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District Board Agenda Packet 07-19-18
SOUTH TAHOE PUBLIC UTILITY DISTRICT REGULAR BOARD MEETING AGENDA Thursday, July 19, 2018 - 2:00 p.m. District Board Room 1275 Meadow Crest Drive, South Lake Tahoe, California Richard Solbrig, General Manager Shannon Cotulla, Assistant General Manager Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President Chris Cefalu, Director James R. Jones, Director Duane Wallace, Director 1. CALL TO ORDER REGULAR MEETING – PLEDGE OF ALLEGIANCE (At this time, please silence phones and other electronic devices so as not to disrupt the business of the meeting.) 2. COMMENTS FROM THE AUDIENCE (This is an opportunity for members of the public to address the Board on any short non-agenda items that are within the subject matter jurisdiction of the District. No discussion or action can be taken on matters not listed on the agenda, per the Brown Act. Each member of the public who wishes to comment shall be allotted five minutes, and no more than three individuals shall address the same subject.) 3. CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR (For purposes of the Brown Act, all Action and Consent items listed give a brief description of each item of business to be transacted or discussed. Recommendations of the staff, as shown, do not prevent the Board from taking other action.) 4. ADOPTION OF CONSENT CALENDAR (Any item can be removed to be discussed and considered separately upon request. Comments and questions from members of the public, staff or Board can be taken when the comment does not necessitate separate action.) 5. CONSENT ITEMS BROUGHT FORWARD FOR SEPARATE DISCUSSION / ACTION 6. ITEMS FOR BOARD ACTION a. Unpaid Delinquent Accounts for Sewer, Water and/or Street Lighting (Tim Bledsoe, Manager of Customer Service and Ryan Lee, Senior Customer Service Representative) (1) Hold a Public Hearing at 2:00 p.m. to receive public comments and protests regarding the list of delinquent accounts; (2) Approve the list of delinquent accounts; and, (3) Adopt Resolution No. 3092-18, authorizing the list of delinquent accounts to be added to the 2018/19 El Dorado County Tax Assessor’s Roll. b. Water System Monitoring and SCADA Communications Upgrade (Julie Ryan, Principal Engineer) (1) Approve Proposals from Carollo Engineers for engineering services, in an amount not to exceed $73,100, to conduct a Supervisory Control and Data Acquisition Needs Assessment and to design pressure reducing valve Improvements for three remote pressure reducing valve stations. REGULAR BOARD MEETING AGENDA – July 19, 2018 PAGE – 2 c. Storage System Upgrade (Chris Skelly, Information Technology Manager) 1) Waive formal bidding procedures as allowed for in the Purchasing Policy when an item is economically preferable to match or be compatible with other equipment presently on hand and the purchase is made from the supplier who supplied such equipment; and 2) authorize the purchase of a new Nimble SAN to Cadence Team in the amount of $115,627.91. d. Approve Payment of Claims (Debbie Henderson, Accounting Manager) The Payment of Claims was not available when this Agenda was published due to the extended Fiscal Year invoice processing. It will be distributed prior to and at the July 19 Board Meeting. 7. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be taken.) 8. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.) 9. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT 10. GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.) 11. STAFF/ATTORNEY REPORTS (Discussions may take place; however, no action will be taken.) a. Fallen Leaf Spill (Doug VanGorden and IV Jones) b. Bi-Annual Ethics Training (Melonie Guttry) 12. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS Past Meetings/Events 07/16/18 – 3:30 p.m. Operations Committee Meeting at the District Future Meetings/Events 07/19/18 – Immediately Following Board Meeting, Ad-Hoc Alpine County Contract Committee Meeting at the District 07/20/18 – 9:30 a.m. Liberty Utility A-3 Customer Class at District 07/27/18 – 9:00 a.m. Ad-Hoc City Council Meeting at the City 08/01/18 – 10:00 a.m. Alpine County Contract Meeting in Alpine County 08/02/18 - 2:00 p.m. Regular Board Meeting at the District ADJOURNMENT (The next Regular Board Meeting is Thursday, August 2 , 2018, 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 – July 19, 2018 PAGE – 3 SOUTH TAHOE PUBLIC UTILITY DISTRICT CONSENT CALENDAR July 19, 2018 ITEMS a. CALPERS REQUIRED PAY LISTING BY POSITION (Debbie Henderson, Accounting Manager) Adopt Resolution No. 3091-18, which incorporates the Pay Listing by Position for the pay listing effective June 28, 2018. b. TEMPORARY GRANT ASSISTANT POSITION (Lynn Nolan, Grants Coordinator) Authorize payment in an estimated amount of $32,000, to Blue Ribbon Personnel Services for a temporary grant assistant. c. REGULAR BOARD MEETING MINUTES: July 5, 2018 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Approve July 5, 2018, Minutes BOARD AGENDA ITEM 4a TO: Board of Directors FROM: Debbie Henderson, Accounting Manager MEETING DATE: July 19, 2018 ITEM – PROJECT NAME: CalPERS Required Pay Listing by Position REQUESTED BOARD ACTION: Adopt Resolution No. 3091-18, which incorporates the Pay Listing by Position for the pay listing effective June 28, 2018. DISCUSSION: California Public Employees’ Retirement System (CalPERS) requires each revision of a combined salary schedule listing all positions at the District be formally adopted by the Board of Directors. The listing must be retained by the District and must be available for public inspection for not less than five (5) years. This revision increases Union and Management wages by 2.5% as of June 28, 2018 per the Union and Management Memorandums of Understanding. SCHEDULE: post Pay Listing effective 6-28-18 on website after approval COSTS: n/a ACCOUNT NO: n/a BUDGETED AMOUNT AVAILABLE: n/a ATTACHMENTS: Resolution No. 3091-18, Pay Listing by Position for effective date June 28, 2018 _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO _____________ General Manager Richard H. Solbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 1 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. 3091-18 A RESOLUTION BY THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT FORMALLY ADOPTING PAY LISTING BY POSITION FOR THE EFFECTIVE DATE OF June 28, 2018 WHEREAS, the Board of Directors of South Tahoe Public Utility District and the Board of Administration of California Public Employees’ Retirement System entered into a contract, effective June 19, 2003, and amended effective April 19, 2007, providing for the participation of said public agency in the California Public Employees’ Retirement System; and, WHEREAS, the Government Code and CCR, Title 2, Section 570.5 requires that one combined pay schedule, adopted by the Board of Directors, for every employee position, including the Board of Directors, be made available for public inspection and retained for not less than five years; and WHEREAS, the South Tahoe Public Utility District Pay Listing by Position for the effective dates of June 28, 2018, is incorporated herein. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of South Tahoe Public Utility District hereby formally adopts the above-mentioned Pay Listing by Position for the effective date of June 28, 2018. