caselle Inc. ♦ Harris Computer Corporation (solutions include GEMS, Innoprise, Cayenta, and Select) ♦ New World Systems Logo.NET ♦ Springbrook ♦ SunGard OneSolution ♦ Tyler Technologies (solutions include MUNIS, Incode, and EDEN) In addition to the above vendors, there are other quality ERP vendors that offer solutions that may be considered too complex or costly to implement for the District. The following bullets identify other ERP solutions the District that are capable of supporting utility agencies. ♦ Infor Lawson ♦ Oracle (solutions include Peoplesoft, E -Business Suite, and JDEdwards ♦ Microsoft Dynamics ♦ SAP It should be noted that the ERP solution market is always changing, so if the District chooses to procure an ERP solution in the future, there may be other solutions to consider. Because there are numerous solutions, many of which are proven with public agencies, it is imperative that an agency follow a disciplined selection process to ensure the "best fit" solution is selected. In our experience there is not a shortcut to identifying a "best fit" solution; rather it takes full participation of staff and multiple vendor interactions. 2.5 Timeline The implementation of a new system is inherently risky, and when done under an unrealistic timeline, the risk of failure increases significantly. While the vendors may be able to offer accelerated timelines, if Prepared by NexLevel Information Technology, Inc. —35— 6 1 P a g e South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT the District staff is not able to keep pace, then the timeline may extend and the District may incur additional costs. Based on our experience, the following timeline is fairly typical for a public agency. ♦ Procurement, including requirements analysis, RFP development, selection, negotiation, signed agreement — Five to eight months ♦ Implementation —12 —18 months (could involve 2 or more phases) 2.6 ERP Cost Elements The cost of implementing a new ERP system is much more than just software. Table 1- ERP Vendor Cost Elements identifies cost components that must be considered to estimate a total cost to implement. Table 1- ERP Vendor Cost Elements ♦ Software licensing ♦ 3rd Party Software Licensing ♦ Ongoing Maintenance and Support ♦ Vendor Implementation Services o Implementation Support o Integration o Conversion o Training/Documentation ♦ Staff Backfill ♦ Server and Storage ♦ Database Licenses ♦ Project Management ♦ Integration — with other systems (such as CMMS, GIS, utility billing, and document management) ♦ Documentation 2.7 ERP Implementation Operational Readiness NexLevel is working with a variety of public sector agencies that are engaged in ERP projects. Some of these clients are seeking to implement an ERP solution to replace a heterogeneous mix of custom applications that have become prohibitively expensive to support and that no longer provide sufficient coverage for the organization's business needs. Others, like the District, are seeking to either upgrade or replace an existing ERP system that is approaching end -of -life and uses obsolete technology, or that is no longer a fit for the organization's needs. NexLevel has found that the success of a new ERP project is largely dependent on whether the organization is prepared to handle the challenges associated with the implementation of an enterprise system. ERP readiness assessment should include consideration of the following factors: 0 District Management Team ♦ Change Management ♦ Financial System Replacement Roadmap ♦ Goals and Metrics ♦ Managing Scope and Objectives Training ♦ Long Term Approach Each of these are discussed in more detail below. Prepared by NexLevel Information Technology, Inc. —36— 71 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT District Management Team The District's management team must be fully committed to the success of the project and to providing the resources that are needed. The success of the new ERP system is dependent on the committed and active support for the project from executives throughout the organization, including the Board, senior managers heading up the various departments that will use the ERP system, and key stakeholders throughout the organization. The implementation of the new ERP system will affect every unit within the District and requires the participation of user personnel in a range of activities including the definition and confirmation of requirements; the identification of opportunities to improve business processes; cleaning up the data in existing application, and testing and acceptance of the new modules, all of which must be done in a manner that does not significantly impact customer service and operations. In addition, the District must be committed to reviewing and re-engineering existing business processes to take advantage of the features and functionality provided by the new ERP system Change Management The District must be committed to adopting a formal approach to change management. The District's ability to realize significant benefits through the implementation of the new ERP system is directly related to its willingness to embrace operational and organizational change. Michael Hammer's landmark study "Reengineering Work: Don't Automate, Obliterate" noted that organizations often fail to realize the benefits of significant expenditures for automation because they use technology to automate existing business processes, some of which date back to largely manual environments. These processes often, "promote tunnel vision oriented towards narrow goals of individual functions or departments, rather than the goals of the process as a whole." As a result, while new technology may improve an organization's ROI, the ability of an organization to more fully realize the benefits from their investments in technology is related to their willingness to accept and embrace changes in how the organization conducts business. District's stakeholders must be prepared to overcome the obstacles frequently encountered in the implementation of new enterprise software including resistance to change. Typically this requires the adoption of formal approaches to both business process re-engineering (BPR) (which Hammer defined as "the fundamental rethinking radical redesigning of business processes to achieve dramatic improvement in... cost, quality, services, and speed") and organizational change management (OCM). The adoption of formal processes for OCM is critical since resistance to change has been consistently ranked high as one of the factors contributing to the failure of enterprise system implementations. Financial System Replacement Roadmap The District must have a well-defined roadmap for the replacement of its current financial system. The roadmap needs to identify and document: s How the new financial system will integrate with other components of District's application portfolio such as CMMS, Document Management, and GIS ® The scope and objectives of the project: determining which business processes and modules will be included in the ERP project and their relative priorities Prepared by NexLevel Information Technology, Inc. —37— 81 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT The resulting application architecture indicating which modules will be replaced, renovated, or retired in the course of the project ♦ Whether information from existing applications will be carried forward to the new ERP system and the measures required to ensure the accuracy and consistency of that information ♦ The impact of the implementation on District's information technology environment and steps that must be taken to upgrade it ♦ The plan for the acquisition and implementation of the new ERP system including how the modules will be phased into use and District's preferred approach regarding on -premises hosting vs. SaaS. The District will need to plan to implement the features and functionality that are most needed and provide the greatest benefit ♦ The resources (financial, etc.) required to support the implementation of the new ERP system. Goals and Metrics The District must identify the goals and metrics that will be used to measure the business benefits of the new ERP system. Goals and metrics provide tangible reference points to indicate whether the desired benefits are being obtained from the new ERP system and serve as the foundation for the implementation of a program for continuous improvement in the delivery of services to internal and external customers. Key performance indicators (KPIs) that are presently in use are a good starting point for these metrics, with the caveat that some process changes may make some of these KPIs less relevant or less comparable. Nonetheless, the collection and publication of information regarding improvements in performance help justify the effort being expended on the implementation of process changes and the new ERP system. Managing Scope and Objectives The District must be prepared to effectively manage the scope and objectives of the ERP project. It is likely that the District will implement the ERP system over multiple years and phases. As a result, it may have to make decisions about trade-offs (i.e. pushing some functionality to later phases, removing functionality, and/or looking to 3rd party products, etc.). The District must be prepared to make informed decisions to ensure that in the "crunch" that often accompanies implementation that these trade-off decisions are based on realistic, long-term operational considerations, and do not result in the implementation of products which fall short of the organization's needs and expectations and that diminish organizational support for the project. Training The District must have a long-term plan to ensure that users can obtain the greatest value from the new ERP system through a continuing approach to training. Training is often sacrificed in the rush to get a new system implemented and then becomes a secondary concern in the face of the immediate tasks related to the day to day business of organizations. Even if adequate training is provided in the course of the implementation of the new ERP system, users often forget how to use functions and features that they do not use frequently and user competence can also be diminished over time by staff attrition and re -assignments. The District must be prepared to provide continuing training and to ensure that all staff members are sufficiently trained in the use of the new ERP system. Prepared by NexLevel Information Technology, Inc. —38— 91 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT Long Term Approach The District must have a long-term approach to project planning and management. Project planning often ends with the completion of the last planned implementation phase; however, the District should consider its long-term requirements for project planning in order to: ♦ Effectively implement changes to the new ERP system in response to new or changed functional requirements or the availability of new or improved functionality from the system provider Plan for and implement additional modules that were not part of the original implementation plan ♦ Monitor vendor performance. If the District elects to go with a remotely hosted solution, it will need to designate staff members to monitor vendor performance and ensure compliance with the terms of the Service Level Agreement (SLA), and advise the District management in the event that contractual actions are required. Prepared by NexLevel Information Technology, Inc. —39— 101 Page South Tahoe Public Utility District — ERP Analysis Report 3 Situational Analysis 3.1 Context Diagram DRAFT FOR REVIEW AND COMMENT In order to provide a frame of reference for the analysis, NexLevel developed a high-level context diagram to illustrate the integration points and interrelationships between the District's various systems that make up the ERP environment. Figure 2 — STPUD ERP Systems Context Diagram identifies the various core systems in use by the District and the status of their integration capabilities. South Tahoe Public Utilities District ERP Systems Context Diagram LeAgAd Include In ERP Manual lnterfa I-lossraly Inc u e n m AulowrProcess cess L_ FRP .. _ ...— L—fac� Soarces: 1 _ List of IFAS Modules Implemented.dox dated July 2015 ,,Sungard Information' e-mail, Ken Phillips 9/2/2015 SunGard IFAS Finance 5 rin brook customer Service exports cash receipts from P g Accounts Payable •• Springbrook and imports them into IFAS Accounts Receivable Utility Billing L Daily Bank Reconciliation Encumbrances Fixed Assets General Ledger - CDD report exported from IFAS HR and '' Purchasing Budget Item Detail ........ on<r„P. ....... Imported Into ADP Payroll Nucleus Once/Pay Period Grants Management Stores I nventory(Warehouse) Person Entity Database No integration N 'I System Level Software l`0.tIN5 Asset HR/Payroll Management Human Resources Work Order i Inventory lI Admin I..___ f Manager User Manager Security —— - Job Manager No inter t Various MS Excel Spreadsheets g a ion Database Administration and Word Documents Documents Online Contract Management Grant Tracking Server Admin Budget Project Tracking Invoice Payments Revenue Recog Workflow Designer Calle_do. FIFtFuncHwis Figure 2 —STPUD ERP Systems Context Diagram A quick review of the above context diagram clearly indicates a lack of automated interfaces or integration among the District's core systems. This results in duplicate data entry, fragmentation of data, inability to view data at an enterprise level, and generally results in inefficiencies. Industry best practices would include automated integrations with core business systems such as payroll, CMIVIS, and utility billing. The remainder of this section provides a People -Process -Technology (PPT) analysis of the District's existing environment. NexLevel obtained the information used for this analysis through face-to-face interviews of staff and documentation review. Prepared by NexLevel Information Technology, Inc. -40- 111 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 3.2 PPT Analysis 3.2.1 People The District's key subject matter experts (SMEs) interviewed were knowledgeable and engaged in the analysis. The SMEs were well informed about their current roles and responsibilities. In addition, many of the staff had expertise that extended beyond their current functional area of focus, which provided increased depth of the analysis. NexLevel did not identify any people issues as it relates to the current IFAS solution and processes. Staff almost universally recognize that there are opportunities to improve and streamline processes and appeared to welcome the opportunity to obtain a system that can accomplish this. NexLevel believes that the staff is prepared and ready to accept the change that an upgrade or new system would bring. One area that will require focus in the next three to five years, regardless of the solution used, is succession planning as it relates to the financial system and processes. Several key SMEs have significant instructional knowledge that should be documented and communicated, to avoid putting financial operations at risk if those individuals were to leave the District. For this reason, NexLevel is recommending with all three alternatives that the District invest in documentation and training which specifically includes business processes, not just system training and documentation. 