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HomeMy WebLinkAbout1978-10-30 Min - Board SPECIAL MEETING OCTOBER 30, 1978 The Special Meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order by the President in the District office at 3:43 P.M. ROLL CALL: Directors Hatch, Huber, Kuttel , Sutton, and Maass were present. EMPLOYEES PRESENT: A. Milton Seymour and Susan Craig. CONSULTANTS PRESENT: District Counsel Grumer arrived at 3:55 P.M. ; District Engineer Cook arrived at 4:35 P.M. OTHERS PRESENT: Among those present were Don Strand, Jim Thompson, Ken Merri- man, Kieth Sauers, and Jerry Kempf. APPROVAL OF TENTATIVE PLANS FOR PONDEROSA PALISADES DUPLEXES Since the District Engineer had not yet arrived, this item was postponed until later in the meeting. REVIEW AND DISCUSSION OF THE R. W. BECK STUDY RE ELECTRICAL SUBSTATION CAPACITY Approval of specifications and the issuing of a call for bids for the sub- station equipment necessary for either a new substation or rebuilding of the Truckee substation were items to be decided upon at this meeting. It was de- termined that a decision relating to refurbishing the Truckee sub or building a new facility should be made no later than the first of the year - hopefully sooner to enable acquisition of land if necessary. Board action relating to increasing substation capacity will appear on the agenda for the second meet- ing in November, according to the President. The present contract between the TDPUD and Sierra Pacific to provide power was discussed. Mr. Seymour advised that S.P.P.Co. has been requested to make a commitment to provide additional power. Location of Sierra Pacific lines and possible location of a new TDPUD substation were discussed as well as potential growth within the District. After discussion, Director Sutton moved that Ken Merriman of R. W. Beck be directed to evaluate potential sites for a new substation in the Martis Valley area and that a brief written report be made to the Board prior to the November 20th meeting. Director Huber seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. Director Sutton indicated to Mr. Merriman that she felt this direction could include preliminary contact with land owners regarding the sale of property to the TDPUD. APPROVAL OF SPECIFICATIONS Mr. Merriman explained the bid form and bid evaluation procedure. Contract documents, Contract No. 1 , Power transformers, Voltage regulators and Reclosers prepared by R. W. Beck and Associates was reviewed by the Board. Mr. Merriman suggested that District Counsel review the documents with respect to the legal provisions contained therein. Necessary changes can be made by addendum to the Contract. Mr. Merriman explained that, in accordance with the special instructions to bidders, in determining the apparent low responsive bidder for the trans- formers, the guaranteed losses will be evaluated. The section of the Contract dealing with failure to meet warrantied or specified performance was discussed. There being no further discussion regarding the specifications, Director Kuttel moved that the Board approve the specifications as presented by R. W. Beck (Contract No. 1 - power transformers, voltage regulators and reclosures) subject to amendment. The motion was seconded by Director Hatch. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. i i 10/30/78 pg. 1 q� CALL FOR BIDS The Notice to Bidders prepared by R. W. Beck and Associates was reviewed. After lengthy discussion, the Board decided that bids would be opened at a Special Meeting at 4:00 P.M. on Monday, December 4, 1978, then forwarded to Mr. Merriman for evaluation and recommendation. Mr. Merriman suggested the bids be forwarded by way of United Air Package Express to insure a timely and safe delivery. Director Huber moved the Board issue a call for bids; the bid opening to be December 4, 1978, at 4:00 P.M. ; and the bids to be in conformance with the plans and specifications prepared by R. W. Beck for the power transform- ers, voltage regulators and reclosers. Director Kuttel seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. (Resolution 7853) • Mr. Seymour requested that Mr. Merriman take care of noticing prospective bidders; Mr. Merriman agreed to do so. APPROVAL OF TENTATIVE PLANS FOR PONDEROSA PALISADES DUPLEXES Mr. Cook advised that he had reviewed the construction drawings; at the last meeting he recommended that, when appropriate, the Board consider the plans and specifications for approval and construction. Cranmer Engineering , on behalf of the developer, provided a check in the amount of $6,858.51 to the District; a previous payment of $2,000 had been made. This deposit, totaling $8,858.51 , represents an estimate of fees pay- able to the TDPUD. Discussion of the project and District system ensued. Director Kuttel moved that the Board approve the Engineer's (Cranmer En- gineering) plans and specifications and authorize the Manager to sign the drawings. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. EXECUTIVE SESSION The President adjourned to Executive Session at 5:20 P.M. for the purpose of discussing personnel and litigation matters. RETURN TO PUBLIC SESSION At approximately 6: 18 P.M. , President Maass reconvened the meeting to PUblic Session. REPORT FROM SPECIAL COMMITTEE ON TAHOE DONNER MATTERS DIRECTION REGARDING MITIGATION AGREEMENT FOR SANDERS III (TROUT CREEK) WELL CONSTRUCTION Speaking in behalf of the Committee concerned with Tahoe Donner matters, Director Huber recommended that the Engineer draw up a mitigation agreement similar to the one for Sanders Well , but including, in addition to the other wells to be monitored, Sanders and Northside Well . Director Huber moved that the Board direct the Engineer to draw up a draft mitigation agreement for Trout Creek Well (Sanders III ) and that it be similar in form to the one drawn up for Sanders Well with the addition of monitoring both the Northside Well and Sanders Well . Director Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sut- ton, aye; Maass, aye. SO MOVED. DIRECTION REGARDING THE LETTER OF CREDIT AS ASSOCIATED WITH EXHIBIT "B" (1973 SUPPLEMENTAL AGREEMENT) President Maass noted that on several occasions both Jim Thompson and Don Strand indicated that they saw no problem with switching the letter of credit to wells and other facilities and moving away from Donner Lake and Donner Creek. It was the Committee's (Committee on Tahoe Donner matters) recommenda- tion that the District Counsel and Engineer be directed to meet with represen- tatives of Dart to draw up a brief agreement. In answer to President Maass' question, Mr. Cook replied that, if Dart were to leave the area and the 1 .6 million (letter of credit) would enable 10/30/78 Pg• 2 g3 the District to purchase the Airport Well and put it on line. It would be suf- ficient to meet the District's obligation of the 1970 agreement to supply 4,000 gallons per minute for Tahoe Donner's water source. Director Sutton stated she would like a letter from the District Engineer regarding the transfer of the letter of credit for the Exhibit "B" facilities to groundwater sources from the standpoint of an assurance from the Engineer that it is sufficient to fulfill the 4,000 GPM requirement for Tahoe Donner's water source - also, she requested some kind of recommendation in writing from Mr. McDonough since he was the attorney who negotiated the Supplemental Agree- ment. This item could then be placed on the agenda for November 6th if work has been accomplished prior to that time. Director Sutton moved that the direction of the Board regarding agenda item 7c having to do with the letter of credit as associated with Exhibit "B" fac- ilities of the 1973 Supplemental Agreement be that the District Engineer pro- vide, in writing, an assurance to the Board that the 1 .6 million dollar letter of credit is sufficient to accomplish the remainder of the 4,000 GPM required as water source for the Tahoe Donner project; further, that a letter be ob- tained from Mr. McDonough, who has been the Special Counsel involved in the Dart Agreement, with his recommendation regarding the letter of credit trans- fer for the November 6, 1978, meeting. Director Hatch seconded the motion. Director Huber proposed to amend the motion - she moved that concurrently with writing the letters a draft agreement be drawn up in order to save time. Director Kuttel seconded the motion. ROLL CALL TO AMEND THE PREVIOUS MOTION: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. The President noted the motion was amended to request a letter from both Mr. Cook and Mr. McDonough in respect to the 1 .6 million being sufficient to meet the remainder of the 4,000 GPM requirement, and to prepare a draft letter of agreement switching the Donner Creek facility letter of credit to ground- water. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. DONNER LAKE PIPE AND PUMPING FACILITIES Director Huber moved that the Board direct the Manager to remove a section of pipe, at least 40 feet, from the portion of the pipeline that is owned by the District between the State Park and the Donner Lake facility. Director Hatch seconded the motion. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass, aye. SO MOVED. DIRECTION REGARDING THE ATTORNEY GENERAL'S CASE CONCERNING THE TAHOE DONNER PUMPING FACILITY AT DONNER LAKE, WATER RIGHTS, ETC. The President noted that this litigation has been pending for six or seven years. He stated he thought the Board 's direction should be to invite Mr. McDonough to speak with the Directors in Executive Session regarding the At- torney General 's response and proposals. Director Sutton moved that a Special Meeting be set up with Mr. McDonough within the next several weeks to discuss the Attorney General 's case regard- ing Donner Lake and any other business that he may need to conduct with the Board. The motion was seconded by Director Huber. ROLL CALL: Hatch, aye; Huber, aye; Kuttel , aye; Sutton, aye; Maass , aye. SO MOVED. ADJOURNMENT 10 ' Director Kuttel moved, and Director Hatch seconded, that the meeting be adjourned. ALL AYE BY VOICE VOTE. The Meeting was adjourned by the President at 6:35 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By mes A. CMaass, President Susan M. Craig, Executiv Secretary II 10/30/78 pg• 3 1 ! RESOLUTION NO. 7853 of the TRUCKEE DONNER PUBLIC UTILITY DISTRICT APPROVING SPECIFICATIONS AND CALLING FOR BIDS ON ELECTRICAL SUBSTATION EQUIPMENT WHEREAS, the Board of Directors of the Truckee Donner Public Utility District has been advised by consultants of the necessity to increase electrical substation capacity; and WHEREAS , on October 16, 1978, the Truckee Donner Public Utility Dis- trict passed and adopted Resolution 7850 declaring that the public interest and necessity of the District demands acquisition of public utility works; and WHEREAS, on October 30, 1978, the Truckee Donner Public Utility Dis- trict passed and adopted Ordinance 7806 authorizing the District to purchase electrical substation equipment, NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Truckee Donner Public Utility District as follows: 1 . That the Contract Documents for power transformers, voltage regulators and reclosers prepared by R. W. Beck and Associates on file with the District be approved. 2. That the President of the Board of Directors of the Truckee Donner Public Utility District is hereby directed to issue a call for bids based on the specifications outlined by R. W. Beck and Associates in the Contract Documents, and that the date and time established for the bid opening is Monday, Decem- ber 4, 1978, at 4:00 P.M. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District at a Special Meeting thereof duly called and held in the District on the 30th day of October, 1978, by the following roll call vote: AYES: Hatch Huber Kuttel Sutton , Maass NOES : None ABSENT: None TRUCKEE DONNER PUBLIC UTILITY DISTRICT By a*�V � Maass, President ATTES A. Milton Seymoll-14/ Clerk thereof q1 NOTICE TO BIDDERS Notice is hereby given to prospective bidders that sealed proposals will be received by the Truckee Donner Public Utility District, Donner Pass Road, Truckee, California, until 4:00 P.M. , local time, Monday, December 4, 1978, for the purchase of electrical equipment as more fully described in the Contract Doc- uments entitled "CONTRACT NO. 1 , POWER TRANSFORMERS, VOLTAGE REGULATORS AND RE- CLOSERS , TRUCKEE DONNER PUBLIC UTILITY DISTRICT, TRUCKEE, CALIFORNIA.'' The pro- posals will be opened and publicly read aloud. Proposals received after the time announced for opening will not be considered. Porposals shall be addressed to the Truckee Donner Public Utility District, Donner Pass Road, Truckee, California. �'- The Contract Documents may be examined at the office of the District. The Contract Documents may be obtained at the office of the District or by writing Post Office Box 309, Truckee, California 95734 upon deposit. of Fifteen Dollars ($15.00) for each set requested. Deposit checks shall be made payable to the Truckee Donner Public Utility District. Deposits will be refund- ed upon return of the Contract Documents in an unmarked and usable