District Board Agenda Packet 11-19-2020
SOUTH TAHOE PUBLIC UTILITY DISTRICT
REGULAR BOARD MEETING AGENDA
Thursday, November 19, 2020 - 2:00 p.m.
District Board Room
1275 Meadow Crest Drive, South Lake Tahoe, California
Pursuant to the Governor’s Executive Order N-29-20
the South Tahoe Public Utility District Board of Directors may participate via teleconference.
Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President
Chris Cefalu, Director Duane Wallace, Director Nick Exline, Director
John Thiel, General Manager Shannon Cotulla, Assistant General Manager
Public Participation
Board Meetings are open to the public with limited seating and available on a first-come, first-served
basis to allow enforcement of social distancing protocols. Masks will be required upon entrance and
exit to the building and while in common areas where social distancing cannot be regulated. In
accordance with Executive Order N-29-20, public participation will also be offered remotely through
the GoToMeeting Conference Call listed below.
South Tahoe Public Utility District Board of Directors Meeting
Please join my meeting from your computer, tablet or smartphone:
https://global.gotomeeting.com/join/661955277
You can also dial in using your phone:
United States (Toll Free): 1-877-309-2073
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Access Code: 661-955-277
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.)
REGULAR BOARD MEETING AGENDA – November 19, 2020 PAGE – 2
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. Mann, Urrutia, Nelson CPA’s & Associates, LLP – 2020 Fiscal Year Financial Statement
Audit
7. ITEMS FOR BOARD ACTION
a. Request to appear before the Board received from Mike Wallace of Sierra Tahoe
Ready Mix seeking relief from quarterly fees at 1526 Emerald Bay Road
(Tim Bledsoe, Customer Service Manager)
Staff recommends that the District adhere to the Administrative Code standards and bill
accordingly for the availability of water and sewer services.
b. SEED Fund Sierras
(Julie Ryan, Engineering Department Manager)
Direct staff to continue negotiations with CORE/Prostar for the preferred option for a
solar project at the Wastewater Treatment Plant.
c. Customer Assistance Program
(Tim Bledsoe, Customer Service Manager)
Approve an extension to the Temporary Sewer Rate Relief Program until December 31,
2020, incorporating either Option 1, no cap, or Option 2, a $3,000 cap.
d. Keller-Heavenly Water System Improvements Project, Phase I
(Trevor Coolidge, Senior Engineer)
Approve Change Order No. 1 to terminate the Keller-Heavenly Water System
Improvements Project, Phase 1 Contract with Burdick Excavating Company, Inc., at no
cost to the District.
e. Keller-Heavenly Water System Improvements Project, Phase I
(Trevor Coolidge, Senior Engineer)
Authorize staff to re-bid Phase 1 of the Keller-Heavenly Water System Improvements
Project following confirmation of Drinking Water State Revolving Fund funding.
f. Microsoft Office 365 Licensing Agreement
(Brian Bartlett, Network/Telecom System Administrator)
1) Find Microsoft Office/Exchange to be the standard for the District’s Office Suite and
Email needs; and, 2) Authorize staff to enter into a Licensing Agreement for three years
with Microsoft for the Office 365 G3 Software Suite in the amount of $106,389.24.
g. Approve Payment of Claims (Debbie Henderson, Accounting Manager)
Approve Payment of Claims in the amount of $1,391,475.28.
8. STANDING AND AD-HOC COMMITTEE REPORTS (Discussions may take place; however, no action will be
taken.)
REGULAR BOARD MEETING AGENDA – November 19, 2020 PAGE – 3
9. BOARD MEMBER REPORTS (Discussions may take place; however, no action will be taken.)
10. EL DORADO WATER AGENCY PURVEYOR REPORT
11. GENERAL MANAGER REPORT (Discussion may take place; however, no action will be taken.)
a. Staffing
b. COVID -19
12. STAFF/ATTORNEY REPORTS (Discussions may take place; however, no action will be taken.)
13. NOTICE OF PAST AND FUTURE MEETINGS/EVENTS
Past Meetings/Events
11/05/2020 – 2:00 p.m. Regular Board Meeting at the District
11/16/2020 – 3:30 p.m. Operations Committee Meeting at the District
11/18/2020 – 8:00 a.m. Employee Communications Committee Meeting (Sheehan Representing)
11/19/2020 – 1:15 p.m. Finance Committee Meeting at the District
Future Meetings/Events
11/26 & 11/27 – Thanksgiving Holiday District Offices Closed
12/03/2020 – 2:00 p.m. Regular Board Meeting at the District
14. ITEMS FOR CLOSED SESSION (The Board will adjourn to Closed Session to discuss items identified below. Closed
Session is not open to the public; however, an opportunity will be provided at this time if members of the public
would like to comment on any item listed – three minute limit.)
a. Pursuant to Government Code Section 54957(a)/Conference with Labor
Negotiators re: Management Group. Present at this Closed Session will be Agency
Negotiators: John Thiel/General Manager and Liz Kauffman, Human Resources Director.
ADJOURNMENT (The next Regular Board Meeting is Thursday, December 3, 2020, 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 – November 19, 2020 PAGE – 4
SOUTH TAHOE PUBLIC UTILITY DISTRICT
CONSENT CALENDAR
Thursday, November 19, 2020
ITEMS FOR CONSENT
a. 2018 WATER AND SEWER SYSTEMS IMPROVEMENTS PROJECT
(Julie Ryan, Engineering Department Manager)
1) Approve Change Order No. 2 to Thomas Haen Company, Inc., in a credit amount of
<$283,209.19>; and, (2) Approve Project Closeout Agreement and Release of Claims with
Thomas Haen Company, Inc., for the 2018 Water and Sewer Systems Improvements Project.
b. MIGRATION AND IMPLEMENTATION SERVICES FOR MICROSOFT OFFICE 365
(Chris Skelly, Information Technology Manager and Brian Bartlett, Network/Telecom System Administrator)
1) Approve the Request for Proposal developed by District staff for migration and
implementation services for Microsoft Office 365; and, 2) Authorize staff to release the Request
for Proposal to the public on November 23, 2020.
c. REGULAR BOARD MEETING MINUTES: November 5, 2020
(Melonie Guttry/Executive Services Manager/Clerk of the Board)
Approve November 5, 2020, Minutes.
BOARD AGENDA ITEM 4a
TO: Board of Directors
FROM: Julie Ryan, Engineering Department Manager
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: 2018 Water and Sewer Systems Improvements Project
REQUESTED BOARD ACTION: (1) Approve Change Order No. 2 to Thomas Haen
Company, Inc., in a credit amount of <$283,209.19>; and, (2) Approve Project Closeout
Agreement and Release of Claims with Thomas Haen Company, Inc., for the 2018
Water and Sewer Systems Improvements Project.
DISCUSSION: (1) Change Order No. 2 includes nine items balancing quantities for
existing bid items to reflect the actual quantities installed, four items balancing dollar
values for time-and-materials work performed, and one item extending the Contract
time.
A-I) These nine items of the Change Order adjust the quantities paid under the
Contract to reflect the actual installed quantities for these Unit Price bid items, including
the deletion of three work items that were not performed. After balancing the
quantities, the Contract Amount will be reduced by $328,200.
J) Bid Item 34 of the Contract provided for $150,000 worth of time-and-materials to be
expended in the Ponderosa Avenue area to relocate private services from the 2 inch
backyard mains to the new meters that were installed at the street as part of the 2017
Ponderosa Backyard Waterline Relocation Project. A total of $138,563.56 of cost was
incurred to relocate 18 services (approximately $7,700/service), resulting in a decrease
in the Contract amount of $11,436.44.
K) Bid Item 11 of the Contract provided for $25,000 worth of extra work to address
unknown conditions discovered during the installation of fire hydrants in the Meyers
area. The additional work was performed on a time-and-materials basis, and consisted
primarily of standby time while District crews attempted to shut-down the system in
support of fire hydrant installation, and demolition of a fire hydrant that was replaced
inside Tahoe Paradise Park. A total of $4,189.05 in cost was incurred, resulting in a
decrease in the Contract Amount of $20,810.95.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
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L) Bid Item 22 of the Contract provided for $25,000 worth of extra work to address
unknown conditions discovered during the replacement of the Pine Valley Pressure
Reducing Valve. The additional work was performed on a Time and Materials Basis,
and consisted primarily of standby time while District crews attempted to shut-down
Pine Valley Zone in support of work, and installation of an in-line isolation valve
downstream of the station, which was not included in the original Contract Work. A
total of $24,715.58 of cost was incurred, resulting in a decrease in the Contract amount
of $284.42.
M) Bid Item 33 of the Contract provided for $40,000 worth of extra work to address
unknown conditions discovered during the installation of the Al Tahoe Force Main
Bypass Stations. The additional work was performed on a Time and Materials Basis, and
consisted primarily of tree removal, replacement of an existing non-functioning air
release valve station adjacent to the Martin/Rose Bypass Station, installation of a
permanent bypass pipe crossing Highway 50, and changes to the line stop
configuration at Highway 50, to increase reliability of the temporary bypass. A total of
$117,922.62 of additional cost was incurred, resulting in an increase in the Contract
amount of $77,922.62.
N) The Contract is extended by 296 days at no additional cost to the District to account
for delays in the commissioning of the control system at Pine Valley Pressure Reducing
Valve.
Change Order No. 2 reduces the Contract price from $1,771,983.04 to $1,488,773.85.
The Engineer’s Estimate for the original Project Scope was $1,403,560.
(2) With Board approval, staff filed the Notice of Completion (NOC) with El Dorado
County on August 7, 2020. El Dorado County recorded the NOC on August 18, 2020. The
30-day Stop Notice filing period ended on September 17, 2020. No Stop Notices were
filed within the filing period. With authorization of Change Order No. 2, Thomas Haen
Company, Inc., will have met all the requirements of the Contract. Staff recommends
approval of the Project Closeout Agreement and Release of Claims.
SCHEDULE: Upon approval
COSTS:
ACCOUNT NO:
BUDGETED AMOUNT AVAILABLE:
ATTACHMENTS: Change Order No. 2, Closeout Agreement and Release of Claims
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
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CHANGE ORDER NUMBER 02
Project: 2018 WATER AND SEWER SYSTEMS
IMPROVEMENT PROJECT
Contractor: THOMAS HAEN COMPANY
Date: 11.19.2020 PO #: 19-47,48,49,74
The Contract Shall Be Changed As Follows:
A. Amend Bid Item 6 – Fire Hydrant Branch Tee to reflect a decrease in the number of
fire hydrants from fourteen (14) to zero (0), the actual number of fire hydrants
installed under this bid item. At the contract rate of $6,500.00 per each, the reduction
in the Contract quantity results in a credit to the District in the amount of $91,000.00.
TOTAL FOR ITEM A IS <$91,000.00>
TOTAL FOR CHANGE ORDER NUMBER 2 IS
A+B+C+D+E+F+G+H+I+J+K+L+M+N+O = <$283,009.19>
Dollar Amounts Contract Time
Original Contract $1,619,570.00 106 Calendar Days
Previous Change Orders $152,413.04 365 Calendar Days
Current Contract $1,771,983.04 471 Calendar Days
THIS CHANGE ORDER <$283,209.19> 296 Calendar Days
New Contract Total $1,488,773.85 767 Calendar Days
Contractor agrees to make the herein-described changes in accordance with the terms hereof. The
change in contract price and/or contract time noted is full settlement for costs incurred as a result of
the change(s) described, unless specifically noted in individual description(s).
Date:____________________
Authorized By STPUD Board President
Date:_____________________
Accepted By Contractor
Date:_____________________
Reviewed By
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B. Amend Bid Item 7 - Fire Hydrant Branch Tee - Deepened to reflect an increase in
the number of fire hydrants from two (2) to fourteen (14), the actual number of fire
hydrants installed under this bid item. At the contract rate of $8,500.00 per each, the
increase in the Contract quantity results in an additional cost to the District in the
amount of $102,000.00.
TOTAL FOR ITEM B IS $102,000.00
C. Amend Bid Item 8 – Fire Hydrant, Tapping Saddle to reflect an increase in the
number of fire hydrants from one (1) to three (3), the actual number of fire hydrants
installed under this bid item. At the contract rate of $7,000.00 per each, the increase
in the Contract quantity results in an additional cost to the District in the amount of
$14,000.00
TOTAL FOR ITEM C IS $14,000.00
D. Amend Bid Item 10 – 4-inch Trench Patch to reflect a 148 square foot decrease in
the area of 4” trench patch asphalt from 1,210 to 1,062 square feet, the actual
quantity of 4” trench patch installed. At the contract rate of $25.00 per square foot,
the reduction in the Contract quantity results in a credit to the District in the amount
of $3,700.00.
TOTAL FOR ITEM D IS <$3,700.00>
E. Delete Bid Item 17 – Site Survey omitting all labor, equipment, materials, and
subcontractor costs, for work not performed to survey the Pine Valley PRV
installation, from what was shown on the Plans, resulting in a credit to the District of
$1,200.00.
TOTAL FOR ITEM E IS <$1,200.00>
F. Amend Bid Item 21 – 4-inch Trench Patch to reflect a 270 square foot decrease in
the area of 4” trench patch asphalt from 400 to 130 square feet, the actual quantity
of 4” trench patch installed. At the contract rate of $20.00 per square foot, the
reduction in the Contract quantity results in a credit to the District in the amount of
$5,400.00.
TOTAL FOR ITEM F IS <$5,400.00>
G. Amend Bid Item 32 – 3-inch Trench Patch to reflect a 1,540 square foot increase in
the area of 3” trench patch asphalt from 500 to 2,040 square feet, the actual quantity
of 3” trench patch installed. At the contract rate of $25.00 per square foot, the
increase in the Contract quantity results in an additional cost to the District in the
amount of $38,500.00.
TOTAL FOR ITEM G IS $38,500.00
H. Delete Bid Item 35 – Force Main Bypass Station – Highway 50 (Night Work) omitting
all labor, equipment, materials, and subcontractor costs, for work not performed to
install force main bypass stations at night. At the contract rate of $122,250 per each,
the deletion results in a cost savings to the District in the amount of $244,500.00.
TOTAL FOR ITEM H IS <$244,500.00>
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I. Delete Bid Item 36 – Temporary Force Main Bypass (Line Stop) – Highway 50 (Night
Work) omitting all labor, equipment, materials, and subcontractor costs, for work not
performed to install line stop at night. The deletion results in a cost savings to the
District in the amount of $137,300.00.
TOTAL FOR ITEM I IS <$137,300.00>
J. Decrease Bid Item 34 – As-Needed Water Service Relocations by $11,436.44, from
$150,000.00 to $138,563.56 to reflect actual work performed to relocate private
services in the Ponderosa neighborhood, as documented in Time and Materials
submission 33.1 (attached).
TOTAL FOR ITEM J IS <$11,436.44>
K.Decrease Bid Item 11 - Unknown Conditions by $20,810.95, from $25,000.00 to
$4,189.05 to reflect actual work performed in response to unanticipated conditions
associated with fire hydrant installation, as documented in Time and Materials
submissions 2 and 34 (attached).
TOTAL FOR ITEM K IS <$20,810.95>
L. Decrease Bid Item 22 - Unknown Conditions by $284.42, from $25,000.00 to
$24,715.58, to reflect actual work performed in response to unanticipated conditions
associated with the Pine Valley PRV installation, as documented in Time and
Materials submission 31 (attached).
TOTAL FOR ITEM L IS <$284.42>
M. Increase Bid Item 33 - Unknown Conditions by $77,922.62, from $40,000.00 to
$117,922.62, to reflect actual work performed in response to unanticipated
conditions associated with the installation of Al Tahoe Force Main Bypasses, as
documented in Time and Materials submissions 1, 3, 4, 7-9, 11-19, 21, 22, 25, 26,
28, and 35 (attached).
TOTAL FOR ITEM M IS $77,922.62
N. Modify Section 007200, Part 2.04.A – to increase the total Contract Time by two-
hundred ninety-six (296) days to seven-hundred sixty-seven (767) days to account
for delays in the commissioning of the Pine Valley PRV work (Schedule B). There is
no additional compensation due with this extension of the Contract Time.
TOTAL FOR ITEM N IS $0.00
TOTAL FOR CHANGE ORDER 2 IS
A+B+C+D+E+F+G+H+I+J+K+L+M+N= <$283,209.19>
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CLOSEOUT AGREEMENT AND RELEASE OF CLAIMS
THIS AGREEMENT AND RELEASE OF CLAIMS is made in South Lake Tahoe, California, this
19th day of November, 2020, by and between South Tahoe Public Utility District, hereinafter
referred to as "DISTRICT", and Thomas Haen Company, Inc. hereinafter referred to as
"CONTRACTOR".
KNOW ALL PERSONS BY THESE PRESENTS:
1. That the undersigned, as the authorized representative of CONTRACTOR, for and in
consideration of One Million Six Hundred Nineteen Thousand Five Hundred Seventy
Dollars and Zero Cents ($1,619,570.00), contract amount, and the sum of One Hundred
Fifty-Two Thousand Four Hundred Thirteen Dollars and Four Cents ($152,413.04) for
said Contract Change Order No. 1, and the credit sum of Two Hundred Eighty-Three
Thousand Two Hundred Nine Dollars and Nineteen Cents (<283,209.19>) for said
Contract Change Order No. 2, receipt of which is hereby acknowledged, has submitted
waivers from all subcontractors and suppliers in the form required by Civil Code §8132 -
8138, and does hereby and for each of its successors, assigns and partners, release
acquit and forever discharge the SOUTH TAHOE PUBLIC UTILITY DISTRICT OF EL
DORADO COUNTY, CALIFORNIA, and each of its successors, assigns, officers,
agents, servants, and employees, from any and all rights, claims, demands, debts,
obligations, liabilities, actions, damages, costs, expenses and other claims whatsoever,
which might have been asserted against DISTRICT by reason of any matter or thing
which was the subject matter of or basis for:
A. The performance of all terms and conditions of that certain agreement dated July
6, 2018 for Purchase Order Numbers 19-47, 19-48, 19-49, 19-74, DISTRICT
project described as 2018 Water and Sewer Systems Improvement Project
B. Change Order No. 1 as approved by the parties, pertaining to Purchase Order
Numbers 20-96, 20-97 dated July 18, 2019, and Change Order No. 2 as
approved by the parties pertaining to Purchase Order Numbers 19-48, 19-47, 19-
49, 19-74 dated November 19, 2020.
2. That the undersigned, as the authorized representative of DISTRICT, for and in
consideration of the CONTRACTOR’s completion of Purchase Order Numbers 19-48,
19-47, 19-49, 19-74, 20-96, 20-97 does hereby and for each of its successors, and
assigns, releases, acquits and forever discharge Thomas Haen Company, Inc. and each
of its successors, assigns, officers, agents, servants, and employees, and sureties from
any and all rights, claims, demands, debts, obligations, liability, actions, costs, expenses
whatsoever which might have been asserted against CONTRACTOR, except for the
rights accruing to the DISTRICT in California Code of Civil Procedure Section 337.15,
Entitled "Ten Years - Action to Recover Damage from Latent Deficiencies in Planning or
Construction of Improvements to Real Property," which rights are specifically not
released, and except for warranties and sureties provided by reason of any matter or
thing which was the subject matter of or basis for:
A. The performance of all terms and conditions of that certain agreement dated July
6, 2018 for Purchase Order Numbers 19-48, 19-47, 19-49, 19-74 DISTRICT
project described as 2018 Water and Sewer Systems Improvement Project
B. Change Order No. 1 as approved by the parties, pertaining to Purchase Order
Numbers 20-96, 20-97 dated July 18, 2019, and Change Order No. 2 as
approved by the parties pertaining to Purchase Order Numbers 19-48, 19-47, 19-
49, 19-74 dated November 19, 2020.
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3. Nothing contained herein shall waive or alter the rights, privileges, and powers of the
DISTRICT or the duties, liabilities and obligations of the CONTRACTOR and its surety in
respect to any portions of the Specifications for Purchase Order Numbers 19-48, 19-47,
19-49, 19-74, 20-96, 20-97.
4. The DISTRICT has received no claims from the CONTRACTOR.
5. The DISTRICT filed and recorded a NOTICE OF COMPLETION with the El Dorado
County Recorder on August 18, 2020 as such the statutory lien period expired on
September 22, 2020.
6.
Original Contract amount $ 1,619,570.00
Total Change Order Amount $ <130,796.15>
Less: Amount Previously Paid
(Request No. 8)
$ 1,291,218.24
Retainage $ 74,438.69
BALANCE: $123,116.92
The retainage will be released to the CONTRACTOR at the expiration of the lien period 35
(thirty-five) calendar days after date of recording a NOTICE OF COMPLETION by El Dorado
County Recorder or when all liens have been released, whichever last occurs. Release
pursuant to this agreement shall not apply to CONTRACTOR’s rights to the presently retained
amount until such time as such amounts are received in full by CONTRACTOR.
7. CONTRACTOR and DISTRICT agree that the total adjusted contract price and time of
performance for Purchase Order Numbers 19-48, 19-47, 19-49, 19-74, 20-96, 20-97,
after the execution of Change Order No. 1 and Change Order No. 2, shall be as follows:
Original Contract Price $ 1,619,570.00
Original Calendar Days 89
Total Adjusted Price $ 1,771,983.04
Total Adjusted Calendar Days 767
8. It is understood and agreed by the undersigned’s that the facts with respect to which the
foregoing Release is given may hereafter turn out to be other than or different from the
facts in that connection now known to be or believed by said undersigned’s to be true,
and the undersigned’s hereto expressly assume the risk of the facts turning out to be
different than they now so appear, and agree that the foregoing Release shall be, in all
respects, effective and not subject to termination or recession by any such difference in
facts and undersigned’s hereby expressly waive any and all rights the undersigned’s
have or may have under California Civil Code Section 1542, which provides as follows:
"A general release does not extend to claims which the creditor does not know or
suspect to exist in his favor at the time of executing the Release which if known
by him must have materially affected his settlement with the debtor."