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution was duly and regularly adopted and passed by the Board of Directors of the South Tahoe Public Utility District at a regular meeting held on the 19th day of July, 2018, by the following vote: AYES: NOES: ABSENT: _____________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: _________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District 2 MINIMUM ANNUAL MAXIMUM ANNUAL ACCOUNT CLERK I 44,494$ 56,787$ ACCOUNT CLERK II 49,730$ 63,469$ ACCOUNTING MANAGER 98,300$ 125,459$ ACCOUNTING SUPERVISOR 69,594$ 88,821$ ACCOUNTING TECH I 53,730$ 68,575$ ACCT TECH II/GRANT ASST 59,103$ 75,432$ ADMINISTRATIVE ASST 49,879$ 63,660$ ASSET MANAGEMENT ANALYST I 65,738$ 83,900$ ASSET MANAGEMENT ANALYST II 75,599$ 96,485$ ASSOCIATE ENGINEER 89,763$ 114,563$ ASST ENGINEER 78,077$ 99,649$ ASST GENERAL MANAGER 162,109$ 206,897$ BOARD OF DIRECTOR 4,800$ 4,800$ CHIEF FINANCIAL OFFICER 137,076$ 174,947$ CHIEF PLANT OPERATOR 91,867$ 117,248$ CONTRACT ADMINISTRATOR 54,201$ 69,176$ CUSTOMER SERVICE MANAGER 97,574$ 124,532$ CUSTOMER SERVICE REP I 44,494$ 56,787$ CUSTOMER SERVICE REP II 49,633$ 63,345$ CUSTOMER SERVICE SPECIALIST 55,669$ 71,049$ CUSTOMER SERVICE SUPERVISOR 69,594$ 88,821$ ELECTRICAL/INSTR SUPERVISOR 86,604$ 110,531$ ELECTRICAL/INSTR TECH I 62,187$ 79,368$ ELECTRICAL/INSTR TECH II 72,530$ 92,568$ ENG/CAD/GIS SPECIALIST I 59,394$ 75,804$ ENG/CAD/GIS SPECIALIST II 79,594$ 101,584$ ENGINEERING DEPT MANAGER 136,960$ 174,799$ ENGINEERING TECH I 66,674$ 85,095$ ENGINEERING TECH II 76,696$ 97,886$ EXECUTIVE SERVICES MANAGER 92,155$ 117,615$ GENERAL MANAGER 178,188$ 227,418$ GRANT COORDINATOR 77,947$ 99,482$ HR ANALYST 65,473$ 83,563$ HR COORDINATOR 49,879$ 63,660$ HUMAN RESOURCES DIRECTOR 108,337$ 138,269$ HYDROGEOLOGIST 103,182$ 131,690$ INFO TECHNOLOGY MANAGER 103,281$ 131,816$ INSPECTIONS SUPERVISOR 76,535$ 97,680$ SOUTH TAHOE PUBLIC UTILITY DISTRICT ANNUAL SALARY SCHEDULE EFFECTIVE JUNE 28, 2018 Effective 6/28/18 3 MINIMUM ANNUAL MAXIMUM ANNUAL SOUTH TAHOE PUBLIC UTILITY DISTRICT ANNUAL SALARY SCHEDULE EFFECTIVE JUNE 28, 2018 INSPECTOR I 52,281$ 66,725$ INSPECTOR II 61,622$ 78,647$ IT SYSTEMS SPECIALIST I 56,402$ 71,984$ IT SYSTEMS SPECIALIST II 66,128$ 84,397$ JUNIOR ENGINEER 67,334$ 85,937$ LAB ASST 48,420$ 61,798$ LAB DIRECTOR 97,540$ 124,489$ LAB TECH I 60,337$ 77,007$ LAB TECH II 70,915$ 90,507$ LT CUSTOMER SERVICE REP I 44,494$ 56,787$ LT CUSTOMER SERVICE REP II 49,633$ 63,345$ LT JUNIOR ENGINEER 67,334$ 85,937$ LT METER SERVICE TECH 52,281$ 66,725$ LT WATER METER INSTALL COORD 52,281$ 66,725$ MAINT MECHANIC I 51,089$ 65,204$ MAINT MECHANIC II 60,147$ 76,764$ MAINTENANCE SUPERVISOR 86,594$ 110,519$ MANAGER OF FIELD OPERATIONS 115,671$ 147,629$ MANAGER OF PLANT OPERATIONS 114,671$ 146,353$ NETWORK/TEL SYS ADMIN I 72,905$ 93,048$ NETWORK/TEL SYS ADMIN II 78,219$ 99,830$ OPERATIONS SUPERVISOR 76,381$ 97,484$ PART TIME PERMANENT I 10,490$ 13,388$ PART TIME PERMANENT II 15,864$ 20,247$ PLANT OPERATOR I 52,208$ 66,632$ PLANT OPERATOR III 65,989$ 84,221$ PRINCIPAL ENGINEER 118,757$ 151,567$ PUBLIC INFORMATION OFFICER 92,160$ 117,622$ PUMP STATION LEAD 72,856$ 92,985$ PUMP STATION OPERATOR I 52,210$ 66,634$ PUMP STATION OPERATOR II 63,899$ 81,553$ PUMP STATION OPERATOR I-Y RATE 73,653$ 73,653$ PUMP STATION SUPERVISOR 86,604$ 110,531$ PURCHASING AGENT 90,745$ 115,816$ SEASONAL 15,864$ 20,247$ SENIOR CUSTOMER SERVICE REP 55,669$ 71,049$ SENIOR ENGINEER 103,182$ 131,690$ SHIPPING AND RECEIVING CLERK 51,608$ 65,866$ Effective 6/28/18 4 MINIMUM ANNUAL MAXIMUM ANNUAL SOUTH TAHOE PUBLIC UTILITY DISTRICT ANNUAL SALARY SCHEDULE EFFECTIVE JUNE 28, 2018 STUDENT HELPER 10,490$ 13,388$ UNDERGROUND REPAIR SEWER I 44,494$ 56,787$ UNDERGROUND REPAIR SEWER II 54,961$ 70,146$ UNDERGROUND REPAIR SEWER LEAD 62,604$ 79,900$ UNDERGROUND REPAIR SEWER SUPERVISOR 80,210$ 102,370$ UNDERGROUND REPAIR WATER I 44,494$ 56,787$ UNDERGROUND REPAIR WATER II 54,961$ 70,146$ UNDERGROUND REPAIR WATER LEAD 62,604$ 79,900$ UNDERGROUND REPAIR WATER SPECIAL RATE 70,661$ 70,661$ UNDERGROUND REPAIR WATER SUPERVISOR 80,210$ 102,370$ UTILITY PERSON I 40,906$ 52,207$ UTILITY PERSON II 48,659$ 62,103$ VEHICLE/HVY EQUIP MECH I 51,089$ 65,204$ VEHICLE/HVY EQUIP MECH II 60,147$ 76,764$ VEHICLE/HVY EQUIP MECH SUPERVISOR 80,210$ 102,370$ WATER CONSERVATION SPECIALIST 62,410$ 79,653$ WATER REUSE LEAD 62,604$ 79,900$ WATER REUSE MANAGER 103,182$ 131,690$ WATER REUSE WORKER I 44,494$ 56,787$ WATER REUSE WORKER II 54,961$ 70,146$ WATER SERVICE REP 62,604$ 79,900$ Effective 6/28/18 5 BOARD AGENDA ITEM 4b TO: Board of Directors FROM: Lynn Nolan, Grants Coordinator MEETING DATE: July 19, 2018 ITEM – PROJECT NAME: Temporary Grant Assistant Position REQUESTED BOARD ACTION: Authorize payment in an estimated amount of $32,000, to Blue Ribbon Personnel Services for a temporary grant assistant. DISCUSSION: Due to an extremely heavy workload in applying for grant funds and managing current grant awards, staff requests that the Board authorize payment to Blue Ribbon Personnel Services for continued services of a temporary grant assistant position from July 1, 2018 through June 30, 2019. This temporary position will assist the Grants Coordinator with seeking and applying for grant funding as well as managing current grant awards. This is a part-time position not to exceed 19 hours per week or a total of 999 hours in the fiscal year. SCHEDULE: July 1, 2018 through June 30, 2019 COSTS: $32,000 ACCOUNT NO: 2050-4405; 1050-4405 BUDGETED AMOUNT AVAILABLE: $30,500 ATTACHMENTS: None ___________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO General Manager Richard H. Solbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 6 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 July 5, 2018 MINUTES The South Tahoe Public Utility District Board of Directors met in a regular session, 2:00 p.m., at the District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California. ROLL CALL: Board of Directors: President Vogelgesang, Directors Jones, Wallace Absent: Directors Cefalu and Sheehan Staff: Paul Hughes, Richard Solbrig, Shannon Cotulla, Gary Kvistad, Melonie Guttry, Nancy Hussmann, Linda Brown, Jeff Lee, Julie Ryan, John Thiel, Tim Bledsoe, Chris Skelly, Jim Hilton, Bren Hoyle, Ivo Bergsohn, Heidi Baugh, Shelly Thomsen, Stephen Caswell, Lynn Nolan, Guests: Karen Thesing, Association of California Water Agencies, Joint Powers Insurance Authority (ACWA) (JPIA) CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR: Director Jones requested moving Consent Item 4e from Consent and brought forward for discussion as Action Item 5a. CONSENT CALENDAR: Moved Jones/Second Wallace/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to approve the Consent Calendar with changes as presented. a.ANNUAL ADOPTION OF STATEMENT OF INVESTMENT POLICY (Debbie Henderson, Accounting Manager) Adopted Resolution No. 3088-18, (supersedes Resolution No. 3062-17) adopting the District’s Investment Policy. b.CALPERS REQUIRED PAY LISTING BY POSITION (Debbie Henderson, Accounting Manager) Adopted Resolution No.3089-18 which incorporates the Pay Listing by Position for the pay listing effective May 31, 2018. 7 REGULAR BOARD MEETING MINUTES – July 5, 2018 PAGE – 2 c.RESOLUTION FOR BUREAU OF RECLAMATION 2018 WATERSMART SMALL-SCALE WATER EFFICIENCY PROJECTS GRANT (Lynn Nolan, Grants Coordinator) Adopted Resolution No. 3090-18 approving Bureau of Reclamation WaterSMART Small-Scale Water Efficiency Projects Grant Program submittal for grant funding for a pressure reducing valve program. d.SAFETY CONSULTANT (Nancy Hussmann, Human Resources Director) Renewed Contract with Pam Murcell, KWA Safety & HazMat Consultants, Inc., for the period of July 1, 2018, through June 30, 2019. e.WATER AND SEWER RATE STUDIES (Paul Hughes, Chief Financial Officer) Approved the proposal from HDR Engineering to conduct comprehensive water and sewer rate studies at the estimated cost of $59,825. f.DIAMOND VALLEY RANCH IRRIGATION IMPROVEMENT PROJECT (Ivo Bergsohn, Hydrogeologist) Approved Change Order No.11 to Thomas Haen Company, Inc., adding $52,250 to the current Contract. g.2017 PONDEROSA WATERLINE/METER INSTALLATION PROJECT (Stephen Caswell, Senior Engineer) Approved Change Order No. 2 to Sierra Nevada Construction, Inc., in the credit amount of $19,733.50. h.2017 PONDEROSA WATERLINE/METER INSTALLATION PROJECT (Stephen Caswell, Senior Engineer) Authorized staff to file a Notice of Completion with the El Dorado County Clerk and execute the Closeout Agreement and Release of Claims for Sierra Nevada Construction, Inc., for the 2017 Ponderosa Waterline/Meter Installation Project. i.COMPUTER EQUIPMENT FOR FISCAL YEAR 2018/2019 (Brian Bartlett, Network/Telecom Systems Administrator) Authorized purchase of budgeted computers and servers for the estimated amount of $64,000 (including tax). j.ADDITION TO BOARD POLICY MANUAL AND AMENDMENT TO SOCIAL MEDIA POLICY (Melonie Guttry, Executive Services Manager/Board Clerk) 1) Approved the addition to Board Policy Manual, Social Media Section 3080-10; and, 2) Approved the amendment to the Social Media Policy adopted June 7, 2018. k.REGULAR BOARD MEETING MINUTES: June 21, 2018 (Melonie