3.2.2 Process NexLevel performed a high-level analysis of business processes across key functional areas including Finance, Human Resources, Payroll, Utility Billing, Inventory/Warehouse, and Asset Management/Work Orders. In the following paragraphs we briefly discuss each functional area. 3.2.2.1 Finance The District's financial practices generally follow and align with industry standards. Many of the practices were designed based on the way IFAS was implemented, or based on work-arounds. Overall, the District has the opportunity through the implementation of a proven modern ERP system to significantly streamline operations, increase the ability to perform analysis, and improve information sharing and reporting. The following paragraphs focus on key areas within the Finance function. Chart of Accounts: The District's chart of accounts (COA) includes an eight digit fund, department and object, a six digit project code, and a four digit activity code. The District is constantly reviewing the chart string for opportunities to improve, but the current structure is meeting their needs. If the District were to upgrade the current system or implement a new system, it would provide an opportunity to complete an in-depth analysis to ensure the system's COA capabilities are fully leveraged to provide the level of detail required and maximize the use of the reporting tools to provide information sharing. There is a need to extend the amount of information tracked and reported on projects. Depending upon the solution selected, the District may also be able to leverage a project/grant module that would allow for increased granularity and reporting. Journal Entry: The District's volume of journal entries is reasonable (approximately 10/month, 30/quarter, and 50/annually). All journal entries are manually processed into IFAS. Journal entries are prepared for accruals, capital assets, benefit entries, payroll, investments, grants, corrections, reversals and others. Journal entries are entered into the system via Excel spreadsheets. Moving to a new system would provide opportunities to streamline the journal entries through increased features and Prepared by NexLevel Information Technology, Inc. -41- 121 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT functionalities, such as automating recurring journal entries and reversing journal entries, and supporting document attachments and calculations. Requisitions/Purchasing: The District's purchasing function generally aligns with the capabilities available with modern ERP systems, and NexLevel did not identify anything that would pose a risk or problem if a new system was implemented. Currently all purchasing is managed using IFAS and includes validation functionality. For example, if a request exceeds budget, the system will provide an alert, but does not block the authorization. Purchase Orders (PO) account for about 60% of District's payments. The District uses open purchase orders. Funds are encumbered when the purchase order is printed by the Purchasing Department. Because of the unique environmental challenges and the level of construction/maintenance performed in a short window of time, the District allows departments to purchase prior to proceeding through the approval process. All purchases are ultimately put through the system and approvals obtained, but some activity is done after the fact. If the District selects a new system, there may be opportunities to improve these processes without adversely impacting the efficiency of the field and maintenance crews. NexLevel believes that many of the manual or paper-based activities currently performed could be eliminated and improved through the implementation of a modern ERP system. Accounts Payable: The District uses IFAS to support their Accounts Payable processes. If an invoice is received and a purchase order is approved, the District will authorize immediate payment. Otherwise, there is a manual payment approval routing process. The District processes two check runs each month which are signed off by the Board. The system does not offer vendors the option of ACH payments. NexLevel believes that a modern ERP system would provide opportunities to streamline the existing processes, specifically to reduce the manual, paper-based approach in place today. Accounts Receivable: The District bills about 20-25 invoices per month through IFAS, most of which are related to lab monitoring services. Other bills may include grants, plant discharging, contractor repairs, and billing customers for damages to infrastructure. Staff noted that the current accounts receivable summary report provides an update on the status of accounts receivable based on real-time data. They would prefer to also have the ability to report on the status of receivables at any given point in time. NexLevel believes that a modern ERP system would provide opportunities to streamline the existing accounts receivable process, including the accounts aging and collection process. Cashiering: Deposits are processed daily from the Utility Billing System (Springbrook). Springbrook creates a daily extract that is manually uploaded into IFAS. Other deposits are processed by manual journal entry into IFAS including grants and other miscellaneous deposits. While a new ERP system may provide a centralized cashiering solution, it would likely provide limited value, because the volume of cashiering activity outside of Utility Billing is low. Bank Reconciliation: There is an interface with the bank to pull in the reports for reconciliation, but the reconciliation is a manual process. A new ERP system would facilitate a more automated bank reconciliation process that would save staff time. Budgeting: The District uses a Microsoft Excel spreadsheet to support budgeting activity. To develop the budget, the District typically starts with the budget from the prior year as a baseline. Once the budgets are finalized, staff manually key budget information into IFAS to facilitate planned vs. actual reporting. There are very few adjustments or transfers throughout the year that are entered into IFAS. Prepared by NexLevel Information Technology, Inc. —42— 131 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT NexLevel believes the District could derive significant benefits from having a budgeting module that is integrated directly to the ERP system. An integrated budgeting module would streamline budget development, enhance the District's ability to perform budget analysis and evaluate scenarios, and remove the need for manual intervention once the budget is finalized. It would also support the ability to capture budget line item information through the use of document management or in-line notes. Fixed Assets: The District uses IFAS to manage fixed assets. Fixed assets are defined as assets valued at $5,000 or more. Assets are depreciated monthly using the straight line method. The Capital account range is from 7000 — 8000. They are moved to CIP range, from 11000 to 12000 at the end of project completion. The life cycle starts with the purchasing process. Fixed Asset staff confirms with Project Managers and then journalizes in General Ledger and manually enters into Fixed Asset module. Staff monitors purchases to capture upgrades to assets and will capitalize as a separate asset if significant time has passed. Fixed Asset staff does not track assets for disposition. They depend on managers to fill out a form. NexLevel believes the District would receive significant benefits by implementing an ERP system with a tightly integrated fixed assets module. The ERP system should be capable of identifying fixed asset activity at the purchasing level (whether a new asset or augmentation to an existing asset), and then ensuring the information is captured and reported in the fixed asset module. In addition, the module should be capable of storing key documents and pictures associated with a fixed asset. Contract Management: The District primarily uses Microsoft Excel spreadsheets to track contract activities. The District could improve and streamline contract management activities by implementing an ERP system that includes a contract management module. This would provide staff access to a system that provides a contract view of the financial transactions, as well as provides the ability to track and alert on specific contract terms. Grant/Project Management: The District tracks approximately 18 grants per year using Microsoft Excel Spreadsheets. The District has, on average, about 20 active projects at any time. The District's project managers track project budgets independently using Microsoft Excel spreadsheets. Project IDs are assigned by the Engineering Department, after which the Accounting Department provides project code and account numbers and enters this information into IFAS and the Payroll system. Time recorded into the Payroll system is journalized into IFAS at the project code level (vs. employee level). Timecards are used to track grant/project activity at the employee level. Benefits are not maintained in IFAS and must be captured in the spreadsheet also. In December 2014, the federal government mandated tracking cost by grant, not project. In order to do this, the District needed to view expenses in IFAS. Because the District is not using the comprehensive grant management functionality in IFAS, they had to create a workaround report setting up multiple project codes to track grant money that was allocated across multiple projects. The District would see significant benefits from implementing a modern ERP system that includes a robust and comprehensive project and grants accounting module. A tightly integrated module would improve accuracy as financial information would be reported directly out of the ERP system. In addition, some ERP systems have project and grant accounting modules which provide the ability to track non- financial activities, create automated alerts and notifications, and attach key documentation to create a repository for critical project information. CAL -Card Processing: The District has approximately 30 CAL -cards. The process of reviewing, approving, and processing payments for the CAL -cards is largely manual. Oftentimes, modern ERP systems have tools that help automate the process to review and approve expenditures, reducing the manual paper- based processes. Prepared by NexLevel Information Technology, Inc. -43- 141 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT Reporting: Monthly IFAS reporting includes A/R reports, budget planned vs. actual, general ledger and accounts receivable gaining, trial balance reports using both IFAS Click, Drag and Drill (CDD) reporting and other reports. The District also supports reporting for external agencies including Controllers, Transparent CA, and others. The Comprehensive Annual Financial Report (CAFR) is created manually using a spreadsheet. District staff is currently limited to the existing reports without making a special request to IT or the vendor. NexLevel believes that the District would see significant benefits by implementing a modern ERP system that includes user-friendly reporting tools, including user dashboards. Modern ERP systems typically include robust reporting solutions that extend the system beyond the standard reports that come with the software. The reporting tools allow for easy creation of reports, and the subsequent scheduling and distribution of the reports in an automated fashion. Ultimately, the value of an ERP system is determined by the ability to obtain useful information out of the system. As important as it is for the financial staff to have easy access to information in the financial system, it is just as important that non- financial users are empowered to gain easy access to financial information for decision making purposes. 3.2.2.2 Human Resources/Payroll The District uses ADP to process staff payroll. It appears that ADP is providing a quality solution to meet the District's payroll needs. However, the integration between the ADP and IFAS system is limited. Best practices would dictate a tight integration between the payroll system and the finance system. Since payroll represents a significant portion of the District budget, it is important that detail level payroll information (employee time, pay, benefits, project activities, etc.) is made available to the finance system. The District manages employee data, salary information, and dependents in IFAS. Other payroll/HR activities are tracked in Excel spreadsheets and Word documents including: personnel salary and benefits, performance evaluation notices, physicals, DMV points, medical certifications and expirations and staff training/certifications. The District would streamline processes, improve access to information, and reduce duplicate data entry by implementing a tightly integrated payroll and HR system. The District should evaluate the ability to leverage the ADP HR solution. Even if it is not an ideal solution, the benefits of having an integrated solution are significant even if not fully implemented for all human resources tracking activities. As part of upgrading or replacing the IFAS system, the District could look at what the modern ERP solution providers offer to compare to what ADP offers. Based on that analysis, the District could continue to use ADP and implement the necessary interfaces or move to the ERP solution Payroll/HR module. Regardless of the payroll/HR solution used, the District should proceed with the implementation of an employee self-service portal to allow staff access to their payroll/HR information, as well as the ability to provide updates or print past statements such as pay stubs and W-2 forms. The District currently uses Neogov to support recruitment processes. NexLevel recommends that the District continue to use Neogov and consider taking advantage of all that Neogov has to offer so that all recruiting activity is tracked and reported on Neogov. Many of the modern ERP systems have an established integration with the Neogov application. This should be explored to reduce data entry and to streamline the process moving from recruitment to establish payroll records. Prepared by NexLevel Information Technology, Inc. —44— 151 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 3.2.2.3 Utility Billing The Utility Billing function is not a primary focus of this report; however, because some agencies use modules available in their ERP system to support utility billing, NexLevel discussed this topic briefly with District staff. The District currently uses the Springbrook utility billing solution. The District invoices quarterly and has a 2-3 week timeframe from meter read to billing. Their goal is to bill as close to the 15t of the quarter as possible. Staff members process multiple payments daily into Springbrook and then manually process a cash receipts extract from Springbrook to IFAS on a daily basis. The District manages collections in-house. Customers have until the last day of the quarter to pay their invoice. Based on user interviews, it appears that the Springbrook solution is meeting a majority of the District's needs. However, many of the modern ERP systems offer an integrated utility billing/customer information system. Having a tightly integrated finance and utility billing system supported by a single vendor would be beneficial. If the District decides to procure and implement a new ERP system, it is recommended that the District evaluate the system's utility billing capability as an option. When evaluating solutions, the utility billing module should not take priority over the finance functions. 