9. The releases made by the CONTRACTOR and the DISTRICT herein are not to be
construed as an admission or admissions of liability on the part of either party and that
the parties deny liability hereof. The undersigned’s agree that they will forever refrain
and forebear from commencing, instituting or prosecuting any lawsuit, action or other
proceeding against the other party based on, arising out of, or in any way connected with
the subject matter of this Release.
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10. The CONTRACTOR hereby releases the DISTRICT from all claims, including those of
its Subcontractors for all delay and impact costs, if any.
11. The CONTRACTOR represents and warrants to the DISTRICT that the CONTRACTOR
has not heretofore assigned or transferred or purported to assign or transfer to any
person, firm, corporation, association or entity any of the rights, claims, warranties,
demands, debts, obligations, liabilities, actions, damages, costs, expenses and other
claims whatsoever and the CONTRACTOR agrees to indemnify and hold harmless the
DISTRICT against, without limitation, any and all rights, claims, warranties, demands,
debts, obligations, liabilities, actions, damages, costs, expenses and other claims,
including attorney's fees, arising out of or connected with any such assignment or
transfer or purported assignment or transfer.
12. The undersigned acknowledge that they have been represented by counsel of their own
choice in connection with the preparation and execution of this Closeout Agreement and
Release of Claims. The undersigned acknowledge and represent that they understand
and voluntarily consent and agree to each and every provision contained herein.
13. The undersigned further declare and represent that no promise, inducement or
agreement, not herein expressed, have been made to the undersigned and that this
Release contains the entire agreement among the parties hereto and that the terms of
the Release are contractual and not a mere recital.
14. The persons executing this Closeout Agreement and Release of Claims represent and
warrant to the other party that the execution and performance of the terms of this
Release have been duly authorized by all requisite corporate, partnership, individual, or
other entity requirements and that said persons have the right, power, legal capacity and
authority to execute and enter in the Closeout Agreement and Release of Claims.
November 19, 2020
JOHN THIEL, P.E., M.B.A., GENERAL MANAGER/ENGINEER DATED
ATTEST: MELONIE GUTTRY, CLERK OF BOARD DATED
THOMAS HAEN, PRESIDENT DATED
THOMAS HAEN COMPANY, INC.
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BOARD AGENDA ITEM
TO: Board of Directors
BOARD AGENDA ITEM 4b
TO: Board of Directors
FROM: Chris Skelly, Information Technology Manager
Brian Bartlett, Network/Telecom System Administrator
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Migration and Implementation Services for Microsoft Office
365
REQUESTED BOARD ACTION: 1) Approve the Request for Proposal developed by
District staff for migration and implementation services for Microsoft Office 365; and, 2)
Authorize staff to release the Request for Proposal to the public on November 23, 2020.
DISCUSSION: The District has been primarily using Microsoft Office 2010 Professional
since the licenses were acquired in 2011. The Office 2010 software is no longer receiving
new features or security updates as of October 2020. This Request for Proposal (RFP)
outlines the professional services and skills required by a contractor to help the District
quickly and efficiently move from the perpetual licenses and software that the District is
currently running to Microsoft’s latest subscription licensing and software packages and
all of the new tools on this new platform.
SCHEDULE: Complete by June 2021
COSTS: Estimated $15,000 - $30,000
ACCOUNT NO: 10.56.8183
BUDGETED AMOUNT AVAILABLE: $50,000
ATTACHMENTS: Request for Proposal
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
9
PAGE 1 of 37 Request for Proposal No. RFP-20-21-IT01
South Tahoe Public Utility District
NOTICE OF REQUEST FOR PROPOSALS
Migration & Implementation Services for Microsoft Office 365
SOLICITATION NUMBER: RFP-20-21-IT01
SOLICITATION RELEASE DATE: November 23, 2020
PROPOSAL DUE DATE AND TIME: December 31, 2020 AT 2:00 p.m. (PST)
NOTICE IS HEREBY GIVEN that South Tahoe Public Utility District (hereafter “District”) is requesting
competitive proposals from qualified companies regularly and continuously engaged in the business of
providing Migration & Implementation Services for Microsoft’s Office 365, in accordance with the
attached specifications and general terms and conditions. This RFP only encompasses the configuration
and migration required to transition from the current environment to a hosted and secure Microsoft
Office 365 solution. The District shall provide and will separately purchase the licensing for the Office
365 Enterprise G3 Suite. The District will award a Contract to the Contractor whose offer represents the
“best value” to the District, price and other factors considered.
NOTICE IS HEREBY FURTHER GIVEN that Respondents must FIRST register as a vendor online at the
District’s vendor portal: http://www.planetbids.com/portal/portal.cfm?CompanyID=21516 Electronic
proposals will also be submitted through this website. As a registered vendor within the District’s
vendor database, you will be automatically notified of Q & A alerts, updates and addenda. The
PlanetBid-Portal Button is provided on the District’s web page (https://stpud.us) at “Doing Business”
then “Request for Proposals” through which you can access the Registration/Vendor Profile, and Bid
Opportunities modules. Registration is free and immediate. More details pertaining to District’s e-
bidding portal, PlanetBids, will follow. NOTE: All proposals are to be submitted electronically OR by
sealed bid with media device per instructions herein.
South Tahoe Public Utility District
Information Technology Department
Chris Skelly, Project Manager
E-mail: cskelly@stpud.dst.ca.us
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PAGE 2 of 37 Request for Proposal No. RFP-20-21-IT01
TABLE OF CONTENTS
PAGE
NOTICE – REQUEST FOR PROPOSALS ...................................................................................... 1
E-bid Requirements & Information (PlanetBids) ..................................................................... 3
Section 1 – Purpose of the RFP ............................................................................................... 6
Section 2 – Contract Duration ................................................................................................. 6
Section 3 – Scope of Services/Work ........................................................................................ 6
Section 4 – Required Contractor Qualifications ....................................................................... 9
Section 5 – Joint Offers/Subcontractors ................................................................................ 10
Section 6 – Respondents’ Mandatory Administrative Requirements and Qualifications ......... 10
Section 7 – Submit Proposal Response in Prescribed Format and Content .............................. 12
Section 8 – Selection Criteria & Award Process ..................................................................... 15
Standard Contract Terms and Conditions .............................................................................. 17
Instructions, Terms and Conditions for Bidding ..................................................................... 20
Section 9 – Discretion and Liability Waiver ............................................................................ 24
Section 10 – District-provided forms ......................................................................... 26 thru 37
- Exhibit B: Cost Proposal Form
- Exhibit D: Notice of "No Proposal Submittal", if applicable
- Exhibit E: Respondent Signature / Cover Page
- Exhibit F: Form W-9 Taxpayer Identification Number and Certification
- Exhibit H: Affidavit of Non-Collusion and Non-Discrimination
- Exhibit I: Certification of Insurability (Also, see Section F in sample Exhibit N – Master
Agreement for Consulting Services)
- Exhibit J: Bidder Disclosure Statements
- Exhibit K: Client References
- Exhibit L: Deviations and/or Exceptions Form
- Exhibit M: Subcontractor Statement
- Exhibit N: Master Agreement for Consulting Services
- If applicable: Addendum(s) Acknowledgment Signature Page
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PAGE 3 of 37 Request for Proposal No. RFP-20-21-IT01
South Tahoe Public Utility District
NOTICE OF REQUEST FOR PROPOSALS
Migration & Implementation Services for Microsoft Office 365
SOLICITATION NUMBER: RFP-20-21-IT01
PROPOSAL DUE DATE AND TIME: December 31, 2020 AT 2:00 p.m. (PST)
NOTICE IS HEREBY GIVEN that Respondents must FIRST register online to access all solicitation
documents related to this Request for Proposals (RFP). As a registered vendor within the District’s
vendor database, you will be automatically notified of Q & A alerts, updates and addenda. The
PlanetBid-Portal Button is provided on the District’s web page (https://stpud.us) at “Doing Business”
then “Request for Proposals” through which you can access the Registration/Vendor Profile, and Bid
Opportunities modules. Registration is free and immediate.
Electronic (E-bid Option 1) - See Pages 5 through 6 herein.
Sealed Bid Proposal (Paper Submission & Media Device – Option 2)
“Media Device” – Compact Disc (CD), DVD (Digital Versatile Disc), or Flash Drive
Submittal Location: South Tahoe Public Utility District / Attn: Information Technology Department
1275 Meadow Crest Drive; South Lake Tahoe, CA 96150
For paper submittals, the District requests that bid proposals are submitted in triplicate, one (1)
unbound original and three (3) copies plus a media device in a sealed envelope or package. The original
proposal must be clearly marked and contain original signatures and must be easily reproducible on a
standard copying machine. The District will not accept bid proposals via fax. Provide the solicitation
invitation number, the Respondent’s name and address clearly on the envelope. All offers must be
completed in ink or typewritten. Offers must be in the actual possession of the Information Technology
Department Office and stamped by a member of the Information Technology Department staff on or
prior to the exact time and date indicated above. Late submittals or unsigned submittals will not be
considered under any circumstances.
All questions, inquiries and comments regarding this solicitation must be submitted in writing via the
PlanetBids (PB™) online system no later than Friday, December 18th, 2020 at 5:00 p.m. at
https://stpud.us using the “Questions and Answer” tab. Answers provided by the District will be
answered using the PB™ online system.
Respondents are responsible for obtaining the solicitation and any attachments from the District’s
PlanetBids™ online system linked at https://stpud.us. Respondents are required to review the entire
solicitation package before submitting questions. It shall be the sole responsibility of the Respondent to
verify issuance of any addenda and to check all avenues of document availability prior to the opening
date and time. By submitting a proposal, the Respondent shall be deemed to have received all
addendums and to have incorporated them into its proposal. All such addenda shall become a part of
the resulting contract and all Respondents shall be bound by such addenda whether or not received by
the Respondent.
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PAGE 4 of 37 Request for Proposal No. RFP-20-21-IT01
NEW VENDOR REGISTRATION
To ensure successful vendor registration, follow these steps:
1. Go to the District’s official website https://stpud.us
2. Choose the Doing Businesses banner. Choose Request for Proposals option.
https://stpud.us/doing-business/request-for-consultant-proposals/
3. Choose titled, [South Tahoe Public Utility District Vendor Portal]. You will have entered into the
PlanetBids Vendor Portal.
4. Choose [New Vendor Registration].
Create your own username/password. When completing your company profile, choose as many
commodity codes that are representative of the products and services your company offers. The
database only allows one (1) email address. If your company has a common group email
address, it is recommended a company (group) email address be used instead of an individual’s
email address to ensure all company sales and/or procurement staff are automatically notified
by the system (based on the commodity codes chosen) that the District is seeking bids or
proposals. Otherwise, be sure to share the email address used with co-workers.
Download the Vendor Portal User Guide for instructions on editing a vendor profile and/or view
a Bid Detail.
Note: Vendors will not be able to access the BID OPPORTUNITIES module until successful
vendor registration has been completed.
INSTRUCTIONS FOR UPLOADING PROPOSALS ELECTRONICALLY
1. On the Vendor Portal page, log into the system (lower right hand corner of screen) with your
assigned user name and password. (You must be registered in order to download documents
and submit a bid proposal.)
Choose [Bid Opportunities] and then on the Bid/Invitation Number and Description that you
wish to bid on. The selected bid will open to allow you to access all tabs, documents and the
pricing sheet, if applicable.
2. Choose the [Documents & Attachments] tab to be sure you have downloaded all documents
that are part of this bid.
NOTE: If you have not already downloaded all bid documents, you must download them now,
in order to submit your bid. The screen will indicate which documents you’ve already
downloaded.
3. Choose the tab [Addenda & Emails] to be sure you have read and acknowledged all addenda
that have been issued for this bid.
NOTE: The screen will display “yes” or “no” next to each addendum (if applicable) to indicate
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PAGE 5 of 37 Request for Proposal No. RFP-20-21-IT01
whether you have viewed and acknowledged it. If you have not previously acknowledged an
addendum, do so now by clicking on the addendum to open and read it, then click on the
[Acknowledge] button on the lower left hand corner of screen.
PLACING an eBID
4. On the Bid Detail Page, the bid will state if the response format is Electronic, Electronic & Paper
or Paper only. To place/upload a bid proposal electronically, click on [Place eBid] on the lower
right corner of the screen. The bid “Terms and Conditions” will pop up with a button for you to
click [Accept] to acknowledge your agreement to the terms of the bid.
5. Enter the Respondent information on the [Detail] tab.
6. Go to the [Attachments] tab and click the [ATTACH] button to upload your bid proposal. The
District will provide a Response File to be used to submit a response (proposal) in a separate file.
The District may add-on or allows General Attachments (often renamed to specifically request
certain type(s) of information, i.e., cost proposal, marketing materials, etc.) Note: If only one
Response File is offered, all requested information must be uploaded as one (1) document. It is
not necessary to use all General Attachments that may be offered.
7. When you have finished uploading (eBid) your proposal, choose the [Save] button. This saves
your bid proposal as a draft for you to review or revise as needed anytime up to the bid
submittal deadline. When you are ready to submit your bid proposal, choose the [Submit]
button. You will receive a confirming message that looks like this:
Bid Successfully Submitted
Thank You!
Your bid has been successfully submitted to South Tahoe Public Utility District.
Bid Confirmation #nnnnn (Date and Time)
Your eBid can be edited or withdrawn at any time prior to bid Closing.
[Summary] [OK]
NOTE: E-Bids are sealed and cannot be viewed by the District until the closing date and time.
As noted above, if you need to withdraw your bid, you may do so any time before the
bid deadline by going back into the system and selecting [withdraw].
Please enter your bid proposal in sufficient time to complete and submit it prior to the stated deadline.
The official closing time for the bid is determined, and controlled, by the electronic clock in the bid
management system. Once the deadline is reached, the system will not allow any bids to be submitted,
and any in processes that are not completed will be rejected. The amount of time required to enter and
submit your bid depends on the complexity of the bid and the processing speed of your server and
internet connections.
Technical Support
In the event you encounter technical difficulties during the uploading process, please contact the
PlanetBids, Bids Online system team as shown below Monday through Friday from 8:00 a.m. to 5:00
p.m. support@planetbids.com or call (818) 992-1771 Ext. 0 - Monday - Friday, between 7am and 5pm
(Pacific), excluding statutory U.S. holidays.
Bid prices must be entered and required documents uploaded to the PlanetBids system no later than
the date and time indicated on the cover sheet of the Solicitation. No late bids will be accepted. No
other method of bid submittal will be accepted.
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PAGE 6 of 37 Request for Proposal No. RFP-20-21-IT01
Section 1 - Purpose of the RFP
The purpose of this RFP is to solicit competitive proposals from a qualified company regularly and
continuously engaged in the business of providing Migration & Implementation Services for Microsoft’s
Office 365, in accordance with the attached specifications and general terms and conditions. This RFP
only encompasses the configuration and migration required to transition from the current environment
to a hosted and secure Microsoft Office 365 solution. The District shall provide and will separately
purchase the licensing for the Office 365 Enterprise G3 Suite. The District will award a Contract to the
Contractor whose offer represents the “best value” to the District, price and other factors considered.
Section 2 - Contract Duration
The selected Contractor will be required to enter into a contract for services estimated to commence in
March 2021 and concluding early June 2021. The agreement is estimated to have a value between
$15,000 AND $30,000 for the Migration & Implementation Services for Microsoft Office 365.
Section 3 - Scope of Services/Work
NOTE: (Section - 3 will be incorporated into the resulting contract as Exhibit A).
The following are the general conditions for the work to be performed. It is understood that except as
otherwise specifically stated in the contract, the Contractor shall provide and pay for all materials, labor,
tools, equipment, transportation of every nature and all other services and facilities of every nature
whatsoever, necessary to execute, complete and deliver the work within the specified time. Permits,
insurance and licenses (including City of South Lake Tahoe Business License) necessary for the execution
of the work shall be secured and paid for by the Contractor.
The Contractor shall migrate the District’s current server and current PC-based Microsoft Office
environment to Microsoft Office 365. This migration shall include Exchange email and all other Microsoft
Office products in use by the District.
Contractor’s Project Responsibilities:
I. Planning / Preparation
a. The Contractor shall provide the District with an Office 365 migration plan
b. The Contractor shall assist District staff in preparing directory synchronization through
Active Directory preparation in order for Active Directory Federation Services (ADFS) to
authenticate users with Office 365 Accounts using current Active Directory credentials.
c. The Contractor shall assist District staff in setting up and securely configuring Active
Directory Federation Services (ADFS).
d. The Contractor shall provide DNS / Network / Firewall configuration.
e. The Contractor shall develop, test, and deploy SPF and DMARC DNS Records/Reports for
the two District email domains.
f. The Contractor will analyze the District’s current Start of Authority DNS providers and
recommend a solution to consolidate both internet routable domains to one DNS
provider. The contractor will then plan, test, and implement migration of the District’s
DNS records to the chosen DNS provider.
g. The Contractor shall recommend a solid communications and training plan for District
users including drafting of email notifications and updates for end-users that the
District’s IT staff can distribute.
h. The Contractor shall provide compliance search, e-discovery, archive, mailbox quota and
retention planning in compliance with the District’s Document Retention Policy.
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PAGE 7 of 37 Request for Proposal No. RFP-20-21-IT01
II. Migration / Configuration
a. The Contractor shall be responsible for all Office 365 setup and configuration.
b. The Contractor shall configure the District’s new Office 365 environment to report
license/usage costs per District Department.
c. The Contractor shall configure and deploy a private store for District Approved
Microsoft Store Apps.
d. The Contractor shall provide configuration of SMTP service.
e. The Contractor shall provide configuration of outlook web access and exchange
ActiveSync.
f. The Contractor shall configure & integrate OneDrive for document collaboration,
sharing and train District IT staff how to backup documents stored on OneDrive.
g. The Contractor shall assign licenses to users.
h. The Contractor shall provide migration of retention policies.
i. The Contractor shall provide migration and synchronization of mailbox data to exchange
online.
j. The Contractor shall provide migration of Single Public Folder Database.
k. The Contractor shall provide migration of ActiveSync devices.
l. The Contractor shall prepare and test with District IT staff the latest version of Office
Suite installer for all District computers including a PowerShell or batch file scripts to
deploy the Office Suite using both Group Policy and Windows Deployment Services.
m. The Contractor shall integrate Office 365 with Dell Rapid Recovery for backup (if not
included with Office 365 environment).
n. The Contractor shall integrate Office 365 with Mimecast for spam/content protection, e-
discovery, and archiving.
o. The Contractor shall integrate Office 365 with KnowBe4 for the District’s on-going Cyber
Security Training initiatives.
p. The Contractor shall integrate Office 365 with the District’s ArcticWolf Security
Operations Center service.
q. The Contractor shall perform post-migration, end-to-end testing of Office 365
messaging services.
r. The Contractor shall provide decommission and cleanup of on-premises Exchange
resources and Active Directory records.
s. Contractor will assist in developing, implementing, and training IT staff on Office 365
Environment Configuration.
III. Documentation
a. The Contractor shall provide general end-user documentation on the new Office 365
messaging environment, including OWA, iOS and Android Account Setup, and new tools
for collaboration, file sharing and meetings.
b. The Contractor shall provide general end-user documentation on changes necessary on
mobile devices to use ActiveSync in the new messaging environment.
The District shall provide:
The District shall deploy installation package to client computers.
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PAGE 8 of 37 Request for Proposal No. RFP-20-21-IT01
The District shall purchase Office 365 Enterprise G3 Suite licensing.
The District shall purchase any third party licensing necessary for third-party integration
services with Office 365.
The District shall provide monitored remote access to the District’s on-premise
Exchange environment and cloud Office 365 environment.
Current Environment
The South Tahoe Public Utility District currently has an on-premise Microsoft Exchange 2010
environment. The District’s current Exchange environment is hosted on a virtual server and
accommodates approximately 275 mailboxes with a single public folder database.
District employees access their email from Windows 7 and Windows 10 workstations, using Microsoft
Outlook 2010. Many users also access their email using iOS and Android devices. Access to email via a
web browser is also provided using Microsoft Office Outlook Web Access (OWA).
Current Exchange Information:
The current primary email domain is @stpud.dst.ca.us
o We would like this changed during migration to @stpud.us
There are two (2) servers. One (1) with consolidated roles and one (1) as the Mailbox
Server.
There is one (1) Mailbox Server.
There is one (1) CAS Server.
There is one (1) HT Server.
The current Exchange Server version is 2010 Standard.
There are 264 total mailboxes.
There are two (2) total databases.
The approximate size of the user mailbox database is 818.1GB.
Each mailbox size varies, largest mailbox size is 61GB.
o Currently there are 3 total mailboxes over 25GB
Anti-virus software is installed on all physical / virtual servers
There is one (1) public folder database.
There are two (2) email policies. (None Applied)
There are two (2) enabled send connectors.
There are seven (7) enabled received connectors.
There are two (2) accepted email domains configured.
There are is a mimecast custom journaling enabled.
There are no formal archiving solutions configured with Exchange.
There are no custom address books.
The backup and restore of Exchange is through Dell RapidRecovery.
The Outlook version is Microsoft Office 2010. Office 365 licenses will include Outlook.
There are mobile devices with email.
There are no Blackberry servers in the environment.
