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Home My WebLink About2004-03-03 Min - Board REGULAR MEETING March 3, 2004 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 7:05 PM in the TDPUD Board room by President Maass. ROLL CALL: Directors Joe Aguera, Ron Hemig, James Maass and Patricia Sutton were present. Di- rector Nelson VanGundy was absent. EMPLOYEES PRESENT: Alan Harry, Ed Taylor, Mary Chapman, Steve Hollabaugh, Peter Holzmeis- ter, Jim Wilson, Mark Thomas and Barbara Cahill CONSULTANTS PRESENT: Steve Gross and Keith Knibb OTHERS PRESENT: John Nagel, Frank and Juanita Schenider, Dan Chamberlain, Paul Raymore, Jody Sweet and Katrina Paz PUBLIC INPUT There was no public input. PUBLIC HEARINGS —At 7:00 PM or as soon thereafter as possible, three public hearings will be held for the purpose of receiving written and/or oral comments from members of the public regarding: A PROPOSED MITIGATED NEGATIVE DECLARATION RELATED TO CONSTRUCTION OF THE PROSSER VILLAGE WELL BUILDING AND DISCHARGE PIPELINE PROJECT. There was no public input. The hearing was closed at 7:07 PM. A PROPOSED MITIGATED NEGATIVE DECLARATION RELATED TO CONSTRUCTION OF THE RICHARDS DRIVE BOOSTER STATION. There was no public input. Director Sutton asked Mr. Taylor if the District had gotten an encroachment permit from the Town of Truckee to use the right of way. He responded that staff is still working on this. The hearing was closed at 7:10 PM. A PROPOSED MITIGATED NEGATIVE DECLARATION RELATED TO CONSTRUCTION OF THE NORTHSIDE TRANSMISSION PIPELINE PROJECT. There was no public input. The hearing was closed at 7:11 PM. CONSENT AGENDA Director Sutton asked that the items on the consent calendar be removed and placed under the Action Item order of business. 1 ACTION ITEMS CONSIDERATION OF APPOINTING A FISCAL AGENT TO SATISFY THE REQUIREMENTS OF THE CALIFORNIA STATE REVOLVING FUND CONTRACT Director Hemig moved and Director Aguera seconded, a motion to appoint the Bank of New York Western Trust Company to act as Fiscal Agent in accordance with the requirements of the Department of Water Resources SDW State Revolving Fund loan relating to the Donner Lake water system improvements; and authorize the board president to execute the FISCAL SERVICES AGREEMENT with the Department of Water Resources. ROLL CALL: Director Van Gundy, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF A PROPOSAL FROM SAUERS ENGINEERS FOR THE DESIGN OF TWO PUMP STATIONS AND A WATER STORAGE TANK Director Sutton moved and Director Hemig seconded, a motion to: • approve the Engineering Services agreement with Sauers Engineering, Inc. for the Red Mountain Tank Design and Design of the two Booster Pump Stations (Red Mountain and Richards Drive) in the amount of $35,800 for the Fixed Fee Tasks as defined in the proposal dated February 24, 2004 • approve the Engineering Services agreement with Sauers Engineering, Inc. for Construction Engineering and Inspection of the Red Mountain Tank Project in the amount $12,500 for the Not-To-Exceed Tasks as defined in the proposal dated February 24, 2004 • approve contingent upon completion of the CEQA review period and approval of the Town of Truckee's right-of-way encroachment permit for the Richard's Drive pump station • fund the project by the Surplus Land Trust Fund, to be reimbursed by the Donner Lake State Revolving Funding. ROLL CALL: Director Van Gundy, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF A REQUEST FROM DENNIS ZIRBEL THAT THE DISTRICT CONSTRUCT A LOOPED WATER LINE ON HIGH STREET. The board decided to postpone this agenda item to the next meeting to give Mr. Zirbel adequate notice. CONSIDERATION OF A CONTRACT WITH EAGLE BROADBAND TO PROVIDE SERVICES Director Hemig moved and Director Aguera seconded, a motion to approve the Service Agreement between the