HomeMy WebLinkAbout2022-10-05 Final Board Meeting Board of Directors General Manager
Joseph Aguera 7 Brian C. Wright
Jeff Bender DONNER Executive Leadership
Christa Finn ■ Joe Horvath
Tony Laliotis Shanna D. Kuhlemier
Kim Harris Chad J. Reed
REGULAR BOARD MEETING Michael Salmon
TDPUD Board Room Steven Poncelet
6:00 p.m., Wednesday, October 5, 2022 Scott Crow
AGENDA Jillian Steward
1. Call to order
2. Roll Call
3. Pledge of Allegiance
4. Changes to the agenda
5. Public Comment—This is time set aside for the public to address the Board on any
matter not on the agenda. Testimony related to any agendized matter should be
addressed at the time that that item is considered.
(The public may comment on any subject that is not on the agenda. Each speaker
will be limited to three minutes, but speaker time may be reduced at the discretion
of the Board President if there are a large number of speakers on any given
subject.)
DIRECTOR UPDATE
6. This item provides time for Directors to comment on any item within the purview
of the District.
GENERAL MANAGER UPDATE
7. This item provides time for the General Manager to update the Board.
PRESENTATION
7.1 Truckee Downtown Park Update, Kellie Cutler, Contractors Association of
Truckee Tahoe.
CONSENT CALENDAR
8. Award of the State Route 89 Water Main Slip-lining Construction Contract.
a) Waive the minor irregularity associated with Advantage Reline not acknowledging
Addendum No. 1 on its bid forms.
b) Award the State Route 89 Water Main Slip-lining construction contract to
Advantage Reline in an amount of $223,537.53, plus a ten percent change order
allowance of$22,362.47 for a total authorization not to exceed $245,900.00.
9. Award of a Contract to Perform CEQA Review for the Hirschdale Pipeline.
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Award a contract to Inland Ecosystems to perform the CEQA Review for the
Hirschdale Pipeline in an amount not to exceed $29,950, plus a ten percent change
order allowance of$2,995, for a total authorization not to exceed $32,945.
10. Consideration for Renewal of the Microsoft Enterprise Licensing Agreement with CDWG.
Authorize the General Manager to execute an annual contract with CDWG for a 3
year term for the District's Microsoft Enterprise Licensing Agreement of$72,224.53
annually for a 3 year total of $216,673.59.
11. Consideration to Purchase Meter Test Bench.
Authorize the General Manager to execute a purchase agreement with Ferguson
Waterworks for the purchase of a water meter test bench in the amount of
$30,379.28, plus a ten percent change order allowance of $3,038, for a total
authorization not to exceed $33,418.
12. Consideration of an Amendment with Western Nevada Supply.
Authorize the General Manager to execute a contract amendment in the amount
of$75,000 with Western Nevada Supply, for a new not to exceed contract amount
of $225,000.
13. Consideration of a Contract Amendment with Traffic Management Inc.
Authorize the General Manager to execute a contract amendment in the amount
of$40,000 with Traffic Management INC., for additional traffic control services with
a total not to exceed contract amount of$465,000.
ACTION ITEMS
14. Consideration of a Board representative and alternate for the ACWA-JPIA Board of
Directors.
a) The Board of Directors select a District representative and alternate to serve on
the Association of California Water Agencies (ACWA ) —JPIA Board; and
b) The Board of Directors select a designee.
15. Closeout of the Airport Storage Tank Rehabilitation Project.
a) Adopt Resolution 2022-19 accepting the Airport Storage Tank Rehabilitation
project as complete and authorize the filing of the Notice of Completion.
ROUTINE BUSINESS
16. Approve the Minutes of September 5, 2022.
CLOSED SESSION
17. Closed Session Pursuant to Government Code Section 54956.9(d)(2),
Conference with Legal Counsel, Exposure to Litigation, One Case.
18. Closed Session Pursuant to Government Code Section 54957 Public Employee
Performance Evaluation — General Manager's Performance Plan Review.
ADJOURNMENT
The agenda is available for review at the TDPUD administrative office and the District's
internet website. Posted on Friday, September 30, 2022.
Shanna D. Kuhlemier, CMC, District Clerk
A copy of the agenda packet is available for public review, during normal business hours,
at the district administrative office located at 11570 Donner Pass Road. Public
participation is encouraged. The meeting location is accessible to people with disabilities.
Every reasonable effort will be made to accommodate participation of the disabled in all
of the Districts public meetings. If particular accommodations for the disabled are needed
(i.e. disability-related aids, or other services), please contact the District Clerk at (530)
582-3980 or ShannaKuhlemier(aJ)tdpud.org, at least 24 hours in advance of the meeting.