There are no mobile device management applications managing the mobile devices.
Would like to see what tools the Office 365 environment provides.
There are no Apple computers and no Linux Computers configured with Exchange email.
There are printers/faxes configured to send email through Exchange.
There is an on-premise Utility Billing System that potentially can email thousands
(+1000) of customers on a monthly basis.
There is an on-premise Phone System that will email employees with attachments
Mimecast is being used for inbound SPAM and other email related cyber security scans.
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PAGE 9 of 37 Request for Proposal No. RFP-20-21-IT01
There is no service for outbound SPAM and/or SMTP relay.
The public DNS service provider is AT&T for @stpud.dst.ca.us
The public DNS service provider is Go Daddy for @stpud.us
There are three (3) domain controllers.
There are two (2) read-only domain controllers.
There is one (1) site with domain controllers.
The Domain Controller is Windows Server 2012 R2.
The Domain and forest functional level is 2008 R2.
The connectivity between offices is through a single network.
There is no custom configuration
There are 3rd party software integrations.
Contractor’s Qualifications and Requirements
Contractor shall be Microsoft Gold Partner. Proposal shall contain proof.
Contractor shall possess all permits, licenses, and professional credentials necessary to
perform services as specified under this RFP. Bid Proposal shall contain proof of
required license(s) and/or certification(s).
Contractor shall provide in the proposal, evidence of ability to work within tight time
constraints. Provide information on how many days notification must be given prior to
scheduling the project. Estimated commence work in March 2021.
Submissions which, in the sole judgment of the DISTRICT, fail to meet the requirements of the RFP or
which are in any way conditional, incomplete, obscure, contain additions or deletions from requested
information, or contain errors may be rejected. Conditional proposals will not be considered.
Exhibit B - Fee Schedule Form is a DISTRICT-provided form for Respondent’s to provide pricing as
requested and is required to be submitted with the Respondent’s proposal response in a separate
document. NOTE: (Fee Schedule will be incorporated into the resulting contract as Exhibit B).
Section 4 - Required Vendor Qualifications
Offers will be accepted only from Respondents regularly and continuously engaged in the business of
providing type of services that have a minimum of 5 years’ commercial and/or municipal experience
providing services of similar scope and size under current business name. Proposals must include
definitive information regarding the experience and qualifications of the Respondent. Offers will be
accepted only from Respondents who have an adequate number of trained service personnel employed
to provide satisfactory service specified under the proposal specifications and subsequent contract
award.
Competency
No proposal will be accepted from or contract awarded to a Respondent who has not successfully
performed on projects of similar character and scope. See Exhibit K – Client References herein. The
Respondent may be required, before the award of any contract, to show, to the complete satisfaction
of the District that it has the necessary facilities, ability, experience and financial resources to provide
the services specified herein in a satisfactory manner.
Company Background and Structure
The Respondent will provide a general history and description of its company including, but not limited
to the number of years in business and number of employees, include the legal form of the business
organization, the state in which incorporated (if corporation), the types of business ventures in which
the organization is involved, and the office location that will be the point of contact during the term of
any resulting contract.
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PAGE 10 of 37 Request for Proposal No. RFP-20-21-IT01
Company and Staff Experience
Respondents must provide resumes of qualified and trained staff assigned to the project and
demonstrate sufficient back-up personnel are available to successfully complete the contract
requirements and provide evidence of ability to work within tight time constraints.
Section 5 - Joint Offers/Subcontractors
Where two or more Respondents desire to submit a single Proposal in response to this RFP, they should
do so on a prime subcontractor basis. The District intends to contract with a single firm and not with
multiple firms doing business as a joint venture. Should the use of subcontractors be offered, the
Respondent shall provide the same assurances of competence for the subcontractor plus the
demonstrated ability to manage and supervise the subcontracted work. Subcontractors shall not be
allowed to further subcontract with others for work under the Agreement. The provisions of the
Agreement shall apply to all subcontractors in the same manner as the Respondent(s). No
Subcontracting Allowed.
Section 6 - Respondents’ Mandatory Administrative Requirements and Qualifications
This RFP, together with the successful Respondent’s response, exhibits, written questions and
clarifications, amendments or revisions signed by both parties and presented to the District and the
District contract and/or purchase order, shall constitute the entire and final agreement between the
District and the successful Respondent relating to the rights granted and the obligations assumed by the
parties; and is the Contract when the District awards the Contract to the successful Respondent(s).
The Respondent must provide the following mandatory information. Failure to provide this
information may cause your proposal to be deemed "non-responsive":
A. Business License. If the Respondent has a business location outside of the City of South Lake
Tahoe, they shall meet their local Business License Tax requirements and provide a copy of the
firm’s business license with the bid proposal. Business licenses must be made in the official
name of the firm or the individual under which business is conducted (showing the official
business addresses) and must be signed.
The Successful Respondent (with a business location in the City of South Lake Tahoe or outside
of the City of South Lake Tahoe) will be required to obtain a City of South Lake Tahoe Business
License before services are initiated in accordance with City of South Lake Tahoe Code Chapter
3.35. See the following link to Application for Business License - Out of City Contractors.
https://cityofslt.us/520/Business-License-Forms
B. Other Licenses and Certifications. Respondent, at their own expense must secure any business
or professional licenses, certifications, permits, or fees required by the South Tahoe Public
Utility District and other agencies and possess the capability and ability to provide all services
listed herein. Respondent must list all and provide copies of applicable licenses with license
numbers and certifications, where applicable.
C. Required Insurance.
(No exceptions and/or deviations to insurance requirements allowed)
The Respondent shall submit with their proposal response evidence of insurability at limits
described in Exhibit N – Master Agreement for Consulting Services and a copy of your current
insurance coverages. Respondent shall submit Exhibit I - Certification of Insurability provided
herein with their Offer to the District assuring compliance with the insurance requirements
requested in this RFP and Exhibit N – Master Agreement for Consulting Services. If a
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PAGE 11 of 37 Request for Proposal No. RFP-20-21-IT01
Respondent has a question as to their ability to provide the required coverage and to ensure
compliance with this bid proposal document, Respondent should promptly forward the
insurance requirements indicated in this RFP and the Master Agreement for Consulting Services
to their insurance broker/agent prior to submitting a proposal response.
The cost of such insurance shall be borne by the successful Respondent.
Proof of Coverage
The successful proposer shall immediately furnish certificates of insurance to the South Tahoe
Public Utility District evidencing the insurance coverage, including endorsements for each
separate policy, prior to the commencement of performance of service, which certificates shall
provide that such insurance shall not be terminated or expire without thirty (30) days written
notice to the DISTRICT and successful proposer shall maintain such insurance from the time the
awardee commences performance of services hereunder until the completion of such services.
If applicable to this RFP, to the extent that the Contractor subcontracts with any other entity or
individual to perform all or part of the Contractor’s Work, the Contractor shall require
Subcontractors, prior to the commencement of the Work, to furnish evidence of equivalent
insurance coverage that includes in all respects the same terms and conditions as set forth
herein. In no event shall the failure to provide this proof, prior to the commencement of the
Work, be deemed a waiver by the Contractor’s or the Subcontractor’s insurance obligations set
forth herein.
E. References
Respondents must submit at least four (4) references on Exhibit K – Client References form
provided within this RFP. Please highlight specific experience with government agencies and
public institutions. References will be asked to complete a questionnaire and asked to return it
to the Information Technology Department directly by a designated date and time. Note: To
expedite the evaluation process, the District requests accurate email and/or fax numbers are
provided with company address on the Exhibit K - Client References form. References will not
be if considered information is incomplete and/or inaccurate.
F. Financial Stability
A public company or private company shall provide financial information that would allow
proposal evaluators to ascertain the financial stability of the Respondent. A public company or
private company shall provide the most recent audited financial statements (Balance Sheet,
Income Statement, and Cash Flow Statement). On a case by case basis the District may require
reviewed financial statements in lieu of audited financial statements. See Section 2 -- Proposal
Format and Content.
G. Sample Standard Contract for Services Agreement
No exceptions and/or deviations to insurance requirements allowed. Respondent should
forward this Solicitation and the Master Agreement for Consulting Services to their attorney
prior to submitting a proposal response.
The Respondent shall submit with their proposal response evidence of insurability at limits
described in Exhibit N – Master Agreement for Consulting Services and a copy of their current
insurance coverages. Respondent shall submit Exhibit I - Certification of Insurability provided
herein with their Offer to the District assuring compliance with the insurance requirements
requested in this RFP and Exhibit N – Master Agreement for Consulting Services.
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PAGE 12 of 37 Request for Proposal No. RFP-20-21-IT01
Attached as Exhibit N, is a sample South Tahoe Public Utility District Contract for Services
agreement. This sample document may be used to form the resulting contract along with any
other additional provisions the District determines to be appropriate. The Respondent should
review this document and RFP thoroughly and all addendums issued, if applicable and state in
their proposal response any changes or objections to any terms of the RFP and sample
agreement to be considered by the DISTRICT. The District will consider deviations and/or
exceptions indicated in its award decision. The District reserves the right to accept or reject any
and all responses based on any deviation and/or exception indicated on this form. Respondents
are cautioned that by taking any exception you may be materially deviating from the RFP.
After the DISTRICT has drafted the contract and it has been delivered or mailed to the
successful Respondent for signature, they will have five (5) days to return the contract
document, certificate(s) of insurance, and if applicable, any bond requirements, in accordance
with the requirements identified in this RFP to be incorporated into the resulting contract.
Section 7 - Submit Proposal Response in Prescribed Format and Content
7.01 Submittal Requirements
Respondents interested in providing the services listed in Section 3 - Scope of Services/Work
above should prepare their proposal response addressing all elements of the services requested
including the methodologies that will be used to accomplish the objectives of this RFP and
submit proposals pursuant to the details listed below. Failure to include any of the required
information is grounds for rejecting the proposal, regardless of the consultant’s qualifications.
Please use dividers to section off the different areas of the proposal so the information is easy
to locate. The Proposal shall have the following components:
(TAB 1)
(Items A through M below is to be placed under this section.)
What Needs Included in Proposal Package. Submitted proposal packages should include, at a
minimum, the District-provided forms listed below, and all necessary supportive
documentation, and any other information required herein. The DISTRICT may deem a bid-non-
responsive for failure to submit any of the documents requested herein.
Submittal of District Provided Bid Forms: (REQUIRED)
Exhibit B - Minimum Specifications & Cost Proposal Form
Exhibit E – Respondent Signature Page / Proposal Cover Page
Exhibit F - Form W-9 Taxpayer Identification Number and Certification
Exhibit H - Affidavit of Non-Collusion and Non-Discrimination
Exhibit I – Certification of Insurability
Exhibit J – Bidder Disclosure Statements
Exhibit K – Client References
Exhibit L - Deviations and/or Exceptions Form
Exhibit M – Subcontractor Statement
Addendum(s) Acknowledgment Signature Page, (if applicable)
Respondents interested in providing the services listed in Section 3 - Scope of Services/Work above
should prepare their proposal response addressing all elements of the services requested including the
methodologies that will be used to accomplish the objectives of this RFP and submit proposals pursuant
to the details listed below. Failure to include any of the required information is grounds for rejecting the
proposal, regardless of the Contractor’s and/or when applicable, Subcontractor’s qualifications. No
Subcontracting Allowed.
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PAGE 13 of 37 Request for Proposal No. RFP-20-21-IT01
Cover Letter
The cover letter should be on firm letterhead and should designate a primary point of contact within the
firm who is authorized to answer questions about their RFP response. The letter should include this
person’s full name, title, address, phone number and email address. The letter should not exceed two
pages in length and should summarize key elements of the proposal.
Formal cover letter indicating:
The company has read this entire request for proposal document and understands the
content.
The company’s intent to offer services related to this request.
The company’s website, social media sites and point of contact information (name,
email address and phone number).
This letter must be signed by an official with the authority to negotiate and contractually
bind the company with the South Tahoe Public Utility District
Business Organization and Credentials – Provide comprehensive information regarding the
business entity include its ownership and organizational structure. Describe experience,
qualifications and credentials to perform the requested service. The DISTRICT is seeking those
companies whose personnel have significant, demonstrated experience in providing such
services similar to District facilities stated herein. Please be sure to address information
requested in Section 6(F) – Financial Stability above.
District Provided Forms (completed and returned with proposal)
The following forms and information is required to be submitted with your bid proposal
as a matter of responsiveness. If they are not submitted and properly completed, your
bid proposal may be determined non-responsive.
EXHIBIT B – COST PROPOSAL FORM (See Page 26). Respondent to provide this form separate
from all other proposal content to be submitted)
EXHIBIT E - RESPONDENT SIGNATURE / COVER PAGE (Page 28) completed and executed by an
authorized representative of the Proposer. This form must be submitted with your proposal for
your proposal to be considered complete.
EXHIBIT F – Form W-9 (Page 29) completed and executed by an authorized representative of
the Proposer.
EXHIBIT H - AFFIDAVIT OF NON-COLLUSION and NON-DISCRIMINATION (Page 30) completed
and executed by an authorized representative of the Proposer.
EXHIBIT I - CERTIFICATION OF INSURABILITY (Page 31) completed and executed by an
authorized representative of the Proposer.
EXHIBIT J - BIDDER DISCLOSURE STATEMENTS (Page 32) completed.
EXHIBIT K – CLIENT REFERENCES (Page 33 and 34) completed. Please provide references for the
same type of services, preferably government agencies of similar implementations. California
references are preferred.
EXHIBIT L - DEVIATIONS and/or EXCEPTIONS FORM (Page 35) completed, if applicable.
EXHIBIT M – SUBCONTRACTOR STATEMENT (Page 36) completed, whether yes or no.
(Tab 2)
Project Team Description
Review Section 4 – Required Experience and Qualifications herein to ensure requested
information is addressed in your proposal response.
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PAGE 14 of 37 Request for Proposal No. RFP-20-21-IT01
Provide the project manager and the personnel that will be assigned to this project, including
their names and contact information. Be sure to include brief resumes for all team members, as
well as their tenure with the firm. Indicate the organizational structure of the team and outline
key roles and lines of authority, as well as the percentage of total time (vis-à-vis) other
concurrent projects) each member will spend on the project. No subcontracting is allowed.
Key Personnel – NOTE: (To be named in Exhibit C of resulting contract). Provide evidence of
professional-level staffing including their names, the positions they are trained to work, the
length of time they have worked in those positions, the length of time they have been employed
by the Contractor.
(Tab 3)
Proposed Project Plan
Proposed Plan – Provide a project plan that describes a complete project implementation
process demonstrating a clear understanding of the required services.
Provide a narrative describing the approach the company would take to the overall project.
Include a detailed description of how the contractor plans to provide the services listed in the
Scope of Services and/or Work section of this RFP. Include proposed deliverables and a project
timeline. Include any other services or products the contractor proposes.
(Tab 4)
Additional Information (optional). This section should be limited to information not covered
elsewhere in the proposal that is directly related to the Respondent’s qualifications to provide
the products and/or services listed above.
Separate Document - Complete Proposal Pricing – Exhibit B: Cost Proposal Form
See instructions on Page 26. The District-provided MS Excel Spreadsheet must be submitted with
Respondent’s proposal. Cost or price information shall not be included in any other part of the
Respondent’s proposal.
For evaluation, the District shall assume specification items left blank will not be furnished and shall be
automatically interpreted as a "NO" for that particular item. Bidders are to itemize any and all additional
charges to furnish and deliver services bid. Proposal price alone will not be the sole determining factor
in the selection of the contractor for this work. The District will consider the proposal costs for all
proposal items identified herein together with the selection criteria defined herein.
Enter unit prices for Migration & Implementation Services for Microsoft Office 365. Pricing shall be
firm fixed price and shall include all costs in accordance with all contract requirements, including but not
limited to fully-burdened labor, payroll and other taxes, fringes, licenses and permits, insurance,
workforce productivity, coordination, transportation, field overhead, general and administrative
overhead, and profit. The respondent shall submit a cost proposal containing all costs to the District.
Non-disclosure of all costs during the RFP process may result in disqualification. Optional or
supplemental pricing will not be considered as part of the evaluation process.
DOWNLOAD THE EXCEL PRICING FILE: Respondents can access and download Excel Pricing File for this
Request for Proposal by logging into PlanetBids™ with your username and password. Once you have
located the RFP project, double click on the appropriate line to open the bid. All bid related information
is located within the different tabs of the bid details. Only applicable tabs will be available within the
Bid. Go to the Documents/Attachments tab which allows you to view and/or download RFP documents
associated with the project. Select the document titled, Exhibit B – Cost Proposal Form by double
clicking on the title or click the “Download” button on the lower, left corner of the Electronic
Attachments section.
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PAGE 15 of 37 Request for Proposal No. RFP-20-21-IT01
The Proposal shall be valid for 120 calendar days from the date stipulated in the RFP for receipt of
Proposals. If this offer is accepted within that time period, the Proposer agrees to furnish all services and
items as stipulated in the RFP and any accompanying addenda. The Proposer shall submit a Firm Fixed
Price for performing all Work specified in the Scope of Services. The Pricing Proposal must be complete
and address all components in the Scope of Work/Services or the proposal will be deemed as non-
responsive at the District’s discretion.
Section 8 – Selection Criteria & Award Process
This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, firms should
take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee
to determine which proposal best meets the requirements set forth in the RFP document. The District
reserves the right to negotiate the terms and conditions of any resulting contract.
An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive
proposals to this RFP. The Evaluation Committee may request, if desired by District, formal
presentations/interviews from short listed firms at a future date of which the format and presentation
evaluation criteria shall be provided at the time to short listing. Participation in any phase of this RFP
process, including the interview phase if conducted, is at the sole expense of the firms replying to this
RFP. The District shall NOT be responsible for any costs incurred by any firm in response to, or
participation in, this RFP.
Best Value is the expected outcome, in the District’s estimation, which provides the greatest overall
benefit response to this RFP. The award decision is based on the evaluation factors that are tailored to
this acquisition. Evaluation factors represent the key areas of importance and emphasis that will be
considered in the award decision and support meaningful comparison and discrimination between and
among competing proposals.
The evaluation factors that apply to this acquisition and their relative importance are within the
discretion of acquisition officials, include, but are not limited to subject to the following requirements:
(1) Price or cost to the District shall be evaluated in every source selection.
(2) The quality of the product or service shall be addressed in every source selection through
consideration of one or more non-cost evaluation factors such as past performance,
compliance with solicitation requirements, technical excellence, management capability,
personnel qualifications, and prior experience. All factors other than cost or price, when
combined, are “significantly more important than cost or price”, “approximately equal to
cost or price”, or “significantly less than cost or price”.
Selection Criteria and Scoring
Criteria Maximum
Score
Company experience during the past 5 years in providing Migration & Implementation
Services for Microsoft Office 365.
Past Performance and Experience based on responses from Client References
and proposal response to Section 4 Required Experience and Qualifications and
Section 7 – Prescribed Proposal Response. (25 points maximum)
25 Points
Maximum
Proposer’s ability to perform the services as reflected by technical employee training
and education, knowledge of governing safety standards, general and specific
experience in providing the required services, and the qualifications and abilities of
personnel proposed to be assigned to perform the services.
Key Personnel Resumes – experience of key staff on comparable projects, or in
performing comparable services ( 10 points maximum)
Adequate proof of required staff certifications to include dates acquired and
20 Points
Maximum
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PAGE 16 of 37 Request for Proposal No. RFP-20-21-IT01
Criteria Maximum
Score
dates of expiration. ( 10 points maximum)
Cost Proposal. Determination whether proposed costs are realistic, complete and
reasonable in relation to the RFP requirements.
(See District-provided Exhibit B – Cost Proposal Form – provided in separate document)
25 Points
Maximum
Technical Approach to Work (migration, implementation, and training plans).
Demonstrate the company’s ability to deliver the requirements of this RFP. The overall
quality of the proposed plan for performing the required services and the
demonstration of a clear understanding of the project.
30 Points
Maximum
TOTAL POINTS MAXIMUM 100
The District may also contact and evaluate the Respondent’s references; contact any
Respondent to clarify any response; contact any current users of a Respondent’s services; solicit
information from any available source concerning any aspect of a proposal; and seek and review
any other information deemed pertinent to the evaluation process. The District shall not be
obligated to accept the lowest priced proposal, but shall make an award in the best interests of
the District.
PRIOR DISTRICT WORK:
If your firm has prior experience working with the District, DO NOT assume this prior work is
known to the evaluation committee. To be fair to all respondents, the evaluation process may
consider only information that is included in the respondent’s bid proposal. Therefore, all
respondents must fully respond to the requirements of the RFP, regardless of their previous
history with the District.
The District reserves the right to make an award to a Respondent whose proposal it judges to be
the best value and most advantageous to the District based on the evaluation criteria, without
conducting written or oral discussions with any Respondent and without soliciting BAFOs.
Best and Final Offers (BAFO)
When desired, the District reserves the right to seek a best and Final Offer from one or more
Respondents who have been “short-listed” during the evaluation process. Respondents chosen
to submit Best and Final Offers will be given instructions on preparing their Best and Final Offer
including an indication of which areas of the RFP must be addressed. Best and Final Offers will
be evaluated as an adjustment to the scores already awarded by the Evaluation Committee.
After receiving best and Final Offers, the Procurement Officer may conduct additional discussion
with Respondents. If a Respondent does not submit a Best and Final Offer, its immediate
previous offer will be considered as its Best and Final Offer.