District and Eagle Broadband, Inc to provide technological expertise in planning, developing, installing, operating and maintaining a system of providing combinations of voice, video, data and security monitoring services and billing services (predicated upon successfully obtaining the funding necessary to complete the build out of the Fiber Network).. ROLL CALL: Director Sutton, no (action is premature and not a good way for the board to conduct business); Director Van Gundy, absent; All other Directors, aye. SO MOVED. CONSIDERATION OF A RESOLUTION DISPENSING WITH BIDDING AND AUTHORIZING THE EXPENDITURE OF FUNDS TO IMPLEMENT THE IVUE SOFTWARE SYSTEM TO UPGRADE BILL- ING AND ACCOUNTING Director Aguera moved and Director Hemig seconded, a motion to adopt the resolution dispensing with bidding and authorize staff to proceed with the purchase of computer hardware, software, training and support services to provide for the District's utility billing and financial accounting data processing needs. ROLL CALL: Director Van Gundy, absent; All other Directors, aye. SO MOVED. 2 ROUTINE ITEMS CONSIDERATION OF THE MINUTES OF JANUARY 14, 2004. Director Hemig moved, and Director Aguera seconded, that the Board approve the minutes of January 14, 2004, special meeting. ROLL CALL: Director Van Gundy, absent; All other Directors aye, by voice vote. SO MOVED. CONSIDERATION OF THE MINUTES OF FEBRUARY 4, 2004. Director Hemig moved, and Director Aguera seconded, that the Board approve the minutes of February 4, 2004, 2004, special meeting. ROLL CALL: Director Van Gundy, absent; All other Directors aye, by voice vote. SO MOVED. CONSIDERATION OF THE MINUTES OF FEBRUARY 18, 2004. Director Hemig moved, and Director Aguera seconded, that the Board approve the minutes of February 18, 2004, special meeting. ROLL CALL: Director Van Gundy, absent; All other Directors aye, by voice vote. SO MOVED. CLOSED SESSION CONFERENCE WITH LABOR NEGOTIATORS: SECTION 54957.6 OF THE GOVERNMENT CODE. DISTRICT REPRESENTATIVE: PETER HOLZMEISTER. EMPLOYEE REPRESENTATIVE: IBEW LOCAL 1245. RETURN TO OPEN SESSION No reportable action. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 8:41 PM. TRUCKEE DONNER PUBLIC UTILITY DISTRICT Jamo A. Maass resident / Prepared by, GL Barbara Cahill, Deputy District Clerk bhc 3 TRUCKEE DONNER DistrictPublic Utility Resolution No. 2004- 06 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 WHEREAS, in November, 1999, the District purchased computer hardware, software,training and support services from Central Area Data Processing (currently operating under the name of National Information Systems Cooperative or NISC) to process its utility billing and financial accounting data processing needs; and WHEREAS, the District converted to the NISC accounting software in November, 1999 and their billing software in November, 2000; and WHEREAS, the District pays a monthly license fee to NISC to use their billing and accounting software and does not own the software; and WHEREAS, the Administrative Services Department has been implementing various technological -- solutions to improve its efficiency, response time to the customers and services available to customers; and WHEREAS, NISC has rewritten it's billing and accounting software and is now offering its new state-of-the-art software for upgrade to its clients which offer many software enhancements and provide high tech service options to the District's customers, and WHEREAS, purchasing a computer and billing and accounting software from another vendor and developing interface software would not be desirable and would be very costly to the District; and WHEREAS, various California court decisions, including Graydon v. Pasadena Development Agency, 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 nearly resembles a