Any person with a disability may submit a request for reasonable modification or
accommodation to the above-described means for accessing and offering comment at
the meeting to Shanna Kuhlemier, District Clerk, at shannakuhlemier(a�tdpud.org who will
swiftly resolve such request.
r r - AGENDA ITEM 8
Public,rTRUCKEE DONNE
District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Neil Kaufman, Water System Engineer
Chad Reed, Water Utility Director
SUBJECT: Award of the State Route 89 Water Main Slip-lining Construction
Contract
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATIONS:
a) Waive the minor irregularity associated with Advantage Reline not acknowledging
Addendum No. 1 on its bid forms.
b) Award the State Route 89 Water Main Slip-lining construction contract to
Advantage Reline in an amount of $223,537.53, plus a ten percent change order
allowance of $22,362.47 for a total authorization not to exceed $245,900.00.
BACKGROUND:
There is an existing 10" steel water pipe along the west side of State Route 89 south.
This starts at the north shoulder of Donner Pass Road in front of Mountain Hardware and
ends at the Donner Creek Well site at the northwest corner of Deerfield Drive.
This pipe was installed in 1970 and has experienced a number of leaks in the past 10
years. There are currently two active leaks on this pipe that are surfacing. One is just
north of the westbound on-ramp to Interstate 80. The other is south of the eastbound off-
ramp from Interstate 80. This section of pipe provides a loop to customers south of
Interstate 80 and is important in transmitting water into the Donner Lake, Gateway and
Tahoe Donner areas.
The leak that is north of Interstate 80 is located within a casing. Normally, repair of this
leak would involve excavating the ends of the casing, removing the leaking section of pipe
and replacing it with a new section of pipe. Normally, the existence of the casing would
allow for this work to be performed without disrupting traffic. However, the casing at this
Page 1 of 3
location corresponds to the old on-ramp configuration prior to construction of the
roundabouts and the south end of the casing is now located within the pavement section
of the roundabout.
A similar leak occurred in 2005, south of Interstate 80 during construction of the
roundabouts. At that time, the District was able to coordinate with the contractor building
the roundabouts to perform an emergency repair that involved removing and replacing
about 180 feet inside a casing. Both ends of the casing were accessible because traffic
had been re-routed by the construction.
ANALYSIS/BODY:
Given the need to minimize any traffic disruption, staff considered a number of trenchless
rehabilitation options for this section of pipe. A number of contractors and manufacturers
were contacted. Eventually, slip-lining the existing pipe was identified as the only option
that could be accomplished in the fall of 2022.
Contract documents were prepared for this rehabilitation work and bidding began in
September 2022. The bid opening was held at 11:00 am on September 22. Two bids
were received:
TOTAL AMOUNT OF BID
Bidder Location Amount Responsive
Advantage Reline Moorpark, CA $223,537.53 Yes*
Q&D Construction Reno, NV $500,000.00 Yes
It should be noted that Advantage Reline did not acknowledge Addendum No. 1 on its bid
forms. This addendum clarified a minor issue regarding contractor licensing. The District
has encountered this issue in the past and the failure to acknowledge an addendum can
be considered a minor irregularity that can be waived.
The District will have additional expenses associated with this project involving traffic
control and rental of trench shoring. The project will avoid excavations with the pavement
section of SR 89, but they will be in close proximity to vehicle traffic. Traffic control
provisions will be necessary to ensure a safe working environment.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency.
Page 2 of 3
FISCAL IMPACT:
The bid price from Advantage Reline is $223,537.53. It is recommended that a ten
percent change order allowance of $22,362.47 be established for a total authorization of
$245,900.00.
Including an estimated $54,100 of identified additional costs for this project, the total
project cost is $300,000.
The FY22 water capital expenditure budget is $8,290 million and current forecast is
$8.382 million including this project. The forecast spend is $92,000 or 1.1% over budget
and staff notes the forecast includes contingency. FY22 and FY23 pipeline replacement
projects are budgeted to be funded from new debt issuance proceeds of $15.9 million
received in FY22 and staff recommends this project be funded from these new debt
proceeds.
Page 3 of 3
AGENDA ITEM 9
Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Neil Kaufman, Water System Engineer
Chad Reed, Water Utility Director
SUBJECT: Award of a Contract to Perform CEQA Review for the Hirschdale
Pipeline
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Award a contract to Inland Ecosystems to perform the CEQA Review for the Hirschdale
Pipeline in an amount not to exceed $29,950, plus a ten percent change order allowance of
$2,995, for a total authorization not to exceed $32,945.
BACKGROUND:
The District operates two separate water systems in the Truckee area: the Hirschdale
System and the Truckee System.
The Hirschdale System is rather small, consisting of:
• One pressure zone
• One well
• One storage tank
• About 3,100 feet of pipeline
• 26 customer accounts
In contrast, the Truckee System is a relatively complex system, consisting of:
• 46 pressure zones
• 12 active potable water wells
• 3 active non-potable wells
• 34 active storage tanks
• 25 pumping stations
Page 1 of 4
• About 235 miles of pipeline ranging from 2-inches to 24-inches in diameter
• 40 control valve stations
• About 13,600 customer accounts
The Hirschdale System is located to the east of the Truckee System with a distance of
about 1,700 feet separating the two systems. As noted above, there is a single well that
supplies water to the Hirschdale System. When this well is taken out of service to perform
maintenance, it is necessary for the District to implement temporary measures such as
using potable water trucks or an aboveground pipe to supply water to the Hirschdale area.