Unsolicited Best and Final Offers from Respondents will not be considered. Each Respondent in
the competitive range may be afforded the opportunity to amend its proposal and make one
BAFO. The request for BAFOs will include the following:
1. Notice that this is the opportunity to submit a written BAFO.
2. A common date and time for submission of a BAFO by each Respondent in the
competitive range, allowing a reasonable opportunity to prepare BAFOs.
3. Notice that if any modification to a BAFO is submitted, it must be received by the date
and time specified for receipt of BAFOs.
4. Notice to Respondents that do not submit a notice of withdrawal or a BAFO that their
immediately previous proposal will be construed as their BAFO.
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PAGE 17 of 37 Request for Proposal No. RFP-20-21-IT01
The District will evaluate BAFOs based on the same requirements and criteria applicable to
initial proposals. Based on the criteria defined in this RFP document, the District will then
perform final scoring and prepare final rankings. The Evaluation Committee will recommend the
proposal that is the best value and most advantageous to the District based on the evaluation
criteria. The results of the evaluation and the selection of a Respondent for any award will be
documented in the procurement file.
Contract Award
It is understood that the District reserves the right to accept or reject any and all proposals and
to re-solicit for proposals, as it shall deem to be in the best interests of the District. Receipt and
consideration of any proposals shall under no circumstances obligate the District to accept any
proposals. The award of a contract shall be made to the responsible vendor or firm whose
proposal is determined to be the best evaluated offer, taking into consideration demonstrated
competence, qualifications and response to the Scope of Services and/or Work to perform the
work and/or service solicited and specified criteria, etc. in accordance with South Tahoe Public
Utility District’s Purchasing Policy.
The District reserves the right to award a contract to multiple Vendors or to a single Vendor, or
to make no award, whichever is in the best interest of the District.
District Authorized Representative. After award of this contract, the Finance Manager, or
his/her designee, shall be the District’s authorized representative in all matters pertaining to the
administration of the terms and conditions of the resulting contract and to whom all notices
must be sent. The successful Respondent's contract manager shall be responsible for
coordinating all matters pertaining to the resultant contract with the District’s Finance Manager
and/or designee.
STANDARD CONTRACT TERMS AND CONDITIONS
A. Definitions of Key Words Used in the Solicitation.
Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory
requirements may result in the rejection of proposal as non-responsive.
Should: Indicates something that is recommended but not mandatory. If the Respondent fails to
provide recommended information, the District may, at its sole option, ask the Respondent to
provide the information or evaluate the offer without the information.
May: Indicates something that is not mandatory but permissible.
B. Business License. Respondent's business license must be submitted with their proposal
response. Business licenses must be made in the official name of the firm or the individual under
which business is conducted (showing the official business addresses) and must be signed.
C. Exceptions to Solicitation and/or Contract for Services Provisions. Any exceptions to the
specifications and requirements stated in this RFP and/or terms and provisions of the Master
Agreement for Consulting Services (Exhibit N) shall be clearly identified including the specific
objection(s) and/or exceptions on the District provided Deviations and/or Exceptions Form
(Exhibit L).
The District will consider any deviations and/or exceptions indicated in its award decisions. The
District reserves the right to accept or reject any and all responses based on any deviation
and/or exception indicated on this form. Respondents are cautioned that by taking any
exception they may be materially deviating from the RFP.
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PAGE 18 of 37 Request for Proposal No. RFP-20-21-IT01
Proposals including supplemental terms and conditions will be considered, but supplemental
conditions that conflict with those contained in this RFP, or that diminish the District’s rights
under any contract resulting from the RFP, will be considered null and void. The District is not
responsible for identifying conflicting supplemental terms and conditions before issuing a
contract award. After award of contract:
a. If conflict arises between a supplemental term or condition included in the proposal and
a term or condition of the RFP, the term or condition of the RFP will prevail; and
b. If the District’s rights would be diminished as a result of application of a supplemental
term or condition included in the proposal, the supplemental term or condition will be
considered null and void.
Failure to list an exception or objection shall preclude a request for changes to the Contract. The
proposed form of contract is included as a part of this Solicitation. In your Offer you must
include a statement that you have reviewed the contract and list any objections to them. Any
objections to the form contract will be considered and included in District’s evaluation of your
offer. If you fail to list any objections to the form of contract, you will not be allowed to raise any
objections later if you are selected for award. An offer that takes exception to a material
requirement of any part of the Solicitation or Contract may be rejected as non-responsive.
To ensure compliance with this bid proposal document, Respondent should forward this
Solicitation and the Model Contract for Services to their attorney prior to bid proposal
submittal.
D. Subcontractors.
If subcontracting is proposed, the contractor is required to state the name and address of each
subcontractor who will perform work in an amount in excess of one-half of one percent (1%) of
the total contract price and the portion of the work that each subcontractor will do. In the event
of subcontracting, the sole responsibility for fulfillment of all terms and conditions of the
resulting contract rests with the successful contractor. Both, successful contractor and
subcontractors must meet the District’s insurance requirements. Complete Exhibit M –
Subcontractor Statement.
E. Change Orders. No oral statement of any person shall modify or otherwise change, or affect the
terms, conditions or specifications stated in the resulting contract. All change orders to the
contract shall be made in writing.
F. Bid Proposal Prices and/or Fee Schedules. Bid Proposal Prices and/or Fee Schedules must
remain firm for the first full contract period. The District will not add clauses or provisions
pertaining to economic price adjustments into this solicitation. Should the District exercise its
right and option to extend the term of the resulting contract for additional year periods, the
following set forth conditions for price adjustments in option period(s):
Conditions for Price Adjustments in Option Periods
The Contractor may apply for a cost adjustment after first full contract period. In order for the
rate adjustment to be considered by the DISTRICT, the Contractor shall be in full compliance
with all of the performance standards as established by this Contract. The rate may be adjusted
by the Contractor as provide herein solely on the basis of the change in the Consumer Price
Index for All Urban Consumers (CPI-U) for the Small West Coast Cities, West-Size Class B/C2,
provided, however, that those adjustments in rates based solely on the change in CPI-U will not
exceed five (5) percent per annum. The Contractor assumes all risks associated with increased
costs of service not reflected in the rate adjustments. The Contractor shall use the CPI-U for the
most recent twelve month period prior to the contract’s anniversary date.
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PAGE 19 of 37 Request for Proposal No. RFP-20-21-IT01
Changes in Davis-Bacon wage determinations issued under the Service Contract Act, or from
amendments changing the minimum wage required by the Fair Labor Standards Act.
G. Invoicing. The selected contractor shall provide itemized billing for each invoice. Each invoice
shall include:
Invoice Date
Reference the Agreement Number and/or Purchase Order Number
Indication of District department, division, or employee that ordered the service
Basic description of service
Total cost for labor
Description and total cost for parts and materials
Total costs for other items such as equipment rental, fuel charges, etc., if applicable
Mail invoices to: South Tahoe Public Utility District
ATTN: Accounts Payable
1275 Meadow Crest Drive
South Lake Tahoe, CA 96150
Email invoices to: AccountsPayable@stpud.dst.ca.us
Payments to the Contractor pursuant to this Contract shall be made no later than 45 days after
the District’s receipt of a proper invoice from the Vendor.
Discounts for Prompt Payment
Discounts for prompt payment will not be considered in the evaluation of bids. However, if a
prompt payment discount is offered, the discount period shall be computed from the date of
the invoice. If the Contractor has not placed a date on the invoice, the discount period shall be
calculated from the date the Accounts Payable office receives a proper invoice, provided the
Accounts Payable office annotates such invoice with the date of receipt. For the purpose of
computing the discount earned, payment shall be considered to have been made on the date
that appears on the payment check or, for an electronic funds transfer, if authorized, the
specified date of payment. When the discount period ends on a Saturday, Sunday, or District
observed holiday, such period shall be deemed extended until the following business day.
H. Overlapping Contract Items
The products and/or services included in this solicitation may be available for other DISTRICT
contracts and/or other contracts made available for the District’s use. The existence of these
contracts containing like or similar products and/or services could be either known or unknown
to the DISTRICT at the time this Request for Proposals (RFP) has been published. Unless
otherwise stated in this contract, the DISTRICT may acquire these products and/or services from
any available source. The DISTRICT will make purchases from sources that are deemed to be in
the best interest of the DISTRICT.
I. Health and Safety
All items or services to be supplied hereunder by Respondent shall conform in all respects to the
requirements of applicable and government health and safety regulations, including regulations
administered by OSHA.
J. Prevailing Wage
For all proposals over $15,000, the proposer is required to abide by all applicable provisions of
the Labor Code, including payment of the minimum prevailing wage rate (if applicable) as
determined by the State Department of Industrial Relations (DIR).
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PAGE 20 of 37 Request for Proposal No. RFP-20-21-IT01
INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING
A. No Response. If your company does not intend to submit an offer, complete Exhibit D - Notice
of "No Proposal Submittal". Submit the form prior to the closing date and time as shown on the
Notice for Request for Proposals.
B. Receipt and Preparation of the Proposal Response.
1. Facsimile or Non-PlanetBids™ Electronic Mail Offers. Offers may NOT be submitted in
facsimile or electronically outside the District’s PlanetBids™ Bid Management Database.
Sealed Bid Proposal (Paper Submission & Media Device – Option 2)
“Media Device” – Compact Disc (CD), DVD (Digital Versatile Disc), or Flash Drive
The South Tahoe Public Utility District’s Information Technology Department will receive
sealed proposals until the date and time specified in the Notice – Request for Proposals.
Respondents choosing Option 2 – Paper Submission, must submit one (1) unbound
original and three (3) copies in a sealed envelope or package. The original proposal
must be clearly marked and contain original signatures and must be easily reproducible
on a standard copying machine.
2. Labeling of Bid Proposal Envelope & Media Device: The signed bid and copies should be
submitted in the same sealed envelope or package, addressed as directed on the Notice
of Request for Proposals (Page 1). Proposals forwarded to the District via express or
overnight delivery services must be plainly marked on the outside of the delivery
package "SEALED PROPOSAL FOR PROPOSAL NO. RFP-20-21-IT01 Migration &
Implementation Services for Microsoft Office 365”.
**SPECIAL NOTE** - The U.S. Postal Service DOES NOT deliver any mail (U.S. Postal,
Express Mail, Certified, Priority, Overnight, etc.) to any District physical address(es) on
Weekends (Saturday and Sunday). The District’s office hours are Monday through Friday
from 8:00 a.m. to 5:00 p.m.
3. Respondents are responsible for making certain proposals are delivered to the
Information Technology Department. Mailing of a proposal does not insure that the
proposal will be delivered on time or delivered at all. If Respondent does not hand
deliver proposal, it is suggested that he/she use some sort of delivery service that
provides a receipt.
4. Proposals must be signed by an official who has the legal authority to commit the firm
to a contractual agreement. An offer may be withdrawn any time before the solicitation
due date and time. The signer of the proposal, guaranteeing authentic, must initial any
interlineations, alteration, or erasure made before this deadline. An Offer may not be
amended or withdrawn after the Offer due date and time except as otherwise provided
by applicable law.
5. Omissions. At the time of the opening of bid or proposals each Respondent will be
presumed to have read and to be thoroughly familiar with the requirements of the RFP.
The failure or omission of any Respondent to examine any form, instrument or contract
document shall in no way relieve any Respondent from any obligation in respect to their
proposal response.
6. To minimize the size of proposals submitted, Respondents are instructed to only return
pages of the proposal packet that require written responses with their proposal
response.
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PAGE 21 of 37 Request for Proposal No. RFP-20-21-IT01
C. Solicitation Questions, Answers and Addenda
Respondents are responsible for obtaining the solicitation and any attachments from the
District’s PB™ online system at https://stpud.us. Respondents are required to review the entire
solicitation package before submitting questions. It shall be the sole responsibility of the
Respondent to verify issuance of any District responses to questions and addenda and to check
all avenues of document availability prior to the proposal due date and time. By submitting a
proposal, the Respondent shall be deemed to have received all District responses to questions
and/or addendums, if applicable, and to have incorporated them into its proposal. All such
District responses and addenda shall become a part of the resulting contract and all
Respondents shall be bound by such District responses and addenda whether or not received by
the Respondent.
D. No Contact Policy
The District has attempted to provide all information available. It is the responsibility of each
Respondent to review, evaluate, and, where necessary, request any clarification prior to
submission of a proposal. Respondents are not to contact other District personnel with any
questions or clarifications concerning this Request for Proposal (RFP). The District’s
Information Technology Department contact set out on Page 1 will provide all official
communication concerning this RFP. Any District response relevant to this RFP other than
through or approved by District’s Information Technology Department is unauthorized and will
be considered invalid.
After release of this Solicitation, no officer, employee, agent or representative of the
Respondent shall have any contact or discussion, verbal or written, with any members of the
District Council, District staff or District’s consultants, or directly or indirectly through others,
seek to influence any District Council members, District staff, or District’s consultants regarding
any matters pertaining to this Solicitation, except as herein provided. Respondents are
specifically directed not to contact any other District personnel for meetings, conferences or
technical discussions related to this Request for Proposals. Failure to adhere to this policy may
be grounds for rejection of the Respondent’s proposal.
E. Proposals from Related Parties/Multiple Proposals Received From One Respondent.
When two (2) or more related parties each submit a proposal or multiple proposals are received
from one (1) Respondent, for any contract, such proposals shall be judged non-responsive and
will not be considered. Related parties mean Respondents or the principals thereof, which have
a direct or indirect ownership interest in another company for the same contract or in which a
parent company or the principal thereof of one (1) company have a direct or indirect ownership
interest in another company for the same contract.
F. Conflict of Interest. The District reserves the right to disqualify a Respondent on the basis of any
real or apparent conflict of interest that is disclosed by the proposal submitted or any other data
available to the District. This disqualification is at the sole discretion of the District. Any
Respondent submitting a proposal herein waves any right to object now or at any future time,
before ay body or agency, including but not limited to, the District Council of the South Tahoe
Public Utility District or any court.
G. Collusion. The Respondent, by affixing its signature to this Bid Proposal, certifies that its Bid
Proposal is made without previous understanding, agreement, or connection either with any
persons, or entities offering a bid proposal for the same items and/or services, or with the
District. The Respondent also certifies that its Bid Proposal is in all respects fair, without outside
control, collusion, fraud, or otherwise illegal action. To insure integrity of the District’s public
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PAGE 22 of 37 Request for Proposal No. RFP-20-21-IT01
procurement process, all Respondents are hereby placed on notice that any and all Respondents
who falsify the certifications required in conjunction with this section may be prosecuted to the
fullest extent of the law.
Affidavit of Non-Collusion and Non-Discrimination. The Respondent shall submit Exhibit H -
Affidavit of Non-Collusion & Non Discrimination. By signing and submitting the offered proposal,
the Respondent certifies that:
1. The Respondent did not engage in collusion or other anti-competitive practices in
connection with the preparation or submission of its proposal; and
2. The Respondent does not discriminate against any employee or applicant for
employment or person to whom it provides services because of race, color, religion,
age, sex, national origin, or disability, and that it complies with all applicable Federal,
state and local laws and executive orders regarding employment.
3. The Respondent understands that the Respondent will be responsible for and shall pay
all sales, consumer, use, and other taxes. When equipment, materials or supplies
generally taxable to the Respondent are eligible for a tax exemption due to the nature
of the item, Respondent shall assist DISTRICT in applying for and obtaining such tax
credits and exemptions which shall be paid or credited to DISTRICT.
It shall be understood and agreed that Bid Proposals submitted by persons and entities are done
so independent of any other offers, and that Respondents will not knowingly participate in
solicitations where there exists a conflict of interest with their entity and a member of District
staff or their immediate family.
H. Expenses Incurred. All expenses incurred in the preparation and submission in response to this
solicitation shall be borne by the Respondent.
I. Examination of Documents and Requirements.
1. Each Respondent shall carefully examine all RFP documents and thoroughly familiarize
itself with all requirements prior to submitting a bid proposal to ensure that the goods
or services being bid meet the intent of these specifications.
2. Before submitting a bid proposal, each Respondent shall be responsible for making all
investigations and examinations that are necessary to ascertain conditions and
requirements affecting the requirements of this Request for Proposals. Failure to make
such investigations and examinations shall not relieve the bidder from obligation to
comply, in every detail, with all provisions and requirements of the Request for
Proposals.
J. California Public Records Act. Proposals are not to be marked as confidential or proprietary.
Proposals received will become the property of the District. All proposals, tabulations, if
applicable, and any subsequent contracts will be subject to public disclosure per the “California
Public Records Act,” California Government Code, sections 6250 – 6270, once the District has
awarded the contract resulting from this solicitation. The District reserves the right to make use
of any information or ideas in the proposals submitted.
Regardless of any identification otherwise, including marking some or all pages as "confidential"
or "proprietary," information in proposals shall become a part of the public record and subject
to disclosure without any further notice to the Respondent. The District shall not in any way be
liable or responsible for the disclosure of any such records.
Procedure to Protect Disclosure of Trade Secrets or Proprietary Information - In order for trade
secrets or proprietary information to be protected from disclosure, the vendor must comply
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PAGE 23 of 37 Request for Proposal No. RFP-20-21-IT01
with the following procedure:
Protection must be timely invoked - The vendor must invoke the protections of
this section prior to or upon submission of the data or other materials to the
District, and must designate the data or other materials to be protected and
state the reasons why protection is necessary.
Designation must be valid - If a vendor identifies all materials as a trade secret or as proprietary
information, the procuring department or Information Technology Department may contact the
vendor and request that the vendor further explain in writing why all of the materials are, in
fact, trade secrets or proprietary information.
K. Protest.
1. All protest regarding the solicitation process must be submitted in writing to the South
Tahoe Public Utility District Information Technology Department. This includes all
protests relating to advertising of invitation to bid notices, deadlines, bid proposal
opening, as well as any protest relating to alleged improprieties with the solicitation
process. The protest must specify the grounds upon which the protest is based. A valid
protest must (1) come from an actual respondent for the contract, and (2) who claim to
be the rightful awardee. That is, protest is not valid if filed by a respondent who cannot
show they would be awarded the contract if their protest were accepted. No protest
shall lie to challenge the terms and conditions of the request for proposals. No protest
shall lie for a claim that the selected Respondent is not a responsible Bidder.
2. FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF
ANY PROTEST. South Tahoe Public Utility District is aware of the time and effort you
expend in preparing and submitting bids to South Tahoe Public Utility District. Please let
us know of any bid requirement causing you difficulty in responding to our Invitation for
Bid. We want to facilitate your participation so that all responsible vendors can compete
for South Tahoe Public Utility District business. Awards should be made approximately
two to four weeks after the opening date. Except as otherwise provided herein, the
Information Technology Department shall reject any protest that is either untimely
received or fails to state the basis for the protest and the relief sought. However, the
Information Technology Department may, in its discretion, consider any protest that is
untimely, and may grant any remedy if the protest is determined to be meritorious and
the remedy granted is determined to be in the best interests of the District.
3. Respondents who have submitted a bid proposal are permitted to challenge the
District’s intent to award a contract. A Respondent shall have five (5) calendar days after
the issuance of the Intent to Award to file a protest. A protest must include:
The name, address and telephone number of the protester;
The signature of the protester or its representative;
Identification of the project and the solicitation or contract number;
A detailed statement of the legal and factual grounds of the protest including
copies of relevant documents; and
The form of relief requested.
4. The Information Technology Department shall issue a response to the protest within ten
(10) calendar days after receipt of the protest. The response shall be in writing and shall
state the reasons for either denying or upholding the protest. The decision of the
Information Technology Department shall be final unless the protesting vendor appeals
within three (3) business days of receipt of the response.
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PAGE 24 of 37 Request for Proposal No. RFP-20-21-IT01
L. Debarment Disclosure. If the firm, business or person submitting this bid proposal has been
debarred, suspended or otherwise lawfully precluded from participating in any public
procurement activity, including being disapproved as a subcontractor with any Federal, state or
local government, or if any such preclusion from participation from any public procurement
activity is currently pending, the Respondent shall fully explain the circumstances relating to the
preclusion or proposed preclusion in the offer. The Respondent shall include a letter with its
offer setting forth the name and address of the governmental entity, the effective date of this
suspension or debarment, the duration of the suspension or debarment, and the relevant
circumstances relating to the suspension or debarment. If suspension or debarment is currently
pending, a detailed description of all relevant circumstances including the details enumerated
above shall be provided. See Exhibit J – Bidder Disclosure Statements.
M. Offer Acceptance Period. All bid proposals shall remain open for 120 days after the day of the
opening of bid proposals, but the District may, at its sole discretion, release any Respondent and
return the security (as applicable) prior to that date. No Respondent may withdraw his/her offer
during this period without written permission to the District. Should any Respondent refuse to
enter into a contract, under the terms and conditions of the procurement, the District may
retain the security (as applicable), not as a penalty, but as liquidated damages.
N. Proposal Ambiguity. Any ambiguity in the proposal as a result of omission, error, and lack of
clarity or non-compliance by the Respondent with the specifications, instructions, and all
conditions of proposing shall be construed in the favor of the District.
O. Notice of Intent to Award.
After the completion of the evaluation and scoring process, the District’s Information
Technology Department will issue and post a written Notice of Intent to Award using the PB™
Bid Management online system to all known prospective bidders. The Notice of Intent to Award
will indicate the name of the successful and unsuccessful bidder(s).
When cost/price is the only evaluation factor in determining contract award, the bid tabulation
will be included as an attachment to the Notice of Intent to Award.
If you have any questions, or would like further information about an intended award, contact
the Buyer immediately. Any protest must be submitted to the Information Technology
Department no later than five (5) calendar days from the date of issuance of the Notice of Intent
to Award.
