HomeMy WebLinkAbout14 Consideration of Annual Contracts Agenda Item # 14
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UOIC Utility District
ACTION
To: Board of Directors
From: Bob Mescher
Date: January 07, 2009
Subject: Consideration of Annual Contracts
1. WHY THIS MATTER IS BEFORE THE BOARD
Pursuant to section 3.08 of the District Code, the Board must authorize expenditures
exceeding $15,000.
2. HISTORY
According to the District's purchasing policy, purchases under $15,000 are not brought
to the Board for approval. However, there are some anticipated annual expenditures
with certain vendors that cumulatively exceed $15,000.
There are four categories of processes to select vendors to meet the District's goods
and services requirements in a cost-effective manner:
1) Market Basket Approach - For vendors from whom multiple items are most
likely to be bought, a "market basket" approach is used to select the most
competitive vendor.
• This approach compares the aggregate cost for anticipated quantities of
items among vendors, and the basis for selection is the lowest market
basket cost.
• A blanket purchase order is then issued.
2) Competitive Process - For vendors providing a single or small quantity of items
or services, a specific bid/proposal approach is used to determine the low-
bidding, or most responsive vendor.
3) Sole Source - Certain vendors provide goods or services that are proprietary in
nature.
4) Professional Services - services that are rendered to the District by
professionals in particular fields who are selected by the Board based primarily
on qualifications.
3. NEW INFORMATION
Staff has identified two qualifying vendors:
1) Truckee Tahoe Community Television (TTCTV), was selected as a sole source
provider of live streaming video and archived video services . The estimated
annual fees, total $16,000. (See the attached contract.)
2) Evergreen Job & Safety Training was selected through a competitive RFP
process. Evergreen Job & Safety Training was the only company to submit a
proposal. Staff reviewed their proposal and found it to be responsive. The
estimated annual training fees are $29,940. (See the attached proposal.)
During FY09, staff will bring similar requests to the Board for approval with the goal of
moving contract renewals to the beginning of each fiscal year where practicable.
4. FISCAL IMPACT
Funding for these procurements are included in the FY09 operating budget.
5. RECOMMENDATION
Staff recommends the Board authorize:
1) The sole source selection of Truckee Tahoe Community Television to provide
video services of board meetings for an amount not to exceed $17,600
(includes 10% contingency).
2) The selection of Evergreen Job and Safety Training to provide employee safety
training for an amount not to exceed $32,934 (includes 10% contingency).
3) Authorize the Board President to execute the contracts.
4) Authorize the General Manager to issue purchase orders to the above vendors.
- � -------- - --- - -
Mary Cha an Michael D. Holley
Administrative Services Manager General Manager
Truckee Tahoe Community Television 12/23l2008
Channel 6,Channel 24
11725 Donner Pass Rd.
lam Truckee,CA 96161
Truckee Donner Public Utility District Board Meeting—
Video Services Contract
Truckee Donner Public Utility District
11570 Donner Pass Road
Truckee,California 96161
This contract will cover video services to be provided by TTCTV and includes:
A. Providing a video technician to run the video control room during Truckee Donner PUD regularly
scheduled board meetings,on the first and third Wednesday evenings of each month.
B. Related streaming and video capture hardware(outside of the Truckee Donner PUD facility).
C. Live broadcasting on the Suddenlink cable system(as provided by Suddenlink Communications).
D. Live internet streaming video of board meetings at the rate of 384Kb for up to 3000 concurrent download
streams.
E. Video on Demand archiving: Archived digital video of previous board meetings available for viewing up to
one year via the internet.
F. Related initial web pages to host video services to include:basic troubleshooting,web meeting calendar
template,and web hyper-link set up services. Available as a link web pages which the TDPUD will be able
to access from their website.The form in content will must be approved in advanced by the TDPUD.