special service, for which no competitive bidding is required, as opposed to a "good"; and of COST ESTIMATE TO UPGRADE CUSTOMER BILLING AND ACCOUNTING HARDWARE AND IVUE SOFTWARE FROM NISC -2127104 Computer System $44,000 System Software 17,810 System Integration Fee 3,500 Laser Checks 1,642 System Hardware&Software $66,952 Sales Tax 4,868 1VUE Implementation Fee/Conversion Costs 39,900 Out-of-Pocket Travel Expenses (estimate) 15,000 Custom Reporting Expenses 10,000 Total Upgrade Costs $136,720 ' NUE Truckee-Donner PUD February 18, 2004 Level 2 Rate Monthly Support Summary, CIS&BIS Only Number of Primary Service Agreements: 11,600 Primary Package Service Type Total Monthly Fee Base Monthly Fee $ 725 $ 725 $ 725 A Agreements: Jr V4J 1-10,000 $ 0.260 $ 0.260 $ 2,600.00 vis a.n to 3e4e., T-,h -t.a.dv. 10,001-25,000 $ 0.250 $ 0.250 $ 400.00 25,001-35,00 $ 0.135 $ 0.135 $ - Over 35,000 $ 0.060 $ 0.060 $ - Primary Service Fee Total $ 3,725.00 Secondary « Type of Secondary Service: Water Type of Fixed Service: Water Number of Secondary Service Agreements: 500 Number of Fixed Service Agreements: 11,100 Calculated Monthly Fixed Monthly Service Fee Service Fee Base Monthly Fee $ 125 $ 125.00 Base Monthly Fee $ 75 $ 75.00 Agreements: Agreements: 1-10,000 $ 0.135 $ 67.50 All $ 0.060 $ 666.00 Over 10,001 $ 0.060 $ - Secondary Service Fee Total $ 192.50 Fixed Service Fee Total $ 741.00 SupportMonthly User Ucense Fee Monthly Number of Users 25 First 10 Users $ 20 $ 200.00 Next 30 Users 10 150.00 Primary Service Fee $ 3,725.00 Over 40 Users 5 - Secondary Calculated Service Fee 192.50 Fixed Service Fee 741.00 User Fee 350.00 User License Total $ 350.00 Total NISC Monthly Support Cost $ 5,008.50 Hourly Rate for Programming or Member Services $ 100 Travel Expenses are not included and are invoiced seperately. Level 2 Support Summary Page 4 Discovery Truckee-Donner PUD February 18, 2004 Outage UNIT EXTENDED MONTHLY ITEM DESCRIPTION QTY PRICE PRICE MAINT. 1 Dell PowerEdge 2600 1 $ 7,650 $ 7,650 $ - Intel®XeonTM processor, 2.8GHz, 2GB DDR SDRAM (2X1 GB) Keyboard, 2-Button Optical Mouse w/Scroll 17" Flat Panel Monitor 3.5 in, 1.44MB, Floppy Drive (6) 36GB 15K RPM Hard Drives(RAID 10) (2) 36GB 15K RPM Hard Drives (RAID 1) PERC4/Di 128MB (2 Internal Channels)- Embedded RAID Intel Pro 1000XT Copper Gigabit Network Adapter 24X IDE CD-ROM, 1400VA UPS Windows 2003 Server w/5 cal Redundant Power Supply 20GB Utility Partition Size Override for Windows 2003 3-Year Priority Warranty Uplift 9x5, 4Hr 2 Orion Software 1 1,200 1,200 3 Oracle License 20-Users 1 2,000 2,000 30 Outage Management Server Total $ 10,850 $ 30 Computer System Hardware And Software Page 8 iVUE ---NOTES: I. Pricing based upon Compaq's U.S. Systems Price List, 5-1-03. Prices and lease rates subject to change. II. ** The Compaq ProLiant and it's internal components carry a three year on-site warranty which Includes Compaq response from 8AM to 5PM, Monday through Friday. Where a warranty upgrade is indicated the on- site response has been uplifted to Compaq's 4-hour priority response if Member is within 100 miles of Compaq service facility. III. Price Summary includes an estimate only for shipping, transit insurance, or applicable taxes. Additional interoffice cable/adapters required for terminal, PC's or printer connection(ie:four conductor, thinwire ethernet, etc.). are NOT included. Deinstallation of existing hardware is the member's responsibility. IV. Future database software may require an additional license fees. V. NISC will provide on-site installation support. Travel expenses are the responsibility of the Member. VIIII. Sample lease factors from Buccanneer Finance good through: April 30, 2003 36 Months 48 Months 60 Months Fairmarket Buyout 0.02969 0.02389 0.02019 $1.00 Buyout 0.03184 0.02475 0.02052 Notes Page 12