Section 9 – Discretion and Liability Waiver
This RFP does not commit the District to enter into a contract, nor does it obligate the District to pay for
any costs incurred in preparation and submission of proposals or in anticipation of a contract. The
District reserves the right to:
Submissions which, in the sole judgment of DISTRICT, fail to meet the requirements of the RFP
or which are in any way conditional, incomplete, obscure, contain additions or deletions from
requested information, or contain errors may be rejected. Conditional proposals will not be
considered.
Make the selection based on its sole discretion;
Reject any and all proposals;
Issue subsequent Request for Proposals;
Postpone opening proposals for its own convenience;
Remedy errors in the Request for Proposals process;
Negotiate with any, all or none of the Respondents;
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PAGE 25 of 37 Request for Proposal No. RFP-20-21-IT01
Accept other than the lowest offer;
Waive informalities and irregularities in the proposals; and/or
Enter into an agreement with another Respondent in the event the originally selected
Respondent defaults or fails to execute an agreement with the District.
Respondents will not be reimbursed for any cost associated with the preparation of their proposal for
the Plan. Upon submittal, all documents will become the property of the South Tahoe Public Utility
District, and as such, shall be public information. Proposals and attachments will not be returned to
proposing firms. The District reserves the right to reject any or all requests for proposals, to waive
technicalities or informalities, and to accept any request for proposal deeded to be in the best interest
of the District.
Section 10 – District Provided Forms (completed and returned with proposal)
See Pages 26 through 37
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PAGE 26 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT B - COST PROPOSAL FORM
RFP No. RFP-20-21-IT01 Title: Migration & Implementation Services for Microsoft Office 365
Cost or price information shall not be included in any other part of the bid proposal unless specifically
requested.
For evaluation, the District shall assume specification items left blank will not be furnished and shall be
automatically interpreted as a "NO" for that particular item. Any deviations from the written
specification as shown in this RFP shall be noted on the District provided form, Exhibit L - Deviations and
Exceptions Form. Respondents are to itemize any and all additional charges to furnish and deliver
services bid. Proposal price alone will not be the sole determining factor in the selection of the
contractor for this work. The District will consider the proposal costs for all proposal items identified
herein together with the evaluation criteria stated herein to form the basis for its decision.
Enter unit prices for Migration & Implementation Services for Microsoft Office 365 and other
support services. Pricing shall be firm fixed price and shall include all costs in accordance with all
contract requirements, including but not limited to fully-burdened labor, payroll and other taxes,
fringes, licenses and permits, insurance, workforce productivity, coordination, transportation, field
overhead, general and administrative overhead, and profit. The respondent shall submit a cost proposal
containing all costs to the District.
DOWNLOAD THE EXCEL PRICING FILE: Bidders can access and download Excel Pricing File for this
Request for Proposal by logging into PlanetBids™ with your username and password. Once you have
located the RFP project, double click on the appropriate line to open the bid. All bid related information
is located within the different tabs of the bid details. Only applicable tabs will be available within the
Bid. Go to the Documents/Attachments tab which allows you to view and/or download RFP documents
associated with the project. Select the document titled, Exhibit B – Cost Proposal Form by double
clicking on the title or click the “Download” button on the lower, left corner of the Electronic
Attachments section.
Exhibit B – Minimum Specifications & Cost Proposal Form
Is provided in a separate document
UNAPPROVED ALTERATIONS TO EXCEL PRICING FILE: Bidders who materially alter the original content
of the Excel pricing file (e.g. specifications, formulas, etc.) issued by the DISTRICT may be found non-
responsive and ineligible for award of this Request for Proposals.
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PAGE 27 of 37 Request for Proposal No. RFP-20-21-IT01
Exhibit D - Notice of "No Proposal Submittal"
Receipt of this completed form will assist us in calling for future solicitations. Please state the reasons
why you are not proposing an offer or bidding. Complete and submit this form prior to the closing date
and time as shown on the Notice of Request for Proposals.
RFP No. RFP-2021-IT01 Title: Migration & Implementation Services for Microsoft Office 365
A Proposal is not being submitted for the following reason(s):
Request for Proposal (RFP
[ ] Insufficient time to prepare quote/bid/proposal
[ ] We are unable to competitively quote/bid/propose at this time
[ ] Insufficient information to prepare quote/ bid/ proposal
[ ] Current client commitments, too busy to respond
[ ] The timeframe was too short for us to be able to adequately respond
[ ] The complexity of the RFP makes a response unreasonable
[ ] Is there something in the RFP which prevents interest?
[ ] If the District has stated a budget, the estimated District budget requirements within the RFP
were unrealistic. Please state why:
[ ] Specifications are not sufficiently defined
[ ] Cannot obtain raw materials/goods in time to meet delivery requirements
[ ] Other reasons or additional comments (please explain below)
Comments:
Company Name:
DBA:
Address:
Telephone: Email:
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PAGE 28 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT E - RESPONDENT SIGNATURE / COVER PAGE
RFP No. RFP-20-21-IT01 Title: Migration & Implementation Services for Microsoft Office 365
1. RESPONDENT
Firm Name:
Contact Name:
Principal Address:
Local Address:
Phone: Fax:
Email:
Structure: [ ] Sole Proprietor [ ] Partnership [ ] Corporation [ ] Joint Venture
Tax ID No: California Contractor License No:
2. Department of Industrial Relations (DIR) Registration No.
Registration Date: Expiration Date:
Registration Date: Expiration Date:
Registration Date: Expiration Date:
Note: Public works contractors are now able to register for one, two, or three fiscal years (July
1-June 30) to ensure there is no period of lapse during project/contract term.
3. Prices:
A. Prices shall be F.O.B. Destination or for the service rendered.
B. Payment Terms: Net 45
C. Proposers shall honor proposal prices for one hundred twenty (120) days or for the
stated contract period whichever is longer.
THIS PROPOSAL IS BEING SUBMITTED BY:
The undersigned offers and agrees to furnish the goods or services at the price(s) entered herein subject to the
terms and conditions attached hereto. I CERTIFY that (1) the proposal document has been read and understood
and that all of the conditions contained therein are acceptable, (2) I have thoroughly examined and become
familiar with the specifications and/or scope of services outlined in this solicitation and further, to the best of my
knowledge the information contained in this bid proposal is accurate and complete and that (3) I have the legal
authority to commit this firm to a contractual agreement.
Printed Name: Title:
Signature: Date:
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PAGE 29 of 37 Request for Proposal No. RFP-20-21-IT01
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PAGE 30 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT H – NONCOLLUSION DECLARATION TO BE EXECUTED
BY
BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the __________________________ (Position) of ______________________ (Firm), the
party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership,
company, association, organization, or corporation. The bid is genuine and not collusive or
sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a
false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or
agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The
bidder has not in any manner, directly or indirectly, sought by agreement, communication, or
conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any
overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements
contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid
price or any breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, to any corporation, partnership, company, association, organization, bid depository, or
to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will
not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership,
joint venture, limited liability company, limited liability partnership, or any other entity, hereby
represents that he or she has full power to execute, and does execute, this declaration on
behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is
true and correct and that this declaration is executed on __________[date], at
________________[city], __________________[state].
_____________________________________________
Signature of Declarer
Subscribed and sworn to before me this______ day of ________________, 20______.
___________________________________________________
Signature of Notary Public in and for the
County of________________________________
State of_________________________________
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PAGE 31 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT I – CERTIFICATION OF INSURABILITY
I hereby swear (or affirm) under the penalty of perjury:
As an authorized representative of the proposing company, should our Company be determined to be
the Successful Proposer, our Company will promptly provide such proof of insurance to the District
within five (5) business days in reply to the District’s Notice of Intent to Award. The DISTRICT will remind
the Apparent Successful Proposer in the Notice of Intent to Award letter. Proof of insurance
requirements may be submitted electronically to the email address below with the RFP Number and
Title referenced in the Subject field:
To: cskelly@stpud.us
Contracts will not be executed until formal proof of all required insurance(s) pursuant to Exhibit N –
Master Agreement for Consulting Services for Proposal No. RFP-20-21-IT01 Title: Migration &
Implementation Services for Microsoft Office 365 have been received and approved by the DISTRICT. It
is agreed that the Apparent Successful Proposer shall maintain in force at all times during the
performance of the engagement all policy or policies of insurance.
If the DISTRICT requires corrections (i.e., limits, endorsements) the Successful Proposer has five (5) days
from such request to complete all corrections. Failure to meet these deadlines will allow the DISTRICT
the right to reject the Proposer’s proposal as non-responsive and proceed to the next finalist.
I hereby assure South Tahoe Public Utility District that the company has or is able to procure the
insurance coverage(s) required should the Company be awarded the Contract and shall maintain all the
insurance requirements by the submission of this offer.
Proposer Company Name
Signature of Authorized Representative signing on behalf on Proposer
Print Name of Authorized Representative of Proposer Company
Date
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PAGE 32 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT J - BIDDER DISCLOSURE STATEMENTS
The Bidder must provide a declarative (yes/no) answer regarding the following questions. If any answer
is affirmative, the Bidder must provide full details about the matter. While not an automatic cause for
disqualification, an affirmative answer may result in an evaluation of the Bidder’s responsibility. A
decision will then be made based on the seriousness of the matter, the matter’s possible impact on the
performance of the contract, and the best interests of the South Tahoe Public Utility District.
Within the past five (5) years:
ITEM DISCLOSURE STATEMENT YES NO
A. Has the Bidder and/or subject company had a contract terminated for
default or cause?
B. Has the Bidder and/or subject company been assessed any penalties,
including liquidated damages, under any of its existing or past contracts
with any organization or governmental entity?
C. Has the Bidder and/or subject company been the subject of any
governmental action limiting the right of the Bidder and/or subject
company to do business with that entity or any other governmental entity?
D. Has trading in the stock of the subject company ever been suspended?
Give date and explanation.
E. Has the Bidder and/or subject company previously operated as a like-kind
business under any other business name and/or taxpayer identification
number?
F. Has the Bidder and/or subject company, any company officer, or any owner
of a twenty (20%) percent interest or greater in the subject company, filed
bankruptcy, reorganization, a debt arrangement, moratorium, or any
proceeding under any bankruptcy or insolvency law, or any dissolution or
liquidation proceeding?
G. Has the Bidder and/or subject company, any company officer, or any owner
of a twenty (20%) percent interest or greater in the company, been
convicted of a felony or is currently under indictment on any felony charge?
By the signature affixed to Exhibit E – Offer Signature / Cover Page of this Solicitation, Respondent
hereby certifies that the above information is true and accurate.
This completed form must be returned as part of the bid response. Failure to complete this page
may deem your bid not responsive.
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PAGE 33 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT K – CLIENT REFERENCES
The following is a list of four (4) references that most closely reflect similar projects to the scope of
services/work of the South Tahoe Public Utility District within the past three (3) years. References will be
asked to complete a questionnaire and asked to return it to the Information Technology Department
directly by a designated date and time. It is the Respondent’s responsibility to ensure that Reference
Contacts are willing to provide a reference. To expedite the evaluation process the District requests
accurate email and/or fax number information be provided.
Reference #1
Name of Organization:
Address:
Email Address: Fax:
Telephone: Contact Name:
Contact Title: Service Dates:
Project Manager: Bid No. (if applicable)
Summary of Project:
Project Cost:
Reference #2
Name of Organization:
Address:
Email Address: Fax:
Telephone: Contact Name:
Contact Title: Service Dates:
Project Manager: Bid No. (if applicable)
Summary of Project:
Project Cost:
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PAGE 34 of 37 Request for Proposal No. RFP-20-21-IT01
Reference #3
Name of Organization:
Address:
Email Address: Fax:
Telephone: Contact Name:
Contact Title: Service Dates:
Project Manager: Bid No. (if applicable)
Summary of Project:
Project Cost:
Reference #4
Name of Organization:
Address:
Email Address: Fax:
Telephone: Contact Name:
Contact Title: Service Dates:
Project Manager: Bid No. (if applicable)
Summary of Project:
Project Cost:
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PAGE 35 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT L - DEVIATIONS and/or EXCEPTIONS FORM
[ ] Specifications and/or Requirements
[ ] Contract for Services Provisions (No exceptions and/or deviations to insurance requirements allowed)
All deviations and/or exceptions to the requirements of this solicitation or provisions in the Master
Agreement for Consulting Services must be noted below. The District will consider any deviations and/or
exceptions indicated in its award decisions. The District reserves the right to accept or reject any and all
responses based on any deviation and/or exception indicated on this form. Respondents are cautioned
that by taking any exception they may be materially deviating from the RFP. Please do not attach a
company letterhead in lieu of any entry on the section below. In the absence of any entry on the
section below, the bidder assures the District of their full compliance with the specification and
conditions as listed in this solicitation. The page number, paragraph, and item number should be
referenced when deviating from the specification and must be included.
The District reserves the right to reject any or all cost proposals as a result of this RFP and to waive any
informality or irregularity in any bid proposal received and to be the sole judge of the merits of the
respective cost proposals received, and to accept or further negotiate cost, terms, or conditions of any
cost proposal determined by the District to be in the best interest of the District even though not the
lowest bid. This form may be duplicated if additional pages are needed.
Reference No. Description
Company Name
Printed Name and Title
Authorized Signature
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PAGE 36 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT M – SUBCONTRACTOR STATEMENT
(IMPORTANT NOTE: This form MUST be returned with Respondent’s bid proposal)
(This form may be duplicated to provide additional subcontractor information)
The Prime Contractor is required to state the name and address of each subcontractor who will perform
work in an amount in excess of one-half of one percent (0.5%) of the total contract price and the portion
of the work that each subcontractor will do. The undersigned submits herewith this list of
subcontractors whom they propose to employ on the work, with the proper firm name and business
address of each and a statement of work or proposed item that will be done by each subcontractor.
Check if Subcontractor will be used: Yes [ ] No [ ]
The following person(s) will be [ ] or [ ] have been contracted to furnish labor and/or materials for
this project:
Subcontractor Company Name:
DIR Contractor Registration Number:
Federal ID Number:
Street Address:
District, State, Zip:
Office Phone: Fax Number:
Primary Contact & Title:
Email Address:
Contract Amount:
Type of work:
[ ] Brickwork / Masonry [ ] Carpentry / Millwork [ ] Concrete
[ ] Electrical – Access Control [ ] Electrical – Fire Alarm [ ] Electrical – Telecommunications
[ ] Elevator [ ] Excavation – Grading [ ] Excavation – Grading (Site Utilities)
[ ] Fire Protection [ ] Flooring [ ] Heavy Construction
[ ] HVAC – Controls [ ] HVAC – Duckwork [ ] HVAC – Hydronic
[ ] Landscaping [ ] Painting [ ] Paving
[ ] Plumbing [ ] Roofing /Siding/ [ ] Windows / Curtainwall
Sheet Metal
[ ] Wrecking / Demolition [ ] Material Supplier Only [ ] Other: Specify
Comments:
Authorized Signature:
Printed Name/Title:
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PAGE 37 of 37 Request for Proposal No. RFP-20-21-IT01
EXHIBIT N – MASTER AGREEMENT FOR CONSULTING SERVICES
Provided in separate document
46
SOUTH TAHOE PUBLIC UTILITY DISTRICT
Randy Vogelgesang, President BOARD MEMBERS Kelly Sheehan, Vice President
Chris Cefalu, Director Duane Wallace, Director Nick Exline, Director
John Thiel, General Manager Shannon Cotulla, Assistant General Manager
REGULAR MEETING OF THE BOARD OF DIRECTORS
SOUTH TAHOE PUBLIC UTILITY DISTRICT
November 5, 2020
MINUTES
The South Tahoe Public Utility District Board of Directors met in a regular session, 2:00 p.m., at the
District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California.
ROLL CALL:
Board of Directors: President Vogelgesang, Directors Cefalu, Wallace, Sheehan, Exline
Staff: John Thiel, Paul Hughes, Shannon Cotulla, Gary Kvistad, Melonie Guttry, Shelly Thomsen, Chris
Stanley, Liz Kauffman, Tim Bledsoe, Debbie Henderson
Via Conference Call: Adrian Combes, Brent Goligoski, Dan Arce, Heidi Baugh, Jeff Lee, Jeremy
Rutherdale, Jessica Henderson, Jim Kelly, Julie Ryan, Kim Garon, Linda Kosciolek, Marla Sharp, Ryan
Lee, Sara Lucero, Star Glaze, Stephen Caswell, Theresa Sherman, Trevor Coolidge, Mario
Mangiaracina, Shelley Alexander, Joseph Conti, Larry McDonough, Susan Rasmussen
Guests: Denver Williams, Seth Maurer, Travis Coombs, Nick Maurer, Travis Barnett, CORE/Prostar; Dave
Peterson
Via Conference Call: John Fredrich, Rick Lind, Steve Baugh, Taylor Bradshaw, Jerry Bindel, Richard
Solbrig
CORRECTIONS TO THE AGENDA OR CONSENT CALENDAR:
President Vogelgesang announced that the Board would like to move the SEED Solar Project Staff
Report forward on the Agenda, just prior to Action Items.
CONSENT CALENDAR:
Moved Wallace/ Second Cefalu/Vogelgesang Yes/Cefalu Yes/Sheehan Yes/Wallace Yes/Exline Yes
to approve the Consent Calendar as presented.
a. ENVIRONMENTAL SCIENCE RESEARCH INSTITUTE (ESRI) GIS SMALL UTILITY ENTERPRISE LICENSE
AGREEMENT RENEWAL
(Chris Skelly, Information Technology Manager)
Authorized staff to renew the Small Utility Enterprise License Agreement for three additional
years with the ESRI for access to the ESRI term license software on an unlimited basis for the
amount of $75,000.
47
REGULAR BOARD MEETING MINUTES: November 5, 2020 PAGE – 2
b. CALPERS REQUIRED PAY LISTING BY POSITION
(Debbie Henderson, Accounting Manager)
Adopted Resolution No. 3155-20 which incorporates the Pay Listing by Position for the pay
listing effective October 1, 2020.
c. GENERAL MANAGER’S PURCHASING AUTHORITY
(Paul Hughes, Chief Financial Officer and Heidi Baugh, Purchasing Agent)
Adopted the Purchasing Policy Amendment increasing the General Manager’s purchasing
authority to $75,000.
d. 2020 SEWER IMPROVEMENTS PROJECT
(Brent Goligoski, Associate Engineer)
Approved Project Closeout Agreement and Release of Claims with Burdick Excavating Co.,
Inc., for the 2020 Sewer Improvements Project.
e. FIRE VULNERABILITY ASSESSMENT OF WATER AND SEWER INFRASTRUCTURE
(Lynn Nolan, Grants Coordinator)
1) Approved Task Order No. 11 to Kennedy/Jenks Consultants in the amount of $75,000 for the
Fire Vulnerability Assessment for Water and Sewer Infrastructure; and, 2) Updated and
authorized staff to make any immaterial changes to Task Order No. 11 as staff deems
necessary.
f. CALIFORNIA ASSOCIATION OF SANITATION AGENCIES 2021 DUES
(John Thiel, General Manager)
Authorized 2021 California Association of Sanitation Agencies Membership Dues Renewal in
the amount of $17,100.
g. REGULAR BOARD MEETING MINUTES: October 15, 2020
(Melonie Guttry, Clerk of the Board)
Approved October 15, 2020, Minutes
STAFF ATTORNEY REPORTS
SEED Solar Project - (Julie Ryan, Engineering Department Manager) - Julie Ryan provided details regarding the
SEED Solar Project and introduced Denver Williams, of CORE/Prostar, provided a PowerPoint
presentation regarding the proposed solar project and addressed questions from the Board. Denver
Williams explained that Option 3 of the proposal is no longer viable as Liberty Utilities does not have
the appetite to take the additional energy and deliver it elsewhere. He guaranteed that the life of
the system operations is 30 years. Attorney Kvistad commented that he is in contact with a consultant
who will review the numbers from this presentation. Paul Hughes will review the numbers as well. By
consensus, the Board would like to see an analysis of Options 2B and 2C.
ITEMS FOR BOARD ACTION
a. Reorganization Plan (Ad-Hoc Organizational Structure, Service and Efficiency Committee) – President
Vogelgesang announced that the Reorganization Report has been submitted for Board
Review and John Thiel provided a summary of the report along with a summary of comments
submitted by some of the District managers. President Vogelgesang reported that having an
efficient organization is a service to the rate payers; in addition, he feels this proposed
structure gives the General Manager (GM) better overall knowledge of the District through
direct reporting. Director Cefalu reported that when the Board hired John Thiel as the GM, one
of his main topics to address was District reorganization and efficiency. In fact, eliminating the
48
REGULAR BOARD MEETING MINUTES: November 5, 2020 PAGE – 3
Assistant General Manager (AGM) position has been a Board consideration for several years,
even proposed when the former AGM resigned in 2014. The last reorganization that was done
at the District resulted in nothing implemented. The Board recognizes that change is hard, in
fact change is never easy, but the Board is directly responsible to the rate payers who are the
owners of the District. The Board takes the role of overseeing the finances of the District very
seriously. In 2008, the District reduced the Operations and Maintenance budget, but nothing
else.
Shannon Cotulla commented that he appreciates the opportunity to speak on the Agenda
item and applauds the Ad-Hoc Committee on addressing challenges. There is real value in
seeking organizational efficiencies, but he doesn’t feel the process should be done
incrementally. He disagrees with aspects of the report, which do not consider the volume of
work done by the GM and AGM positions and the ultimate workload involved. He feels the
AGM’s direct report staff have full workloads and that by eliminating the AGM position, will
result in work not being completed and the first thing to fall off will be interdepartmental
communication and coordination. The result may be inefficiency. He further provided
information regarding private and public case studies.
