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HomeMy WebLinkAbout2015-04-15 Min - BoardREGULAR MEETING April 15, 2015 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only minutes. All Board meetings are recorded on a digital format which is preserved in perpetuity and made available for listening to any interested party upon their request. 1. CALL TO ORDER The regular meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 6:00 PM in the TDPUD Board room by President Ellis, Director Bob Ellis Directors Joe Aguera, Jeff Bender, Tony Laliotis and Paul Warmerdam were present. EMPLOYEES PRESENT Kathy Neus, Shanna Kuhlemier, Bob Mescher, Trisha Ruby, Sanna Schlosser, Brian Wright, Stephen Hollabaugh, Ian Fitzgerald, Michael Holley, and Barbara Cahill CONSULTANTS PRESENT Steve Gross OTHERS PRESENT Randy Mezger, Sam Hall, Sean Adams, Will York, Annie Rosenfield, Rob McClendon, Kevin Kuenne, Mark Brown, and 2 others. 3. PLEDGE OF ALLEGIANCE Director Warmerdam led the Pledge of Allegiance. 4. CHANGES TO THE AGENDA General Manager Holley requested item 19 on the agenda be pulled until a future meeting. 5. PUBLIC INPUT President Ellis called for public comment, there were none. 6. DIRECTOR UPDATE Director Laliotis announced his attendance at the Truckee River Operating Agreement meet- ing on April 9, 2015 at Town Hall. CONSENT CALENDER 7. Consideration of a Contract to Perform Geotechnical Testing Services. (Minute Order Number 2015-31) • Awarded a contract and authorized the General Manager to execute a contract for Ge- otechnical Testing Services to Holdredge & Kull in an amount not to exceed $60,104. • Authorize the transfer of up to $60,104 from the Water Department Capital Replacement Fund to the Water Department General Fund to cover the cost of the contract. 8. Consideration of the Award of the 2015 Airport Well Maintenance Contract. (Minute Order Number 2015-32) 1 Minutes: April 15, 2015 • Awarded a contract for the 2015 Airport Well Maintenance Project to Carson Pump Co., in the amount of $21,800 plus a 10% contingency, for a total amount not to ex- ceed $23,980. 9. Consideration of Entering into a Services Contract with ACTS for Fiber Splicing and Repair. (Minute Order Number 2015-33) • Authorized the General Manager to enter into a professional services contract with ACTS for communication services and repair in an amount not to exceed $30,000 in a contract form acceptable by District Counsel. 10. Consideration of the Purchase of Server Cages and Supporting Computer Infra- structure. (Minute Order Number 2015-34) • Authorized the purchase of network infrastructure equipment totaling $18,177 plus tax from Anixter. 11. Consideration of Scheduling a Public Hearing Related to Adoption of the Annual Electric and Water Standby Charges. (Minute Order Number 2015-35) • Directed staff to schedule a public hearing on May 20, 2015 at 6:00 PM for the pur- pose of receiving input on the adoption of annual electric and water standby charges. President Ellis called for public comment, there were none. Director Bender moved, and President Ellis seconded, that the Board approve the consent calendar. The motion passed unanimously (5-0) by a roll call vote. ACTION ITEMS 12. Consideration of Adoption of the Tahoe Sierra Integrated Regional Water Manage- ment Plan (IRWMP) Memorandum of Understanding Trisha Ruby provided a presentation which is available upon request. President Ellis called for public comment, there were none. Director Laliotis moved, and Director Wamerdam seconded, that the Board: • Adopt Resolution No. 2015-04 and • Authorize the execution of the Memorandum of Understanding with the Tahoe Sierra IRWM Plan Revised December 1, 2014 between the District and named applicants. The motion passed unanimously (5-0) by a roll call vote. 13. Consideration of the Award of a Contract for the 2015 Water Pipeline Replacement Project. (Minute Number Order 2015-36). Neil Kaufman provided a presentation which is available upon request. President Ellis called for public comment. Public Input: Sean Adams on behalf of AM-X Construction: • Introduced Randy Mezger, Will York, and Sam Hall from AM-X Construction. 2 Minutes: April 15, 2015 • Stated the low bidder was $200,000 lower than the medium of the engineers estimate; and 21 % lower than the second lowest bidder. The rest of the bids were between 1 % and 18% of each other. • Stated the second lowest bidder is within range of the District's engineer estimate. • Stated it is not surprisingly that the lowest bidder withdrew their bid due to an error. • Stated the recommendation is not in the District's best interest due to timing in the contract. Pushing the contract to October against the date for digging could have po- tential issues with freezing and early winter, not to mention if there is any unforeseen conditions or issue underground; which is common, there is not adequate time to cor- rect. The time or "float" will not exist if the project is pushed back. • Stated the bid documents contain liquid able damages; with no margin for error this is setting the contractor up for failure. • Stated if the District rebids