Guttry, Executive Services Manager/Clerk of the Board) Approved June 21, 2018, Minutes CONSENT ITEMS BROUGHT FORWARD FOR SEPARATE DISCUSSION / ACTION a.Water and Sewer Rate Studies – (Paul Hughes, Chief Financial Officer) - Paul Hughes provided information regarding water and sewer rate studies and addressed questions from the Board. The study is done to develop justifiable, independent rates. Attorney Kvistad added if a rate 8 study is not completed by someone who is an expert in the rate study field, then there is no defensible rate. Moved Jones/Second Vogelgesang/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to approve the proposal from HDR Engineering to conduct comprehensive water and sewer rate studies at the estimated cost of $59,825. ITEMS FOR BOARD ACTION a.2018/2019 Sodium Hypochlorite Drum Supplies (Jeremy Rutherdale, Pumps Supervisor and Linda Brown, Purchasing Agent) – Linda Brown presented information regarding the bids and the increase in price. She and Attorney Kvistad addressed questions from the Board. Moved Wallace/Second Jones/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to 1) award Contract to the lowest responsive, responsible bidder, Thatcher Company of California Inc., in the estimated amount of $20,648.94; and 2) subject to the District negotiating acceptable final terms. b.2018/2019 Sodium Hypochlorite Mini-Bulk/Tote Supplies (Jeremy Rutherdale, Pumps Supervisor and Linda Brown, Purchasing Agent) – Linda Brown presented information regarding the bids and addressed questions from the Board. Moved Wallace/Second Jones/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to 1) award Contract to the lowest responsive, responsible bidder, Thatcher Company of California Inc., in the estimated amount of $26,580; and 2) subject to the District negotiating acceptable final terms. c.2018/19 Polymer Supplies (Jeff Lee, Manager of Plant Operations and Linda Brown, Purchasing Agent) – Jeff Lee provided information regarding the contract including increases to the contract price and addressed questions from the Board. Moved Wallace/Second Jones/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to 1) authorize Contract for Fiscal Year 2018/19 for polymer supplies with Solenis LLC, for an estimated amount of $146,315.88 subject to the approval of final acceptable terms; and 2) due to special circumstances, it is in the District’s best interest to enter such Contract without compliance with the bidding procedures. d.Liability Insurance Program (Nancy Hussmann, Human Resources Director) – Karen Thesing, ACWA JPIA Director of Insurance Services, provided a presentation regarding the General Liability Program. Nancy Hussmann and Paul Hughes provided details regarding the difference between the District’s current program and ACWA JPIA. Moved Wallace/Second Jones/Vogelgesang Yes/Cefalu Absent/Jones Yes/ Sheehan Absent/Wallace Yes to approve moving the District’s Liability Program with California Sanitation Risk Management Authority to the Liability Insurance Program at the Association of California Water Agencies Joint Powers Insurance Authority. e.2018 Water and Sewer Systems Improvement Projects (Julie Ryan, Principal Engineer) – Julie Ryan provided details regarding the Water and Sewer Improvement Projects and addressed questions from the Board. Moved Jones/Second Vogelgesang/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to award Project to the lowest responsive, responsible bidder, Thomas Haen 9 REGULAR BOARD MEETING MINUTES – July 5, 2018 PAGE – 4 Company, Inc., in the amount $1,619,570, and waive minor deviations. This award includes the two added alternative bid items. f.Approve Payment of Claims (Debbie Henderson, Accounting Manager) Moved Vogelgesang/Second Wallace/Vogelgesang Yes/Cefalu Absent/Jones Yes/Sheehan Absent/Wallace Yes to approve Payment of Claims in the amount of $2,010,702.94. STANDING AND AD-HOC COMMITTEE REPORTS: Nothing to report BOARD MEMBER REPORTS: Director Wallace provided a report regarding potential items on the November ballot. EL DORADO COUNTY WATER AGENCY PURVEYOR REPORT: Richard Solbrig reported the next meeting is August 8, 2018, at 10:00 a.m. at the District. The District is still working with Ken Payne regarding potential dates for a discussion in Tahoe. GENERAL MANAGER REPORT: Richard Solbrig reported on several items: •The next PCE Public Meeting is August 8, 6:00 to 7:30 p.m. in the City Council Chambers. This meeting will be live streamed. •The California Tahoe Conservancy is establishing a Tahoe Climate Action Plan, which the District has been invited to participate. The first meeting is scheduled for August, which Richard Solbrig will attend. •The Ad-Hoc Workforce Housing Committee will be scheduling a meeting in the near future to discuss and review the sewer transfer fee Ordinance. •The Supreme Court approved the Janus Case regarding Union Dues. The District will be negotiating the changes to Section 3A of the Union MOU. STAFF/ATTORNEY REPORTS: Melonie Guttry reported three seats are up for Election on November 6, 2018. Declaration of Candidacy Paperwork must be filed between July 16 and August 10 for incumbents. Please make an appointment with the El Dorado County Clerk’s Office to file the paperwork. Shannon Cotulla announced the Lake Tahoe Summit is August 7, 2018, and will be located at Sand Harbor. Directors Wallace and Jones plan to attend. Shannon Cotulla provided information regarding the fire partnership. He also announced there will be an Alpine County Ad-Hoc Committee meeting immediately following the July 19 Board Meeting. ADJOURNMENT TO CLOSED SESSION: 3:24 pm RECONVENED TO OPEN SESSION: 3:38 p.m. ACTION REPORT ON ITEMS DISCUSSED DURING CLOSED SESSION 10 REGULAR BOARD MEETING MINUTES – July 5, 2018 PAGE – 5 a.Pursuant to Section 54956.9(a) of the California Government code, Closed Session may be held for conference with legal counsel regarding existing litigation: El Dorado County Superior Court Case SC20170130, Gregory Stevenson vs. South Tahoe Public Utility District. No reportable Board action b.54956.9(b)/Conference with Legal Counsel Potential Litigation (one case). No reportable Board action ADJOURNMENT: 3:39 p.m. _______________________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ________________________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District 11 BOARD AGENDA ITEM 6a TO: Board of Directors FROM: Tim Bledsoe, Manager of Customer Service and Ryan Lee, Senior Customer Service Representative MEETING DATE: July 19, 2018 ITEM – PROJECT NAME: Unpaid Delinquent Accounts for Sewer, Water and/or Street Lighting REQUESTED BOARD ACTION: (1) Hold a Public Hearing at 2:00 p.m. to receive public comments and protests regarding the list of delinquent accounts; (2) Approve the list of delinquent accounts; and, (3) Adopt Resolution No. 3092-18, authorizing the list of delinquent accounts to be added to the 2018/19 El Dorado County Tax Assessor’s Roll. DISCUSSION: A list of delinquent accounts (sewer, water and/or street lighting) is attached to Resolution No. 3092-18 to be added to the 2018/19 El Dorado County Tax Assessor’s Roll. The Board will hold a Public Hearing to consider any comments or protests from the public before considering approval of the list of delinquent accounts. Afterwards, the Board may approve Resolution No. 3092-18 authorizing the list of delinquent accounts to be added to the 2018/19 El Dorado County Tax Assessor’s Roll. SCHEDULE: COSTS: ACCOUNT NO: BUDGETED AMOUNT AVAILABLE: ATTACHMENTS: Resolution No. 3092-18, list of all delinquent accounts will be distributed prior to and at the Board Meeting. _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO _____________ General Manager Richard H. Solbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 12 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. 