Dave Peterson commented that although he hasn’t been involved in the discussions to date, it
is clear that lots of work has gone into the report and he supports it. He further provided some
perspectives from his private and public sector experience.
Richard Solbrig, Chris Stanley, Jeff Lee, and Director Exline spoke in support of keeping the
AGM position, recognizing such problematic outcomes as workload issues, the lack of staff
input, lack of time to digest the report, resulting inefficiencies, and loss of excellence as a
fundamental culture of the District. Duane Wallace commented that from an organizational
viewpoint, slowly creeping toward a decision is not always the optimal approach. He further
recognized that reorganizing has been discussed by the Board for the past two years.
Director Sheehan commented that any decision made today is not personal, and the Board
has a duty to the rate payers to be sure the District is run efficiently.
John Thiel added that it is within the purview of the Board to add and eliminate positions.
b. Approved Payment of Claims (Debbie Henderson, Accounting Manager)
Moved Sheehan/Second Cefalu/Vogelgesang Yes/Cefalu Yes/Sheehan Yes/Wallace
Yes/Exline Yes to approve Payment of Claims in the amount of $2,786,270.01.
STANDING AND AD-HOC COMMITTEE REPORTS:
a. Workforce Housing Committee Update – John Thiel provided a report regarding Workforce
Housing Committee progress. Staff is working to review privately owned sewer units that may
be transferred to programs such as this and Attorney Kvistad has been requested to review
these details.
BOARD MEMBER REPORTS:
None
EL DORADO WATER AGENCY PURVEYOR REPORT:
Director Sheehan reported the next meeting is November 18, 2020.
GENERAL MANAGER REPORT:
John Thiel reported on several items:
• Provided a staffing update
49
REGULAR BOARD MEETING MINUTES: November 5, 2020 PAGE – 4
• Tahoe Water Suppliers Association has been recognized by the Tahoe Regional Planning
Agency
• There is no COVID-19 sickness at the District and there are no employees out for COVID-10
precautions. The District crews are now on regular 10-hour schedules, and most office staff is
working regular schedules in the office.
STAFF/ATTORNEY REPORTS:
a. COVID -19 Relief Program Update - (Tim Bledsoe, Manager of Customer Service) – Tim Bledsoe reported
as of October 30, 2020, 739 customers have taken advantage of the program totaling
$161,400 and addressed questions from the Board. Customers are requesting the rate relief
program be extended through the end of the year. The Board discussed the program and
directed staff to bring an Action Item approving the extension of the program to the
November 19, 2020, Board Meeting.
BREAK AND ADJOURN TO CLOSED SESSION: 4:08 p.m.
RECONVENE TO OPEN SESSION: 5:02 p.m.
a. Pursuant to Government Code Section 54957(a)/Conference with Labor
Negotiators re: Management Group. Present at this Closed Session will be Agency
Negotiators: John Thiel/General Manager and Liz Kauffman, Human Resources Director.
Attorney Kvistad reported the Board took two actions during Closed Session: 1) to
appoint John Thiel and Liz Kauffman to negotiate with the management unit regarding the
potential elimination of the AGM position; and, 2) Liz Kauffman and Nick Exline to enter into
negotiations with Shannon Cotulla regarding elimination of the AGM position. Attorney Kvistad
further reported that the Board can continue discussions regarding the Reorganization Plan,
but they are not in position to approve Plan at this time. The Board can provide direction to
staff, and conceptually approve Plan if desired, but final approval must wait. Staff will proceed
with what was discussed in Closed Session.
By consensus, the Board conceptually approves the Reorganization Plan as proposed and
presented.
ADJOURNMENT: 5:05 p.m.
____________________________________
Randy Vogelgesang, Board President
South Tahoe Public Utility District
_________________________________
Melonie Guttry, Clerk of the Board
South Tahoe Public Utility District
50
BOARD AGENDA ITEM 7a
TO: Board of Directors
FROM: Tim Bledsoe, Customer Service Manager
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Request to appear before the Board received from Mike
Wallace of Sierra Tahoe Ready Mix seeking relief from
quarterly fees at 1526 Emerald Bay Road
REQUESTED BOARD ACTION: Staff recommends that the District adhere to the
Administrative Code standards and bill accordingly for the availability of water and
sewer services.
DISCUSSION: Mike Wallace of Sierra Tahoe Ready Mix is requesting that the Board
consider ceasing billing to his business. The business is not utilizing the water or sewer
services from October 15 to approximately April 15 on average.
Pursuant to District’s Administrative Code, 6.1.2(b) and 6.1.3(b), the billing of water and
sewer service charges “shall be billed upon the applicant’s connection to the District’s
system.” As the Board is aware, 80-85% of the District’s costs exist whether the water and
sewer systems are utilized or not, and our systems are designed to meet high demand
periods. All District customers are required to pay the utility charges every quarter
regardless of the use of water and sewer services.
SCHEDULE: N/A
COSTS: N/A
ACCOUNT NO: N/A
BUDGETED AMOUNT AVAILABLE: N/A
ATTACHMENTS: Request to Appear, Quarterly Bills
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
51
52
53
54
55
Julie Ryan
Page 2
November 19, 2020
BOARD AGENDA ITEM 7b
TO: Board of Directors
FROM: Julie Ryan, Engineering Department Manager
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: SEED Fund Sierras
REQUESTED BOARD ACTION: Direct staff to continue negotiations with CORE/Prostar for
the preferred option for a solar project at the Wastewater Treatment Plant.
DISCUSSION: At the October 15, 2020, Board Meeting, the Board directed staff to enter
negotiations with the preferred vendor team (CORE/Prostar) selected by SEED Fund
Sierras for development of a solar system to serve the Wastewater Treatment Plant
(WWTP). Over the past month, staff has continued to work with CORE/Prostar to refine
the solar system options under consideration. On November 5, staff and CORE/Prostar
reported back to the Board on the options and pricing for a Power-purchase
Agreement (PPA). Based on input from the Board, staff has continued to work with
CORE/Prostar to develop two of the six options that were originally being considered.
The two options still in consideration are:
Option 2B: 25-year term, 2% escalation, 4.2 MW
Option 2C: 25-year term, 0% escalation, 4.2 MW
The primary difference between the two options is the price escalation over the term of
the PPA (2% per year escalation versus fixed 0% per year escalation), which affects the
distribution of cost and total cost to the District over the term. Both options are offered
to the District with no up-front cost (beyond staff and consultant time for project review
coordination, and authorization) for CORE/Prostar to develop the District property for
occupancy by the solar array.
At 4.2 MW, the proposed array is sized for 100% offset of the WWTP average
consumption based on actual consumption over the past 3 years. A schematic of the
proposed 4.2 MW system is attached; the precise location of the proposed array will be
defined during the design stage.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
56
Julie Ryan
Page 2
November 19, 2020
The intertie to the WWTP is proposed to be “behind-the-meter.” Because of the size of
the array, it exceeds Liberty Utilities’ 1 MW cap for their Net Metering tariff. Instead the
power delivered to the District will be a “direct offset” to its total power consumption.
During the day, excess power produced by the array will be delivered onto the grid
through a bi-directional meter at the District’s power service intertie. At night, the District
will continue to purchase power from Liberty at the published tariff for an A-3 General
Service, and the quantity of power delivered to the grid will be credited to the District
against the quantity used on a monthly basis.
The financial analysis of the two options is currently being updated, and will be
provided for Board consideration prior to and at the Board Meeting. Staff will make a
recommendation to the Board at that time regarding which option, if any, to continue
further. Staff requests that the Board direct staff to continue negotiation with
CORE/Prostar for the preferred option, in consultation with SEED Fund Sierras.
SCHEDULE: As soon as possible
COSTS: N/A
ACCOUNT NO: N/A
BUDGETED AMOUNT AVAILABLE: N/A
ATTACHMENTS: Solar Array Layouts
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
57
OPTIONS OVERVIEW
OPTION2
OPTION 2A
4.2MW
20YRTERM
$0.07820 PP A RATE
2o/o ESCALATOR
OPTION 28
4.2MW
25YRTERM
$0.07 430 PP A RATE
2% ESCALATOR
?.!.�
(1 J-JJ 11 lJ J.JJ-�
OPTION 2C
4.2MW
20YRTERM
$0.096 PP A RATE
0% ESCALATOR
58
59
Tim Bledsoe
Page 2
November 19, 2020
BOARD AGENDA ITEM 7c
TO: Board of Directors
FROM: Tim Bledsoe, Customer Service Manager
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Customer Assistance Program
REQUESTED BOARD ACTION: Approve an extension to the Temporary Sewer Rate Relief
Program until December 31, 2020, incorporating either Option 1, no cap, or Option 2, a
$3,000 cap.
DISCUSSION: At the August 20, 2020, Regular Board Meeting, action was taken to
adopt a Temporary Sewer Rate Relief Program (Program) to provide financial relief to
certain District customers who have been adversely impacted by COVID-19. The
Program was formally adopted by Resolution 3152-20. This Program ended on October
30, 2020.
Staff recommends extending the Program until December 31, 2020, incorporating one
of the options below:
1. Qualifying customers will receive a 50% reduction to their most recent quarterly
sewer bill. The reduction would be applied to current sewer charges only, not
additional outstanding balances.
2. Qualifying customers will receive a 50% reduction up to$3,000 to their most
recent quarterly sewer bill. The reduction would be applied to current sewer
charges only, not additional outstanding balances.
The three largest customer credits provided during the first phase of the program were
$17,601, $16,103 and $10,763. The next largest credit was substantially less at $3,081.
District staff believes that this is an appropriate level for a maximum credit.
The Program, which will be funded with property tax revenue, is available to all
customers experiencing a loss of income due to COVID-19. This includes commercial,
multi-family, and single family dwelling customers whose primary residence is in the
District’s service area. Customers are required to submit to the District a completed
application by December 31, 2020, to participate in the Program.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
60
Tim Bledsoe
Page 2
November 19, 2020
SCHEDULE: Upon approval
COSTS: $1.1 million maximum
ACCOUNT NO: N/A
BUDGETED AMOUNT AVAILABLE: Funded with property tax revenues
ATTACHMENTS: N/A
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
61
Trevor Coolidge
Page 2
November 19, 2020
BOARD AGENDA ITEM 7d
TO: Board of Directors
FROM: Trevor Coolidge, Senior Engineer
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Keller-Heavenly Water System Improvements Project, Phase I
REQUESTED BOARD ACTION: Approve Change Order No. 1 to terminate the Keller-
Heavenly Water System Improvements Project, Phase 1 Contract with Burdick
Excavating Company, Inc., at no cost to the District.
DISCUSSION: The Keller-Heavenly Water System provides water to the area adjacent to
and above the California Lodge at the Heavenly Ski Resort. The first phase of the
Project was bid in October 2019 and awarded to Burdick Excavating Company, Inc., in
January 2020 for $1,702,038.
The Project includes work on United States Forest Service (USFS) land that requires an
update to the District’s Special Use Permit (SUP) and environmental permitting to install
water mains, improve an access road and install rockfall fencing to protect the Keller
Tank site. The District received assurances in September 2019 that the USFS would
complete Project permitting in time for the District to finalize a low-interest loan through
the State Revolving Fund (SRF) offered by the State Water Resources Control Board
(SWRCB); based on the permitting assurance, the District proceeded to bid and award
the Project.
Due to COVID-19 impacts on USFS staffing, permitting remains incomplete, delaying SRF
funding for the Project. Based on the delayed permitting and funding, the District has
not issued a notice to proceed to Burdick Excavating. The District and Burdick sought to
negotiate a carry-over of the Project to 2021, but were not able to reach an
agreement; as a result, the Contract is being terminated by mutual agreement. The
Change Order provides no compensation or contract days to Burdick. Staff will seek
Board approval to re-bid the project upon confirmation of SRF funding via separate
Board action.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
62
Trevor Coolidge
Page 2
November 19, 2020
Staff recommends that the Board approve Change Order No. 1 to terminate the Keller-
Heavenly Water System Improvements Project, Phase 1 Contract with Burdick
Excavating Company, Inc., at no cost to the District.
SCHEDULE: Upon Board Approval
COSTS: $0
ACCOUNT NO: 2030-7022/15W007
BUDGETED AMOUNT AVAILABLE: Funded with a low interest State Revolving Fund Loan
ATTACHMENTS: Change Order No. 1
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
63
1
CHANGE ORDER NUMBER 01
Project:
Keller-Heavenly Water System Improvements Project, Phase 1
Contractor:
Burdick Excavating Co.
Date: 11/19/2020 PO #: _______
The District And The Contractor Agree That The Contract Shall Be Terminated Based On
The Following Changes:
TOTAL FOR CHANGE ORDER NUMBER 1 IS
A+B = <$1,702,038>
Dollar Amounts Contract Time
Original Contract $1,702,038 251 Calendar Days
Previous Change Orders $0 0 Calendar Days
Current Contract $1,702,038 251 Calendar Days
THIS CHANGE ORDER <$1,702,038> <251> Calendar
Days
New Contract Total $0.00 0 Calendar Days
The Contractor and the District agree that the Contract is terminated, effective as of the date of this change order, in accordance with the herein-described changes. The change in contract price and/or contract time noted is full settlement and satifcation for any costs incurred by the Contractor as a result of the change(s) described, unless specifically noted in individual description(s).
Date: ____________________ Authorized By STPUD Board President Date: _____________________ Accepted By Contractor Date: _____________________ Reviewed By
64
2
1. Amend all bid items to $0.00 to reflect no work completed and contract termination by
mutual agreement, reducing contract value to $0.00
TOTAL FOR ITEM A IS <$1,702,038>
2. Change the Contract Time, identified in Section 007200, Part 2.04 of the Contract
Specifications, from two-hundred-fifty-one (251) calendar days to zero (0) calendar
days, to account for no work completed and contract termination by mutual agreement.
No compensation is awarded due to the modification of contract time.
TOTAL FOR ITEM B IS $0.00
TOTAL FOR CHANGE ORDER NUMBER 1 IS
A+B = <$1,702,038>
65
Trevor Coolidge
Page 2
November 19, 2020
BOARD AGENDA ITEM 7e
TO: Board of Directors
FROM: Trevor Coolidge, Senior Engineer
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Keller-Heavenly Water System Improvements Project, Phase I
REQUESTED BOARD ACTION: Authorize staff to re-bid Phase 1 of the Keller-Heavenly
Water System Improvements Project following confirmation of Drinking Water State
Revolving Fund funding.
DISCUSSION: The Keller-Heavenly Water System provides water to the area adjacent to
and above the California Lodge at the Heavenly Ski Resort. The area is supplied by a
high pressure main from the Keller Booster Pump Station that feeds two high elevation
water tanks, before gravity feeding back into several subzones through a series of
pressure reducing valves (PRVs), with one subzone intertied to the adjacent Heavenly
pressure zone. The service area includes both resort and residential properties within a
wildland-urban interface (WUI) area.
The Keller-Heavenly Water System Improvements Project (Project) was originally bid in
October 2019 and awarded to Burdick Excavating Company, Inc., in January 2020. The
Project includes work on United States Forest Service (USFS) land that requires an
update to the District’s Special Use Permit (SUP) and environmental permitting to install
water mains, improve an access road and install rockfall fencing to protect the Keller
Tank site. The District received assurances in September 2019 that the USFS would
complete Project permitting in time for the District to finalize a low-interest loan through
the Drinking Water State Revolving Fund (DWSRF) offered by the State Water Resources
Control Board (SWRCB); based on the permitting assurance, the District proceeded to
bid and award the Project. Due to COVID-19 impacts on USFS staffing, delayed
permitting prevented the District from finalizing DWSRF funding for the Project. Based on
the delayed permitting and funding, the District did not proceed with construction in
2020 and mutually agreed with Burdick to terminate the construction Contract.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
66
Trevor Coolidge
Page 2
November 19, 2020
The Project includes upsizing of water mains for improved firefighting flows, replacement
and instrumentation of pressure reducing valves and vaults, communication upgrades,
and replacement of the Keller water tanks that were constructed in the 1970s without
foundations. Stabilization of the mountainside and mitigation of significant rockfall
hazards that threaten the Keller tanks is also a key Project element. The Project has
been broken down into three phases to be constructed between 2021 and 2023.
The first phase includes:
• Slope stabilization
• Access road improvements
• Removal of one tank
• Construction of a tank foundation
• A PRV replacement
• Installation of 1,000-feet of upsized water main to improve fire flows in the area
Subsequent phases will include:
• A new water tank
• Removal of the remaining tank
• Complete PRV upgrades throughout the project area
• The PRV communication and instrumentation upgrades will increase system
control, pressure monitoring, and water loss detection
The Project also includes two separate $100,000 lump sum bid items for as-needed work
on the water distribution and sewer collection systems, to be performed by the
contractor on a time-and-materials basis.
Based on a recent update from the USFS, permitting will be complete in December
2020. Staff is preparing the bid documents and seeks to have authorization to re-bid
the Project as soon as DWSRF funding is confirmed.
Staff recommends that the Board authorize staff to re-bid Phase 1 of the Keller-
Heavenly Water System Improvements Project following completion of USFS
confirmation of DWSRF funding.
SCHEDULE: Upon Board Approval and Confirmation of SRF Funding
COSTS: Engineer’s Estimate $2,287,000 for Phase 1; $5.9 million for total Project
ACCOUNT NO: 2030-7022/15W007
BUDGETED AMOUNT AVAILABLE: Funded with a low interest DWSRF loan
ATTACHMENTS: None
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
67
Brian Bartlett
Page 2
November 19, 2020
BOARD AGENDA ITEM 7f
TO: Board of Directors
FROM: Brian Bartlett, Network/Telecomm Systems Administrator
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Microsoft Office 365 Licensing Agreement
REQUESTED BOARD ACTION: 1) Find Microsoft Office/Exchange to be the standard for
the District’s Office Suite and Email needs; and, 2) Authorize staff to enter into a
Licensing Agreement for three years with Microsoft for the Office 365 G3 Software Suite
in the amount of $106,389.24.
DISCUSSION: Microsoft Office (MS) has been the standard office suite for many
organizations over the years. The District is no exception. Staff has been using MS
Office 2010 for the past ten years and used earlier iterations prior to Office 2010. The MS
Office 2010 suite has reached end of life and is no longer being supported by Microsoft.
The District’s aging exchange email environment is also impacted by Microsoft end of
support announcement of Exchange 2010.
By upgrading to Office 365 Government, the District would be gaining access to the
latest version of Microsoft Office and Microsoft Exchange. These updated versions have
additional functionality that has been requested by several of the District staff and
would be updated on a regular basis as Microsoft releases updates.
Additionally, staff would gain access to new features to enhance collaboration efforts
at the District. As part of the move to Office 365, staff would have access to Microsoft
Teams, Skype for Business, Microsoft OneDrive for file sharing, and Sharepoint. This could
eliminate the need for redundant services such as GoToMeeting, Zoom, and Dropbox.
Staff has examined other office suite offerings, including updating the current on-
premise software to the latest version, and has determined moving to Office 365
Government is the best option moving forward.
General Manager
John Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
68
Brian Bartlett
Page 2
November 19, 2020
Staff recommends entering into a three-year Licensing Agreement with Microsoft
through CDW-G using the County of Riverside Agreement (Participating Agreement
PSA-0001522) for the Microsoft Office 365 Suite. This Agreement leverages the buying
power of the County of Riverside and is available to be leveraged by government
agencies throughout State of California. It gives the District the best discounts available
for purchasing Microsoft Software licenses. Staff requests formal bidding process be
waived per Exception 3 of the Purchasing Policy. Additional competitive bidding of this
sole brand product would serve no purpose and not produce an advantage for the
District.
SCHEDULE: January 2021
COSTS: $35,463.08 for three years (2021-2024) for a grand total $106,389.24
ACCOUNT NO: Year 1 – 50/50 56-6030
BUDGETED AMOUNT AVAILABLE: $96,913
ATTACHMENTS: MS Office G3 Licensing Quote
___________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: Sewer/Water
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
69
SOUTH TAHOE
PUBLIC UTILITY DISTRICT
Note: Please do not modify this original form which is located in the public drive. Either print it out or
copy the form to a personal work file to use. Answer questions and utilize as much space as required.
Sole Brand/Source Sole
Justification/Approval Form
EXPLANATION: Complete this form when specifications limit bidding to one brand name (whether or not the
item can be purchased from more than one source).
1.The District follows legal requirements to obtain competition whenever possible. Competitive
purchases are easy to justify in regards to price and also encourage suppliers to remain competitive
in price and service. At times however, it may be necessary or economically preferable to purchase
products or services on a sole brand or sole source basis. Since sole brand/sole source purchasing
is an exception to the normal procurement function, it must be objectively justified. Completion of
this form should facilitate that process and provide a written record of the basis used in sole
procurement decisions.
2.Criteria that may be considered in determining sole brand includes (but is not limited to):
unique features service & support reliability availability operational familiarity
part interchangeability programming ease repair ease size limitations
3.The purchase of products or services often requires research of the market and District needs
regardless if the purchase will result in a competitive solicitation later. The research is an internal
process. Departments are requested to use discretion in their discussion with vendors so as not to
compromise any competitive advantage the buyer may have, regardless of the acceptance or
rejection of the sole brand/source justification.
Staff is also asked to anticipate future needs and research products/services prior to any substantial
investment to avoid being committed to certain products without recognizing and comparing all
variables.
Supplier Name: Microsoft
Street Address: 16255 NE 36m Way
City/State/ZIP: Redmond, WA 98052
Contact, Phone:
General Description of Commodity or Service requested to be Purchased and its function:
Microsoft Office software suite and Microsoft Exchange email server software. Office suite provide
word processing, spreadsheet, and presentation functionality for District Staff. MS Exchange
provides District staff with email functionality for day-to-day operations.