It addition, the water produced by the Hirschdale Well has high levels of naturally occurring
arsenic and manganese. The District operates a treatment system to remove the arsenic
and manganese and water supplied to customers complies with State and Federal
requirements. However, the treatment system is expensive to operate and requires
extensive maintenance and supervision.
The Water Department has identified the need to construct a pipeline to connect the
Hirschdale Water System to the main Truckee Water System. This pipeline will provide a
second source of water to the Hirschdale area and allow the District to supply Hirschdale in
a more cost effective manner.
This project was identified in the current Water System Master Plan and the current
Water Department Capital Improvement Plan. This project does not involve maintenance
or replacement of existing facilities therefore a CEQA review is necessary.
In August 2022, an RFP to select a consultant to perform the CEQA review was issued.
Three proposals were received in response to the RFP:
• Helix Environmental Consulting — Folsom, CA
• Inland Ecosystems — Reno, NV
• NCE — Stateline, NV
A staff committee was selected and the proposals were evaluated based on the following
criteria:
• Proposed scope of work and project methodology (35%)
• Experience of the firm with similar CEQA review preparation projects (15%)
• Experience of project team with similar CEQA review preparation projects (15%)
• The firm's procedures, methodology and quality assurance/quality control (5%)
• References (10%)
• Cost (20%)
Helix Environmental was rated highest on a technical basis. The scoring for Inland
Ecosystems and NCE was tied, with both firms slightly behind Helix.
Page 2 of 4
Technical Scoring
Firm Rank
Helix 1
Inland Ecosystems 2
NCE 2
The proposed costs were then reviewed. The cost proposals varied significantly and
ranged from about $30,000 to about $69,000, with Inland Ecosystems submitting the
lowest cost proposal.
Cost Scoring
Firm Rank
Inland Ecosystems 1
Helix Environmental 2
NCE 3
Finally, an aggregated ranking (technical capability & cost) of the proposers was
developed:
Overall Scorin
Firm Rank
Inland Ecosystems 1
Helix Environmental 2
NCE 3
Therefore, it is recommended that the contract be awarded to Inland Ecosystems.
The current schedule for the CEQA review is listed below. It should be noted that this
schedule assumes that significant new issues will not be identified during the preparation of
the Initial Study.
• Award of Contract: October 5, 2022
• Field Studies: October 2021
• Completion of Draft Initial Study: December 2022
• Presentation of Draft Initial Study to Board: January 4, 2023
• CEQA Public Hearing February 1 , 2023
• End of Public Comment Period: February 6, 2023
• Board Approval of CEQA Initial Study: March 1, 2023
• Project Construction: Summer 2023
Page 3 of 4
FISCAL IMPACT:
The cost proposal from Inland Ecosystems is $29,950. It is recommended that a ten
percent change order allowance of $2,995 be established for a total authorization of
$32,945.
The FY 2022 budget includes $566,000 for the Hirschdale Pipeline project. The great
majority of this total is allocated for construction of the project, which is now planned for the
summer of 2023. This project is budgeted to be funded by water's new debt issuance.
Page 4of4
AGENDA ITEM # 10
TRUCKEE DONNER
Public District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Scott Crow, IT Director / CIO
SUBJECT: Consideration for Renewal of the Microsoft Enterprise Licensing
Agreement with CDWG
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute an annual contract with CDWG for a 3 year
term for the District's Microsoft Enterprise Licensing Agreement of $72,224.53 annually
for a 3 year total of $216,673.59.
BACKGROUND:
Microsoft offers their Enterprise Licensing Agreements only in 3 year terms. The District's
current 3 year Microsoft agreement expires 10-31-2022 and only provides licensing for
Windows operating system, on-premise servers and client access, email virus scanning,
and Microsoft Office Suite products.
ANALYSIS:
After much discussion with District employees about their computing needs and digital
workspaces including an evaluation of the current state of the IT infrastructure, it was
determined that moving to the Microsoft 365 G5 licensing model would allow the District
the best opportunity to enhance utility operations, customer service, and security. The
District's previous and current Microsoft licensing model is an ala carte method of paying
for individual Microsoft product licenses while the Microsoft 365 G5 model is a buffet style
approach of being offered many if not all of the Microsoft products within Windows
operating system, Office 365 products, and mobile and security suite products allowing
the District to utilize any and all at a single cost. Based on the District's needs, this method
is more cost efficient and will allow the District to build out a modern workforce computing
Page 1 of 3
model in a secure and productive manner with best-of-breed tools including an advanced
suite of security offerings.
Another considering factor is we are also starting to see our current Electric and Water
software manufacturers moving to cloud based mechanisms for providing service which
is another reason for moving to the Microsoft 365 licensing model as it will allow the
District to more securely accommodate these moves to the cloud.