3092-18 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTH TAHOE PUBLIC UTILITY DISTRICT AUTHORIZING EL DORADO COUNTY TO COLLECT FISCAL YEAR 2017/2018 DELINQUENT AND UNPAID UTILITY CHARGES ON THE COUNTY 2018/2019 TAX ROLL WHEREAS, pursuant to the Public Utility Code section 16467, the South Tahoe Public Utility District (“District”) levies and collects water, sewer and/or street lighting service charges from the District’s customers to pay for the operation, maintenance and improvements; WHEREAS, some of the District’s customers from time to time become delinquent in their payment of water, sewer and street lighting charges; WHEREAS, the District’s Customer Service Manager has prepared a list of delinquent water, sewer and street lighting charges for the Fiscal Year 2017-2018 (“Delinquent Accounts”); WHEREAS, the California Public Utility Code Section 16469 authorizes the Delinquent Accounts to be placed on the El Dorado County Tax Rolls; WHEREAS, the District may request the El Dorado County Auditor-Controller to place the Delinquent Accounts on the El Dorado County Tax Rolls; and, WHEREAS, the District’s Board of Directors has conducted a Public Hearing concerning the Delinquent Accounts, considered any comments or protests received prior to or at the hearing, and determined that the Delinquent Accounts should be placed on the El Dorado County Tax Rolls. THEREFORE, BE IT RESOLVED, by the Board of Directors of the South Tahoe Public Utility District, County of El Dorado, State of California, as follows: 1.The District’s Board of Directors approves and adopts the Delinquent Accounts as presented by District staff, a copy of which is attached as Exhibit A and is incorporated by this reference. 13 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 2.The District requests and authorizes the Auditor-Controller of the County of El Dorado to place on the Secured Property Tax Roll for Fiscal Year 2018-2019, the Delinquent Accounts pursuant to this Resolution No. 3092-18. 3.It is further declared that the Delinquent Accounts should be added to and made a part of the El Dorado County annual assessment levied upon said certain parcels of land therein referred to and shall become a lien upon said parcels of land. WE, THE UNDERSIGNED, do hereby certify that the above and foregoing Resolution No. 3092-18 was duly and regularly adopted and passed by the Board of Directors of South Tahoe Public Utility District at a regular meeting held on July 19, 2018, by the following vote: AYES: NOES: ABSENT: _______________________________ Randy Vogelgesang, Board President South Tahoe Public Utility District ATTEST: ___________________________ Melonie Guttry, Clerk of the Board South Tahoe Public Utility District Resolution No. 3092-18 Page 2 July 19, 2018 14 Julie Ryan July 19, 2018 Page 1 BOARD AGENDA ITEM 6b TO: Board of Directors FROM: Julie Ryan, Principal Engineer MEETING DATE: July 19, 2018 ITEM – PROJECT NAME: Water System Monitoring and SCADA Communications Upgrade REQUESTED BOARD ACTION: (1) Approve Proposals from Carollo Engineers for engineering services, in an amount not to exceed $73,100, to conduct a Supervisory Control and Data Acquisition Needs Assessment and to design pressure reducing valve Improvements for three remote pressure reducing valve stations. DISCUSSION: In May 2017, the Board authorized Task Order No. 8 for Carollo Engineers (“Carollo”), which included, in part, the following: (1)A Communications Study of the District’s in-basin facilities ($278,194), and (2)The evaluation of alternatives and development of Contract Documents for instrumentation and communication improvements at one remote pressure reducing valve (PRV) location ($65,739). This original Scope of Work for these two efforts is now complete. The Communications Study resulted in four primary recommendations: 1.The District’s existing low-frequency radio system provides a reliable backbone for the District’s communication system, and can be improved with relatively minor optimizations to the system. 2.Increasing the height of the radio tower at the Waste Water Treatment Plant will improve reception and transmission reliability. 3.Installing high frequency, wireless Ethernet relay stations at Angora, Flagpole and Keller Tank Sites, to redirect or duplicate radio paths to these relays, will shorten the low-frequency radio path, increasing reliability and throughput. 4.Performing a Supervisory Control and Data Acquisition (SCADA) Needs Assessment will inform the District how to properly manage the higher volume of duplicate signals that will result from the proposed radio configuration. General Manager Richard H. Solbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 15 Julie Ryan July 19, 2018 Page 2 At Staff’s request, Carollo has prepared a Proposal (attached) for the completion of the SCADA Needs Assessment (Item 4, above), which requires specialty consultation. Carollo’s estimated cost to perform the proposed scope is $82,200. However, because the Communication Study was completed approximately $100,000 under budget, there is no need to extend the previously authorized budget to add the proposed scope for the SCADA Needs Assessment. Staff will return at a later date with separate proposals for design of a taller radio tower for the Plant (Item 2, above) and for equipment and programming services to support station upgrades (Item 3, above). The PRV alternatives evaluation resulted in Contract Documents for the Pine Valley PRV Improvements, which will be constructed this summer. The next phase of the PRV Improvements Project will use the results of the alternatives evaluation to develop Contract Documents for additional PRV Stations in need of replacement. Three stations have been identified as having reached the end of their useful life, based on the results of the 2012 Condition Assessment performed on the Water Distribution System: Susquehana PRV, Pioneer Trail at Marshall Trail PRV, and Rocky Point PRV. At Staff’s request, Carollo has provided a proposal for the preparation of Contract Drawings for these three stations (attached), for a not-to-exceed price of $73,100. The (1) SCADA Needs Assessment and (2) design of the PRV Improvements at three sites, will be performed as Task 8B and 8C, respectively. Staff recommends that the Board authorize Tasks 8B and 8C in an amount not to exceed $73,100.00. This effort will be funded, in part, by the El Dorado County Water Agency, pending approval of the 2018-19 Project List. SCHEDULE: ASAP COSTS: $0 (SCDS01); $0 (SCDW01); $73,100 (SCDW03) ACCOUNT NO: 1030-4405 (SCDS01); 2030-4405 (SCDW01); 2030-7038 (SCDW03) BUDGETED AMOUNT AVAILABLE: $508,000; $793,000; <$64,068> ATTACHMENTS: Consultant Proposals 8B and 8C _____________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 16 PAGE 1 of 4 pw:\\Carollo/Documents\Client\CA\STPUD\_Proposals\SCADA Needs Assessment TASK ORDER NO. 8B SCADA NEEDS ASSESSMENT South Tahoe Public Utility District Background CONSULTANT is currently working towards completion of a Communication Study effort that includes recommendations for system-wide communication upgrades aimed at improving the DISTRICT’s communication infrastructure with regards to reach, volume, and reliability while maintaining the current integrity of status, alarms, and remote control. Recommended improvements include the following network architecture configuration changes: • Installation of three (3) relay towers, connected to each other through a high bandwidth 5.0 gigahertz (GHz) wireless Ethernet network in a ‘ring’ topology reliability, and also connected directly to Control 1. • Use of four “groupings” of remote sites. Three of the remote site groupings will connect to the three relays (configured based on best communication path between remote site and relay). At least some of the remote sites associated with these groupings (to be determined by the District) will continue to send critical status and alarms over their existing direct links to Control 1, thereby producing a secondary (backup) communication path and reducing the possibility of communication loss. The remote sites in the fourth grouping will connect directly to Control 1. The District is seeking a backup communication plan for the sewer pump station site in this grouping, consistent with the District’s sewer pump station Levels of Service goals. • Modified polling and/or store and forward configuration at the relay sites to reduce network traffic. The proposed network architecture will allow the existing and new networks to operate simultaneously, thereby enabling the ability for the DISTRICT to migrate to the new network, if and when desired, while minimizing disruptions. This will provide a