HomeMy WebLinkAbout1999-02-03 Min - Board REGULAR MEETING
February 3, 1999
In accordance with District Code Section 2.08.010, the TDPUD minutes are action only
minutes. All Board meetings are recorded on audio tapes which are preserved perpetually
and made available for listening to any interested party upon their request.
The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called
to order at approximately 7:04 PM in the TDPUD Board Room by President Jones.
ROLL CALL: Directors Joe Aguera, Ron Hemig, James Maass, Bob Jones and Patricia Sutton.
EMPLOYEES PRESENT: Mary Chapman, Steve Hollabaugh, Peter Holzmeister, Kathy Neus, Bob
Quinn and Ed Taylor.
CONSULTANTS PRESENT: District Counsel, Steve Gross.
OTHERS PRESENT: There were no others present in the audience.
PUBLIC INPUT
There was no public input.
CONSIDERATION OF ACQUIRING NEW UTILITY BILLING, GENERAL ACCOUNTING AND
MAPPING SYSTEMS—STATUS REPORT—REVIEW OF A PROPOSAL FROM CENTRAL AREA
DATA PROCESSING COOPERATIVE—CONSIDERATION OF A RESOLUTION TO DISPENSE
WITH COMPETITIVE BIDDING AND AUTHORIZING THE DISTRICT TO EXECUTE A CONTRACT
WITH CENTRAL AREA DATA PROCESSING COOPERATIVE
Over the past few years, staff has been investigating utility billing systems in anticipation of the
newly deregulated electric utility industry. The current billing software won't meet the new
requirements of deregulation and it will not provide the desired features of a billing system that
customers will want in the future.
Staff researched Central Area Data Processing Cooperative and then visited to get a close look at
the company and their products. They viewed many of the programs focusing mainly on their billing,
mapping and outage reporting systems. Over the last couple of years they have written a totally new
version of their billing software to incorporate the known features that would be required by
deregulation and the diversification of products and services that their members would need in the
future. They are able to bill for up to 30 different metered services.
Mary Chapman, Steve Hollabaugh and Peter Holzmeister found CADP's member ownership very
appealing as opposed to private ownership. Since their board of directors is made up of utility
managers, they are not likely to discontinue doing business and hurt their members in the same way
that OrCom has.
After reviewing CADP's annual report for 1997 and their solutions for the future for the rural electric
industry, motion was made, seconded and passed unanimously to adopt Resolution No. 9902
213l99 Page 1
directing that competitive bidding be dispensed with in connection with the district's purchase of
computer hardware, software, training and support services to provide for the district's utility billing
and financial accounting data processing needs.
CONSIDERATION OF A REPORT ON BIDS RECEIVED FOR PURCHASE OF WIRE, CABLE AND
TRANSFORMERS AND POSSIBLE AWARD OF CONTRACT
On January 28, bids were opened for the annual wire and transformer order.
After hearing staff recommendations on the wire and cable bids, a motion was made and seconded
to award Schedules B, C, D, F and G to Western States Electric in a total amount of $11,312.50.
The Board approved the purchase of 8,000 feet of #2 primary cable from Okonite by simple
purchase order, and staff was authorized to proceed with the purchase of approximately 1,500 feet
of secondary cable by obtaining at least three quotes from qualified vendors. All Directors, aye, by
voice vote. SO MOVED.
Motion was made, seconded and passed unanimously to award the transformer bids as follows:
Schedule A, G. E. Supply; Schedules B, C and G to Western States; Schedules D, E and H to
Howard Industries; Schedule F to Wesco Distribution.
MONTHLY TREASURER'S REPORT—ACCEPTANCE AND APPROVAL OF MONTHLY REPORT
—APPROVAL OF DISBURSEMENTS
Motion was made and seconded to accept and approve the monthly Treasurer's report. All Directors,
aye, by voice vote. SO MOVED.
Motion was made and seconded to approve the disbursements. ROLL CALL: Aguera, Hemig, Maass
and Jones, aye; Sutton, no. SO MOVED.
REVIEW OF DEPARTMENT ACCOMPLISHMENTS DURING 1998
Each department head made a presentation of accomplishments in their department to the Board.
Copies are attached hereto for reference.
DISCUSSION OF THE PREPARATION OF AN ENVIRONMENTAL IMPACT REPORT FOR BOCA
SIERRA ESTATES (PC-2) AND THE DISTRICT'S ROLE THEREIN
The preparation of an environmental impact report for Boca Sierra Estates, with the Town of
Truckee as lead agency, will analyze environmental effects from implementation of the specific plan.
The District will then use the EIR when considering its approval of the project. The town has asked
the District to provide the following information: 1)A list of the approvals that will be required for the
project and future actions; 2) Significant environmental issues and reasonable alternatives and
mitigation measures to be explored in the EIR; 3) Description of special studies and other
information needed to analyze significant environmental effects, alternatives and mitigation
measures; 4) Identification of on-site and off-site facilities to serve the project; 5) Indication of
whether a member of the District wants to attend the scoping workshop to discuss the scope and
content of the EIR; 6) Name, title and telephone of contact person for the District.
Water service to PC-2 will be from the Glenshire Drive well. It will be necessary to evaluate the
impact of extending the transmission main and the impact of an the on-site water distribution
system.
2/3/99 Page 2
Electric service will be from the Truckee substation. It will be necessary to evaluate the impact of
upgrading or new construction of a circuit from the substation to PC-2 and the impact of the on-site
electrical distribution system.
ADJOURNMENT
Theme being no further business before the Board, the meeting was adjourned at 9:22 PM.