condition. Each proposal shall be accompanied by a certified or cashier' s check payable to the order of the Truckee Donner Public Utility District for a sum not less than ten percent (10%)of the total bid amount; in lieu of a check, a bid bond may be submitted in an amount not less than ten percent(10%) of the total amount bid, with a corporate surety licensed to do business in the State of California, conditioned that the Bidder will pay the Truckee Donner Public Utility District, as liquidated damages, the amount specified in the bond un- less it enters into a Contract in accordance with its proposal . If the Bidder fails to enter into the Contract and furnish the required Performance and Pay- ment Bond within ten ( 10) days from the date on which it is notified that its proposal has been accepted, the amount of its check or bid bond shall be for- feited to the Truckee Donner Public Utility District. The Truckee Donner Public Utility District specifically reserves the right to reject any or all proposals , to waive irregularities or inform- alities in any or all proposals, and to accept any proposal which the Truckee Donner Public Utility District deems to be in its best interest. Each pro- posal shall be submitted only on the proposal form issued by the Engineer. TRUCKEE DONNER PUBLIC UTILITY DISTRICT By ���� .. 1 �� '-,� ;✓ Jar s A. Maass, President of the Board 0 aq1 � a O" ORDINANCE NO. 7806 of TRUCKEE DONNER PUBLIC UTILITY DISTRICT AUTHORIZING THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT TO PURCHASE ELECTRICAL SUBSTATION EQUIPMENT WHEREAS, consultants to the Truckee Donner Public Utility District have advised the District of the necessity to increase electrical substation capacity; and WHEREAS, on October 16, 1978, the Truckee Donner Public Utility District passed and adopted Resolution 7850 declaring that the public interest and necessity of the District demands acquisition of public utility works; and WHEREAS, the purpose of the Ordinance is to order approximately Two Hundred Sixty Thousand Dollars ($-260,000) of electrical equipment consisting of power transformers, voltage regulators and reclosers,the estimated delivery time of which is up to nine (9) months; and, WHEREAS, this equipment will be a necessary part of the overall plan to meet the need of increasing electrical substation capacity by approximately 15,000 kilowatts. NOW, THEREFORE, BE IT ENACTED by the Board of Directors of the Truckee Donner Public Utility District, as follows: 1 . The District is authorized and directed to purchase the power transformers, voltage regulators and reclosers ac- cording to plans and specifications prepared by R. W. Beck and Associates and on file with the District. 2. The District is authorized to expend approximately Two Hundred Sixty Thousand Dollars ($260,000) for the specified equipment. 3. This Ordinance shall be published in accordance with the provisions of Section 6066 of the California Government Code and shall become effective thirty (30) days after its passage. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District, at a meeting held within said District on the 30th day of October, 1978, by the following roll call vote: AYES: Hatch Huber Kuttel Sutton , Maass NOES: None ABSENT: None r— TRUCKEE DONNER PUBLIC UTILITY DISTRICT BY Q�" CA4_k�� J#i6s A. Maass, President ATTEST: A. Mi lton Seymour Clerk thereof CERTIFICATE OF POSTING ORDINANCE NO. 7806 TRUCKEE DONNER PUBLIC UTILITY DISTRICT �.... AUTHORIZING THE TRUCKEE DONNER.'PUBLIC UTILITY DISTRICT TO PURCHASE ELECTRICAL SUBSTATION EQUIPMENT STATE OF CALIFORNIA ) COUNTY OF NEVADA ) 1 The undersigned, Susan M. Craig, under penalty of perjury, certifies as follows: That for and on behalf of the Secretary of the Truckee Donner Public Utility District, I caused copies of Ordinance No. 7806, an Ordinance authorizing the Truckee Donner Public Utility District to purchase electrical substation equipment, adopted by the Board of Directors of said District on October 30, 1978, to be posted within thirty (30) days following adoption in four public places within said District, to wit: r—" 1 . Nevada County Government Center 2. Nevada County Library, Truckee Branch 3. United States Postal Service Office 4. Truckee Donner Public Utility District Said posting was completed on thq��t-7 day of 1978. Wow Executed on them day of 1978. usa M. Craig, Executive SecretOy