3.2.2.4 Warehouse/lnventor;r!:'lsset Management/Work Orders The Engineering Department has developed standard processes to manage the District's assets, projects and contracts. Assets include wastewater treatment plant and instrumentation and electrical equipment and machinery, recycled water irrigation storage and distribution system, water and sewer infrastructure (manholes, pump stations, fire hydrants, water lines, etc.) and heavy equipment, generators and vehicles needed to support maintenance services. While Finance staff tracks capital assets for accounting purposes in IFAS, Engineering tracks assets for maintenance purposes using Maintenance Connection. They are also building into Maintenance Connection the ability to track the life cycle cost of an asset. The District's investment in Maintenance Connection, both in terms of money and resource time, is significant. Maintenance Connection appears to provide the District with a long-term asset management solution at a depth of features and functionality that would typically not be supported by ERP solution providers focused on mid -market public sector agencies. As it relates to the District's future ERP solution, the focus should be on integrating the asset management functions fully with the ERP system. Areas of integration that should be considered include inventory, purchasing, time reporting, fixed assets, and project activities. 3.2.3 Technology This section provides an overview of the technology the District uses to support business operations. The following bullets identify core technologies used by the District. 3.2.3.1 SunGard IFAS IFAS is the primary technology used by Finance staff to support the District's financial operations. More specifically, IFAS is used primarily to support General Accounting, Accounts Payable, Accounts Receivable, Purchasing, Encumbrances, Fixed Assets, and Vendor Insurance. The District also has purchased and installed several modules that are either not currently used or used lightly. These include Grant/Project Management, Budgeting, HR, and Inventory. The District staff identified the following technical issues with IFAS: Prepared by NexLevel Information Technology, Inc. —45— 161 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT ♦ The IT Department cannot upgrade the Internet Explorer (IE) browser because the current version of IFAS does not support newer versions of IE. While this issue could be remedied by upgrading to SunGard's ONESolution Finance Suite (ONESolution), the cost and impact to District staff needs to be evaluated. The IT Director has confirmed there are not any immediate technical issues or security risks by not upgrading IE. However, eventually this will become a significant issue. ♦ Some staff expressed frustrations with the reporting capabilities of IFAS. For example, staff is not able to create self -serve ad hoc reports and some of the Click, Drag and Drill (CDD) reports are no longer working as of the last IFAS upgrade. To help alleviate the issues, the District has engaged reporting consultants to create custom reports to meet user needs. ♦ Some users expressed concerns about the current and future maintenance support. The District has had past issues with the turnaround time for issues or problems. The primary IT technical liaison confirmed SunGard usually response to her within four hours, which is acceptable. However, other staff expressed concern about the level of support. This is a valid concern because as a solution approaches end of life and the number of active clients diminish, then vendors tend to reduce the investment and focus on the support and maintenance function as these resources tend to be deployed to the new product offerings. It is important to note that the IFAS platform, while approaching end of product life, is a powerful solution that has many capabilities that were not implemented by the District. If IFAS was fully implemented and business processes were modified to align with the solution capabilities, then some of the issues mentioned in this report would not exist. NexLevel documented several finance business functions which IFAS could automate, but staff still rely on manual processes and offline spreadsheets to manage the functions. To name a few, these include: Budgeting, Contract Management, and Grant and Project Management. Other areas of underutilization include the Payroll module, which the District does not use at all, and the HR module, which the District uses in a limited fashion. HR/Payroll staff indicated that the decision to not fully utilize IFAS was made because their initial evaluation was that IFAS would not meet their business needs or that it was not user friendly/intuitive. 3.2.3.2 Laserfiche (Document Management) The District uses Laserfiche to support document management. Scanning stations are available throughout the District including Customer Service, Accounting, the lab, Heavy Maintenance, Training, Administration and IT. Integration of an ERP system to a document management is an important consideration. Modern ERP solutions are largely designed to support automated, electronic processes versus traditional paper-based processes. Laserfiche is an industry recognized document management solution that is commonly used by public agencies. 3.2.3.3 ADP (Payroll) The District outsources Payroll function to ADP. Employee information in ADP is maintained via an extract from the IFAS HR module which is then imported into ADP. As the District evaluates next steps with the IFAS system, it is imperative that a tighter integration with ADP is achieved. The level of integration will also be necessary to support full budget functionality typical available in modern ERP systems. 3.2.3.4 NeoGov (Recruiting) The District implemented NeoGov in 2008 to support the recruiting processes. NeoGov is an effective and common recruiting solution used by many public agencies. As the District evaluates next steps with Prepared by NexLevel Information Technology, Inc. —46— 171 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT the IFAS system, implementing an automated interface between NeoGov and the payroll/HR system would help streamline work and reduce duplicate data entry. 3.2.3.5 Springbrook (Utility Billing) The District implemented Springbrook's Utility Billing software in 2004 to manage billing and collections of sewer, water (unmetered/metered rates, flat/tiered usage) and six street lights. The District upgraded in December 2006 to Version 6. Staff is generally pleased with the system and report that the system accurately imports meter data for billing, bills accurately and has an intuitive user interface and on-line help. Technology issues identified with Springbrook include significant custom development and work arounds which District staff confirmed "sometimes get them into trouble." In addition, the Work Order functionality is not effective due to font issues, and thus meter maintenance cannot be tracked using the system. The District uses Crystal Reports for reporting against the Springbrook system and InfoSend to print and send invoices. InfoSend also provides an online customer portal for utility customers. 3.2.3.6 Computerized Maintenance Management (Maintenance Connection) The Engineering Department uses Maintenance Connection to manage and inventory assets, as well as to track the maintenance history of the assets through an automated work order process. Current integration to IFAS is limited to minimal data extracts. The major technology issue the District has is that there are multiple "data silos" maintained by various departments. A data silo is a repository of data that is under the control of one department and is not integrated with other systems and data. The District's data silos arose when departments within the District chose different systems to manage specific functions without consideration to how these systems could be integrated. While this approach may have provided each department with a technology that best met their business needs and goals, it has caused significant data integrity and reporting challenges the District must deal with including: ♦ Time entry data is tracked in multiple systems for different purposes including Maintenance Connection (Work Orders), ADP (Payroll), and IFAS (Payroll). Engineering staff must enter time into two systems (Maintenance Connection and ADP). This also creates redundant sources of data so there is no single 'source of truth.' ♦ It is difficult to calculate the life cycle cost of an asset. Initial costs are captured in IFAS but maintenance costs are tracked in Maintenance Connection. Any additional project or contract costs associated with implementing an asset are kept in stand-alone spreadsheets. ♦ Difficulty tracking and reporting project and grant activities. Project and grant management staff must query multiple systems (e.g. Maintenance Connection, IFAS, and ADP) to obtain a full cost perspective. 3.3 Other Opportunities Additional features and functionality the District staff would like automated through technology solutions include: ♦ Ability to link Finance, HR and Utility Billing records to related Laserfiche images ♦ Electronic timecard entry ♦ Automated Comprehensive Annual Financial Report (CAFR) generation Prepared by NexLevel Information Technology, Inc. —47— 181 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT ♦ Automated workflow for various business functions, especially for HR functions (employee review, benefit administration, etc.) ♦ Mobile technologies Prepared by NexLevel Information Technology, Inc. -48- 191 Page South Tahoe Public Utility District —ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 4 Alternative Analysis Industry research has shown that there are many factors driving organizations to consider changing to a new ERP system. Common reasons include: ♦ Concern with the best "feature fit" for their organization. A recent survey indicated that over half of those polled identified this as a top reason for replacement. ♦ Desire to keep current with modernizing technology infrastructure and replacement of obsolete back end architecture and applications. ♦ Cost to maintain and support the current solution. ♦ Lack of available customization to meet their business requirements. The figure below is taken from an Aberdeen Group study completed in 2011 as to why organizations look to replace an ERP system — based on NexLevel's experience, these reasons continue to be valid. Lack of features Obsolete technology foundation or infrastructure of ERP system Cost of maintenance aril support Lack of available customization 0°% 100/0 20°% 30% 40% 50% W/o 70% 80% Percent of Respondents n=387 Source: Aberdeen Group, July 2011 Figure 3 - ERP Replacement Reasons Having this understanding of the industry helps the District evaluate why it is considering a new system and what is the next best step to meet the current and future ERP system needs. Based on NexLevel's experience and our findings in the ERP analysis, we recommend the District carefully consider the following three alternatives. ♦ Alternative A— Continue as -is with Investments ♦ Alternative B -Upgrade to SunGard ONESolution ♦ Alternative C— Procure and implement an ERP system For each alternative, NexLevel provides: ♦ A description and approach ♦ High level cost analysis including one-time costs (licenses, implementation, setup, training, conversion) and ongoing maintenance costs ♦ Unique benefits each alternative provides .............. ..... Prepared by NexLevel Information Technology, Inc. 20 1 P a g e —49- South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT ♦ Risks associated with the alternative and mitigating strategies 4.1 Alternative A — Continue as -is with investments 4.1.1 Description The District would continue to use the existing system and make modest investments to improve the situation through increased integration, system and process improvements, and training. This alternative would require that the District renewing the WAS contract with SunGard in June 2016 for at least three years. Assumptions include: ♦ There will be no significant changes in the District's environment or functional business requirements that prevent the IFAS product from meeting business needs ♦ SunGard will continue to support the IFAS product for at least another five years. ♦ SunGard maintenance costs will remain approximately the same as they have been for the past three years It is important to note that this alternative is not a long-term solution but rather delays the need to take any action for another three to five years. If this alternative is selected, the District should establish an ERP system improvement team that would consist of key managers, users, and technical staff. This team will identify and prioritize specific opportunities for improvement. The team will meet on a regular basis to evaluate progress and ensure focus is maintained. The ERP system improvement team would focus on implementing recommendations that allow the District to fully realize the value of the current system. The following are examples of actions the ERP system improvement team may focus on: ♦ Reporting— Identify reporting needs and formalize a plan to develop or enhance reports to improve staff access to information. ♦ Integration — Improve the integration between ADP and Maintenance Connection to increase information sharing and reduce manual processes. ♦ Training — Engage SunGard to conduct refresher training to improve staff effectiveness and encourage increased use of the system by non-financial staff. ♦ Business Process Improvement— Engage SunGard to help analyze selected business processes (such as contract management, project management, human resources, fixed assets, and asset management) to identify opportunities to more fully leverage the existing system. 