transition path, using the existing system to support the DISTRICT’s communication needs as the new system comes online and is adjusted over time to reach its optimized performance goals. Per the Communications Study Report, implementation of the communication network improvements will require: • Software configuration for all remote site radios by a qualified Motorola certified integrator o Remote sites should need minimal configuration (in terms of software modification), but will need to be configured to an appropriate polling cycle • Configuration of the routers at each of the 5 GHz backbone tower locations, so that data traffic is managed appropriately • Configuration of the 5 GHz radio hardware to enable a fast, high bandwidth ring network • Configuration of the supervisory control and data acquisition (SCADA) servers at Control 1 (with updates to the Wonderware SCADA software) to enable receipt and management of additional (and duplicate) data signals from the remote and relay sites • Development of additional SCADA faceplates and screens to accommodate the additional SCADA and diagnostic data that will now be available (as needed) 17 TASK ORDER NO. 8B PAGE 2 of 4 A detailed investigation of the existing SCADA communication system is now needed, to provide the DISTRICT with a more detail (in terms of overall scope and budget) for required SCADA and remote terminal unit (RTU) upgrades necessary to make the best use of the proposed network configuration upgrades. Scope of Services As requested by the DISTRICT, CONSULTANT will complete an investigation of the existing SCADA communication system and prepare recommendations for system upgrades. This will consist of the following tasks, which will be added to the Scope of Services currently being performed under the existing Task Order 8 (which currently includes Tasks 1-8). Task 9 – Information Needs CONSULTANT will prepare (and transmit) a list of information needed prior to initiation of field investigations. As a minimum, CONSULTANT will require the following: •Existing programmable logic controller (PLC) and RTU programs •Existing human machine interface (HMI) applications •SCADA Wonderware application files •Existing license information, including tag quantities Task 10 – Desktop Review of Existing System Configuration Upon review of requested information, CONSULTANT will conduct a desktop review of the existing system configuration, noting additional information to collect during the field investigation effort and preparing a list of additional feedback needed from the DISTRICT for completion of the overall effort. Task 2 also includes development of a list of remote sites to visit (per Task 3) to estimate system-wide needs in terms of expected programming effort and additional hardware needs required to support the communication network improvements proposed in the Communication Study Report. Findings of the desktop review will be summarized in a Technical Memorandum (TM), delivered in accordance with Task 4. Task 11 – Field Investigation CONSULTANT will conduct a field investigation of the existing SCADA system hardware and software. This will include on-site review of the existing SCADA system servers, workstations, and software applications. Task 3 also includes field investigation efforts for a number of remote sites, chosen to serve as models for the remaining (similar) systems across the network. Envisioned site visits would include 1-3 locations per site type (water tank, sewer pump station, etc.), with site selection to include stations that already have upgraded RTUs (Motorola ACE3600) and those that still operate with the older radios (Motorola Moscad L). The DISTRICT will provide appropriate staff to participate in the field investigations of the SCADA system and remote sites. DISTRICT staff will provide site access, answer CONSULTANT’s questions regarding the existing system (configuration, operation, and issues), and provide feedback regarding desired SCADA interface configuration following completion of all improvements. Findings of the field investigation will be summarized in a TM, delivered in accordance with Task 4. The fee associated with this task includes time for three (3) days on-site for two (2) CONSULTANT staff. 18 TASK ORDER NO. 8B PAGE 3 of 4 Task 12 – Evaluation of Improvement Options CONSULTANT will complete an evaluation of improvement options for the following system challenges: • Back-up Communication for Sewer Lift Stations. CONSULTANT will develop back-up communication recommendation(s) for the sewer lift stations that will belong in the “Direct to Control 1” site grouping following proposed communication network improvements. • Network Traffic. CONSULTANT will develop an approach to modify the polling and/or store and forward configuration at the relay sites with goals of reduced network traffic. • Duplicate Tags at SCADA. CONSULTANT will develop an approach for handling duplicate signals coming into SCADA from each site (as currently occurs for the Luther Pass Pump Station, and as could occur with the proposed network system upgrades if a mitigating configuration is not used). Options for signal handling will be recommended, with the expectation that the recommended configuration will allow the preferential receipt of signals sent over wireless Ethernet in lieu of those sent by the RTU at the same site (and only if the Ethernet is unavailable). This will include recommendations for programming at the RTU (via template), if appropriate given final recommendations. • Use of Wonderware Platform at Field Stations. CONSULTANT will lead a workshop to discuss the benefits and/or limitations associated with the existing Wonderware platform used at the field stations as compared to similar platforms. Recommendations for replacement and/or upgrade of the existing system (as appropriate) will be summarized in the Task 5 deliverable. • InTouch Tagging. CONSULTANT will develop instructions for programming in InTouch so that tags received via wireless Ethernet are preferentially selected over RTU signals received from the same site. A summary will be included in the Task 5 deliverable, and a short training session will be conducted for DISTRICT chosen staff via video conference. Task 13 - SCADA Needs Technical Memorandum The findings of Tasks 2, 3, and 4 will be summarized in a Draft TM, along with recommendations for required hardware, software, configuration, programming, and testing necessary to support communication network improvements proposed in the Communication Study Report. This TM will also include a cutover plan for integration that ties directly to the schedule for network system upgrades and planning level cost estimates for proposed SCADA improvements. CONSULTANT will present the findings and recommendations at a Draft SCADA Needs TM Review Workshop where the DISTRICT’s comments will be collected for incorporation into a Final TM for the DISTRICT’s files/use. • Task 13 Deliverables: Draft SCADA Needs TM (electronic) Final SCADA Needs TM (electronic, plus 10 hardcopies) Task 14 – Project Management and Meetings CONSULTANT will perform the overall management of the project defined herein following CONSULTANT’s typical procedures for resource allocation, scheduling of work, quality assurance/quality control, and invoicing. The overall project scope, schedule, and budget will be managed under this task. 19 TASK ORDER NO. 8B PAGE 4 of 4 This task includes preparation of monthly progress reports to keep the DISTRICT informed about CONSULTANT’s project progress, including comparison of baseline scope, budget, and schedule metrics against current activities. The budget associated with this task includes two (2) two hour conference calls with DISTRICT staff for the following meetings: •Project Kickoff Meeting (conference call) •Draft SCADA Needs TM Review Workshop (conference call) The budget also includes up to three additional (one hour) conference calls with the DISTRICT for as-needed discussion during completion of the overall effort. •Task 14 Deliverables: Project progress reports, monthly invoices. Assumptions/Exclusions This Scope of Services is based on the following assumptions and exclusions: •SCADA programming design and/or integration efforts will require a separate task order. •Proposed modifications to the existing HMI screens are excluded from this scope of service. Schedule Project tasks will be completed in accordance with the following schedule. Event Expected Completion Date Information Needs Within three (3) weeks of receipt of Notice to Proceed Complete Field Investigation Within four (4) weeks of receipt of requested information from Task 9(1) Workshop: Upgrade Option for Software Platform Concurrent with scheduled field investigation Draft SCADA Needs TM Within eight (8) weeks of completion of field investigation Draft SCADA Needs TM Review Workshop Within three (3) weeks of submittal of Draft SCADA Needs TM(1) Final SCADA Needs TM Within three (3) weeks of Draft SCADA Needs TM Review Workshop(2) Notes: 1.Dependent on DISTRICT availability. 