Section 3.08.060 of District Code allows vendors to Joint Purchase with the State of
California and Other Public Agencies. Due to TDPUD employee count being under 250,
the expiring contract as well as the new contract is under the state of California master
contract and priced using the city of Riverside, CA contract # PSA-0001522.
OBJECTIVES & GOALS:
This item is in support of the following goals and objectives:
1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
1.05.030 Goals:
1.4 Develop and implement high standards of customer service.
1.5 Develop and implement high operational standards, procedures, and Codes of
Conduct.
6.1 Utilize modern, cost effective work methods and equipment.
FISCAL IMPACT:
The three year total of $216,674 will be amortized to operating expense over the
contract's applicable 36 months and equates to an annual cost of$72,225. Cost charged
to Information Technology cost center's 9.920.00.483 Licensing, Maintenance & Support
account code.
To date, the District has been purchasing various Microsoft software licenses on an a la
cart basis, and for the most recent annual cycle a total cost of $30,188. The subject
contract has an annual cost of $72,225, which is $42,037 greater.
The Information Technology cost center (IT) has an annual operating costs (non-payroll
related) budget in 2022 of $1,288,800 and is forecasted to be under-budget for 2022 by
19% or $257,800. The 2023 budget for annual operating costs (non-payroll related) is
$1,306,264. Including the subject incremental $42,037, annual operating costs are
forecasted to be at or below budget in 2023. In total for 2022, including payroll, IT is
running YTD 11% below budget and is forecasted to end the year 10% or $250,000.
With this new enterprise licensing agreement with Microsoft, staff estimates over the next
18-24 months, certain non-Microsoft related operating costs will be reduced, ie not
renewed. At this time the amount of savings is not readily forecastable. The impact of
subject contract for FY24 & FY25, as well as any identified savings referenced in previous
Page 2 of 3
paragraph, will be included in the summer/fall of 2023 budget cycle for FY24 & FY 25
Budget.
ATTACHMENTS:
None
Page 3 of 3
rr - AGENDA ITEM # 11
Public-�'TRUCKEE DONNE
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Chad Reed, Water Utility Director
SUBJECT: Consideration to Purchase Meter Test Bench
APPROVED BY:
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a purchase agreement with Ferguson
Waterworks for the purchase of a water meter test bench in the amount of $30,379.28,
plus a ten percent change order allowance of $3,038, for a total authorization not to
exceed $33,418.
BACKGROUND:
On January 1, 2017 Water Code Section 10608.34 was put into practice which directed
urban water suppliers to conduct and submit a validated water loss audit report to the
Department of Water Resources (DWR) annually. The water loss audit process requires
the District to contract with an outside consultant (certified auditor) to review the following
system performance metrics:
• Total Water Supplied
• Authorized and Unauthorized Consumption
o Water Production Meter Accuracy
o Customer Metering Accuracy (need test bench)
• Water Losses
• System Data Accuracy
• Cost Data
Once the independent auditor reviews the aforementioned system performance metrics,
a rubric is used to assign a validation score to each of the required inputs. The Board-
adopted Strategic Plan recognizes and addresses our need to increase our validity score
Page 1 of 2
through the "District sustainability and reliability" goals. Part of the plan for achieving this
goal is to implement the "water meter testing and replacement program" project, which
will result in an increased annual water loss audit validation score. The rubric in the meter
validity score requires a meter testing procedure for the District to receive a validity score
above 3 out of 10. To establish this procedure either the District needs to purchase a
meter test bench or send all selected meters out for testing. Staff has determined that
sending the meters out for independent testing will cost more than the meter test bench
in less than three years and the useful life of the test bench can easily exceed 30 years.
ANALYSIS:
Historically the lowest validation numbers on the District's Water Loss Audit are
associated with source metering and customer metering programs. In the summer of
2022, the District substantially completed (99%) its water meter installation program that
began in 2010. Having completed the installation of commercial and residential
volumetric meters, the District is now developing a comprehensive meter maintenance
program including testing, repair and replacement. The program will be executed by the
additional Water Utility Maintenance Program Coordinator position created in 2021. The
goals of the program are to implement best practices in water loss reduction including
meter testing and maintenance, leak detections and annual audits. Staff has determined
the first step of the meter testing program is to procure a meter test bench that satisfies
the American Water Workers Association (AWWA) parameters defined in the M36
manual. The staff recommended test bench does satisfy the prescribed requirements.
OBJECTIVES & GOALS:
This item is in support of the following goals and objectives:
District Code1 .05.020 Objectives:
3. Provide reliable and high quality water supply and distribution system to meet current
and future needs.
Strategic Goals:
1 . Manage for Financial Stability and Resiliency (1.7. Water meter Testing and
Replacement program)
FISCAL IMPACT:
This item was included in the approved FY2022 Budget Capital Project (Work Order
#2275098) in the amount of$25,000 based upon previous cost estimations. The remaining
$8,418 will be funded from the operating reserve. The operating reserve ($5.2M as of
12/31/2021) has sufficient funds for this forecasted $8,418 capital expenditure overage in
2022.