4.1.2 Costs If the District selects this alternative, the existing annual software maintenance and support costs would remain consistent with current levels. However, the District would have to make a one-time investment to hire SunGard consultants to help improve the existing environment and train staff. NexLevel recommends that the District allocate $75,000 over the next 12 months to hire the necessary resources to help plan, analyze, and implement improvements. 4.1.3 Benefits The primary benefits of this alternative include: Prepared by NexLevel Information Technology, Inc. —50— 211 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT ♦ Continues to supports business and operational processes in manner consistent with today's level with minimal additional investment. ♦ Low risk alternative as it makes small incremental improvements to stable business operations. ♦ Improved staff satisfaction with the existing system through increased training, automation, information access, and streamlined business processes. ♦ Allows the District to place staff focus and funding to other high priority projects. ♦ Allows staff to be better prepared when the time comes to move to a new ERP system. 4.1.4 Risks Alternative A poses the least risky alternative in terms of District business operations impact because technologies and processes remain largely consistent with the existing environment. However, this option is not without some risk, which includes: ♦ Erosion of existing support levels —The District is on the last release of the IFAS system. While SunGard has committed to continuing to provide support, it should be expected that the IFAS customer base will continue to erode as customers migrate to the SunGard's new ONESolution or to other ERP systems. Overtime, this may result in reduced support levels adversely impacting response and resolution to issues or problems. The District may be able to mitigate by ensuring there are agreed upon and enforceable service levels as part of the lune 2016 contract renewal. ♦ Inability to provide decision useful information — It is imperative that District staff has easy access to the information required to make decisions. Absent of easy access to information, staff must rely on offline information resources (spreadsheets or documents) or past experience to make decisions. ♦ Staff hiring or retention can be impacted by the systems the District uses - If the District's technology is perceived as dated and difficult to use, it can impact the ability to attract and retain the most qualified candidates. ♦ Limits succession planning efforts - Much of today's system and process knowledge is retained by a limited number of staff. This staff has accumulated a knowledge base through experience, much of which is not documented or included within the system. This alternative would not necessarily address this risk unless a process and procedure documentation project was launched. ♦ Inefficiency and increased staff costs — Modern ERP systems leverage current technologies to provide automated workflows, information dashboards, improved reporting, mobile access, document management, vendor and employee portals, and improved integrations. The current system, while providing some capabilities, is not being evolved to fully leverage these technologies depriving staff of opportunities to improve data accuracy and decision making. NexLevel would recommend that the District plan to complete this alternative in a 12 month timeframe. Prepared by NexLevel Information Technology, Inc. —51— 221 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 4.2 Alternative B — Upgrade to SunGard ONESolution 4.2.1 Description SunGard's flagship ERP system is ONESolution which is essentially the next evolution of IFAS that leverages modern technologies to deliver a robust and comprehensive ERP solution. This alternative would be to contract with SunGard to migrate the current IFAS solution. This alternative would include much more than just a simply migration from IFAS to ONESolution. It would follow traditional implementation methodologies to not only implement the new software, but also perform careful analysis of existing business processes to modify them as needed to take full advantage of ONESolution- This alternative would include the following SunGard services to ensure a best practices implementation: ♦ As -is To -be process analysis ♦ ONESolution configuration ♦ Data conversion ♦ Integration (ADP, Maintenance Connection, Laserfiche, and Springbrook) ♦ Testing ♦ Training ♦ Documentation ♦ Project management ♦ Change management While ONESolution is similar to IFAS, it is necessary to treat this alternative as a full implementation of a new system, rather than an upgrade, because the user interfaces, reporting, navigation, and features are new. This will result in significant change for the District staff. 4.2.2 Costs SunGard recently provide the District a quote to move from IFAS to ONESolution. The quote identified the software, 3'd party products, and services to complete the migration to ONESolution. The quote was for $136,148. Based on NexLevel's review of the quote, as well as the ERP analysis activities, NexLevel recommends that the proposed SunGard approach be expanded to follow a traditional implementation approach to ensure that when the new system is implemented, the District staff is prepared to fully leverage the solution. This means that the implementation should include process re-engineering, automated integrations, and appropriate documentation/user guides. As a result, the total cost of this alternative should be augmented for the following activities: Business Process Re-engineering - If this alternative is pursued, the District should strive for revolutionary change versus carrying over existing processes. The proposed level of effort by SunGard is not sufficient to complete a comprehensive process review to fully understand the 'as -is' environment and appropriately design the 'to -be' environment. The quote needs to be increased to recognize the level of training, change management, and operational process documentation that will be required. It is estimated that this activity will cost an additional $30,000 - $50,000. ♦ Project Management -The SunGard quote assumes only 10 hours per month for project management. Because the District will be looking at a comprehensive implementation than _... ---- ..... Prepared by NexLevel Information Technology, Inc. 23 1 P a g e -52- South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT includes significant process change, as well as technical integrations, NexLevel recommends that the project management services be increased. It is estimated that this activity will cost an additional $40,000 - $50,000. ♦ Travel Allowances —The SunGard quote assumes that services will be performed remotely. A strong on-site presence of the SunGard resources during key activities will significantly reduce the risk of the implementation and help encourage staff acceptance of the system. It is estimated that travel expenses will be $35,000 - $45,000 (depending upon where resources come from). ♦ Integration — The SunGard quote does not factor in the need to increase the level of automation between ONESolution and other core District systems (such as ADP, Maintenance Connection, Laserfiche, and Springbrook). It is estimated that this activity will cost an additional $40,000 - $50,000. ♦ Chart of Accounts Redesign Services —The District should take this opportunity to carefully evaluate and modify the Chart of Accounts to take full advantage of the new system capabilities and improve information access and sharing. This will require that SunGard provide consulting expertise to assist the staff in the design. It is estimated that this activity will cost an additional $10,000 - $20,000. ♦ Training/Documentation —The SunGard quote appears to be light on training and relies primarily on a "train -the -trainer" approach. Because of the level of investment the District is making in terms of dollars and resources, it is important that the project has an adequate training budget. In addition, this is an opportunity for the District to establish comprehensive documentation and training materials. It is estimated that additional training and documentation will cost $15,000 - $25,000. ♦ Contingency — It should be expected that a project of this magnitude will incur unplanned activities or costs. It is recommended that the project establish a $50,000 contingency fund to address unplanned activities or costs. When factoring the additional NexLevel recommended activities, the total cost for this alternative increases to $356,148 - $426,148. An additional cost consideration that the District should factor in for both Alternative B and C is staff backfill and project management support (District -side resource). It is imperative that District staff have the time available for fully participate in all phases of the implementation. 4.2.3 Bem,,a Is The primary benefits of this alternative include: ♦ Provides the District with a long-term system and ongoing support and maintenance. ♦ Eliminates the cost of purchasing software licenses — SunGard essentially treats the move from IFAS to ONESolution as an upgrade, so the District does not have to purchase new licenses. ♦ Reduces the risk associated with data conversion. e Provides the opportunity for the District to increase the integration between existing systems to reduce duplicate data entry, and also provide increased information accuracy and data sharing. Provides the opportunity to take advantage of new features and functions (workflow, reporting, online portals, dashboards, document management, and more) available in ONESolution to streamline existing processes and improve staff access to information. ♦ Provides the opportunity to fully implement the use of key modules (project and grant, contract, etc.) to improve processes and increase staff access to information. Prepared by NexLevel Information Technology, Inc. —53- 241Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 4.2.4 Risks Alternative B represents more risk than Alternative A but less than Alternative C. Many of the risks associated with a traditional ERP system replacement exist with this alternative. However, the risk is reduced somewhat since both systems (IFAS and ONESolution) are developed and maintained by SunGard. The following bullets identify risks that should be considered: ♦ If the District does not have sufficient resources to meet both project needs and operational responsibilities during implementation then there may be delays to the project. Fortunately, the District can continue to use the existing system until the new system is ready for implementation. To mitigate this risk, the project sponsor should ensure appropriate resources are available and backfill or cross train for key positions as needed so SMEs can work on the project. ♦ If District staff do not accept or adapt to change brought about by the ONESolution implementation, the District will not realize full ROI and staff will be dissatisfied and frustrated. 4.2.5 Timeline NexLevel would recommend that the District plan to complete this alternative in an 18 month timeframe. 4.3 Alternative C — Procure and implement an ERP system 4.3.1 Description Alternative C is to follow a comprehensive ERP procurement and implementation approach. This alternative would begin with the development of a formal RFP that clearly outlines the scope and requirements for vendors. Once vendor proposals have been received, the District would conduct a comprehensive evaluation that would include solution demonstrations, reference checks, and site visits. For the purposes of this alternative, the primary scope would include the following functions: general ledger, accounts payable, accounts receivable, budget, bank reconciliation, fixed assets, project accounting, and grant accounting. In addition, the District should also evaluate and consider additional modules such as payroll, human resources, work orders, and utility billing. This would help position the District to consolidate systems and functions into an ERP system. 4.3.2 Costs Based on NexLevel's past experience and available market information, the District should expect that the vendor proposals for implementing anew ERP system will range from $350,000 - $650,000. This represents the total cost to implement (e.g. software, configuration, training, documentation, conversion, integration, testing, project management and process analysis). As mentioned in Alternative B, the District should also consider the cost of staff backfill and project management support. 4.3.3 Benefits The primary benefit of this alternative is that it affords the District the opportunity to evaluate all available solutions to ensure that the solution with the best long-term fit is implemented. Since this will be an implementation of a new system, the District will be able to take advantage of modern Prepared by NexLevel Information Technology, Inc. -54— 251Page- South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT technologies to re-engineer processes and provide staff with the tools and skills to become more effective. In addition, it provides the opportunity to establish a fully integrated environment that reduces the need for manual interfaces or redundant data entry. 4.3.4 Risks This alternative carries significant risk. As such, the District's selection of a proven, highly qualified vendor will be critical to manage the risks. The anticipated change that will be introduced with a new ERP system will be significant and must be carefully managed. Change is difficult and requires the commitment and support of management. The District will be moving from an ERP system that the end users know well, even though their level of satisfaction may not be high. It should be noted that the potential impact of implementing a new ERP system could be District -wide, particularly if the District automates processes that are done manually by departments today. 