HomeMy WebLinkAbout8 Church Street Extension Project Amendment TRUCKEE - AGENDA ITEM # 8
Public Utility District
MEETING DATE: October 19, 2022
TO: Board of Directors
FROM: Keith Renshaw, P.E., Senior Electric Engineer
Joe Horvath, P.E., Electric Utility Director/Assistant General Manager
SUBJECT: Consideration of a Contract Amendment to the Cost Sharing
Agreement between the District and the Town of Truckee for the
Church Street Extension Utility Undergrounding Project
APPROVED BY �
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute a Contract Amendment, in substantially the
same form as presented and subject to District counsel review, to the Agreement between
the District and the Town of Truckee to reimburse the Town for installation of additional
underground civil infrastructure not included in the original scope of the Church Street
Extension/Trout Creek Restoration Project in the amount of$175,338, plus a 10% change
order authorization, for a not to exceed amount of $192,872.
BACKGROUND:
The District and the Town have been working collaboratively in coordinating capital
infrastructure improvement projects to enhance efficiencies and community benefit. On
August 31, 2021, the District entered into an Agreement (Attachment 1) with the Town of
Truckee (Town) to underground approximately 1,010 feet of existing overhead electric
facilities along Glenshire Dr. as a component of the Town's Church Street Extension/Trout
Creek Restoration Project (Project). The terms of the Agreement state that the Town will
pay its contractor to install underground civil infrastructure necessary to relocate the
existing overhead lines in conflict with the Project. The District is responsible for the
installation of underground electric infrastructure in those facilities as well as removal and
decommissioning of the existing overhead electric facilities.
The advantage for the District in this Project is to underground the remaining overhead
electric facilities within the Railyard development area, as well as undergrounding the
overhead electric facilities along Glenshire Dr. within the Project boundaries. An existing
temporary overhead electric distribution circuit tie remains within the Railyard between
Glenshire Dr. and Church St. This circuit tie is a critical switch point between distribution
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feeders and was installed as part of the first phase of the Railyard development in 2017
with the intent of relocating it underground once Church Street was extended
east/northeast to Glenshire Dr. The completion of this Project will allow the District to
remove the temporary overhead distribution circuit tie.
ANALYSIS AND BODY:
In early October 2022, staff identified a discrepancy between the Town's Project scope
and the District's electric undergrounding plans. A 505 foot section of underground
electric infrastructure from the intersection of Flyer's Knot Way and Church Street,
heading east towards Glenshire Dr., was not included in the Town's plans for the Project.
An additional 155 foot section of underground electric infrastructure along Glenshire Dr.,
west of the proposed Glenshire Dr./Church St. roundabout, was also not included in the
Town's plans. These two items were missed by TDPUD and Town staff prior to entering
into the Agreement. Without the installation of these two sections of underground electric
infrastructure, the District cannot decommission the temporary overhead line between
Glenshire Dr. and Church St.
In order to continue the project with the District's original intent, staff contacted the Town
to discuss a proposed Amendment to the existing Agreement (Attachment 2) to complete
the two missing sections of underground civil infrastructure. Under the proposed
Amendment, the Town will utilize their existing contractor to complete the additional work.
The Town would agree to cover the cost to install infrastructure in the 155 foot section
along Glenshire Dr. and the District would agree to reimburse the Town for the cost to
install infrastructure in the 505 foot section along Church St. The Town has provided the
District with a time and materials (T&M) quote from their contractor to complete the 505
foot section along Church St. for a not to exceed amount of $175,338 (Attachment 3).
Alternatively, if the District were to keep the temporary overhead line in service, staff has
identified several required upgrades. One of those upgrades include replacing a pole
along Glenshire Dr. which is estimated to cost approximately $33,000. In addition, the
existing primary conductors have insufficient capacity and must be replaced to maintain
circuit reliability and switching capabilities. Replacement of the primary conductors will
require extensive staff resources to survey and analyze pole loading along the temporary
line, and will likely require additional pole replacements. The cost of this work is estimated
to range from $30,000 to $50,000. Because the Town has established the Railyard as an
Undergrounding District, the developer of the parcel in which the temporary overhead line
traverses will be required to relocate those facilities underground. However, staff believes
that development of that parcel probably will not occur for many years, leaving a small
section of overhead lines in place without sufficient capacity.
The District has the option of completing the original intent of the Project or funding the
construction of a temporary overhead distribution tie circuit. The total cost to proceed with
the original intent of the Project is $196,241. Alternatively, the total estimated cost to not
complete the Project and keep the temporary overhead tie ranges from $60,000 to
$80,000. Although the cost to complete the original intent of the project is greater than
building temporary facilities, it has the advantage of a completed and fully underground
system. Staff recommends that the District proceed with the original intent of the Project
by executing the Amendment with the Town.
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Therefore, staff recommends that the Board authorize the General Manager to execute a
Contract Amendment, in substantially the same form as presented and subject to District
counsel review, to the Agreement between the District and the Town of Truckee to
reimburse the Town for installation of additional underground civil infrastructure not
included in the original scope of the Church Street Extension/Trout Creek Restoration
Project in the amount of $175,338, plus a 10% change order authorization, for a not to
exceed amount of $192,872.
Goals and Objectives:
This item is in support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
4. Provide reliable and high-quality electric supply and distribution system to meet
current and future needs.
5. Manage the District in an environmentally sound manner
6. Manage the District in an effective, efficient, and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
2. Environmental Stewardship: Create a sustainable resilient environment for all of our
communities.
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
FISCAL IMPACT:
The District's Capital Budget for FY22 includes $205,229 for joint underground projects
with the Town of Truckee. The District's current approved budget and10 year capital
improvement plan (CIP) includes a similar amount, escalating for inflation, each year for
2023 to 2031 . This capital project line item, averaging $235,000 per year for 2022
through 2031, is an estimate for anticipated but unknown future projects.
Subject project costs for the District can be summarized as follows:
• $192,872 Town infrastructure work, electric relation portion
• $215,000 District performed work to complete project ($60,769 incurred to date)
• $430,865 Project total cost (forecast completion by end of 2022)
The total investment cost for this project exceeds the FY22 budget amount by $202,643.
We estimate the majority of this overage will rebalance with lack of spending on the
$211,386 FY23 budget amount in CIP for joint undergrounding project with the Town.
With a current capital reserve balance of $11.3 million, the District has sufficient cash
funds to cover cost overage to budget in FY22.
In summer/fall of 2023, the CIP will be updated for the District to reflect any adjustments
as part of the FY24/25 budget cycle.
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ATTACHMENTS:
1 —Agreement with Town of Truckee — Church Street Extension Project
2 — 2022 Contract Amendment
3 — Q&D Construction Quote for Additional Dry Utility Work on Church St.
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