2.Assumes receipt of all DISTRICT comments at (or before) the Draft SCADA Needs TM Review Workshop. PAYMENT Payment to CONSULTANT for services performed under this Task Order shall be as provided in Article IV of the May 4, 2017 Master Agreement for Consulting Services and shall not exceed the amount of Eighty Two Thousand Two Hundred Dollars ($82,200) unless the scope of work is changed and an increased is authorized by DISTRICT. 20 Carollo Engineers 6/11/2018 Page 1 South Tahoe Public Utility District SCADA Needs Assessment LABOR HOURS AND COST June 11, 2018 STAFF 5% Task No.TASK DESCRIPTION Professional HoursProject Manager - Beverly HannProject Professioal - Arsalan AkramProfessional - Evan WestonDocument ProcessingLabor Cost Subcontract Labor Travel, Subsistance, And Other Reimbursable Costs Markup on Reimbursable Costs Total Task Cost 9 Information Needs Prepare data needs summary 1 2 713$ -$ -$ 713$ 10 Desktop Review of Existing System Configuration Desktop Review of Existing System Configuration 8 4 4 1,954$ -$ -$ 1,954$ 11 Field Investigation Review existing PLC/RTU programs 24 12 12 5,861$ 2,632$ 132$ 8,624$ Review existing Radio Configuration 24 12 12 5,861$ -$ -$ 5,861$ Review Existing HMI Application 32 16 16 7,814$ -$ -$ 7,814$ 12 Evaluation of System Improvements Back-up communication for sewer lift stations 12 8 4 3,008$ -$ -$ 3,008$ Duplicate tags at SCADA 32 24 8 8,126$ -$ -$ 8,126$ Use of Wonderware platform at field stations 32 24 8 8,126$ 1,300$ 65$ 9,491$ InTouch Tagging 24 16 8 6,017$ -$ -$ 6,017$ 13 SCADA Needs Technical Memorandum Draft SCADA Needs TM 64 4 16 36 8 14,377$ -$ -$ 14,377$ Final SCADA Needs TM 32 2 8 16 6 6,992$ -$ -$ 6,992$ 14 PROJECT MANAGEMENT AND MEETINGS Project Management 10 6 4 2,637$ -$ -$ 2,637$ Meetings (conference calls)26 10 10 6 6,622$ -$ -$ 6,622$ 320 22 155 132 14 78,109$ -$ 3,932$ 197$ 82,238$ FY18 263.70 263.70 224.70 126.70 82,200$ REIMBURSABLE COSTS TOTAL CONTRACT AMOUNT 21 PAGE 1 of 4 pw:\\Carollo/Documents\Client\CA\STPUD\_Proposals\PRV Upgrade Package 2\Docs\Scope - PRV Upgrade Package 2 TASK ORDER NO. 8C PRESSURE REDUCING VALVE UPGRADE PROJECT – PACKAGE 2 South Tahoe Public Utility District Background CONSULTANT has just recently completed a Basis of Design Report (BODR) that summarizes recommendations for efficiency upgrades (through collection/use of flow and pressure data) at 19 of the 25 existing pressure reducing valve (PRV) stations located throughout the DISTRICT’s service area. Improvements for the first upgrade site (Pine Valley) include: 1.New PRV and piping (due to condition) in existing vault 2.Pressure transmitters upstream and downstream of the existing PRV 3.Valve controller (with position indicator) for flow monitoring 4.Hydroelectric generator and associated electronics as sole-means of power supply 5.Cellular modem 6.Above-grade control panel 7.Temporary bypass pumping during construction Per the BODR, selection of a power supply alternative at each site (hydroelectric, solar, or grid-based) will determine allowable instrumentation (flow meter or valve controller) and communication (radio, cellular, or Sensus-based communication) technology options. The DISTRICT has chosen the following PRV sites for upgrade via Package 2 efforts: •Susquehana PRV o Power, instrumentation, and communication improvements will match those at Pine Valley. o Site improvements will include a new PRV and new piping. •Rocky Point PRV o Instrumentation improvements will match those at Pine Valley. o Power and communication improvements are dependent on cellular signal strength at site. With confirmed cellular signal, hydroelectric generation will be implemented. If cellular signal is found by the DISTRICT to be weak, utility power and communication through a Motorola ACE radio terminal unit (RTU) will be implemented. o Site improvements will include a new vault, new PRV, and new piping (up to [and including] downstream isolation valves and tee). •Pioneer Trail/Marshall o Power, instrumentation, and communication improvements will match those at Pine Valley. o Site improvements will include a new vault, new PRV, and new piping (approximately 250 feet, with new tee, and zone isolation valve). 22 TASK ORDER NO. 8C PAGE 2 of 4 Scope of Services As requested by the DISTRICT, CONSULTANT will prepare project packages with electronic (editable) design details for the DISTRICT’s use in preparation of a final bid set. This effort will consist of the following tasks, which will be added to the Scope of Services currently being performed under the existing Task Order 8 (which currently includes Tasks 1-8). Task 15 – Field Assessment and Site Survey CONSULTANT will visit the three (3) sites identified above to verify site conditions, evaluate access, and confirm space availability (and/or limitations) associated with construction activities. CONSULTANT will work with hired subconsultant (Wood Rogers, Inc.) to complete field surveys for each site using the appropriate vertical and horizontal plant datum to produce a topographic mapping and boundary field surveys of the project sites for use in the preparation of the design drawings. Mapping will include all above-ground existing conditions (fences, roads, curbs, etc), all below-ground features visible from the ground surface (sewer, storm water drains, and/or other utilities [water, power, etc]), and pipe invert elevations. •Task 15 Deliverables: Electronic summary of findings/photos (email) forwarded to District’s Project Manager, electronic (CAD) topographic mapping files Task 16 – Design Details This task includes development of design details for the DISTRICT’s use in developing construction documents, using a District-designated engineer as Engineer of Record. Project deliverables will include the following items, submitted in electronic (editable) format: •Site-specific civil plans •Mechanical layout details •Electrical and instrumentation typical details and notes •Related technical specification language •Constraint and sequencing language, including that required for bypass pumping during construction Design of improvements for each site will consider an above-grade alternative (removable shed-style enclosure, or other). CONSULTANT will work with the DISTRICT to evaluate options that consider ambient local temperatures and other site-specific limitations. CONSULTANT will also prepare construction cost estimates for each project deliverable. Estimates will be based on available quantity take-offs, manufacturer’s quotes, and experience incorporating similar project elements in other projects. Estimates will be prepared to a level of accuracy consistent with the standards of the AACE International. CONSULTANT will prepare a draft (90%) project deliverable and conduct a workshop to present the design details and collect feedback from DISTRICT’s staff. Feedback received on the 90% design deliverable will be incorporated into a final deliverable package, made available to the DISTRICT for use in preparation of the final bid set. •Task 16 Deliverables: 90% Design Deliverable Package and Final Design Deliverable Package (both electronic format, editable) 23 TASK ORDER NO. 8C PAGE 3 of 4 Task 17 – Review of DISTRICT Prepared Bid Documents This task includes review of the DISTRICT prepared Bid Set prior to release for public bidding. This will include a detailed review of the applicable portion of the overall design package (as related to the PRV upgrade sites), with general