4.3.5 Timeline NexLevel would recommend that the District plan to complete this alternative in an 18 — 24 month timeframe. Prepared by NexLevel Information Technology, Inc. 26 1 P a g e -55- South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT 5 NexLevel Recommendation The decision by the District to take the steps related to evaluating the replacement of the IFAS system is both timely and in the best interests of the organization. The business case to support for migrating to ONESolution (Alternative B) or implementing a new ERP (Alternative C) is based on concern that the District is not receiving measurable benefits from its continuing investment in IFAS due to a number of factors including: s The age of the system makes it difficult to use, particularly the lack of configurability in the user interface and the need to develop and apply custom modifications to the software to reduce its usability and agility. Without an intuitive user interface and self-help features and tutorials, users are unable to develop new competencies in the use of the application or maintain existing competencies. ♦ The system is based on technology which is now decades old and due for replacement; while the application itself is approaching the end of its life. The system does not provide functionality to support analytics or the creation of dashboards for District managers and executives, leaving them with only paper reports, various online queries, and ad-hoc databases to manage operations and performance. ♦ The application is not as open as newer software suites and this restricts the District's ability to integrate key productivity tools such as workflow and document management for financial management and reporting and human relations. ♦ District users are supplementing the functionality provided by the application through the use of spreadsheets and ad-hoc databases. This proliferation of information represents problems for the District, in terms of data integrity and consistency (and the effort required to reconcile separate data sources), as well as in terms of planning for, and ensuring, business continuity. The primary concern for the District is not whether to move forward, because they know that they will. The question is what approach should be used, and how much the process of moving forward will cost. The information in this report will provide the District with a starting point. Based on NexLevel's review of the information collected to date and our experience, we recommend the District pursue Alternative C — Procure and Implement a New ERP System. Completing a formal competitive procurement and planning a well-designed implementation will help to ensure the focus, budget, and resources necessary for a successful ERP system implementation and ongoing support. More importantly, it helps ensure that the District is receiving the best value (balancing software features and functionality with cost to implement and maintain), by exposing the District to the current technology offerings. This alternative also encourages user buy -in through the entire process to help ensure effective change management and user acceptance. If, through a competitive procurement process, the District does not identify a suitable long-term system, the District can still pursue Alternatives A or B. During interview sessions, District staff identified many areas of improvement and enhancements. In addition, there was general agreement that the District needed to migrate to ONESolution or implement a new ERP system. It is important to note that NexLevel did not find any critical issues or problems that would necessitate immediate action. For this reason, the District has the time to follow a deliberate, well-planned approach to help manage the risks associated with modifying or replacing an ERP system. The current ERP system has been in place for more than 24 years (with occasional upgrades) and has remained a relatively effective platform for processing the District's financial activities. The fact that the Prepared by NexLevel Information Technology, Inc. —56- 271 Page South Tahoe Public Utility District — ERP Analysis Report DRAFT FOR REVIEW AND COMMENT District been using the ERP system for more than 24 years is impressive. Based on NexLevel's experience the common life cycle of an ERP system tends to be around 10 years. Conducting a comprehensive procurement and implementation provides significant opportunities to improve business processes and take full advantage of new technologies. Prepared by NexLevel Information Technology, Inc. —57— 281 Page South Tahoe Public Utility District— ERP Analysis Report DRAFT FOR REVIEW AND COMMENT Appendix A References "12 Reasons Why Employees Resist Change in the Workplace". Catherine Adenle, Catherine's Career Corner, July 26th 2011, Web. Sep 2015 "Balancing Investment in People, Process and Technology and Building the Capacity to do so in Developing Economies", Peter Sorensen, Brian Ing, International Council of Management Consulting Institutes (ICMCI), Web. Sep 2015 Prepared by NexLevel Information Technology, Inc. �� 291 Page General Manager Richard H. 5olbrig Slouth Tahoemes Directors Chris Cefalu R. Jones joneo 11 (/1 Randy Vogelgesang 1 u b l c Utility D istrict Kelly Sheehan Duane Wallace 1275 Meadow Creet Drive • South Lake Tahoe CA 96150-7401 Phone 530 544-6474 • Fax 530 541-0614 • WWw,5tpud.u5 BOARD AGENDA ITEM 4f TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Application for Aeration Basin No. 2 Rehabilitation and Primary Clarifier No. 1 Rehabilitation to Clean Water State Revolving Fund REQUESTED BOARD ACTION: Adopt Resolution No. 3012-16 and Resolution No. 3013-16 to apply for Aeration Basin No. 2 Rehabilitation and Primary Clarifier No. 1 Rehabilitation Clean Water State Revolving Loan DISCUSSION: The attached Pledged Revenues and Fund(s) Resolution No's. 3012-16 and 3013-16 were submitted to the State Water Resources Control Board (SWRCB) on March 17, 2016, as one Resolution and the SWRCB has requested that we submit them separately. We are revising per their request. SCHEDULE: TBD COSTS: N/A ACCOUNT NO: BUDGETED AMOUNT REMAINING: N/A ATTACHMENTS: Resolution No. 3012-16 and Resolution No. 3013-16 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES_ IBJ NO -59- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18' 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3012-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FOR PLEDGING REVENUES AND FUND(S) FOR THE AERATION BASIN 2 PROJECT WHEREAS, the South Tahoe Public Utility District has adopted Clean Water State Revolving Loan Fund Resolutions regarding intent, authority and procedure; NOW, THEREFORE, BE IT RESOLVED: 1. South Tahoe Public Utility District (the "Entity") hereby dedicates and pledges net revenues of the Sewer Enterprise Fund and the Sewer Enterprise Fund to payment of any and all Clean Water State Revolving Fund and/or Water Recycling Funding Program financing for Aeration Basin 2 Rehabilitation Project #8066-110 (the "Project"). 2. The Entity commits to collecting such revenues and maintaining such fund(s) throughout the term of such financing and until the Entity has satisfied its repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. 3. So long as the financing agreement(s) are 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 further action necessary. 4. So long as the financing agreement(s) are outstanding, the Entity commits to maintaining the fund(s) and revenue(s) at levels sufficient to meet its obligations under the financing agreement(s). -61- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Resolution No. 3012-16 Page 2 WE, THE UNDERSIGNED, do hereby certify that the foregoing is a full, true and correct copy of the Resolution duly and regularly adopted at a meeting of the South Tahoe Public Utility District's Board of Directors held on April 7, 2016. AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board -62- Randy Vogelgesang, Board President 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3013-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FOR PLEDGING REVENUES AND FUND(S) FOR THE PRIMARY CLARIFIER 1 PROJECT WHEREAS, the South Tahoe Public Utility District has adopted Clean Water State Revolving Loan Fund Resolutions regarding intent, authority and procedure; NOW, THEREFORE BE IT RESOLVED: 1. South Tahoe Public Utility District (the "Entity") hereby dedicates and pledges net revenues of the Sewer Enterprise Fund and the Sewer Enterprise Fund to payment of any and all Clean Water State Revolving Fund and/or Water Recycling Funding Program financing for Treatment Plant Primary Clarifier 1 #8057-110 (the "Project"). 2. The Entity commits to collecting such revenues and maintaining such fund(s) throughout the term of such financing and until the Entity has satisfied its repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. 3. So long as the financing agreement(s) are 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 further action necessary. 4. So long as the financing agreement(s) are outstanding, the Entity commits to maintaining the fund(s) and revenue(s) at levels sufficient to meet its obligations under the financing agreement(s). -63- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Resolution No. 3013-16 Page 2 WE, THE UNDERSIGNED, do hereby certify that the foregoing is a full, true and correct copy of the Resolution duly and regularly adopted at a meeting of the South Tahoe Public Utility District's Board of Directors held on April 7, 2016. AYES: NOES: ABSENT: ATTEST: Melonie Guttry, Clerk of the Board -64- Randy Vogelgesang, Board President TO: FROM: MEETING DATE: ITEM - PROJECT NAME: General Manager Richard H. 5olbrig Directors South Ta hoe Chris Cefalu James R. Jones I Randy Vogelgesang Fublic Utility Di istrict Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Phone 530 544-04'74- d Fax 530 541-0514 • www.stpuAu5 BOARD AGENDA ITEM 4g Board of Directors Melonie Guttry, Executive Services Manager/Board Clerk April 7, 2016 November 8, 2016, Consolidated Districts Election REQUESTED BOARD ACTION: Adopt Resolution No. 3011-16 for EI Dorado County declaring an election be held in its jurisdiction, consolidation with other Districts, requesting election services. DISCUSSION: This Resolution, to be adopted and returned by July 6, 2016, authorizes EI Dorado County Elections Department to provide the necessary election services to fill two, four-year terms through December 4, 2020. Terms expire December 2, 2016: Randy Vogelgesang Kelly Sheehan The nomination period begins July 18, 2016, and ends on August 12, 2016, at 5:00 p.m. If the incumbent fails to file for their term by the last day of the filing period, the time will be extended for five (5) days (until August 17, 2016). This extension does not apply if there is no eligible incumbent to be elected. Notes: (1) the incumbent may not file after August 12, 2016; (2) the state has suspended the SB90 claims, therefore, our District will be billed for vote by mail ballots mailed to voters in our district. SCHEDULE: Return to EI Dorado County by July 6, 2016 COSTS: Approximately $24,000+ if election services are needed ACCOUNT NO: 1019/2019-6610 BUDGETED AMOUNT AVAILABLE: $24,000 ATTACHMENTS: Resolution No. 3011-16 CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO -65- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3011-16 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT DECLARING AN ELECTION BE HELD IN ITS JURISDICTION CONSOLIDATION WITH OTHER DISTRICTS REQUESTING ELECTION SERVICES WHEREAS, it is the determination of the above-named District that an election be held on November 8, 2016, at which election the issue to be presented to the voters shall be: NOMINATION OF CANDIDATES No. of Members To be Elected Term 2 Full 4 year terms to expire 12/04/2020 NOW, THEREFORE BE IT RESOLVED that the Elections Department of EI Dorado County is hereby requested to: 1. Consolidate said election with any other election conducted on the same day. 2. Authorize and direct the Registrar of Voters, at District expense, to provide all necessary services, which shall include, but not be limited to: publications, issue nomination documents, ballots, sample ballots, election officers, polling places and canvass. 3. In the event of a tie vote, the winning candidate shall be decided by lot. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution was duly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regularly scheduled meeting held on the 7'" day of April, 2016, by the following vote: AYES: NOES: ABSENT: I ATTEST: Melonie Guttry, Clerk of the Board -67- Randy Vogelgesang, Board President South Tahoe Public Utility District 19 5 Q - 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 March 17, 2016 MINUTES The South Tahoe Public Utility District Board of Directors met in regular session at 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, and Wallace Absent: Director Sheehan Staff: Richard Solbrig, Gary Kvistad, Melonie Guttry, Shannon Cotulla, Paul Hughes, John Thiel, Ivo Bergsohn, Jim Hilton, Lynn Nolan, Rick Tydeman, Wanda Stanley, Trevor Coolidge, Brian Bartlett, Julie Ryan, Ross Johnson, Steve Caswell, Tim Bledsoe, Randy Curtis, Heidi Baugh CONSENT CALENDAR: Moved Cefalu/Second Wallace/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Absent/Wallace Yes to approve the Consent Calendar as presented. a. PRIMARY CLARIFIER NO. 2/AERATION BASIN NO. 1 REHABILITATION PROJECT (Stephen Caswell, Senior Engineer) Approved Amendment No.l to existing Task Order No. 8 for Bay Area Coating Consultants for additional inspection services for an amount not to exceed $2,100 b. REVISED PLEDGE REVENUES AND FUND(S) RESOLUTION NO. 3010-16 FOR THE TREATMENT PLANT PRIMARY CLARIFIER NO. 1/AERATION BASIN NO. 2 REHABILITATION PROJECTS (Lynn Nolan, Grants Coordinator) Adopted Resolution No. 3010-16 to apply for treatment plant Primary Clarifier No. 1 /Aeration Basin No. 2 loans through the State Water Resources Control Board State Revolving Fund c. WATER METER INSTALLATION PROJECT- PHASE III (Trevor Coolidge, Associate Engineer) Approved Task Order No. 5 with Sierra Ecotone Solutions to complete environmental studies in the amount of $27,900 -69- REGULAR BOARD MEETING MINUTES - March 3, 2016 d. REGULAR BOARD MEETING MINUTES: March 3, 2016 (Melonie Guttry, Board Clerk) Approved March 3, 2016, Minutes ITEMS FOR BOARD ACTION PAGE - 2 a. Temporary Grants Intern (Lynn Nolan, Grants Coordinator) Staff reported the District has more than $50 million in projects with $15 million pending through grant funding. The intern position is needed so that research can be done on new grant opportunities while keeping up with grants already in place. The Board requested follow-up on grant opportunities and staff agreed to provide the information. Moved Cefaiu/Second Wallace/Vogelgesang Yes/Cefalu Yes/Jones Yes/Sheehan Absent/ Wallace Yes to approve temporary grants intern position in an amount of approximately $30,000 b. Groundwater Management Plan Annual Report (Ivo Bergsohn, Hydrogeologist) President Vogelgesang opened the public hearing at 2:20 p.m. for staff to present the Tahoe Valley South Subbasin (6-5.01) Annual Report, 2015 water year. As part of its obligations under the Groundwater Management Plan (GWMP), the District is to produce an annual report of groundwater conditions and a summary of groundwater management activities that occurred during the year being reported. Staff presented the annual report for the 2015 water year along with a presentation informing the Board of its content. The Public Hearing was closed at 2:47 p.m. C. Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved Wallace/Second Cefalu/Vogelgesang Yes/Ce€olu Yes/Jones Yes/Sheehan Absent/Wallace Yes to approve Payment of Claims in the amount of $1,653,044.17 STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report EL DORADO COUNTY WATER PURVEYOR REPORT Director Wallace reported that he and Richard Solbriq attended the meeting on March 9, and then had lunch with interim General Manager, Ken Payne, to discuss the District's upcoming projects. BOARD MEMBER REPORTS: President Vogelgesang reported he attended the ECC meeting on March 16. GENERAL MANAGER REPORT: Richard Solbriq reported on several items: In February the District had 6.7% water conservation savings ending with 17.7% from June through February. • Richard Solbriq and Shannon Cotulla attended the recent Lahontan Water Board meeting where they met with State Water Resources Control Board (SWRCB) member, Dorene D'Adamo. She was receptive to the District's snowmaking exemption and meter loan issues. -70- REGULAR BOARD MEETING MINUTES - March 3, 2016 PAGE - 3 The SWRCB is discussing permanent water conservation regulations, considering statewide and regional approaches. • The District is applying for the second half of the 2015 water meter project loan as well as proceeding with the appeal and conducting the archeological study in order to qualify for the clean water loan requirements. • After the Board meeting, staff will be providing a tour of the aeration basin project. STAFFIATTORNEY REPORTS: Staff provided a PowerPoint presentation regarding the Engineering Department. Julie Ryan provided information regarding the Luther Pass Power and Controls Project. Steve Caswell presented information regarding the capital improvement projects including the primary clarifier and aeration basin rehabilitation as well as the Waste Water Treatment Plant emergency generator. Trevor Coolidge presented information regarding the capital improvement projects including the water meters and Keller- Heavenly improvements. John Thiel presented information regarding the Diamond Valley Ranch irrigation project, fire hydrant installation program and the waterline replacement program. Staff gave an overview of the other activities that the Engineering Department is involved with. The Board thanked the Engineering staff for their thorough presentation. ADJOURNMENT: 3:27 p.m. Randy Vogelgesang, Board President South Tahoe Public Utility District Melonie Guttry, Clerk of the Board South Tahoe Public Utility District outh Tahoe ®15 V1 ict General Manager Richard H. Solbrig Directors Chris CCFalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe • CA 96150-7401 Fhone 530 544-6474 • Fax 530 541-0614 • www.StpuGl.u5 BOARD AGENDA ITEM 7a TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Resolution No. 3014-16 in support of Water Meter Installation Project Phase 2 Application to Drinking Water State Revolving Fund REQUESTED BOARD ACTION: Adopt the Pledged Revenues and Fund(s) Resolution No. 3014-16 to State Water Resources Control Board for the preparation of a contract under the Drinking Water State Revolving Fund program DISCUSSION: The State Water Resources Control Board has approved the submission of an application for a Clean Water State Revolving Loan not to exceed $2,032,745 for the Water Meters Installation Phase 2. The attached Resolution No. 3014-16, Pledged Revenues and Fund(s), is a requirement of funding and is being revised to reflect this new application process for Water Meters Installation Phase 2. SCHEDULE: N/A COSTS: N/A ACCOUNT NO: N/A BUDGETED AMOUNT AVAILABLE: N/A ATTACHMENTS: Pledged Revenues and Fund(s) Resolution No. 3014-16 CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES //Uxt NO CHIEF FINANCIAL OFFICER: YES NO Pr -73- CATEGORY: Water 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RESOLUTION NO. 3014-16 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FOR PLEDGING REVENUES AND FUND(S) FOR FINANCING FOR METER INSTALLATION PROJECT PHASE 2 WHEREAS, the South Tahoe Public Utility District has adopted Drinking Water State Revolving Fund Resolutions regarding intent, authority and procedure; NOW, THEREFORE BE IT RESOLVED: 1. South Tahoe Public Utility District (the "Entity") hereby dedicates and pledges Water Enterprise Fund/Water Service Charge Net Revenues to payment of any and all Drinking Water State Revolving Fund Financing for Meter Installation Project (Phase 2), referred to as the "Project". 2. The Entity commits to collecting such revenues and maintaining such fund(s) throughout the term of such financing and until the Entity has satisfied its repayment obligation thereunder unless modification or change is approved in writing by the State Water Resources Control Board. 3. So long as the financing agreement(s) are 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 further action necessary. 4. So long as the financing agreement(s) are outstanding, the Entity commits to maintaining the fund(s) and revenue(s) at levels sufficient to meet its obligations under the financing agreement(s). -75- Resolution No. 3014-16 Page 2 1 WE, THE UNDERSIGNED, do hereby certify that the foregoing is a full, true and 2 correct copy of the Resolution duly and regularly adopted at a meeting of the South 3 Tahoe Public Utility District's Board of Directors held on April 7, 2016. 4 5 AYES: NOES: 6 ABSENT: 7 8 Randy Vogelgesang, Board President 9 ATTEST: South Tahoe Public Utility District 10 Melonie Guttry, Clerk of the Board 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 -76- 1275 Meadow Crest Drive • South Lake Tahoe= CA 96150-7401 Phone 530 544-0474. Fax 530 541-0614 • www rtpud.u5 BOARD AGENDA ITEM 7b TO: Board of Directors FROM: Trevor Coolidge, Associate Engineer MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Caltrans US Highway 50 "Y" to Trout Creek Utility Relocation Agreement REQUESTED BOARD ACTION: Authorize staff to enter into an agreement with Caltrans to provide for the relocation of water and sewer facilities in the approximate amount of $48,000, subject to final bid amounts DISCUSSION: The California Department of Transportation (Caltrans) is currently planning drainage and pedestrian facility improvements to US Highway 50 from the "Y" intersection at US Highway 50 and Highway 89 West to Trout Creek Bridge (Project No. 3C380), where a prior phase of improvements terminated. District staff has worked with Caltrans to identify facilities that are in conflict and will be relocated in advance of the project or will be modified by the state contractor during construction, which is anticipated to last from 2017 until 2019. The anticipated cost of work to be completed by the State contractor is $48,000, reflecting the adjustment of 30 sewer manholes and 66 water valve boxes to grade. Following the project going to bid, the District will be invoiced for the actual bid amount for the work to be completed on the District's behalf. SCHEDULE: May 1, 2017 - October 15, 2019 COSTS: $48,000 ACCOUNT NO: 1029-8527($15,000)/2029-8359($33,000) BUDGETED AMOUNT AVAILABLE: $51,000;$67,076 ATTACHMENTS: Utility Agreements CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YES NO NO -77- CATEGORY: Water/Sewer General Manager Richard H. 5olbrig irectors South Tahoe� oe Chris Cefalu James R. Jones Jomco Public Utility District District Randy vogelgesang Kelly5heehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe= CA 96150-7401 Phone 530 544-0474. Fax 530 541-0614 • www rtpud.u5 BOARD AGENDA ITEM 7b TO: Board of Directors FROM: Trevor Coolidge, Associate Engineer MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Caltrans US Highway 50 "Y" to Trout Creek Utility Relocation Agreement REQUESTED BOARD ACTION: Authorize staff to enter into an agreement with Caltrans to provide for the relocation of water and sewer facilities in the approximate amount of $48,000, subject to final bid amounts DISCUSSION: The California Department of Transportation (Caltrans) is currently planning drainage and pedestrian facility improvements to US Highway 50 from the "Y" intersection at US Highway 50 and Highway 89 West to Trout Creek Bridge (Project No. 3C380), where a prior phase of improvements terminated. District staff has worked with Caltrans to identify facilities that are in conflict and will be relocated in advance of the project or will be modified by the state contractor during construction, which is anticipated to last from 2017 until 2019. The anticipated cost of work to be completed by the State contractor is $48,000, reflecting the adjustment of 30 sewer manholes and 66 water valve boxes to grade. Following the project going to bid, the District will be invoiced for the actual bid amount for the work to be completed on the District's behalf. SCHEDULE: May 1, 2017 - October 15, 2019 COSTS: $48,000 ACCOUNT NO: 1029-8527($15,000)/2029-8359($33,000) BUDGETED AMOUNT AVAILABLE: $51,000;$67,076 ATTACHMENTS: Utility Agreements CONCURRENCE WITH REQUESTED ACTION: GENERAL MANAGER: YES CHIEF FINANCIAL OFFICER: YES NO NO -77- CATEGORY: Water/Sewer STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION Page 1 of 4 UTILITY AGREEMENT RW 13-5 (REV 4/2000) District Coun Route P.M. EA 03 ED 50 75.4/77.3 3080 Federal Aid No.: ACNH P050 (115) Owner's File: WP -1 through WP -18 FEDERAL PARTICIPATION: On the Project E Yes ❑ No On the Utilities ❑ Yes ® No UTILITY AGREEMENT NUMBER 2518.5 DATE The State of California, acting by and through the Department of Transportation, hereinafter called "STATE", proposes to improve Route 50 in the City of South Lake Tahoe, County of El Dorado as part of an Environmental Improvement Project and South Tahoe Public Utility District, hereinafter called "OWNER," owns and maintains water distribution facilities which are within the limits of STATE'S project which requires relocation to accommodate the STATE'S project It is hereby mutually agreed that: I. WORK TO BE DONE In accordance with Notice to Owner No. 2518.5 dated April 4, 2016, STATE shall adjust OWNER's water valve covers to grade, shown on STATE's contract plans for the improvement of State Route 50, EA 3C380, which by this reference are made a part hereof. OWNER hereby acknowledges review of STATE's plans for work and agrees to the construction in the manner proposed. Deviations from the plan described above initiated by either the STATE or the OWNER shall be agreed upon by both parties hereto under a Revised Notice to Owner. Such Revised Notices to Owner, approved by the STATE and agreed to/acknowledged by the OWNER, will constitute approved revisions of the plan described above and are hereby made a part hereof. No work under said deviation shall commence prior to written execution by the OWNER of the Revised Notice to Owner. Changes in the scope of the work will require an amendment to this Agreement in addition to the revised Notice to Owner. OWNER shall have the right to inspect the work during construction. Upon completion of the work by STATE, OWNER agrees to accept ownership and maintenance of the constructed facilities and relinquishes to STATE ownership of the replaced facilities, except in the case of liability determined pursuant to Water Code 7034 or 7035. II. LIABILITY FOR WORK The existing facilities are located within the STATE's right of way under permit and will be adjusted at OWNER's expense under the provisions of Section 673 of the Streets and Highways Code. —79— UTILITY AGREEMENT (Cont.) RW 13-5 (REV 412000) III. PERFORMANCE OF WORK Page 2 of 4 — :::—. ............ UTILITY AGREEMENT NO. 2518.5 OWNER shall have access to all phases of the adjustment work to be performed by STATE, as described in Section I above, for the purpose of inspection to ensure that the work is in accordance with the specifications contained in the Highway Construction Contract; however, all questions regarding the work being performed will be directed to STATE's Resident Engineer for their evaluation and final disposition. IV. PAYMENT FOR WORK The OWNER shall pay its share of the actual cost of said work included in the STATE's highway construction contract within 45 days after receipt of STATE's bill, compiled on the basis of the actual bid price of said contract. The estimated cost to OWNER for the lid and valve adjustments being performed by the STATE's highway contractor is $33,000.00 (66 valves/lids @ $500 each) In the event actual final adjustment costs as established herein are less than the sum of money advanced by OWNER to STATE, STATE hereby agrees to refund to OWNER the difference between said actual cost and the sum of money so advanced. In the event that the actual cost of adjustment exceeds the amount of money advanced to STATE, in accordance with the provisions of this Agreement, OWNER hereby agrees to reimburse STATE said deficient costs upon receipt of an itemized bill as set forth herein. In any event if the final bill exceeds 125% of the estimated cost of this Agreement, an Amended Agreement shall be executed by the parties to this Agreement prior to the payment of the OWNER's final bill. Any and all increases in costs that are the direct result of deviations from the work described in Section I of the Agreement, shall have the prior concurrence of STATE. V. GENERAL CONDITIONS If STATE's project, which precipitated this Agreement, is canceled or modified so as to eliminate the necessity of work by OWNER, STATE will notify OWNER in writing and STATE reserves the right to terminate this Agreement by Amendment. The Amendment shall provide mutually acceptable terms and conditions for terminating the Agreement. All obligations of STATE under the terms of this Agreement are subject to the passage of the annual Budget Act by the State Legislature and the allocation of those funds by the California Transportation Commission. It is understood that said highway is a Federal aid highway and accordingly, 23 CFR, Chapter 1, Part 645 is hereby incorporated into this Agreement. In