INSTRUCTIONS: Please initial all entries below that apply to the proposed purchase. Attach additional information or
support documentation if needed. More than one entry will apply to all sole source justifications.
SOLE BRAND JUSTIFICATION
ITEM INITIALS JUSTIFICATION
1 This is the only known product or service that will meet the minimum essential needs of this
department or perform the necessary intended function.
If this item is initialed, please explain below. -
70
71
72
73
SOUTH TAHOE PUBLIC UTILITY DISTRICT
Richard Solbrlg, General Manager
Randy Vogelgesang, President
Chris Cefalu, Director
Shannon Cotulla, Assistant General Manager
BOARD MEMBERS
James R. Jones, Director
Kelly Sheehan, Vice President
Duane Wallace, Director
REGULAR MEETING OF THE BOARD OF DIRECTORS
SOUTH TAHOE PUBLIC UTILITY DISTRICT
February 19, 2015
MINUTES
The South Tahoe Public Utility District Board of Directors met in a regular session, 2:00 p.m., at the
District Office, located at 1275 Meadow Crest Drive, South Lake Tahoe, California.
ROLL CALL:
Board of Directors: President Vogelgesang, Directors Cefalu, Jones, Sheehan, Wallace
Staff: Brian Bartlett, Tim Bledsoe, Shannon Cotulla, Melonie Guttry, Gary Kvistad, Ken Phillips,
John Thiel
CONSENT CALENDAR:
Moved Cefalu/ Second Sheehan/ Cefalu Yes/ Jones Yes/ Vogelgesang Yes/ Sheehan Yes/
Wallace Yes to approve the Consent Calendar as presented.
a.Purchase of Microsoft Office Software Licenses
( 1)Waived bidding procedures at outlined in the Purchasing Policy for special
circumstances; and (2) Authorized purchase of 90 standardized Microsoft Office
Licenses utilizing Microsoft's Select Plus for Government Agreement from PC Mall Gov in
an amount not to exceed $30,000 (including tax).
b.Regular Board Meeting Minutes: February 5, 2015 -Approved February 5, 2015 Minutes
ITEMS FOR BOARD ACTION:
a.2015 Water Meter Installation Project-Staff presented information on the 2015 water meter
installation project recommending that it be found as substantially complex.
President Vogelgesang opened the public hearing at 2: 13 p.m. to receive comments on the
designation of the 2015 Water Meter Installation Project as "substantially complex" under
Public Contract Code Section 7201. No public comments were received and the hearing was
closed at 2:13 p.m.-41-
74
Date 11/6/20
Account Manager Sean Mclnerney
for VSL Specialist Brent Cameron
Channel Price Sheet Month Nov.
Unless otherwise noted, All Quotes expire upon current month's end
Microsoft Part #Description Level Quantity Price Extended Price Extended Price Extended
AAA-12414 CoreCALBridgeO365 ALNG SubsVL MVL PerUsr D 150 19.56$ 2,934.00$ 19.56$ 2,934.00$ 19.56$ 2,934.00$
AAA-11894 O365GCCE3 ShrdSvr ALNG SubsVL MVL PerUsr D 150 209.59$ 31,438.50$ 209.59$ 31,438.50$ 209.59$ 31,438.50$
7MS-00001 Project Plan3 GCC Shared All Lng Subs VL MVL Per User D 2 272.65$ 545.30$ 272.65$ 545.30$ 272.65$ 545.30$
P3U-00001 VisioPlan2GCC ShrdSvr ALNG SubsVL MVL PerUsr D 4 136.32$ 545.28$ 136.32$ 545.28$ 136.32$ 545.28$
Year 1 Total 35,463.08$ Year 2 Total 35,463.08$ Year 3 Total 35,463.08$
Three Year Total 106,389.24$
Riverside Contract: Participating agreement No. PSA-0001522
No Tax Referenced
O365 G3
Customer to make three annual payments to CDW•G
CDW Government, LLC
Microsoft Enterprise 6.6 Agreement Pricing
Enterprise Quote
South Tahoe Public Utility District
Year 3Year 1 Year 2
Notes
75
PAYMENT OF CLAIMS
Payroll 11/3/20 535,337.43
Total Payroll 535,337.43
ADP & Insight eTools 4,966.44
AFLAC/WageWorks claims and fees 713.21
BBVA Compass Bank 0.00
Cal Bank & Trust fiscal agent fees 0.00
California SWRCB SRF loan payments 0.00
CDS - health care payments 12,732.00
Total Vendor EFT 18,411.65
Accounts Payable Checks-Sewer Fund 576,758.49
Accounts Payable Checks-Water Fund 257,974.86
Total Accounts Payable Checks 834,733.35
Utility Management Refunds 2,992.85
Total Utility Management Checks 2,992.85
Grand Total 1,391,475.28
Payroll EFTs & Checks 11/3/2020
EFT CA Employment Taxes & W/H 22,560.85
EFT Federal Employment Taxes & W/H 108,885.07
EFT CalPERS Contributions 80,318.16
EFT Empower Retirement-Deferred Comp 25,772.08
EFT Stationary Engineers Union Dues 2,495.19
EFT CDHP Health Savings (HSA)4,011.25
EFT Retirement Health Savings 15,281.32
EFT United Way Contributions 66.00
EFT Employee Direct Deposits 275,715.36
CHK Employee Garnishments 232.15
CHK Employee Paychecks 0.00
Total 535,337.43
FOR APPROVAL
November 19, 2020
76
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
Vendor 42363 - A-1 CHEMICAL INC
6726011 Field, Shop & Safety Supplies
Inventory
Paid by Check #105349 10/13/2020 11/19/2020 10/31/2020 11/19/2020 47.97
Vendor 42363 - A-1 CHEMICAL INC Totals Invoices 1 $47.97
Vendor 44199 - ACME CONSTRUCTION SUPPLY
S3679299.001 Field, Shop & Safety Supplies
Inventory
Paid by Check #105350 10/27/2020 11/19/2020 10/31/2020 11/19/2020 617.75
Vendor 44199 - ACME CONSTRUCTION SUPPLY Totals Invoices 1 $617.75
Vendor 43721 - ACWA/JPIA
1ST QTR 20-21 Workers Comp Insurance Payable Paid by Check #105351 10/28/2020 11/19/2020 10/31/2020 11/19/2020 40,290.35
Vendor 43721 - ACWA/JPIA Totals Invoices 1 $40,290.35
Vendor 44039 - AFLAC
973803 Insurance Supplement Payable Paid by Check #105352 10/01/2020 11/19/2020 10/31/2020 11/19/2020 1,025.16
Vendor 44039 - AFLAC Totals Invoices 1 $1,025.16
Vendor 48136 - AHERN RENTALS
22754357-001 Small Tools Paid by Check #105353 11/05/2020 11/19/2020 11/19/2020 11/19/2020 589.00
Vendor 48136 - AHERN RENTALS Totals Invoices 1 $589.00
Vendor 48605 - AIRGAS USA LLC
9106532501 Field, Shop & Safety Supplies
Inventory
Paid by Check #105354 10/27/2020 11/19/2020 10/31/2020 11/19/2020 1,286.59
Vendor 48605 - AIRGAS USA LLC Totals Invoices 1 $1,286.59
Vendor 48658 - ALLDATA
2005902684 Service Contracts Paid by Check #105355 10/11/2020 11/19/2020 10/31/2020 11/19/2020 1,147.50
Vendor 48658 - ALLDATA Totals Invoices 1 $1,147.50
Vendor 48684 - ALLIED ELECTRONICS INC
9013464110 Buildings Paid by Check #105356 11/04/2020 11/19/2020 11/30/2020 11/19/2020 129.68
9013470867 Biosolids Equipment - Building Paid by Check #105356 11/05/2020 11/19/2020 11/30/2020 11/19/2020 357.96
Vendor 48684 - ALLIED ELECTRONICS INC Totals Invoices 2 $487.64
Vendor 43949 - ALPEN SIERRA COFFEE
213301 Office Supply Issues Paid by Check #105357 10/27/2020 11/19/2020 10/31/2020 11/19/2020 89.00
213302 Office Supply Issues Paid by Check #105357 10/27/2020 11/19/2020 10/31/2020 11/19/2020 44.25
213442 Office Supply Issues Paid by Check #105357 11/03/2020 11/19/2020 11/30/2020 11/19/2020 89.00
213443 Office Supply Issues Paid by Check #105357 11/03/2020 11/19/2020 11/30/2020 11/19/2020 44.25
Vendor 43949 - ALPEN SIERRA COFFEE Totals Invoices 4 $266.50
Vendor 10906 - ALPINE COUNTY
1ST QTR 20-21 Land Taxes Paid by Check #105358 11/01/2020 11/19/2020 11/30/2020 11/19/2020 42,869.22
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
77
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
Vendor 10906 - ALPINE COUNTY Totals Invoices 1 $42,869.22
Vendor 49337 - AMAZON CAPITAL SERVICES INC.
1YNF-CJPL-T6F6 Small Tools Paid by Check #105359 10/07/2020 11/19/2020 10/31/2020 11/19/2020 1,500.96
11T1-KRKR-436F Repair - Maintenance Water
Tanks
Paid by Check #105359 11/02/2020 11/19/2020 11/30/2020 11/19/2020 231.30
Vendor 49337 - AMAZON CAPITAL SERVICES INC. Totals Invoices 2 $1,732.26
Vendor 48073 - AMERIPRIDE UNIFORM SERVICES
1102331660 Uniform Payable Paid by Check #105360 03/17/2020 11/19/2020 10/31/2020 11/19/2020 86.05
1102331672 Uniform Payable Paid by Check #105360 03/17/2020 11/19/2020 10/31/2020 11/19/2020 45.55
Vendor 48073 - AMERIPRIDE UNIFORM SERVICES Totals Invoices 2 $131.60
Vendor 48173 - APPLIED INDUSTRIAL TECH INC
7020071297 Small Tools Paid by Check #105361 10/26/2020 11/19/2020 10/31/2020 11/19/2020 600.52
Vendor 48173 - APPLIED INDUSTRIAL TECH INC Totals Invoices 1 $600.52
Vendor 44580 - ARAMARK UNIFORM & CAREER APPAREL GRP INC
1102439843 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 92.07
1102439850 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 87.19
1102439856 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 78.25
1102439865 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 95.96
1102439871 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 42.02
1102439875 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 21.17
1102439877 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 6.55
1102439882 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 101.71
1102439885 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 21.71
1102439886 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 8.36
1102439889 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 13.34
1102439890 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 15.14
1102439891 Uniform Payable Paid by Check #105362 10/27/2020 11/19/2020 10/27/2020 11/19/2020 17.98
1110087330CR Uniform Payable Paid by Check #105362 10/29/2020 11/19/2020 10/29/2020 11/19/2020 (50.40)
1110087331CR Uniform Payable Paid by Check #105362 10/29/2020 11/19/2020 10/29/2020 11/19/2020 (100.80)
1102443156 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 92.07
1102443163 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 87.19
1102443173 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 79.44
1102443181 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 95.96
1102443191 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 42.02
1102443196 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 21.17
1102443198 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 6.55
1102443206 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 101.71
1102443210 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 21.71
1102443214 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 8.36
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
78
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
1102443221 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 13.34
1102443223 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 15.14
1102443224 Uniform Payable Paid by Check #105363 11/03/2020 11/19/2020 11/03/2020 11/19/2020 17.98
Vendor 44580 - ARAMARK UNIFORM & CAREER APPAREL GRP INC Totals Invoices 28 $1,052.89
Vendor 47961 - ARETE SYSTEMS
10703290 Contractual Services Paid by Check #105364 10/19/2020 11/19/2020 10/31/2020 11/19/2020 4,485.00
Vendor 47961 - ARETE SYSTEMS Totals Invoices 1 $4,485.00
Vendor 40521 - AT&T
OCTOBER2020 TELEPHONE Paid by Check #105365 10/28/2020 11/19/2020 11/19/2020 11/19/2020 80.00
Vendor 40521 - AT&T Totals Invoices 1 $80.00
Vendor 45202 - AT&T MOBILITY
OCTOBER2020 TELEPHONE Paid by Check #105366 10/19/2020 11/19/2020 11/19/2020 11/19/2020 1,607.06
Vendor 45202 - AT&T MOBILITY Totals Invoices 1 $1,607.06
Vendor 48000 - AT&T/CALNET 3
OCTOBER2020-2 TELEPHONE Paid by Check #105367 11/01/2020 11/19/2020 11/19/2020 11/19/2020 2,351.48
Vendor 48000 - AT&T/CALNET 3 Totals Invoices 1 $2,351.48
Vendor 49269 - BACKGROUNDS ONLINE
526035 Personnel Expense Paid by Check #105368 10/31/2020 11/19/2020 10/31/2020 11/19/2020 25.50
Vendor 49269 - BACKGROUNDS ONLINE Totals Invoices 1 $25.50
Vendor 44109 - BB&H BENEFIT DESIGNS
50374 Contractual Services Paid by Check #105369 11/02/2020 11/19/2020 11/30/2020 11/19/2020 232.00
Vendor 44109 - BB&H BENEFIT DESIGNS Totals Invoices 1 $232.00
Vendor 43828 - BLUE RIBBON TEMP PERSONNEL
8321 Contractual Services Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 687.40
8330A Contractual Services Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 1,286.67
8330B Contractual Services Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 1,086.90
8331 Contractual Services Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 296.94
8332 Contractual Services Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 1,393.60
8333 Meters Phase 5B Paid by Check #105370 10/30/2020 11/19/2020 10/31/2020 11/19/2020 1,173.76
8394 Contractual Services Paid by Check #105370 11/06/2020 11/19/2020 10/31/2020 11/19/2020 687.40
8402 Contractual Services Paid by Check #105370 11/06/2020 11/19/2020 10/31/2020 11/19/2020 1,481.62
8403 Contractual Services Paid by Check #105370 11/06/2020 11/19/2020 11/30/2020 11/19/2020 353.50
8404 Contractual Services Paid by Check #105370 11/06/2020 11/19/2020 10/31/2020 11/19/2020 1,076.80
8405 Contractual Services Paid by Check #105370 11/06/2020 11/19/2020 10/31/2020 11/19/2020 1,117.03
Vendor 43828 - BLUE RIBBON TEMP PERSONNEL Totals Invoices 11 $10,641.62
Vendor 49506 - Cali Bowman-Fraser
Run by Theresa Sherman on 11/10/2020 05:45:57 PM Page 3 of 11
Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
79
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
2339217 Toilet Rebate Program Paid by Check #105371 10/05/2020 11/19/2020 10/31/2020 11/19/2020 49.50
Vendor 49506 - Cali Bowman-Fraser Totals Invoices 1 $49.50
Vendor 49509 - DOUGLAS W BROEMMER
3104206-001 Clothes Washer Rebate Program Paid by Check #105372 10/29/2020 11/19/2020 10/31/2020 11/19/2020 200.00
Vendor 49509 - DOUGLAS W BROEMMER Totals Invoices 1 $200.00
Vendor 44730 - BSK ASSOCIATES
SD04674 Monitoring Paid by Check #105373 10/27/2020 11/19/2020 10/31/2020 11/19/2020 585.00
Vendor 44730 - BSK ASSOCIATES Totals Invoices 1 $585.00
Vendor 13230 - CAROLLO ENGINEERS
0191587 Contractual Services Paid by Check #105374 10/12/2020 11/19/2020 10/31/2020 11/19/2020 46,905.50
Vendor 13230 - CAROLLO ENGINEERS Totals Invoices 1 $46,905.50
Vendor 48769 - CARSON DODGE
5106522 Automotive Paid by Check #105375 11/03/2020 11/19/2020 11/19/2020 11/19/2020 251.35
Vendor 48769 - CARSON DODGE Totals Invoices 1 $251.35
Vendor 12500 - CASA
4889 Dues - Memberships -
Certification
Paid by Check #105376 10/28/2020 11/19/2020 11/19/2020 11/19/2020 17,100.00
Vendor 12500 - CASA Totals Invoices 1 $17,100.00
Vendor 40176 - CASHMAN EQUIPMENT
INPS3236735 Automotive Paid by Check #105377 10/27/2020 11/19/2020 10/31/2020 11/19/2020 646.66
INPS3236736 Automotive Paid by Check #105377 10/27/2020 11/19/2020 10/31/2020 11/19/2020 37.11
INPS3238332 Automotive Paid by Check #105377 10/29/2020 11/19/2020 10/31/2020 11/19/2020 88.32
INPS3239313 Automotive Paid by Check #105377 10/30/2020 11/19/2020 10/31/2020 11/19/2020 53.21
Vendor 40176 - CASHMAN EQUIPMENT Totals Invoices 4 $825.30
Vendor 42328 - CDW-G CORP
2911962 District Computer Supplies Paid by Check #105378 10/16/2020 11/19/2020 10/31/2020 11/19/2020 234.59
3541652 Service Contracts Paid by Check #105378 10/30/2020 11/19/2020 10/31/2020 11/19/2020 7,954.45
Vendor 42328 - CDW-G CORP Totals Invoices 2 $8,189.04
Vendor 48842 - CHASE
4526 Loan Principal Payments Paid by Check #105379 10/03/2020 11/19/2020 12/31/2020 11/19/2020 196,074.44
Vendor 48842 - CHASE Totals Invoices 1 $196,074.44
Vendor 40343 - CHEMSEARCH INC
7142557 Service Contracts Paid by Check #105380 10/20/2020 11/19/2020 10/31/2020 11/19/2020 356.46
Vendor 40343 - CHEMSEARCH INC Totals Invoices 1 $356.46
Vendor 40512 - CODALE ELECTRIC SUPPLY
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
80
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
S7193514.001 Primary Equipment Paid by Check #105381 10/23/2020 11/19/2020 10/31/2020 11/19/2020 1,512.15
Vendor 40512 - CODALE ELECTRIC SUPPLY Totals Invoices 1 $1,512.15
Vendor 48654 - D&H BROADCASTING LLC
OCT 2020 Public Relations Expense Paid by Check #105382 11/09/2020 11/19/2020 10/31/2020 11/19/2020 1,120.00
Vendor 48654 - D&H BROADCASTING LLC Totals Invoices 1 $1,120.00
Vendor 49510 - KILTY NICOLE DEVINE
2543317-001 Clothes Washer Rebate Program Paid by Check #105383 11/10/2020 11/19/2020 11/19/2020 11/19/2020 200.00
Vendor 49510 - KILTY NICOLE DEVINE Totals Invoices 1 $200.00
Vendor 48289 - DIY HOME CENTER
5964/M Pump Stations Paid by Check #105384 10/28/2020 11/19/2020 10/31/2020 11/19/2020 24.65
Vendor 48289 - DIY HOME CENTER Totals Invoices 1 $24.65
Vendor 43649 - DOUGLAS DISPOSAL
2189622 Refuse Disposal Paid by Check #105385 11/01/2020 11/19/2020 10/31/2020 11/19/2020 20.96
Vendor 43649 - DOUGLAS DISPOSAL Totals Invoices 1 $20.96
Vendor 48551 - EZKEM
5100 Laboratory Supplies Paid by Check #105386 10/26/2020 11/19/2020 10/31/2020 11/19/2020 105.00
Vendor 48551 - EZKEM Totals Invoices 1 $105.00
Vendor 14890 - FEDEX
7-159-20009 Postage Expenses Paid by Check #105387 10/23/2020 11/19/2020 10/31/2020 11/19/2020 28.81
7-166-28172 Postage Expenses Paid by Check #105387 10/30/2020 11/19/2020 10/31/2020 11/19/2020 50.31
7-174-38890 Postage Expenses Paid by Check #105387 11/06/2020 11/19/2020 11/19/2020 11/19/2020 73.81
Vendor 14890 - FEDEX Totals Invoices 3 $152.93
Vendor 41263 - FERGUSON ENTERPRISES INC
8825314 Shop Supplies Paid by Check #105388 10/26/2020 11/19/2020 10/31/2020 11/19/2020 82.42
Vendor 41263 - FERGUSON ENTERPRISES INC Totals Invoices 1 $82.42
Vendor 40252 - FGL ENVIRONMENTAL
012790A Monitoring Paid by Check #105389 11/04/2020 11/19/2020 11/19/2020 11/19/2020 569.60