review of the overall design package. •Task 17 Deliverables: Red-line markups to DISTRICT’s draft bid set (electronic, pdf) Task 18 – Project Management and Meetings CONSULTANT will perform the overall management of the project defined herein following CONSULTANT’s typical procedures for resource allocation, scheduling of work, quality assurance/quality control, and invoicing. The overall project scope, schedule, and budget will be managed under this task. This task includes preparation of monthly progress reports to keep the DISTRICT informed about CONSULTANT’S project progress, including comparison of baseline scope, budget, and schedule metrics against current activities. The budget associated with this task assumes that a kickoff meeting will not be required, and allocates time for two design engineers to prepare for and participate in three (3) conference calls with the DISTRICT team to discuss data needs, interim submittals, etc. •Task 18 Deliverables: Project progress reports, monthly invoices. Assumptions/Exclusions This Scope of Services is based on the following assumptions and exclusions: •The fee associated with this scope considers the development of design details for each of the three sites as one concerted effort, occurring over a 6-month (maximum) period from receipt of Notice to Proceed to submittal of the final deliverable package. •Project deliverable packages will include drawing, specification, and cost estimate details for the DISTRICT’s use in preparation of a final bid set package. The fee associated with this scope does not include stamped contract drawings. •Design details will not include provisions to capture and integrate the instrument signals into SCADA. •No subsurface exploration, geotechnical analysis, or topographic survey will be necessary for design efforts. o Design details will be developed using available aerial maps, geographic information system pipe backgrounds, and notes for Contractor field location/verification of utilities and construction conditions. •No environmental documentation and/or permit requirements for the implementation of construction improvements will be provided. 24 TASK ORDER NO. 8C PAGE 4 of 4 Schedule Project deliverables will be prepared in accordance with the following schedule. Event Approximate Date Completion of Field Assessment Within three weeks of receipt of NTP 90 Percent Project Deliverable Within 8 weeks of Completion of Field Assessment 90 Percent Project Deliverable Review Workshop Within 5 weeks of submittal of 90 Percent Project Deliverable(1) Final Project Deliverable Within 6 weeks of 90 Percent Project Deliverable Review Comments on DISTRICT’s Draft Bid Set Within 1 week of receipt(2) Notes: 1.Assumes receipt of DISTRICT’s comments on 90 Percent Project Deliverable within three weeks of submittal. 2.Assumes ongoing coordination of expected date of receipt. PAYMENT Payment to CONSULTANT for services performed under this Task Order shall be as provided in Article IV of the May 4, 2017 Master Agreement for Consulting Services and shall not exceed the amount of Seventy Three Thousand One Hundred Dollars ($73,100) unless the scope of work is changed and an increased is authorized by DISTRICT. 25 Carollo Engineers 6/11/2018 Page 1 South Tahoe Public Utilities District PRV Upgrade Project Package 2 LABOR HOURS AND COST June 11, 2018 Task No.TASK DESCRIPTION Professional HoursPIC - Beverly HannPM - Justin PetersonPE - Yifan ZhangTechnical Advisor - Troy HedlundLead Electrical Engineer - Chris CarvalhoI&C Engineer - Daniel RobinsonCAD/techDocument ProcessingLabor Cost Subcontract Labor Travel, Subsistence, And Other Reimbursable Costs Total Task Cost 15 Field Assessment Field Assessment 22 10 12 4,475$ 13,860$ 107$ 19,141$ 16 Design Details 90 Percent Design Deliverable Package 128 4 16 32 6 8 8 48 6 25,708$ -$ 25,708$ Final Design Deliverable Package 90 2 12 24 4 12 12 20 4 19,529$ -$ 19,529$ 17 Review of DISTRICT Prepared Bid Documents Review of DISTRICT Prepared Bid Documents 24 2 8 12 2 4,807$ -$ 4,807$ 18 PROJECT MANAGEMENT AND MEETINGS Project Management and Meetings 16 8 8 3,907$ -$ 3,907$ Total 280 16 54 80 10 20 20 68 12 58,426$ 13,860$ 107$ 73,091$ 263.70 224.70 185.70 283.70 305.70 263.70 168.70 126.70 73,100$ TOTAL CONTRACT AMOUNT REIMBURSABLE COSTS STAFF 26 Chris Skelly July 19, 2018 Page 1 BOARD AGENDA ITEM 6c TO: Board of Directors FROM: Chris Skelly, Information Technology Manager MEETING DATE: July 19, 2018 ITEM – PROJECT NAME: Storage System Upgrade REQUESTED BOARD ACTION: 1) Waive formal bidding procedures as allowed for in the Purchasing Policy when an item is economically preferable to match or be compatible with other equipment presently on hand and the purchase is made from the supplier who supplied such equipment; and 2) authorize the purchase of a new Nimble SAN to Cadence Team in the amount of $115,627.91. DISCUSSION: The Information Technology (IT) Department is requesting the Board to find the purchase of a new Nimble SAN as exempt from formal bidding procedures and authorize the purchase of a new Nimble Storage Area Network (SAN) from Cadence Team (Cadence). This purchase will allow IT to continue to use the District’s existing Nimble in order to better support disaster recovery plans, business continuity goals, provide additional storage space for projects like the sewer pipe inspection efforts and continue to have the low cost of ownership that has been proven by Nimble in the past. The cost of ownership from the current Nimble has effectively been $0 in respect to staff time managing and troubleshooting the Nimble. Nimble has the best customer service experience on the market because they keep constant contact with each system, monitoring for space, failed drives, configuration issues, virtual machine issues and more. When an issue is detected, Nimble automatically opens a case, and in the event of a failed drive, automatically ships the drive to the District, calls to confirm the drive arrived and offers over the phone assistance replacing the failed drive. This could happen in the middle of the night and the drive could be shipped out before the IT Department notices the failed drive in the morning. It is because of this experience with Nimble, IT staff has been able to focus on other projects instead of managing and operating a more complex SAN solution saving time and money. Keeping with the Nimble SAN products will allow us to leverage our existing infrastructure to improve our Disaster Recovery processes. Purchasing a new Nimble SAN will allow the current Nimble and new Nimble to replicate data between each other automatically. The current Nimble can be moved to Diamond Valley Ranch General Manager Richard H. Solbrig Directors Chris Cefalu James R. Jones Randy Vogelgesang Kelly Sheehan Duane Wallace 27 Chris Skelly July 19, 2018 Page 2 (DVR) where the IT Department can replicate existing mission critical servers and data to DVR. The District would need to purchase two units from another manufacturer to get this same functionality. This same technology will allow the migration of 34 Terabytes (1 TB = 1000 GB) of data to the new Nimble SAN effortlessly as the current SAN and new SAN can be configured to do this transfer automatically. Awarding the purchase to Cadence Team will provide the District with the best price and because Cadence has been hired by the District in the past, the intimate existing knowledge Cadence has of the District’s infrastructures will allow the installation to proceed without the need of retraining a vendor of the District’s security policies, network infrastructure and virtual infrastructure. In the technology market, vendors can use a purchasing avenue called a “deal registration”. Typically hardware manufacturers will only grant one deal registration per customer per project to a vendor and Cadence has that deal registration for the District’s SAN Upgrade project. This deal registration provides Cadence (a certified small business) the ability to compete with bigger resellers and pass on some additional savings to the District. In summary, staff feels this purchase is exempt from the formal competitive solicitation process due to item #2 in the District’s Purchasing Policy, “When the item is required or is economically