addition, the provisions of 23 CFR 635.410, Buy America, are also incorporated into this agreement. The Buy America requirements are further specified in Moving Ahead for Progress in the 2lst Century (MAP - 21), Section 1518; 23 CFR 635.410 requires that all manufacturing processes have occurred in the United States for steel and iron products (including the application of coatings) installed on a project receiving funding from the FHWA. -80- UTILITY AGREEMENT (Cont.) RW 13-5 {REV 412000} Page 3 of 4 UTILITY AGREEMENT NO. 2518.5 OWNER understands and acknowledges that this project is subject to the requirements of the Buy America las (23 U.S.C., Section 313) and applicable regulations, including 23 CFR 635.410 and FHWA guidance, and will demonstrate Buy America compliance by collecting written certification(s) from the vendor(s), or by collecting written certification(s) from the manufacturer(s) mill test report (MTR). All documents obtained to demonstrate Buy America compliance will be held by the OWNER for a period of three (3) years from the date of final payment to the OWNER and will be made available to STATE or FHWA upon request. This does not include products for which waivers have been granted under 23 CFR 635.410 or other applicable provisions or excluded material cited in the Department's guidelines for the implementation of Buy America requirements for utility relocations issued on December 3, 2013. If, in connection with OWNER's performance of the Work hereunder, STATE provides to OWNER any materials that are subject to the Buy America Rule, STATE acknowledges and agrees that STATE shall be solely responsible for satisfying any and all requirements relative to the Buy America Rule concerning the materials thus provided (including, but not limited to, ensuring and certifying that said materials comply with the requirements of the Buy America Rule). STATE further acknowledges that OWNER, in complying with the Buy America Rule, is expressly relying upon the instructions and guidance (collectively, "Guidance") issued by Caltrans and its representatives concerning the Buy America Rule requirements for utility relocations within the State of California. Notwithstanding any provision herein to the contrary, OWNER shall not be deemed in breach of the Agreement for any violations of the Buy America Rule if OWNER's actions are in compliance with the Guidance. UTILITY AGREEMENT (Cont.) RW 13-5 (REV 412000) CERTIFICATION OF FUNDS I hereby certify upon my own personal knowledge that budgeted funds are Available for the period and purpose of the expenditure shown here. HQ Accountin Officer Date ITEM CHAP STAT FY AMOUNT A 16 042 1 $33,000.00 Page 4 of 4 UTILITY AGREEMENT NO. 2518.5 FUND TYPE PROJECT NUMBER AMOUNT Design Funds $ Construction Funds 0300000458 $33,000.00* RW Funds 1 $ *Advance deposit for work to be completed on OWNER'S behalf during construction by STATE's contractor. IN WITNESS WHEREOF, the above parties have executed this Agreement the day and year above written. STATE: OWNER: By MARLA MILES Chief, Utilities Branch North Region APPROVAL RECOMMENDED: By: _ RICHARD SOLBRIG Date General Manager South Tahoe Public Utility District Date By -- TRACY FOWLER Associate Right of Way Agent Date DO NOT WRITE BELOW — FOR ACCOUNTNG PURPOSES ONLY Pl .A NNINCi AND MANACMUFNT TO COT%APT FTP T rNCTTAnPn PTPT nQ• rtmn rmv i �n rnr nmco_ T DOCUMENT SUF CHG CODE NUMBI_'.R FIX DIST UNIT DIST SUB PROJECT JOB SPECIAL DESIGNATION FFY OBJ DOLLAR FA CODE I AMOUNT 2518.5 03 0452 03 0300000458 4 16 042 1 $33,000.00 Distribution: 3 originals to R/W Accounting 3 originals returned to R/W Planning & Management ADA Notice For individuals with disabilities, this document is available in alternate formats. For information call (916) 654-5413 Voice, CRS: 1-800-735-2929, or write Right of Way, 1120 N Street, MS -37, Sacramento, CA 95814. -82- �T F C]l N r�` Si Pri I cy Fowler -3 740- 59 It C r 'n t Distribution: 3 originals to R/W Accounting 3 originals returned to R/W Planning & Management ADA Notice For individuals with disabilities, this document is available in alternate formats. For information call (916) 654-5413 Voice, CRS: 1-800-735-2929, or write Right of Way, 1120 N Street, MS -37, Sacramento, CA 95814. -82- STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION Page 1of 4 UTILITY AGREEMENT RW 13-5 REV 4/2000) District County Route P.M. EA 03 ED 50 75.4/77.3 3C380 Federal Aid No.: ACNH P050 (115) Owner's File: SP -1 through SP -14 FEDERAL PARTICIPATION: On the Project ® Yes ❑ No On the Utilities ❑ Yes ® No UTILITY AGREEMENT NUMBER 2518.6 DATE The State of California, acting by and through the Department of Transportation, hereinafter called "STATE", proposes to improve Route 50 in the City of South Lake Tahoe, County of El Dorado as part of an Environmental Improvement Project and South Tahoe Public Utility District, hereinafter called "OWNER," owns and maintains sewer distribution facilities which are within the limits of STATE'S project which requires relocation to accommodate the STATE'S project It is hereby mutually agreed that: I. WORK TO BE DONE In accordance with Notice to Owner No. 2518.6 dated April 4, 2016, STATE shall adjust OWNER's sewer manholes to grade shown on STATE's contract plans for the improvement of State Route 50, EA 3C380, which by this reference are made a part hereof. OWNER hereby acknowledges review of STATE's plans for work and agrees to the construction in the manner proposed. Deviations from the plan described above initiated by either the STATE or the OWNER shall be agreed upon by both parties hereto under a Revised Notice to Owner. Such Revised Notices to Owner, approved by the STATE and agreed to/acknowledged by the OWNER, will constitute approved revisions of the plan described above and are hereby made a part hereof. No work under said deviation shall commence prior to written execution by the OWNER of the Revised Notice to Owner. Changes in the scope of the work will require an amendment to this Agreement in addition to the revised Notice to Owner. OWNER shall have the right to inspect the work during construction. Upon completion of the work by STATE, OWNER agrees to accept ownership and maintenance of the constructed facilities and relinquishes to STATE ownership of the replaced facilities, except in the case of liability determined pursuant to Water Code 7034 or 7035. II. LIABILITY FOR WORK The existing facilities are located within the STATE's right of way under permit and will be adjusted at OWNER's expense under the provisions of Section 673 of the Streets and Highways Code. -83- UTILITY AGREEMENT (Cont.) RW 13-5 (REV 412000) III. PERFORMANCE OF WORK Page 2 of 4 UTILITY AGREEMENT NO. 2518.6 OWNER shall have access to all phases of the adjustment work to be performed by STATE, as described in Section I above, for the purpose of inspection to ensure that the work is in accordance with the specifications contained in the Highway Construction Contract; however, all questions regarding the work being performed will be directed to STATE's Resident Engineer for their evaluation and final disposition. IV. PAYMENT FOR. WORK The OWNER shall pay its share of the actual cost of said work included in the STATE's highway construction contract within 45 days after receipt of STATE's bill, compiled on the basis of the actual bid price of said contract. The estimated cost to OWNER for the lid adjustments being performed by the STATE's highway contractor is $15,000.00 (30 manholes @ $500 each) In the event actual final adjustment costs as established herein are less than the sum of money advanced by OWNER to STATE, STATE hereby agrees to refund to OWNER the difference between said actual cost and the sum of money so advanced. In the event that the actual cost of adjustment exceeds the amount of money advanced to STATE, in accordance with the provisions of this Agreement, OWNER hereby agrees to reimburse STATE said deficient costs upon receipt of an itemized bill as set forth herein. In any event if the final bill exceeds 125% of the estimated cost of this Agreement, an Amended Agreement shall be executed by the parties to this Agreement prior to the payment of the OWNER's final bill. Any and all increases in costs that are the direct result of deviations from the work described in Section I of the Agreement, shall have the prior concurrence of STATE. V. GENERAL CONDITIONS If STATE's project, which precipitated this Agreement, is canceled or modified so as to eliminate the necessity of work by OWNER, STATE will notify OWNER in writing and STATE reserves the right to terminate this Agreement by Amendment. The Amendment shall provide mutually acceptable terms and conditions for terminating the Agreement. All obligations of STATE under the terms of this Agreement are subject to the passage of the annual Budget Act by the State Legislature and the allocation of those funds by the California Transportation Commission. It is understood that said highway is a Federal aid highway and accordingly, 23 CFR, Chapter 1, Part 645 is hereby incorporated into this Agreement. In addition, the provisions of 23 CFR 635.410, Buy America, are also incorporated into this agreement. The Buy America requirements are further specified in Moving Ahead for Progress in the 21St Century (MAP - 21), Section 1518; 23 CFR 635.410 requires that all manufacturing processes have occurred in the United States for steel and iron products (including the application of coatings) installed on a project receiving funding from the FHWA. -84- UTILITY AGREEMENT (Cont.) RW 13-5 (REV 412000) Page 3 of 4 UTILITY AGREEMENT NO. 2518.6 7l OWNER understands and acknowledges that this project is subject to the requirements of the Buy America las (23 U.S.C., Section 313) and applicable regulations, including 23 CFR 635.410 and FHWA guidance, and will demonstrate Buy America compliance by collecting written certification(s) from the vendor(s), or by collecting written certification(s) from the manufacturer(s) mill test report (MTR). All documents obtained to demonstrate Buy America compliance will be held by the OWNER for a period of three (3) years from the date of final payment to the OWNER and will be made available to STATE or FHWA upon request. This does not include products for which waivers have been granted under 23 CFR 635.410 or other applicable provisions or excluded material cited in the Department's guidelines for the implementation of Buy America requirements for utility relocations issued on December 3, 2013. If, in connection with OWNER's performance of the Work hereunder, STATE provides to OWNER any materials that are subject to the Buy America Rule, STATE acknowledges and agrees that STATE shall be solely responsible for satisfying any and all requirements relative to the Buy America Rule concerning the materials thus provided (including, but not limited to, ensuring and certifying that said materials comply with the requirements of the Buy America Rule). STATE further acknowledges that OWNER, in complying with the Buy America Rule, is expressly relying upon the instructions and guidance (collectively, "Guidance") issued by Caltrans and its representatives concerning the Buy America Rule requirements for utility relocations within the State of California. Notwithstanding any provision herein to the contrary, OWNER shall not be deemed in breach of the Agreement for any violations of the Buy America Rule if OWNER's actions are in compliance with the Guidance. UTILITY AGREEMENT (Cont.) RW 13-5 [REV 4120001 CERTIFICATION OF FUNDS I hereby certify upon my own personal knowledge that budgeted funds are Available for the period and purpose of the expenditure shown here. HQ Accounting Officer Date ITEM CHAP STAT FY AMOUNT $ Page 4 of 4 UTILITY AGREEMENT NO. 2518.6 FUND TYPE PROJECT NUMBER AMOUNT Design Funds $ Construction Funds 0300000458 $15,000.00* RW Funds $ *Advance deposit for work to be completed on OWNER'S behalf during construction by STATE's contractor. IN WITNESS WHEREOF, the above parties have executed this Agreement the day and year above written. STATE: By MARLA MILES Chief, Utilities Branch North Region APPROVAL RECOMMENDED: By OWNER: By: RICHARD SOLRBRIG Date General Manager Date South Tahoe Public Utility District TRACY FOWLER Associate Right of Way Agent Date DO NOT WRITE BELOW — FOR ACCOUNTNG PURPOSES ONLY PLANNING AND MANAGEMENT TO COMPLETE UNSHADED FIELDS: UTILITY COMPLETES: T DOCUMENT SUF CHG SUB SPECIAL OBJ DOLLAR CODE NUMBER FIX DIST UNIT DIST PROJECT JOB DESIGNATION FFY FA CODE AMOUNT 2518.6 03 1 0452 03 1 0300000, 4 1 1 16 042 1 $15.000.00 Distribution: 3 originals to R/W Accounting 3 originals returned to R/W Planning & Management ADA Notice For individuals with disabilities, this document is available in alternate formats. For information call (916) 654-5413 Voice, CRS: 1-800-735-2929, or write Right of Way, 1120 N Street, MS -37, Sacramento, CA 95814. -86- T F 1N r'7" Sigrd Pri �cy Fowler 40 59 1 C rt n � Distribution: 3 originals to R/W Accounting 3 originals returned to R/W Planning & Management ADA Notice For individuals with disabilities, this document is available in alternate formats. For information call (916) 654-5413 Voice, CRS: 1-800-735-2929, or write Right of Way, 1120 N Street, MS -37, Sacramento, CA 95814. -86- youth Tahoe 'ublic Utility District General Manager Richard H. 5olbrig Directors Chris Cefalu James K. Jones Randy vogelgesang Kelly 5heehan Duane Wallace 1275 Meadow Crest Drive • South Lake Tahoe n CA 96150-7401 Phone 530 544-6474• Fax 530 541-0614+www.etpud.u5 BOARD AGENDA ITEM 7c TO: Board of Directors FROM: Trevor Coolidge, Associate Engineer MEETING DATE: April 7, 2016 ITEM - PROJECT NAME: Water Meter Installation Project - Phase 3 REQUESTED BOARD ACTION: Approve Task Order No. 6 with Susan Lindstrom, Ph.D., Consulting Archaeologist, to complete cultural resource studies in the amount of $25,016 DISCUSSION: The South Tahoe Public Utility District (District) is currently pursuing funding through the State Water Resources Control Board's Clean Water State Revolving Fund (CWSRF) to complete the remaining phases of the residential water metering projects. As part of the funding application and environmental review, a cultural resources study is required by the state. Due to the urgency of the project, existing Master Services Agreement, and past performance on similar studies, Susan Lindstr6m, Ph.D., Consulting Archaeologist, was selected as the most capable consultant for the project, at a fair and reasonable price. Susan Lindstr6m's Task Order includes the following activities: Review of background information, including records search by archaeological records clearing house, North Central Information Center (NCIC) Report preparation, review