there is not a guarantee the bids will be lower, they could be higher with the competitive estimates already in the public's view. • Declared if the project is re bid and construction time approaches, the availability of contractors may diminish. • Stated this is a local contractor with a satisfactory record of doing business with the District. The District's funds will stay in the District. And the District can use a reliable, reputable contractor who wants to work in Truckee. • Stated AM-X CONSTRUCTION provided a responsive and competitive bid within the guidelines of the District. Mark Brown stated his past experience with AM-X Construction was impeccable. As a past Council Member and having a level of emergency road work at Coldstream Road; AM-X's re- sponse was professional and they did an exemplary job. Requested the Board support ap- proval of the second lowest bidder and support a Truckee business. Board Discussion: • Rejecting the lowest bidder for being non -responsive and awarding to the second low- est bidder is common practice in Districts. • Rejecting all bids and rebidding does happen occasionally depending on the situation. • There is not a guarantee if the project is rebid for a lower bid to occur. • It costs substantial money to compile bids. • By law, if the lowest bidder seeks relief they cannot re -bid the project. • Staff is trying to save money on the project. Vice President Aguera moved, and Director Laliotis seconded, that the Board: • Allow Newland Entities to withdraw its bid; • Award the District Pipeline Replacement — 2015 contract to AM-X Construction and Excavation in the amount of $1,478,273.75 plus a ten percent change order allowance for a total not to exceed $1,626,000; • Authorize the transfer of up to $1,444,420 from the Water Department Capital Re- placement Fund and Operating reserves to the Water Department General Fund; and • Authorize the transfer of up to $181,580 from the Electric Department General Fund to the Water Department General Fund, 3 Minutes: April 15, 2015 The motion passed unanimously (5-0) by a roll call vote. WORKSHOPS 14. Discussion of California Environmental Quality Act Procedures (CEQA). Kathy Neus provided a presentation which is available upon request. President Ellis called for public comment, there were none. 15. Discussion About Utah Associated Municipal Power System UAMPS Carbon Free Power Project- New Resource. Steve Hollabaugh provided a presentation which is available upon request. President Ellis called for public comment, there were none. Board Discussion: Some nuclear sources are in the United States but historically, after the Cold War, the United States obtained a lot of nuclear power from Russia. A substantial amount of nuclear power plants currently use that source. • Stated this is an exciting prospect. • This is very interesting and exciting to see this come to frutation after so much re- search and knowledge in this field. Cleaner reliable and carbon free power is a great thing. The earliest the District would be able to use the outcome of the study is 2024. • The next steps include: 1.) by June, a commitment to move forward with the study 2.) May 20, 2015 staff will request Board approval for the draft SPF. The Board Consensus was to move forward. 16. Discussion of the Town of Truckee's Brickelltown Streetscape Project. Neil Kaufman and Sanna Schlosser provided a presentation which is available upon request. President Ellis called for public comment, there were none. ROUTINE BUSINESS TREASURERS REPORT: March 31, 2015 17. A) APPROVAL OF THE FUND BALANCES AS OF MARCH 31, 2015: Director Bender moved, and Director Laliotis seconded, that the Board approve the treasurer's report for the month ended February 28, 2015. The motion passed unanimously (5-0). (Minute Order Number 2015-37) 17. B) APPROVAL OF DISBURSEMENTS FOR MARCH 2O15 Director Laliotis moved, and Director Bender seconded, that the Board approve the March 2015 disbursements report. The motion passed unanimously (5-0). (Minute Order Number 4 Minutes: April 15, 2015 2015-38) 18. APPROVAL OF MINUTES FOR MARCH 18, 2015 Director Laliotis moved, and Bender seconded, that the Board approve the minutes of March 18, 2015 with the correction of Laliotis' name .The motion passed unanimously (5-0). (Minute Order 2015-37) President Ellis called for public comment, there were none. Director spelling Number CLOSED SESSION - 7:40 P.M. TILL 8:35 P.M. 19. CONFERENCE WITH LABOR NEGOTIATORS: SECTION 54957.6 OF THE GOVERW MENT CODE. DISTRICT REPRESENTATIVE: MICHAEL D. HOLLEY. EMPLOYEE REPRE- SENTATIVE: IBEW LOCAL 1245 — THIS ITEM WAS PULLED. 20. CLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54957, PUBLIC EMPLOYEE PERFORMANCE EVALUATION - GENERAL MANAGER'S PERFORMANCE PLAN REVIEW — NO REPORTABLE ACTION. RETURN TO OPEN SESSION ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 8:40 P.M. to the next regularly scheduled meeting of the Truckee Donner Public Utility District on May 6, 2015 at 6:00 P.M. TRUCKEE DONNER PUBLIC UTILITY DISTRICT PG�l Bob Ellis, Presi Prepared Shanna D nt envier, CMC, Deputy District Clerk 5 Minutes: April 15, 2015