TTCTV will manage the third party contract between TTCTV and Video Streaming Services.As such,contracts,
invoices,and statements of services will be between TTCTV and the Truckee Donner PUD.Membership to TTCTV
is awarded and provided to the Truckee Donner PUD within the cost structure of the basic video broadcasting
services.
Fees:
Basic Broadcasting Video Services: $75.00 per meeting hour,to include up to 1/2 hour set up prior and strike(close)
after meeting conclusion.
Monthly streaming and video content management price list: 1-10 hours$750. 10-20 hours$1000.20-30 hours
$1400. 30-40 hours$1800.41-50 hours$2200.
Multimedia archive copies(DVD's)are available to be made from the Truckee Donner PUD master DVD(made on
site at the time of the meeting)for$10.00.All content is the responsibility and is owned by Truckee Donner PUD,
such that the Truckee Donner PUD owns all right,title and interest in the Content and possesses the necessary rights
for Content to be delivered by TTCTV under this agreement.Truckee Donner PUD shall not identify for delivery
Content that Truckee Donner PUD knows or has reason to know violates any laws or regulations relating to content
or content distribution.
Payment fees are to be made as follows:TTCTV will invoice the Truckee Donner PUD,including hours of basic
video services and the monthly streaming/content management fees,quarterly.If there is any conflict,power outage,
or transmission failure etc,the Truckee Donner PUD will be credited accordingly.
This contract is valid for one year(12 months)from the date of signing,and is a legal binding agreement. Either the
Truckee Donner Public Utility District or TTCTV may terminate this agreement with thirty(30)days notice.
For and on behalf of Accepted for and on behalf of
TTCTV Truckee Donner PUD
(Signature) (Signature)
Name: Name:
Designation: Designation:
Date:
Date:
EVERGREEN JOB & SAFETY TRAINING
Dr) ,,.41k s J. Llu&troni—President
309 Knoch Avenue, Susanville,California 96130
M Phone:(530)257-7812 Office Fax: (530)257-8266 Cell Phone:(530)251-7743
IL
December 19,2008
Steve Trevino
Truckee Donner PUD
P.O. Box 309
Truckee, CA 96160
Re: Request for Proposal
Dear Mr. Trevino:
We appreciate the opportunity to present you with this proposal. As an introduction, I would
like to give you a little background. I have been providing Job and Safety Training services as
Evergreen Job & Safety Training since January, 2000. Prior to that, I retired from over 25 years as a
lineman/foreman to work for Ruralite Services from November, 1996 to December, 1999. 1 am
currently working with 15 utilities/municipalities in California and Oregon. It is this experience, in
addition to the reputation that I have developed with my other clients, that ensures me that I can give
you a quality product for your investment.
Evergreen Job& Safety training is committed to providing the best possible service at a
reasonable price. We provide an on-site safety training program that meets NEC, APPA,Federal and
State OSHA training requirements. We have an extensive Video Library and many programs to offer.
We also offer: Accident Investigation,NRECA Accreditation Observation,Pole Climbing Training,
and a Safety Program for Office Personnel.
Evergreen Job& Safety Training uses the Medic First Aid training program to teach CPR/First
Aid,Bloodborne Pathogens and Automated External Defibrillation. We are also certified as a Train-
the-Trainer for Medic First Aid. Other certifications we hold are: Certified Occupational Hearing
Conservationist(CAOHC),Accredited Observer Certification, 1910.269 Train-the-Trainer
Certification,Confined Space Entry Certification,and Supervisor Safety Training Certification.
As your Job and Safety Training Instructor, I am prepared to conduct one safety meeting a
month on the premises of Truckee Donner PUD,for the Electric Department and the Water
Department as specified in the RFP Item-4 Schedule. I will work with the Supervisors to develop a
course curriculum that meets the needs of each department and law requirements. A typical meeting
consists of:
1) Accidents and near misses—I bring any relevant accidents I hear of in the industry. They
are discussed with students and we draw whatever lessons may be learned from the real-life
incidents.