ATTACHMENTS:
None
Page 2 of 2
rr - AGENDA ITEM #12
-�'TRUCKEE DONNE
1 Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Chad Reed, Water Utility Director
SUBJECT: Consideration of an Amendment with Western Nevada Supply
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract amendment in the amount of
$75,000 with Western Nevada Supply, for a new not to exceed contract amount of
$225,000.
BACKGROUND:
Every fall staff strives to predict the amount of supplies and materials necessary to
complete all of the projects planned for the year. One of the methods used during this
procurement phase is the material "Market Basket" purchase method. This method
involves staff establishing a representative inventory of the parts/supplies to be procured
during the next budget year and issuing a request for bids from interested supply
companies. For FY2022, the District received three bids with Western Nevada Supply
being identified as the low bidder. The original contract amount approved by the Board of
Directors during the December 2021 meeting was $150,000.
ANALYSIS:
The estimates that were included in the original procurement document presented to the
Board of Directors during the December meeting for Western Nevada Supply have proven
to be inadequate. The additional funds are being requested due to the increased amount
of projects being accomplished by the water department. As denoted above, staff strives
to list the majority of parts/supplies that will be needed throughout the year. However, due
to the completion of additional maintenance and repair projects over the summer,
additional inventory will be needed. Some examples of
• Completion of the meter installation project
Page 1 of 2
• Development of the meter maintenance program with additional meter installation,
maintenance and repairs
• Pump station maintenance
• Water main leak repairs
The additional contract allowance of $75,000 will be utilized to reestablish inventory of
some critical parts and supplies used in various projects over the summer, and provide
materials for repair projects identified over the summer to be completed this fall.
OBJECTIVES & GOALS:
This item is in support of the following goals and objectives:
District Code1 .05.020 Objectives:
1. Responsibly serve the public.
3. Provide reliable and high quality water supply and distribution system to meet current
and future needs
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
FISCAL IMPACT:
The annual procurement Contract 822 is a budgeted item that is a cost component of
GL#:2.7.694.2.670 and the additional $75K will be funded from the same account. The
annual budget for FY 2022 for this line item is $1,078,797 and as of August 2022 this
account had $742,923 remaining. This equates to only 31% of the budget for this item being
used through August (67% of the fiscal year completed). Staff forecast this water account
and water's total operating costs for the year 2022 to be under-budget.
Attachments:
None
Page 2 of 2
rr - AGENDA ITEM # 13
_�'TRUCKEE DONNE
1 Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Chad Reed, Water Utility Director
SUBJECT: Consideration of a Contract Amendment with Traffic Management
INC.
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a contract amendment in the amount of
$40,000 with Traffic Management INC., for additional traffic control services with a total
not to exceed contract amount of $465,000.
BACKGROUND:
During the annual procurement process the Electric and Water Departments determined
that periodic traffic control services for new construction and maintenance projects are
required. Often temporary lane closures and lane shifting is necessary throughout the
year to meet the needs of the various District projects and in emergencies situations to
mitigate risk from vehicular traffic entering the work zone.
One of the methods used during this procurement phase is the request for proposal
method. This method requires staff to prepare scope of services and task that will be
required though-out the year. Three vendors prepared proposal for professional services
and Traffic Management INC. was selected to oversee traffic control for District projects
in FY 2022. The original contract approved by the Board of Directors during the December
2021 meeting was for the amount of $425,000.
ANALYSIS:
The estimates that were included in the December 2021 Board of Directors annual
procurement item #15 for Traffic Management INC. will not be adequate to perform all of
the scheduled for the remainder of FY2022. With the increased traffic control needs
Page 1 of 2
associated with extensive pole replacements along Northwoods Blvd and the pipeline
replacement projects in Tahoe Donner,most of the traffic control services procurement
authorization for FY2022 has been used. The District will need additional procurement
authorization to meet the needs of additional utility maintenance for the fall of 2022 and
the unforeseen emergency water main repair on Highway 89, extending under Interstate
80. The requested additional $40,000 is for the emergency main repair work to be
performed that will require a complex traffic control plan and work zone set-up along the
Highway 89 roundabouts, adjacent to the 1-80 West on-ramp and 1-80 East off-ramp.
OBJECTIVES & GOALS:
This item is in support of the following goals and objectives:
District Code1 .05.020 Objectives:
1 . Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1 . Manage for Financial Stability and Resiliency
FISCAL IMPACT:
The annual procurement Contract 847 is a budgeted item that is funded from Electric's
GL#: 1.6.583.00.514. The additional traffic control services costs related to the water main
repair will be charged to a capital project (separate agenda item this month, SR 89 Slipline
pipeline replacement project), as the extent of the project work will qualify for capital
expenditure accounting treatment.