TR EE DO0N R PUBLIC S MI-tY DISTRICT
Robert A. Jo es, resi nt
Prepared by -.
Susan M. Craig, Deputy District Clerk }
smc
213/99 Page 3
RESOLUTION NO. 9902'
OF THE
TRUCKEE DONNER PUBLIC 'UTILITY DISTRICT
DIRECTING; THAT COMPETITIVE BIDDING BE DISPENSED WiTH iN CONNECTION
WITH THE i>ISTRIC7'S PURCHASE OF COMPUTER HARDWARE, SOFTWARE,
TRAINING AND SUPPORT SERVICES TO PROVIDE FOR THEDISTRIC77S UTILITY
BILLING AND FINANCIAL ACCOUNTING DATA PROCESSING NEEDS`
WHEREAS, in 1987 the District purchased an IBM System 36 computer and at the same time
purchased software, training and support services from OrCom Systems, Inc.; and
WHEREAS, in 1993 the District upgraded its computer system to an iBM AS400 in order to
run the Orcom Systems, Inc. Classic utility billing and accounting software in a more efficient
manner, and
WHEREAS, Orcom Systems, Inc. has notified the District that effective on January 1, 2001 it
will no longer support its Classic utility billing and accounting software; and
WHEREAS, Orcom's Classic utility billing system is not capable of processing data to
accommodate utilities operating in a deregulated electric market, nor is it capable of providing
the more sophisticated billing features being offered by utility billing software currently on the
market, and
WHEREAS, Orcom Systems, Inc. has a replacement utility billing software package that is
capable of processing data to accommodate utilities operating in a deregulated market and is
capable of providing the more sophisticated billing features being offered by utility billing
software, but at a very high price to the District; and
WHEREAS, Orcom Systems, inc. does not offer a replacement financial software package
which would require the District to find a financial software package from another vendor, and
WHEREAS, the utility billing and financial accounting systems provider must be able to
provide installation of the hardware and software, conversion of existing data, documentation,
operational training of both the hardware and software to District staff and subsequent
support; and
WHEREAS, the District staff has looked extensively for software that will meet its utility billing
and financial accounting data processing needs preferably from a sole source vendor, and
WHEREAS, the District has found a vendor who specializes in utility billing and accounting
software that would fit the current and future needs of the District, and
WHEREAS, the name of the company is Central Area Data Processing (CADP) which is a
not-for-profit cooperative which operates for the sole purpose of providing services to its
members; and
WHEREAS, CADP offers its services in a tum-key manner for its Consumer Accounting, Cost
Accounting, General Accounting and Engineering software called CAPS XL-Plus for a
monthly fee; and
WHEREAS, CADP's software applications utilize Cognos Corporation's fourth generation
language, PowerHouse and Oracle's relational database structure which will better allow for
interactivity with other District hardware and software; and
WHEREAS, CADP's CAPS XL-Plus software only operates on a DEC Alpha Server, and
WHEREAS, CADP has provided the District a quote for the purchase of a DEC Alpha Server
along with all of the associated hardware that would be installed and would operate in and on
such server, and
WHEREAS, the District will have an ongoing service relationship with the provider of the
hardware and software systems, in that the provider will have a direct link to the District's
system for ongoing technical support, training and maintenance services; and
WHEREAS, upon delivery of such hardware and software, CADP technicians will come to the
District and install the hardware and software, and
WHEREAS, various California court decisions, including Graydon v. Pasadena Development
Aaency, 104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive
proposals would be unavailing or would not produce an advantage and the advertisement for
competitive bids would thus be undesirable or impractical, a public agency may dispense with
competitive bidding, and
WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and
would not produce an advantage to the District, and the advertising for competitive bids
would not produce an advantage to the District and would be undesirable; and
WHEREAS, Public Utilities Code Section 20206.4 generally requires that the District seek
competitive bids in connection with the purchase of goods; and
WHEREAS, the District finds that the computer hardware, software and support services
more neatly resembles a special service, for which no competitive bidding is required, as
opposed to a "good and
WHEREAS, the Public Utilities Code Section 16034 and Government Code Section 53060
provide that the District may, without competitive bidding, contract for special services and
advice in financial, economic, accounting, engineering, legal, administrative, and professional
matters if such persons are specially trained and experienced and competent to perform the
special services required and
WHEREAS, since CADP would provide a sole source of purchase, installation, conversion,
training and subsequent support and that the installation and conversion would be smoother
and more efficient because of it.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above
stated recitals as its findings.
BE iT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above,
the District finds that competitive bids for a DEC Alpha Server computer system and CADP's
Consumer Accounting, Cost Accounting, General Accounting and Engineering software
would be unavailing and would not produce an advantage to the District and the
advertisement for competitive bids would not produce an advantage to the District and would
be undesirable and costly.
BE IT FURTHER RESOLVED that the District finds that computer hardware, software and
support services more nearly resembles a special service, for which no competitive bidding is
required, as opposed to a "good."
{` BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive
- bidding for the acquisition of the DEC Alpha Server computer system and associated
hardware and software, and the District staff is authorized to purchase from CADP the
necessary hardware, software and software licenses to operate CADP's CAPS XL-Plus
software including costs for the hardware and software installation, data conversion and
training services.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within
the District on the third day of February 1999 by the following roll call vote:
AYES: Aguera, Hemig, Maass, Sutton and Jones.
NOES: None.
ABSENT.. None.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By.
� Ijt% t
Peter L. Holzm6ist r,`General Manager
X-
ATTEST, -.<.
Susan M. Craig, Deputy District Clerk `