2) Lecture and discussion on selected topic(usually involves,handouts, Power Point slide
shows and relevant videos)
3) Hands-on training(if required for selected topic)
4) Job Observations—I either drop-in on jobs already in progress or go out with the crew. I
record my observations looking for any hazards or violations in a non-threatening manner.
Discussion takes place and I try to make it a learning experience for all involved. The
observations are then typed and sent to the company with pictures.
5) Building and Grounds Inspections performed as needed or requested. I inspect the property
looking for violations, safety hazards, or anything concerning.My findings are typed and
sent to the company with pictures.
I will supply needed training materials and my curriculum is in compliance with California
Title-8 Cal/OSHA,Fed/OSHA,and NEC. A"Course Tracking Form"is filled out at each class. The
original is left with the company and I keep a copy on file in my office.
The cost for these services will be $2,495.00 per month. This includes all training materials
used and all of my expenses, including: administration, record keeping, program development, travel,
lodging,meals,etc.
Attached is my "Optional Programs" list and below is a list of references. I look forward to
serving you in this capacity. Please call if you have any questions and thank you for this opportunity.
Very truly yours,
Doug Lindstrom
Owner/Operator
References:
The City of Healdsburg
Contact: Janval Macor
Office: (707)431-3341
City of Ukiah
Contact: Collin Murphy
Office: (707)467-2971
City of Ashland Electric
Contact: Scott Johnson
Office: (541) 552-2307
Columbia Power Cooperative
Contact: Randy Sweek
Office: (541) 934-2311
Direct: (541) 934-2743
Midstate Electric
Contact: Ron Cass
Office: (541) 536-7239
EVERGREEN JOB & SAFETY TRAINING
DOU ]as J. - ]'resident
309 Knoch Avenue-Susanville,California 96130
Office:(530)257-7812 Fax:(530)257-8266 Cell:(530)251-7743 Home:(530)257-5657
OPTIONAL PROGRAMS
GENERAL SAFETY TECHNICAL TRAINING
1. Electric Power Generation, Transmission 1. Fault Current
& Distribution 1910.269 (23 subjects). 2. Voltage Regulators &Controls
2. Personal Protective Equipment(PPE) 3. Rigging
3. Electrical Burns 4. Systems Protection
4. Workplace Violence 5. Meter Setting&Installation
5. Attitude & Safety Motivation 6. Transformer Connections
6. First Aid/CPR Care Plus-Adult/Child/Infant 7. Capacitors/Application&Installation
7. First Aid/CPR-Adult 8. Underground/Grounding
8. Bloodborne Pathogens 9. Personal Grounds Testing
9. Ergonomics 10. Emergency Response Procedure (Pole Top
10. Back Safety Rescue/Bucket Truck Rescue/Vault Rescue)
11. Electrical Safety(General) 11. Substation Safety
12. Job Safety Observation 12. Switching Procedures
13. Flagging 13. Bucket Trucks/Trouble Shooting
14. Confined Space Permit Required Training 14. Insulation& Grounding
15. Hand&Portable Power Tools 15. Live Line Tools& Maintenance
16. Mock OSHA Inspections 16. Lightning Arrestor Training
17. Loss Control 17. ExcavationBackhoe Safety
18. Safety Accreditation Assistance 18. Electrical Burns
19. Housekeeping(Trucks/Inside) 19. Boom Truck& Crane Safety
20. Rubber Gloving 20. Hot Stick&Personal Grounds Testing
21. NESC (1997 Edition) (Annual)
22. Accident Investigation
23. Chainsaw Safety
24. Powered Industrial Truck
25. Hazard Recognition
26. Hazard Assessments on Site
27. Safety&Job Briefing
28. Eye Safety
29. Dog Bite Prevention
30. Tree Trimming-(non-qualified/7 subjects)
31. Tree Trimming-(qualified)
32. Fiber Optic Training
33. Stretching Program
34. Automated External Defibrillation
Training