Attachments:
None
Page 2 of 2
rr - AGENDA ITEM # 14
-�'TRUCKEE DONNE
1 Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Shanna D. Kuhlemier, CMC, District Clerk
SUBJECT: Consideration of a Board representative and alternate for the
ACWA-JPIA Board of Directors
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
a) The Board of Directors select a District representative and alternate to serve on
the Association of California Water Agencies (ACWA ) — JPIA Board; and
b) The Board of Directors select a designee.
BACKGROUND:
ACWA is the largest statewide coalition of public water agencies in the country. There
are over 430 public agency members whom collectively are responsible for 90% of the
water delivered to cities, farms, and businesses in California.
ACWA's mission is to provide comprehensive leadership, advocacy, and resources for
California Public Water Agencies to ensure a high quality and reliable water supply in an
environmentally, sustainable, and fiscally responsible manner. The mission of
ACWA and the District are closely aligned for the water utility.
ACWA further serves to provide technical information, tracking and influencing of
State and Federal water policy, and cooperation and consensus amongst interest
groups.
In June of 2019, during investigation of insurance policies, the District joined
membership with ACWA-JPIA in order to obtain appropriate insurance coverage for the
most advantageous cost to the District. This three year contract was a considerable cost
savings in a high fire danger area.
Page 1 of 2
ANALYSIS/BODY:
Since that time, ACWA - JPIA has been a beneficial resource to the District, providing
training and services in human resources, insurance and risk management, safety
programs and policies, Workers Compensation advice, and a needs assessment for
insurance.
Responsibility of the ACWA Board includes attending meetings, voting on behalf of the
District, and participating in other administrative engagements as needed to further the
District's interest.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District effectively, efficiently and fiscally responsible manner.
Strategic Goals:
3 .Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
FISCAL IMPACT:
There is not a direct fiscal impact associated with this item.
ATTACHMENTS:
Page 2 of 2
AGENDA ITEM 15
Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Neil Kaufman, Water System Engineer
Chad Reed, Water Utility Director
SUBJECT: Closeout of the Airport Storage Tank Rehabilitation Project
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Adopt Resolution 2022-19 accepting the Airport Storage Tank Rehabilitation project as
complete and authorize the filing of the Notice of Completion.
BACKGROUND:
The Airport Tank is a 500,000 gallon partially buried pre-stressed concrete tank that was
constructed in 1980. During the summer of 2010, DN Tanks performed repairs to the
dome ring of the Airport Tank under an emergency declaration. The dome ring is located
where the vertical walls and roof join together and is critical to supporting the roof structure.
The work was completed on-time and with no change orders.
In 2010, it was noted that the tank was experiencing concrete spalling from the roof on
both the interior and exterior surfaces. However, this issue was not considered critical to
the structural integrity of the tank at that time and was not included in the scope of work
under the emergency. Over the last ten years, Water Department staff have periodically
applied concrete patches to the roof.
Based on inspections performed in the fall of 2020 and summer of 2021, it was determined
that the Airport Tank required substantive repairs to the roof system along with
replacement of many of the interior steel components such as the access ladder and
overflow structure.
Page 1 of 3
Contract documents were prepared for this rehabilitation work and bidding began in
October 2021. The bid opening was held on November 17, 2021. One bid was received.
The bid was from DN Tanks in an amount of$348,000. On December 1, 2021, the Board
awarded the construction contract for the Airport Storage Tank Rehabilitation project to DN
Tanks. The Board also established a $35,000 change order allowance for a total
authorization of $383,000.
ANALYSIS
DN Tanks began work in April 2022. In late May 2022, the work on the interior of the tank
was completed and the Airport Well was placed back into service. DN continued to work
on the tank exterior through June. During this time, it was determined that damage to the
roof exterior was more extensive than originally anticipated. Potential repair options were
discussed and District staff agreed to an amount of $28,276.71 to perform the additional
roof repairs.
During the punch list inspection in June, there were a few areas where water was seeping
through the tank wall. This issue was discussed with DN. DN had performed epoxy
injection at a number of locations to address similar seeping. It was DN's position that
additional time was needed to allow for the chemical reactions to continue, which would
stop the seepage. It was agreed to visit the issue later in the year.
In late August, the District sent photographs to DN identifying locations where the seepage
was still occurring. In early September, DN performed additional epoxy injection on the
exterior tank wall. At this time, there is no observable seepage through the tank wall and
the project is considered complete.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency.
FISCAL IMPACT:
The original bid price was $348,000. The Board also established a $35,000 change order
allowance for a total authorization of $383,000. As outlined below, the final contract
amount is $376,276.71 .
Page 2of3
Item Amount
Original bid price $348,000.00
Approved change order requests $28,276.71
Total $376,276.71
In addition to the amount paid to DN Tanks, the District has incurred additional outside
expenses for construction inspection on this project of $17,125.