Vendor 40252 - FGL ENVIRONMENTAL Totals Invoices 1 $569.60
Vendor 15000 - FISHER SCIENTIFIC
1133248 Laboratory Supplies Paid by Check #105390 10/14/2020 11/19/2020 10/31/2020 11/19/2020 32.08
1243310 Laboratory Supplies Paid by Check #105390 10/15/2020 11/19/2020 10/31/2020 11/19/2020 45.99
1813716 Laboratory Supplies Paid by Check #105390 10/23/2020 11/19/2020 10/31/2020 11/19/2020 58.55
Vendor 15000 - FISHER SCIENTIFIC Totals Invoices 3 $136.62
Vendor 48402 - FLYERS ENERGY LLC
20-210964 Diesel Fuel Inventory Paid by Check #105391 10/30/2020 11/19/2020 10/31/2020 11/19/2020 913.30
Run by Theresa Sherman on 11/10/2020 05:45:57 PM Page 5 of 11
Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
81
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
Vendor 48402 - FLYERS ENERGY LLC Totals Invoices 1 $913.30
Vendor 48288 - FRONTIER COMMUNICATIONS
OCTOBER2020 TELEPHONE Paid by Check #105392 11/01/2020 11/19/2020 11/19/2020 11/19/2020 728.21
Vendor 48288 - FRONTIER COMMUNICATIONS Totals Invoices 1 $728.21
Vendor 41531 - GB GENERAL ENG CONTRACTOR INC
20-08 Pipe - Covers & Manholes Paid by Check #105393 11/03/2020 11/19/2020 11/30/2020 11/19/2020 114,745.51
Vendor 41531 - GB GENERAL ENG CONTRACTOR INC Totals Invoices 1 $114,745.51
Vendor 15600 - GRAINGER
9692356281 Field, Shop & Safety Supplies
Inventory
Paid by Check #105394 10/21/2020 11/19/2020 10/31/2020 11/19/2020 141.13
9692384283 Field, Shop & Safety Supplies
Inventory
Paid by Check #105394 10/21/2020 11/19/2020 10/31/2020 11/19/2020 263.53
Vendor 15600 - GRAINGER Totals Invoices 2 $404.66
Vendor 15800 - HACH CO
12169614 Laboratory Supplies Paid by Check #105395 10/20/2020 11/19/2020 10/31/2020 11/19/2020 1,008.54
12176667 Laboratory Supplies Paid by Check #105395 10/26/2020 11/19/2020 10/31/2020 11/19/2020 400.31
Vendor 15800 - HACH CO Totals Invoices 2 $1,408.85
Vendor 44430 - HIGH SIERRA BUSINESS SYSTEMS
112806 Service Contracts Paid by Check #105396 10/06/2020 11/19/2020 10/31/2020 11/19/2020 771.59
113315 Service Contracts Paid by Check #105396 11/03/2020 11/19/2020 11/30/2020 11/19/2020 78.25
Vendor 44430 - HIGH SIERRA BUSINESS SYSTEMS Totals Invoices 2 $849.84
Vendor 45122 - HYDRAULIC INDUSTRIAL SERVICES INC
48312 Automotive Paid by Check #105397 10/28/2020 11/19/2020 10/31/2020 11/19/2020 695.63
Vendor 45122 - HYDRAULIC INDUSTRIAL SERVICES INC Totals Invoices 1 $695.63
Vendor 48056 - INFOSEND INC
176502 Service Contracts Paid by Check #105398 08/03/2020 11/19/2020 10/31/2020 11/19/2020 577.52
178015 Service Contracts Paid by Check #105398 09/02/2020 11/19/2020 10/31/2020 11/19/2020 574.10
178632 Office Supplies Paid by Check #105398 09/25/2020 11/19/2020 10/31/2020 11/19/2020 35.10
178634 Replace ERP System Paid by Check #105398 09/25/2020 11/19/2020 10/31/2020 11/19/2020 1,040.00
178635 Office Supplies Paid by Check #105398 09/25/2020 11/19/2020 10/31/2020 11/19/2020 23.10
179491 Service Contracts Paid by Check #105398 10/02/2020 11/19/2020 10/31/2020 11/19/2020 573.86
Vendor 48056 - INFOSEND INC Totals Invoices 6 $2,823.68
Vendor 48087 - INNOVYZE INC
INV-310-0000390 Replace Hydraulic Modeling
Software
Paid by Check #105399 10/01/2020 11/19/2020 10/31/2020 11/19/2020 13,011.26
Vendor 48087 - INNOVYZE INC Totals Invoices 1 $13,011.26
Vendor 13235 - INSTROTEK INC
Run by Theresa Sherman on 11/10/2020 05:45:57 PM Page 6 of 11
Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
82
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
494764 Shop Supplies Paid by Check #105400 10/28/2020 11/19/2020 10/31/2020 11/19/2020 780.00
Vendor 13235 - INSTROTEK INC Totals Invoices 1 $780.00
Vendor 40821 - KENNEDY/JENKS CONSULTANTS INC
142390 Contractual Services Paid by Check #105401 10/27/2020 11/19/2020 11/19/2020 11/19/2020 8,833.50
Vendor 40821 - KENNEDY/JENKS CONSULTANTS INC Totals Invoices 1 $8,833.50
Vendor 43694 - KIMBALL MIDWEST
8352235 Shop Supplies Paid by Check #105402 10/30/2020 11/19/2020 10/31/2020 11/19/2020 370.14
Vendor 43694 - KIMBALL MIDWEST Totals Invoices 1 $370.14
Vendor 17350 - LAKESIDE NAPA
OCT 2020 Automotive Paid by Check #105403 10/25/2020 11/19/2020 10/31/2020 11/19/2020 2,761.35
Vendor 17350 - LAKESIDE NAPA Totals Invoices 1 $2,761.35
Vendor 45135 - LES SCHWAB TIRE CENTER
66100346049 Automotive Paid by Check #105404 10/16/2020 11/19/2020 10/31/2020 11/19/2020 424.78
Vendor 45135 - LES SCHWAB TIRE CENTER Totals Invoices 1 $424.78
Vendor 22550 - LIBERTY UTILITIES
OCTOBER2020-3 ELECTRICITY Paid by Check #105405 10/31/2020 11/19/2020 11/19/2020 11/19/2020 196,389.76
Vendor 22550 - LIBERTY UTILITIES Totals Invoices 1 $196,389.76
Vendor 17900 - MC MASTER CARR SUPPLY CO
47566101 Buildings Paid by Check #105406 10/22/2020 11/19/2020 10/31/2020 11/19/2020 1,168.34
Vendor 17900 - MC MASTER CARR SUPPLY CO Totals Invoices 1 $1,168.34
Vendor 18150 - MEEKS BUILDING CENTER
OCT 2020 Shop Supplies Paid by Check #105407 10/31/2020 11/19/2020 10/31/2020 11/19/2020 174.96
Vendor 18150 - MEEKS BUILDING CENTER Totals Invoices 1 $174.96
Vendor 19200 - NELS TAHOE HARDWARE
2010-045330 Shop Supplies Paid by Check #105408 10/05/2020 11/19/2020 10/31/2020 11/19/2020 15.65
Vendor 19200 - NELS TAHOE HARDWARE Totals Invoices 1 $15.65
Vendor 49273 - NEVADA COUNTY PUBLISHING CO
0000267534 Public Relations Expense Paid by Check #105409 11/01/2020 11/19/2020 10/31/2020 11/19/2020 378.00
Vendor 49273 - NEVADA COUNTY PUBLISHING CO Totals Invoices 1 $378.00
Vendor 48655 - REGENTS NEVADA SYS HIGHER EDUCATION
CI-06-4096/07 Wells Paid by Check #105410 09/14/2020 11/19/2020 10/31/2020 11/19/2020 6,236.89
CI-06-4268/08 Wells Paid by Check #105410 10/23/2020 11/19/2020 10/31/2020 11/19/2020 5,525.62
Vendor 48655 - REGENTS NEVADA SYS HIGHER EDUCATION Totals Invoices 2 $11,762.51
Vendor 48315 - O'REILLY AUTO PARTS
Run by Theresa Sherman on 11/10/2020 05:45:57 PM Page 7 of 11
Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
83
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
3506397203 Automotive Paid by Check #105411 10/28/2020 11/19/2020 10/31/2020 11/19/2020 12.69
Vendor 48315 - O'REILLY AUTO PARTS Totals Invoices 1 $12.69
Vendor 41030 - OFFICE DEPOT
129214818001 Janitorial Supplies Inventory Paid by Check #105412 10/08/2020 11/19/2020 10/31/2020 11/19/2020 170.20
Vendor 41030 - OFFICE DEPOT Totals Invoices 1 $170.20
Vendor 44607 - OLIN CORPORATION
2896201 Hypochlorite Paid by Check #105413 10/29/2020 11/19/2020 10/31/2020 11/19/2020 4,297.47
Vendor 44607 - OLIN CORPORATION Totals Invoices 1 $4,297.47
Vendor 48306 - OUTSIDE TELEVISION
0000035688 Public Relations Expense Paid by Check #105414 09/30/2020 11/19/2020 10/31/2020 11/19/2020 2,011.00
Vendor 48306 - OUTSIDE TELEVISION Totals Invoices 1 $2,011.00
Vendor 48565 - PLANETBIDS INC
1120323 Contractual Services Paid by Check #105415 11/02/2020 11/19/2020 11/30/2020 11/19/2020 2,675.00
Vendor 48565 - PLANETBIDS INC Totals Invoices 1 $2,675.00
Vendor 49331 - NICHOLAS POOHACHOFF
111220 Travel - Meetings - Education Paid by Check #105416 10/31/2020 11/19/2020 10/31/2020 11/19/2020 406.00
Vendor 49331 - NICHOLAS POOHACHOFF Totals Invoices 1 $406.00
Vendor 47903 - PRAXAIR 174
99435550 Shop Supplies Paid by Check #105417 10/08/2020 11/19/2020 10/31/2020 11/19/2020 520.14
99616136 Shop Supplies Paid by Check #105417 10/22/2020 11/19/2020 10/31/2020 11/19/2020 47.00
99632723 Shop Supplies Paid by Check #105417 10/22/2020 11/19/2020 10/31/2020 11/19/2020 205.54
99726581 Shop Supplies Paid by Check #105417 10/23/2020 11/19/2020 10/31/2020 11/19/2020 11.08
Vendor 47903 - PRAXAIR 174 Totals Invoices 4 $783.76
Vendor 41699 - PRO LEISURE
10655 Incentive & Recognition Program Paid by Check #105418 10/23/2020 11/19/2020 10/31/2020 11/19/2020 1,136.27
Vendor 41699 - PRO LEISURE Totals Invoices 1 $1,136.27
Vendor 47803 - REDWOOD PRINTING
275 Office Supply Issues Paid by Check #105419 09/30/2020 11/19/2020 10/31/2020 11/19/2020 243.30
276 Office Supply Issues Paid by Check #105419 09/30/2020 11/19/2020 10/31/2020 11/19/2020 344.80
31329 Secondary Clarifier #3 Rehab Paid by Check #105419 11/02/2020 11/19/2020 11/19/2020 11/19/2020 406.83
Vendor 47803 - REDWOOD PRINTING Totals Invoices 3 $994.93
Vendor 42855 - REED ELECTRIC & FIELD SERVICE
RJIR5032 Secondary Equipment Paid by Check #105420 10/28/2020 11/19/2020 10/31/2020 11/19/2020 4,653.19
Vendor 42855 - REED ELECTRIC & FIELD SERVICE Totals Invoices 1 $4,653.19
Vendor 48144 - RELIANCE STANDARD
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
84
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
NOV20A LTD/Life Management Payable Paid by Check #105421 11/01/2020 11/19/2020 11/30/2020 11/19/2020 2,468.60
NOV20B LTD/Life Insurance Union/Board
Payable
Paid by Check #105421 11/01/2020 11/19/2020 11/30/2020 11/19/2020 3,210.99
Vendor 48144 - RELIANCE STANDARD Totals Invoices 2 $5,679.59
Vendor 48873 - CAVIN ROSS
111220 Travel - Meetings - Education Paid by Check #105422 10/31/2020 11/19/2020 10/31/2020 11/19/2020 406.00
Vendor 48873 - CAVIN ROSS Totals Invoices 1 $406.00
Vendor 49472 - TAMMY SAUNDERS
25805 Meters Phase 5B Paid by Check #105423 09/01/2020 10/01/2020 09/30/2020 11/19/2020 144.07
Vendor 49472 - TAMMY SAUNDERS Totals Invoices 1 $144.07
Vendor 49508 - MELANIE SHASHA
3349204-001 Toilet Rebate Program Paid by Check #105424 10/26/2020 11/19/2020 10/31/2020 11/19/2020 119.00
Vendor 49508 - MELANIE SHASHA Totals Invoices 1 $119.00
Vendor 49507 - TRAVIS SHERER
8107312-001A Toilet Rebate Program Paid by Check #105425 10/31/2020 11/19/2020 10/31/2020 11/19/2020 100.00
8107312-001B Clothes Washer Rebate Program Paid by Check #105425 10/31/2020 11/19/2020 10/31/2020 11/19/2020 200.00
Vendor 49507 - TRAVIS SHERER Totals Invoices 2 $300.00
Vendor 47832 - SHRED-IT
8180723121 Office Supply Issues Paid by Check #105426 10/22/2020 11/19/2020 10/31/2020 11/19/2020 67.00
Vendor 47832 - SHRED-IT Totals Invoices 1 $67.00
Vendor 49140 - SIERRA BUSINESS COUNCIL
103120 Contractual Services Paid by Check #105427 10/31/2020 11/19/2020 10/31/2020 11/19/2020 1,000.00
Vendor 49140 - SIERRA BUSINESS COUNCIL Totals Invoices 1 $1,000.00
Vendor 22620 - SIERRA SPRINGS
102420 Supplies Paid by Check #105428 10/24/2020 11/19/2020 10/31/2020 11/19/2020 91.36
Vendor 22620 - SIERRA SPRINGS Totals Invoices 1 $91.36
Vendor 43888 - SONSRAY MACHINERY LLC
W04969-07 Automotive Paid by Check #105429 10/28/2020 11/19/2020 10/31/2020 11/19/2020 1,195.52
Vendor 43888 - SONSRAY MACHINERY LLC Totals Invoices 1 $1,195.52
Vendor 23450 - SOUTH TAHOE REFUSE
110120 Refuse Disposal Paid by Check #105430 11/01/2020 11/19/2020 11/30/2020 11/19/2020 3,969.28
Vendor 23450 - SOUTH TAHOE REFUSE Totals Invoices 1 $3,969.28
Vendor 45168 - SOUTHWEST GAS
OCTOBER2020-3 NATURAL GAS Paid by Check #105431 10/31/2020 11/19/2020 11/19/2020 11/19/2020 236.12
Vendor 45168 - SOUTHWEST GAS Totals Invoices 1 $236.12
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
85
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
Vendor 48511 - SWRCB
AVINA20 Dues - Memberships -
Certification
Paid by Check #105432 01/01/2021 11/19/2020 11/19/2020 11/19/2020 80.00
Vendor 48511 - SWRCB Totals Invoices 1 $80.00
Vendor 24050 - TAHOE BASIN CONTAINER SERVICE
110120 Biosolid Disposal Costs Paid by Check #105433 11/01/2020 11/19/2020 11/30/2020 11/19/2020 15,490.83
Vendor 24050 - TAHOE BASIN CONTAINER SERVICE Totals Invoices 1 $15,490.83
Vendor 49032 - TAHOE BEACH & SKI CLUB
OCT 2020 Standby Accommodations Paid by Check #105434 10/31/2020 11/19/2020 10/31/2020 11/19/2020 842.40
Vendor 49032 - TAHOE BEACH & SKI CLUB Totals Invoices 1 $842.40
Vendor 24100 - TAHOE BLUEPRINT
048348 Secondary Clarifier #3 Rehab Paid by Check #105435 10/29/2020 11/19/2020 10/31/2020 11/19/2020 60.61
Vendor 24100 - TAHOE BLUEPRINT Totals Invoices 1 $60.61
Vendor 24315 - TAHOE PARADISE CHEVRON
OCT 2020 Diesel & Gasoline Expense Paid by Check #105436 10/31/2020 11/19/2020 10/31/2020 11/19/2020 150.91
Vendor 24315 - TAHOE PARADISE CHEVRON Totals Invoices 1 $150.91
Vendor 24450 - TAHOE VALLEY ELECTRIC SUPPLY
5100828 Shop Supplies Paid by Check #105437 10/14/2020 11/19/2020 10/31/2020 11/19/2020 229.72
Vendor 24450 - TAHOE VALLEY ELECTRIC SUPPLY Totals Invoices 1 $229.72
Vendor 48927 - TAHOE VALLEY LODGE
1026 Standby Accommodations Paid by Check #105438 10/31/2020 11/19/2020 10/31/2020 11/19/2020 1,385.00
Vendor 48927 - TAHOE VALLEY LODGE Totals Invoices 1 $1,385.00
Vendor 49420 - THATCHER COMPANY OF NEVADA INC
5063255 Hypochlorite Paid by Check #105439 10/01/2020 11/19/2020 10/31/2020 11/19/2020 1,221.33
5063793 Hypochlorite Paid by Check #105439 10/28/2020 11/19/2020 10/31/2020 11/19/2020 3,277.04
Vendor 49420 - THATCHER COMPANY OF NEVADA INC Totals Invoices 2 $4,498.37
Vendor 24900 - UNITED PARCEL SERVICE
966628440 Postage Expenses Paid by Check #105440 10/31/2020 11/19/2020 10/31/2020 11/19/2020 300.00
Vendor 24900 - UNITED PARCEL SERVICE Totals Invoices 1 $300.00
Vendor 43718 - USA BLUE BOOK
398656 Primary Equipment Paid by Check #105441 10/23/2020 11/19/2020 10/31/2020 11/19/2020 376.19
404162 Secondary Equipment Paid by Check #105441 10/29/2020 11/19/2020 10/31/2020 11/19/2020 367.96
Vendor 43718 - USA BLUE BOOK Totals Invoices 2 $744.15
Vendor 25700 - WEDCO INC
651623 Buildings Paid by Check #105442 10/26/2020 11/19/2020 10/31/2020 11/19/2020 26.67
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
86
Invoice Number Invoice Description Status Held Reason Invoice Date Due Date G/L Date Received Date Payment Date Invoice Net Amount
652027 Buildings Paid by Check #105442 10/27/2020 11/19/2020 10/31/2020 11/19/2020 205.63
Vendor 25700 - WEDCO INC Totals Invoices 2 $232.30
Vendor 25850 - WESTERN NEVADA SUPPLY
CM38423525 Waterline - Rocky Point Phase 2 Paid by Check #105443 07/29/2020 11/19/2020 10/31/2020 11/19/2020 (528.86)
38516328 Meters Phase 5B Paid by Check #105443 10/06/2020 11/19/2020 10/31/2020 11/19/2020 783.27
38478019 Supplies Paid by Check #105443 10/12/2020 11/19/2020 10/31/2020 11/19/2020 54.52
18525863 Meters & Parts Inventory Paid by Check #105443 10/13/2020 11/19/2020 10/31/2020 11/19/2020 8,196.41
18532030 Saddles & Fittings Inventory Paid by Check #105443 10/16/2020 11/19/2020 10/31/2020 11/19/2020 520.34
18532030-1 Saddles & Fittings Inventory Paid by Check #105443 10/19/2020 11/19/2020 10/31/2020 11/19/2020 1,387.56
38528935 Small Tools Paid by Check #105443 10/19/2020 11/19/2020 10/31/2020 11/19/2020 90.57
38531580 Force Mains Paid by Check #105443 10/21/2020 11/19/2020 10/31/2020 11/19/2020 258.44
38531583 Force Mains Paid by Check #105443 10/21/2020 11/19/2020 10/31/2020 11/19/2020 258.44
18543191 Saddles & Fittings Inventory Paid by Check #105443 10/26/2020 11/19/2020 10/31/2020 11/19/2020 132.50
18526121 Water Meters & Parts Paid by Check #105443 10/27/2020 11/19/2020 10/31/2020 11/19/2020 694.15
18532030-2 Saddles & Fittings Inventory Paid by Check #105443 10/27/2020 11/19/2020 10/31/2020 11/19/2020 520.34
38545513 Waterline - Rocky Point Phase 2 Paid by Check #105443 10/27/2020 11/19/2020 10/31/2020 11/19/2020 1,072.10
18525889 Water Meters & Parts Paid by Check #105443 10/28/2020 11/19/2020 10/31/2020 11/19/2020 207.96
18543191-1 Saddles & Fittings Inventory Paid by Check #105443 10/28/2020 11/19/2020 10/31/2020 11/19/2020 530.00
38551557 Waterline - Rocky Point Phase 2 Paid by Check #105443 10/30/2020 11/19/2020 10/31/2020 11/19/2020 387.36
18496742-1 Boxes-Lids-Extensions Inventory Paid by Check #105443 11/09/2020 11/19/2020 11/19/2020 11/19/2020 1,114.59
18505046 Boxes-Lids-Extensions Inventory Paid by Check #105443 11/09/2020 11/19/2020 11/19/2020 11/19/2020 9,332.39
18560761 Boxes-Lids-Extensions Inventory Paid by Check #105443 11/09/2020 11/19/2020 11/19/2020 11/19/2020 10,403.80
38542049 Grounds & Maintenance Paid by Check #105443 11/09/2020 11/19/2020 11/19/2020 11/19/2020 430.34
Vendor 25850 - WESTERN NEVADA SUPPLY Totals Invoices 20 $35,846.22
Grand Totals Invoices 183 $834,877.42
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Payment of Claims
Payment Date Range 11/19/20 - 11/19/20
Report By Vendor - Invoice
Summary Listing
87
BOARD AGENDA ITEM 14a
TO: Board of Directors
FROM: John Thiel, General Manager
Liz Kauffman, Human Resources Director
MEETING DATE: November 19, 2020
ITEM – PROJECT NAME: Closed Session – Management Negotiations
REQUESTED BOARD ACTION: Direct Staff
DISCUSSION: Pursuant to Government Code Section 54957(a)/Conference with Labor
Negotiators re: Management Group. Present at this Closed Session will be Agency
Negotiators: John Thiel/General Manager and Liz Kauffman, Human Resources Director.
SCHEDULE: N/A
COSTS: N/A
ACCOUNT NO: N/A
BUDGETED AMOUNT AVAILABLE: N/A
ATTACHMENTS: N/A
_____________________________________________________________________________________
CONCURRENCE WITH REQUESTED ACTION: CATEGORY: General
GENERAL MANAGER: YES NO
CHIEF FINANCIAL OFFICER: YES NO
General Manager
John A. Thiel
Directors
Chris Cefalu
Duane Wallace
Randy Vogelgesang
Kelly Sheehan
Nick Exline
88