preferable to match or be compatible with other furnishings, materials or equipment presently on hand and the purchase is made from the manufacturer or supplier who supplied other such furnishings, materials or equipment.” The new SAN is required to be compatible with the District’s current SAN in order to have robust backup recovery and business continuity infrastructure and save staff time because of the familiar interface, current knowledge of the hardware and proven track record of being easy to manage and fast to repair. This item has been reviewed by the District’s Purchasing Agent. SCHEDULE: Purchase July 2018, Install/configure August 2018 COSTS: $115,627.91 ACCOUNT NO: 2056-8966 BUDGETED AMOUNT AVAILABLE: $125,000 ATTACHMENTS: Nimble WSCA Quote, Cadence Team Quote (lowest) ___________________________________________________________________________________ CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water GENERAL MANAGER: YES NO CHIEF FINANCIAL OFFICER: YES NO 28 Page 1 of 3 . Contact Name: Phone: Address: Email: Fax Number: Date: Terms: RFQ #: HPE Sales Contact: HPE Sales Contact Email: Submit Purchase Order To: Contract ID: Quote #:James Demoya james.oma.demoya@hpe.com7-15-70-34-002 NT45 AFTER INVOICE DATE NQ00182571-02 October 9, 2018 US-SLED-ORDERS@hpe.com Solution Overview Support Sub-total Net Price Hardware Software 115,774.75 0.03 27,282.00 USD 143,056.78 Grand Total: July 11, 2018 Solution Total weight 104.326Ship Via Estimated FreightFreight 0.00 Email: HPE Purchasing contact Quote summary NQ00182571-02 Sold To Address:Ship To Address: SOUTH LAKE TAHOE, California, 96150 US South Tahoe Public Utility District US Customer details USD 143,056.78 Quote Segment:SLED 1275 MEADOW CREST DR Chris Skelly (530) 543-6281 cskelly@stpud.dst.ca.us +1 214 9786674HPE Sales Contact Phone: HPE Sales Contact Fax: Chris Skelly (530) 543-6281 cskelly@stpud.dst.ca.us 1275 MEADOW CREST DR SOUTH LAKE TAHOE, California, 96150 South Tahoe Public Utility District In reply to your request:Expires On:South Tahoe PUD - Nimble_84TB_w/oTSO 0.00 0.00 Installation Other cskelly@stpud.dst.ca.us Estimated Delivery Time:10 Business Days Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. Legal Quotation: 29 Page 2 of 3 Legal Quotation: . The following structured solution is offered for sale with a defined configuration menu and solution adjustment. Changing the configuration may affect the offer. Quote details No.Qty Product Description Ext Net Price EDT 1 5112473936-01 STPUD HF20 84TB 143,056.78 0100 1 Q8H72A HPE NS HF20 Hybrid CTO Base Array 25,350.00 10 days 0101 1 Q8B88B HPE NS 2x10GbE 2p FIO Adptr Kit 4,225.00 10 days 0102 1 Q8G27B HPE NS NOS Default FIO Software 0.01 10 days 0103 1 Q8H75A HPE NS HF20/20C Hybrid 84TB FIO HDD Bndl 39,000.00 10 days 0104 2 Q8J18A HPE NS NEMA 5-15 to C13 US FIO Pwr Cord 0.02 10 days 0105 1 Q8J31A HPE NS HF20 11.52TB FIO Cache Bndl 47,199.75 10 days 0200 1 HT7A1A5 HPE NS 5Y NBD Parts Exchange Support 0.00 Support product 1 HT7A1A5#ZEB HPE NS HF20 Hybrid Base Array Supp 7,476.00 Support product 1 HT7A1A5#ZE8 HPE NS HF20/20C 11.52TB Cache Supp 9,418.00 Support product 1 HT7A1A5#ZEH HPE NS HF20/20C Hybr 84TB HDD Bndl Supp 8,835.00 Support product 1 HT7A1A5#ZET HPE NS 2x10GbE 2p Adptr Supp 1,553.00 Support product Sub-Total:USD 143,056.78 Freight Estimated Freight Total weightShip Via 0.00104.326(kg) Grand Total:USD 143,056.78 Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. 30 Page 3 of 3 Legal Quotation: . Terms & Conditions Unless the customer has another valid agreement with Hewlett Packard Enterprise, this quotation is governed by Hewlett Packard Enterprise Customer Terms-Portfolio. A copy of these terms can be found on-line at http://www8.hp.com/us/en/hpe/hp-information/end-user-agreement/terms.html or a copy can be requested from your Customer Service Representative. New version of this quote number supersedes a prior version For inquiries regarding this quote please contact your HPE sales rep Upon issuing a Purchase Order to Hewlett Packard Enterprise please include the following:• Hewlett Packard Enterprise listed as the Vendor• Bill to and ship to addresses• PO number and valid Hewlett Packard Enterprise quote number• Hewlett Packard Enterprise Contract ID as referenced in your quote from HPE if applicable• Contact name, phone number and e-Mail address• For electronic software include the end user e-Mail Address• Requested delivery date per SLA requirements and any special delivery requirements• Tax status • If support is ordered provide the end user’s name and phone number. For upgrades include the serial number or the support identifier for contract entitlement. *Prices are exclusive of use, sales value added and other taxes. Should the item or items being quoted herein be exempt from sales tax please include the appropriate valid tax exemption certificate referencing Hewlett Packard Enterprise as the vendor. *If quoted herein, Remarketed Products are fully remanufactured and carry new product warranty. Purchase is subject to inventory availability at receipt of order. Inventory may not be reserved. Hewlett Packard Enterprise reserves the right to substitute new components if appropriate, or to cancel orders by notifying the customer if necessary components are unavailable. *If quoted herein, Hewlett Packard Enterprise Promotions must be ordered as quoted, no substitutions will be allowed. POs must be received on or prior to the expiration date of the quote or special promotion whichever comes first. *If quoted herein, Hewlett Packard Enterprise Consignment/Demo equipment is currently at the location listed on this quote. Issuing a PO against this formal quotation will imply acceptance and delivery of the Consignment/Demo inventory. The standard warranty applicable to new equipment will apply. Some demo equipment may contain products that are remanufactured to be functionally equivalent to new. The terms and conditions of the WSCA/NASPO as set forth in your Contract ID as referenced in your quote from HPE applies to any order placed as a result of this inquiry. No other terms and conditions shall apply. Please reference this contract when placing an order. Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. © Copyright 2017 Hewlett Packard Enterprise Development LP. 31 4010 Foothills Blvd, Ste 103 PMB205 Phone: 916.945.2142 Roseville, CA 95747 Fax: 844.923.5878 www.cadence.team jeremy@cadence.team Company: South Tahoe PUD Date:7/11/2018 Expiration:7/31/2018 Attn:Chris Skelly F.O.B.:NA Terms:Net 15 Shipping Method: Virtual Tax: Yes Project:Nimble HF20 w/ 5 Years Support Est. Delivery: TBD Sales Rep:Jeremy Caudill Part Number Description Qty. List Price Unit Price Extended Tx Disc % Nimble w/ 5 Year Support HF20-2P-84T-M HF20, 2x10GbaseT, Dual 10GbE Optical (Qty. 1 pair), 21x4TB HDD, 6x1.92TB 1 $181,550.00)$72,620.00)$72,620.00 T 60% SLA-NBD Nimble 60 Months NBD Parts Del, SW Sup & InfoSight - NextGen Arrays 1 $24,510.00)$24,510.00 $24,510.00 N 0% Storage Switch JL095A Aruba 5406R 16-port SFP+ (No PSU) v3 zl2 Switch JL095A 1 $9,599.00 $5,760.00 $5,760.00 T 40% J9827A Aruba 5400R zl2 Management Module 1 $2,499.00)$1,500.00 $1,500.00 T 40% J9828A Aruba 5400R 700W PoE+ zl2 Power Supply 2 $799.00)$480.00 $960.00 T 40% J9285B HPE X242 10G SFP+ to SFP+ 7m Direct Attach Copper Cable 12 $195.00)$117.00 $1,404.00 T 40% Professional Services I-1 Installation and Configuration - Aruba 5406R Switch 1 $2,500.00 $2,500.00 $2,500.00 N 0% Sub Total:$82,244.00 Non Taxable:$27,010.00 Tax:$6,373.91 Freight:$0.00 Total:$115,627.91 Tax Rate:7.750% Terms and Conditions Warranty:Nimble Warranty As Quoted Maintenance:NA Terms:All Sales subject to Cadence Team Terms and Conditions Equipment:All equipment will be billed at time of arrival at Cadence Team Customer Signature authorizes Cadence Team to process the order in place of a purchase order. Cadence Team still requires an official purchase order be emailed, faxed, or mailed to Cadence Team within 10 days of processing the order via a signed quote unless otherwise agreed upon between Cadence Team and the customer. Prices are subject to change without notice in the event the products manufacturer/publisher raises the price to Cadence Team. Customer Signature: Print: Title: Date: 32