ATTACHMENTS:
Resolution 2022-19
Page 3 of 3
* UCKEE r
Public District
Resolution No. 2022-19
AUTHORIZING THE ACCEPTANCE OF THE AIRPORT STORAGE
TANK REHABILITATION PROJECT AND DIRECTING FILING OF
THE NOTICE OF COMPLETION
WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the
determination to undertake the Airport Storage Tank Rehabilitation project; and
WHEREAS, DN Tanks was awarded a contract on December 1, 2021 to perform the work; and
WHEREAS, DN Tanks has completed all of the Work included in the Project; and
NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows:
1. That the District hereby accepts the Airport Storage Tank Rehabilitation project located at
County Assessor's Parcel Number 1962028 as complete.
2. That the Clerk of the District be directed to file with the County of Nevada the Notice of
Completion, a copy of which is attached hereto.
3. That 35 days following the filing of the Notice of Completion, the monies retained from the
contractor payments be released to the contractor if no claims have been made to the District by
material suppliers or laborers.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the
District on the 5th day of October 2022, by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By
Christa Finn, President of the Board
ATTEST:
Shanna D. Kuhlemier, CMC, District Clerk
RECORDING REQUESTED BY:
Truckee Donner Public Utility District
WHEN RECORDED, RETURN TO:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Shanna D. Kuhlemier, District Clerk
11570 Donner Pass Road
Truckee, CA 96161-4947
THE UNDERSIGNED DECLARES
DOCUMENTARY TRANSFER TAX- NONE
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN:
1. That the name and address of the public entity for whom the improvement project was done, as owner
thereof, is the Truckee Donner Public Utility District, 11570 Donner Pass Road, Truckee, CA 96161.
2. Nature of interest or estate of owner: beneficial interest of a public utility of electric and water facilities.
3. That on October 5, 2022 the hereinafter described improvements were accepted as complete pursuant
to Resolution 2022-19 of the Truckee Donner Public Utility District, the awarding authority.
4. That the subject improvements of the notice are generally described and identified as follows:
Airport Storage Tank Rehabilitation project.
5. That the name and address of the contractor for such project was: DN Tanks, PO Box 696, El Cajon,
California, 92022.
1 certify under penalty of perjury under the laws of the State of
California that the foregoing is true and correct.
Dated: TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By
Brian Wright, General Manager
MAIL TAX STATEMENTS TO:
SAME AS ABOVE
Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)
r r F - -1
lt---- TRUCKEE DONNER AGENDA ITEM # 16
Public Utility District
MEETING DATE: October 5, 2022
TO: Board of Directors
FROM: Shanna D. Kuhlemier, CIVIC, District Clerk
SUBJECT: Approval of the September 7, 2022
Minutes
Page 1 of 1
MEETING MINUTES
September 7, 2022
1. CALL TO ORDER The meeting of the Board of Directors of the Truckee Donner Public Utility
District was called to order at 6:00 pm by President Finn.
2. ROLL CALL Directors: Harris, Laliotis, Aguera, Vice President Bender and President Finn.
EMPLOYEES PRESENT: Brian Wright, Mike Salmon, Jillian Steward, Chad Reed, Scott Crow,
Neil Kaufman, Brian Yohn, Joe Horvath Steven Poncelet and Shanna Kuhlemier.
CONSULTANTS PRESENT — Steve Gross, District Counsel.
3. PLEDGE OF ALLEGIANCE
4. CHANGES TO THE AGENDA — Staff requested to move item #10 to action.
5. PUBLIC INPUT — None
6. DIRECTOR UPDATE
This item provides time for Directors to comment on any item within the purview of the
District.
7. GENERAL MANAGER UPDATE
General Manager Wright provided an update.
CONSENT CALENDAR
8. Consideration of a Procurement for Substation Maintenance Testing Services through
Northern California Power Agency's Support Services Program Agreement.
Authorize the General Manager to execute a Confirmation under the Northern
California Power Agency's Support Services Program Agreement for NorCal
Power Services LLC to perform in-depth substation maintenance testing ser-
vices at Tahoe Donner Substation in the amount of $50,473, plus a 10%
change order authorization and associated Northern California Power Agency
administrative fees of $1 ,345, for not to exceed amount of $56,865.
9. Consideration to Adopt Resolution 2022-16, Approving Submission and Attesting to the
Veracity of the 2021 Power Source Disclosure Report and Power Content Label.
Adopt Resolution 2022-16 approving the submission and attesting to the Verac-
ity of the 2021 Power Source Disclosure Report and Power Content Label.
11. Consideration of a Professional Services Contract with Carollo Engineers to develop
contract documents for rehabilitation of the Prosser Lakeview and Ski Run Tanks.
Authorize the General Manager to execute a professional services contract
with Carollo Engineers to develop contract documents for rehabilitation of
the Prosser Lakeview and Ski Run Tanks in an amount of $182,975, plus a
ten percent change order allowance for total authorization not to exceed
$201,300.
12. Consideration of a Support Services Contract with Unisys.
Authorize the General Manager to execute an annual contract with Unisys,
with an option to extend two years, for Nice CXone Contract Center
software licensing and implementation for the District in the amount of $1,468.92
monthly including any necessary usage charges and a onetime
implementation and training cost of $16,615.78.