of records search, and summary of findings "Finding of Effect" documentation in support of "finding of no adverse effect to historic properties" -87- Trevor Coolidge March 17, 2016 Page 2 Additional as directed tasks include: 0 As needed support for Native American consultation If required by the State, architectural historian services to evaluate the District's waterlines as a potential historic resource Inclusion of the Lukins Brothers Water Company service area as part of the District's study Lukins Brothers Water Company (Lukins) is pursuing the same state funding source for the installation of meters within their service area and has approached the District as a partner to share the costs of the required cultural studies. The estimated base cost for cultural resources studies of the District's water meter project area is $18,092. The estimated base cost of the cultural resource studies for the Lukins' service area is $3,900. The District is developing a reimbursement agreement with Lukins; in the event that the reimbursement agreement is not agreed to by both Lukins and the District, the as directed Task Order for the Lukins' work will not be authorized. SCHEDULE: As soon as possible COSTS: $25,016 ACCOUNT NO: 2029-8760 16WO03 BUDGETED AMOUNT AVAILABLE: <$37,194> ATTACHMENTS: Scope of Work and Budget CONCURRENCE WITH REQUESTED ACTION: Q GENERAL MANAGER: YES �iJ NO CHIEF FINANCIAL OFFICER: YES NO -88- CATEGORY: Water Susan Lindstrom, Ph.D. Consulting Archaeologist P.O. Box 3324 Truckee CA 96160 530-587-7072 voice susanglin dstrom@gmail.com DATE: March 25, 2016 TO: Trevor Coolidge, PE, Associate Engineer South Tahoe Public Utility District 1275 Meadow Crest Drive, South Lake Tahoe, CA 96150 E: tcoolidge@stpud.dst.ca.us I D: 530-543-6278 1 C: 530-539-4753 RE: STPUD District -Wide Metering Project Cultural Resource Study Scope and Cost Proposal - Revised Project Background and Authority The project consists of the installation of 5300 residential water meters on existing water service connections located throughout the District's service area which is within El Dorado County and in or near the City of South Lake Tahoe. The Lukins Brothers Water Company may be participating in the project as a cost sharer. The water meters are being installed for all water customers on existing, unmetered homes as required by California State Law, AB2572. Meters would be placed along existing lateral waterlines, most of which are located near the edge of road pavement and confined to areas of prior disturbance; no new ground surface disturbances are anticipated. Each individual meter installation includes the following elements: excavation of approximately 3 cubic yards at the existing water service connection, cutting out a section of existing service pipe, typical 48" deep installation of a 15" diameter PVC meter pit with lid and insulation pad, polyethylene tubing, water meter with 6' Nicor connector, MXU remote reader unit, reconnection to the existing residential water service valve and the existing customer service line, fittings, all horizontal and vertical adjustments as necessary to install new meter to existing pipe, tracer wire, bedding, backfill, compaction, and testing. Depending on the actual location of each installation, the work may also include pavement saw -cutting and removal, pavement replacement, protection or replacement of existing items such as curb, sidewalk, pavement, landscaping, and other fixtures, and including replacement of sod, wood chips, rock, or other mulch. Traffic - rated installations will also include a concrete collar with metal frame and traffic -rated lid. The District is considering two funding sources for the remaining meters, the Clean Water State Revolving Fund (CWSRF) or the Drinking Water State Revolving Fund (DWSRF), both of which come through the State and have a federal nexus with the USEPA. Although the proposed project may be exempt from CEQA as it involves the "in-kind" replacement of water meters within an area previously disturbed by installation of the existing waterline, the District wishes to be in compliance with federal antiquities mandates, which require that the proposed undertaking's Area of Potential Effect (APE) -89- be evaluated for the presence of cultural properties by a professional archaeologist and in accordance with 36 CFR 800, regulations implementing Section 106 of the National Historic Preservation Act. Cultural resource studies are customarily performed in a series of phases, each one building upon information gained from the prior study. The inventory phase (Phase 1) involves prefield research and Native American contact (Phase 1A), field reconnaissance/resource discovery (Phase IB), and documentation of any cultural resources located within the project area (Phase I C). If cultural properties are present and if they may be subject to project -related impacts, their significance is evaluated according to eligibility criteria established in the National Register of Historic Places and California Register of Historical Resources (Phase 2). If project redesign to avoid impacts to significant resources is unfeasible, then mitigation measures are implemented (Phase 3). Mitigation (or data recovery) typically involves supplemental archival research, field excavation, photo documentation, mapping, archaeological monitoring, interpretation, etc. Methods Phase IA prefield research would entail the required archaeological records search at the North Central Information Center (NCIC), California State University, Sacramento. The NCIC serves as the archaeological clearing house and maintains records of prior surveys and cultural heritage properties located on private lands in El Dorado County. The Native American Heritage Commission and appropriate tribal groups/individuals would be consulted in order to incorporate the opinions, knowledge and sentiments regarding any potential concerns for traditional Native American lands within the project area. The services of a qualified architectural historian would be retained, in the event that evaluations of waterlines over 45 years old (interpreted to be historic engineering elements of the "built environment") are required. In this event, it is anticipated that evaluations would be accomplished as part of a more streamlined programmatic approach rather than on a case-by-case basis. It is likely that the ground surface encompassing most metering locales is obscured by paving or road shoulder, structures, landscaping, or other disturbances and, therefore, Phase 1B field work would largely involve a "windshield survey" of the project area. Selected areas where the ground surface is visible may be inspected on foot. A final report containing Section 106 documentation would incorporate the following information: • detailed project APE map • detailed project description documenting prior disturbance in APE • brief cultural overview • map of prior records search areas (with NCIC numbers) • description of prior records searches -90- ® map of known archaeological sites description of known archaeological sites discussion of archaeological methods summary of field findings ® "Finding of Effect" documentation which is anticipated to be a "finding of no adverse effect to historic properties" with recommendations for construction monitoring in areas containing known archaeological sites Mapping support would be accomplished by STPUD GIS staff. Construction in areas within or adjacent to known archaeological sites would be monitored by a qualified archaeologist (to be addressed in a separate scope of work). If cultural resources are discovered during project operations, work would stop in the immediate vicinity, and a qualified archaeologist and/or Native American consultant would be contacted to assess the nature and significance of the find. If human remains are inadvertently discovered, work would stop immediately and the county coroner would be notified. If the remains are Native American, the Native American Heritage Commission would be notified to insure that proper treatment is given to the burial site. Schedule April -May NCIC records search July field survey August 8 final report submittal Cost The project scope and cost are itemized below and are based upon the encounter of no new archaeological artifacts, features or sites. In the event that archaeological remains are encountered, and based upon their size and complexity, the project scope and cost may need to be revised to incorporate Phase 1 C, Phase 2 and Phase 3 studies, if appropriate. Note that the above scope of work is modeled after a similar metering retrofit project implemented by the Truckee Donner PUD in 2009. That scope was developed in consultation with staff from the California Office of Historic Preservation (SHPO), in coordination with the Director of the Washoe Tribal Historic Preservation Office (THPO), and in cooperation with the NCIC. The archaeologist for the State Water Board has informally concurred with the current project scope. Task Psnl Hrs $/Hr Cost I. Project scoping/management PA 8 145 $1160 --agency consultation PA 2 145 $ 290 II. Prefield research --review background materials PA 4 145 $580 -91- --NCIC required records search III. "Windshield" field survey -mileage (2RT: TruckeeHSLT @100mi ea=200mi @ 56¢/mi) -travel time IV. Report (NCIC data synthesis/ maps/tables/text) Supplemental As Directed Tasks: V. Native American consultation PA 2 145 $ 290 VI. Architectural historian AH 16 142.74 $2734 VII. Lukins Brothers Water Co. service area -prefield research/field survey/ report prep PA 20 145 $2900 NCIC required records search (Lukins) $1000 Total: S25,016 *Proposed scope does not include construction monitoring - TBD* *PA = principal archaeologist (Susan Lindstrom); AH = architectural historian (Judith Marvin) -92- $6000 PA 16 145 $960 $ 112 PA 2 145 $290 PA 60 145 $8700 Subtotal: $18 ,092 V. Native American consultation PA 2 145 $ 290 VI. Architectural historian AH 16 142.74 $2734 VII. Lukins Brothers Water Co. service area -prefield research/field survey/ report prep PA 20 145 $2900 NCIC required records search (Lukins) $1000 Total: S25,016 *Proposed scope does not include construction monitoring - TBD* *PA = principal archaeologist (Susan Lindstrom); AH = architectural historian (Judith Marvin) -92- PAYMENT OF CLAIMS FOR APPROVAL April 7, 2016 Payroll 3/15/16 429,167.64 Payroll 3/29/16 435, 372.33 Total Payroll 864,539.97 ADP & Insight eTools 3,099.95 AFLAC/WageWorks claims and fees 3,743.89 BBVA Compass Bank 0.00 BHFS legal services 14,096.50 CalPERS liability payment 0.00 CDS health care payments 9,771.70 Total Vendor EFT 30,712.04 Accounts Payable Checks-NonCrew Fund 0.00 Accounts Payable Checks -Sewer Fund 2,004,959.20 Accounts Payable Checks -Water Fund 132,390.39 Accounts Payable Checks -Grants Fund 0.00 Total Accounts Payable 2,137,349.59 Grand Total 3,032,601.60 Payroll EFTS & Checks 03/15/16 3/29/2016 EFT CA Employment Taxes & W/H 17,944.69 18,332.08 EFT Federal Employment Taxes & W/H 97,937.93 99,878.78 EFT CalPERS Contributions 63,362.56 63,051.19 EFT Great West Deferred Comp 21,223.79 21,436.97 EFT Stationary Engineers Union Dues 2,448.93 0.00 EFT Retirement Health Savings 0.00 0.00 EFT United Way Contributions 200.00 200.00 EFT Employee Direct Deposits 220,039.33 226,656.91 CHK Employee Garnishments 1,820.80 1,491.81 CHK Employee Paychecks 4,189.61 4,324.59 Total 429,167.64 435,372.33 -93- d E w w w Z tY U U ❑ Q� tr a > > 0 O O w LU C O of tr z Z) D O > > wW U) to O 0 zU U LL w w OJ z z 0 z z 0LU p 2 z U U U to m a C- m a a a R I, ❑ w ❑ LL J w In d z w ❑ O LU CL U J � LL of O 0 CL U) z O U Of H LUw U z z w W } } O W W D 2 2 U U z to to 2 w w a ¢ a a W O to m J 0 0 U U � W W z z LL �' ? � r z z N CL d w w z z d OU UO z z z z LU w LL 0 ❑ Z W w uai tan w V 0= 0 0 a LL a m O of >> m U) OLL >> w w w w ❑ LUL j m m Z W w of w w W W O m H F ❑ ❑ ❑ to to F H H F- 3 UM U) to 3 U) z 3 3 3 3 w 3 Vi •r 3 O 3 a 3 H 3 A ui H �I } Q H O a ❑ 2 C/) z z Z Z Z z :3¢ to O J 2 Z O O O ¢ Z V O g ❑ ❑ ❑ w w cr C7 U E ¢ ¢ ¢ N to w ca LL' tY ad ca .6 z z w ELw F' Z O O NN W w Ib N m J W N W Z N (b W N m W Z N w Z ❑ N w Z N w 2 t10 U' Z N 0 LL N W N N N w N N N N N z U N y a, O a, O J O, O 01 O O, O T O U O m O a, O CT O a, O U y O O g O O O O O O O O O O O O O Cl O U) w O L¢L L¢L pO pO w J pO Z O J c7 LL C7 pO U Q ¢ } } ¢ Q } Q ¢ Q 9 a d s Q Q g ¢ F WOf C N N O O O 7 O LoO J O a0 OD 117 117 M M O O O O P- t- O O O �D O O O N N CC7 m O O O O V M O O CO CO N N CO CO In UA O P- M O CO CO Lt7 LQ O In O O � p O O 117 to O M CO O O O 117 0 N N O 0 m m � N N ❑o 127 u) N cv Ln O] LO Ln ¢ a O m M n m N CO O O 7 V W O CO CO � co IO Ic7 Q m 0) N [v V V m N QO N c N N N CO (q M M N m h r N N f6 N f6 N [0 CO f6 CO m C6 H H H F H f' - Y Y Y Y Y Y Y Y Y Y Y U N U !v U N O U (U U N U N U N U lU U N U N U CU U U U CL U U U U U U U U w U O 0 Li O 'p O O � O � Cl) N N O CD IO to lb O O O O N O N O W O M O co O O O O N CO CD O CO CO O O O N N O O LO O O m co m m 1 CO ' t0 f0 CO W f0 CO O f0 fO CO N N N (D O O ' f0 (O CO N N 00 M O O O O W W N co CA O U O N O N O O O O O Cl) O O O O O O O M O co O O O O O O O m O m O O O O O O N O O r N .-- •- N r r N N r r- N r r r QN d E w w w Z tY U U ❑ Q� tr a > > 0 O O w LU C O of tr z Z) D O > > wW U) to O 0 zU U LL w w OJ z z 0 z z 0LU p 2 z U U U to m a C- m a a a R I, ❑ w ❑ LL J w In d z w ❑ O LU CL U J � LL of O 0 CL U) z O U Of H LUw U z z w W } } O W W D 2 2 U U z to to 2 w w a ¢ a a W O to m J 0 0 U U � W W z z LL �' ? � r z z N CL d w w z z d OU UO z z z z LU w LL 0 ❑ Z W w uai tan w V 0= 0 0 a LL a m O of >> m U) OLL >> w w w w ❑ LUL j m m Z W w of w w W W O m H F ❑ ❑ ❑ to to F H H F- UM U) to U) z Z z a a w w a w w w z z Vi •r >O O d a w w H O A ui H �I } Q H O a d E w w w Z tY U U ❑ Q� tr a > > 0 O O w LU C O of tr z Z) D O > > wW U) to O 0 zU U LL w w OJ z z 0 z z 0LU p 2 z U U U to m a C- m a a a R I, ❑ w ❑ LL J w In d z w ❑ O LU CL U J � LL of O 0 CL U) z O U Of H LUw U z z w W } } O W W D 2 2 U U z to to 2 w w a ¢ a a W O to m J 0 0 U U � W W z z LL �' ? � r z z N CL d w w z z d OU UO z z z z LU w LL 0 ❑ Z W w uai tan w V 0= 0 0 a LL a m O of >> m U) OLL >> w w w w ❑ LUL j m m Z W w of w w W W O m H F ❑ ❑ ❑ to to F H H F- A 0 0 UM U LL w CL O H H O ❑ 2 C/) z z Z Z Z z :3¢ to O J 2 Z O O O ¢ Z V O g ❑ ❑ ❑ w w cr C7 U EE ¢ ¢ ¢ ¢ to w ca LL' tY ad ca .6 z z w ELw F' Z O O J W W Z Z W W W Z Z Z ❑ J Z W C7 2 U' 0 LL W W w Z z U J J � U g W U) w L¢L L¢L U LL w J 0 Z O J c7 LL C7 O } } LL } 9 a a s w W w o g F WOf W U U o O O J J J J w w 2 tY c z z m m m m w m Of >> 2 2 0 0 0 0 W w w w W z m m COU) a' EL a to to H w F- F-- ¢ a a94- a ¢ a a s a¢ a a a a A 0 0 lq 3 i�. a) a 0 V O o_ _o _o _o o_ O O yyo. c0 ca O o cD o o m y. 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