13. Consideration to Approve the Procurement of a Substation Lineman/Inspector vehicle.
Authorize the General Manager to execute a procurement contract with Altec Inc.
for the purchase of one (1) 2023 Chevrolet 3500HD Truck in the amount of
$107,000, plus a 10% change order authorization, for a total of $1117,700, plus any
other taxes and fees that may apply.
14. Consideration of the Annual Community Facilities District Foreclosures in Grays Crossing
And Old Greenwood.
a) Adopt foreclosure Resolution 2022-18 authorizing staff and special counsel to
proceed with the foreclosure process on all parcels with delinquent assess-
ments within the CFDs as required by Bond covenant; and
b) Authorize the General Manager to execute a contract for legal services with
Stradling, Yocca, Carlson, & Rauth for their work relating to the foreclosure on
delinquent parcels.
President Finn called for public comment, seeing none.
Director Harris moved, with the change of moving #10 to Action and Vice President Bender
seconded, recusing himself from #14 due to real property interest in Grays Crossing. The
board approve the consent calendar. The motion passed (5-0), by roll call vote.
ACTION ITEM
10. Consideration to Adopt Resolution 2022-17 Authorizing the Amended and Restated Red-
Mesa Tapaha Solar Project Transaction Schedule and Auxiliary Agreements with UAMPS.
Adopt Resolution 2022-17 authorizing the Red Mesa Tapaha Solar Project
Amended and Restated Transaction Schedule and Auxiliary Agreements
With Utah Associated Municipal Power Systems.
President Finn called for public comment, seeing none
Vice President Bender moved, and Director Harris seconded that the board approve staff's
recommendation. The motion passed (5-0), by roll call vote.
15.Consideration of a Master Leasing Program for Public Employee Housing Administered
Through the Truckee Tahoe Workforce Housing Agency.
Authorize the District's participation in a Master Lease Agreement for public
Employee temporary housing resources, administered through the Truckee
Tahoe Workforce Housing Agency for a total annual cost to the District not
to exceed $30,000.
President Finn called for public comment, seeing none
Director Harris moved, and Director Laliotis seconded that the board approve staff's recom-
mendation. The motion passed (5-0), by roll call vote.
16. Consideration of a Contract with Sage Land Surveying for Lot Line Adjustments and and
Associated Costs for the Future Truckee Library.
Authorize the General Manager to execute a contract with Sage Land
Surveying for the lot line (LLA) process and procure additional ancillary
Administrative services related to the Future Truckee Library LLA, for a
Total project amount not to exceed $75,000.
President Finn called for public comment, seeing none
Director Laliotis moved, and Director Harris seconded that the board approve staff's recom-
mendation. The motion passed (5-0), by roll call vote.
17. Consideration for a Professional Services Contract to Conduct the District's FY2022 An-
nual Audit.
a) Authorize the Board President to execute a contract with Moss Adams to conduct
the FY22 annual audit, in an amount not to exceed $61,600, with an option to extend
two years for FY23 and FY24; or
b) Direct staff to issue a request for proposals for a professional auditing firm to con-
duct the District's FY22 annual audit.
President Finn called for public comment, seeing none.
Vice President Bender moved, and Director Harris seconded that the board approve staff's
recommendation. The motion passed (5-0), by roll call vote.
Vice President Bender moved, and Director Aguera seconded the, Authorize the Board Presi-
dent to execute a three year contract with Moss Adams for the FY22,FY23 and FY24 annual
audits in the yearly amount not to exceed $61,600, $63,950 and $65,250 respectfully. The
motion passed (5-0) roll call vote.
ROUTINE BUSINESS
18. Approve the Treasurer's Report September 2022.
a) Fund Balances for the Month June 30, 2022.
b) Disbursements for the Month July 31, 2022 — Includes Government Code Section
53065.5 Items.
President Finn called for public comment, seeing none.
Director Aguera moved, and Vice President Bender seconded, to approve the Treasures Re-
port, the motion passed (5-0), by a roll call vote.
19. Approve the Minutes of August 3, 2022
President Finn called for public comment, seeing none.
Director Laliotis moved, and Vice President Bender seconded to approve Minutes of August
3rd
Approved by a (5-0), by roll call vote.
President Finn called for a recess 8:00 pm.
President Finn called the meeting back in session 8:07 pm.
CLOSED SESSION
20. Closed Session Pursuant to Government Code Section 54957 Public Employee Perfor-
mance Evaluation — General Manager's Performance Plan Review. No reportable action.
ADJOURNMENT - 9:35 p.m.
There being no further business before the Board, the meeting was adjourned to the next
scheduled regularly scheduled meeting of the Truckee Donner Public Utility District on October
5, 2022 at 6:00 pm.
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
Christa Finn, President
Respectfully Submitted,
Shanna D. Kuhlemier, CMC, District Clerk