Loading...
HomeMy WebLinkAbout13 Electric Master Plan Agenda Item # 3 TRUCKEE DONNER UtilityPublic District Workshop To: Board of Directors From: Joe Horvath, Electric System Engineer Date: March 19, 2008 Subject: RFP for Electric System Master Plan 1. WHY THIS MATTER IS BEFORE THE BOARD Professional engineering services are required for the preparation of an Electric System Master Plan. This workshop item is to briefly discuss this project and the proposed Request for Proposals (RFP) process. 2. HISTORY The Master Plan is a comprehensive planning report providing information on existing District electric system facilities and the current level of service provided to District customers. The Master Plan is also a blueprint for the orderly expansion of the District's electric system to accommodate growth and development of areas served by the District. Previous Master Plans have been used as the basis to evaluate the District's electric facility fees. The facility fee is an implementation of California Government Code 66000 et seq., commonly referred to as AB1600. This Government Code section provides a mechanism by which the District may establish fees on new development for electric system improvements attributable to new development. In 1993, a comprehensive Master Plan study was prepared by consultants for the District. An update to this Master Plan study was prepared in 2002 and formed the basis for recent modifications to electric facility fees. 3. NEW INFORMATION An RFP document has been prepared to solicit proposals from qualified engineering firms. A copy of the RFP has been attached to this memo for your review and comments. The tentative schedule includes a four week RFP period, with proposals due into the District by the end of April. It is anticipated that a recommendation will be presented to the Board for approval by the second meeting in May. The final Master Plan Document is tentatively scheduled to be complete by the end of September so that its findings can be incorporated into the budget process for fiscal year planning in 2009 and beyond. 4. FISCAL IMPACT Funding for the Electric System Master Plan is incorporated in the approved FY 2008 budget. 5. RECOMMENDATION Receive this report and provide comments. St a Hollabaugh, Ele is Utility Manager Michael D. Holley, General Manager Attachment Request for Proposals— Electric System Master Plan REQUEST FOR PROPOSALS (RFP) Truckee Donner Public Utility District Electrical System Master Plan March 13, 2008 1. Request for Proposals Truckee Donner Public Utility District(District) is seeking a qualified engineering firm (Consultant) to provide professional engineering services for the preparation of an Electric System Master Plan. The Electric System Master Plan will cover a 15 year planning period, and shall be used as a management tool and a guide for implementing a new capital improvement plan. The Master Plan shall identify the most practical and economic means of serving existing and future loads while maintaining a high quality of service to District customers. The work will include analyzing the electric distribution system, recommending new, replacement and upgraded infrastructure to meet future loads, and generating a prioritized list of required improvements with associated costs required for implementation. 2. District Information The District owns and operates an electric distribution system serving approximately 13,200 residential and commercial customers in the greater Truckee, California area. The electric distribution system consists of approximately 134 miles of overhead distribution facilities, and 77 miles of underground distribution cables over an area of about 44 square miles. The distribution system is primarily 12.47kV, with a small outlying section operated at 14.4kV. The District has four 12.47kV distribution substations,ranging in capacity from 4 to 15MVA, all with SCADA control. The 14.4kV system consists of one overhead distribution feeder which is primary metered from Sierra Pacific Power Company(Sierra Pacific). Substation information is shown in the following table: Substation Voltage Capacity Circuits Notes Truckee 12.47kV 15 MVA 6 Martis Valley 12.47kV 15 MVA 4 Tahoe Donner 12.47kV 15 MVA 3 Donner Lake 12.47kV 4 MVA 2 Upgrade to 15MVA and 3 circuits in 2009 Glenshire 14.4kV n/a 1 Primary metered Page 1 The District's customer base includes approximately 11,500 residential and 1,700 commercial customers. The District is a winter peaking utility, with the system peak occurring at the end of each December. The 2007 system peak was 36 MW. Annual sales for 2007 were approximately 147,090,801 KWH with a 51% /49% percent split between residential and commercial customers respectively. Average annual system growth has been approximately 2 to 3 percent over the past 5 years. The District's location in Sierra Pacific's transmission control area differs from all of the other publicly-owned utilities in California. The District is a transmission dependent utility located electrically internal to Sierra Pacific's control area. The District purchases most of its power from Constellation Energy wheeled over Sierra Pacific's transmission system. 3. Scope of Work The Scope of Work(Scope) shall include the following tasks to be performed and provided by the Consultant. Proposals may deviate or expand on this Scope based on individual experience and judgment, so as to provide a complete work product. Suggested changes to the Scope that result in improvements to the project cost and schedule, or the performance and reliability of the District's facilities, are especially encouraged, but any changes shall be clearly identified in the Proposal. The Scope shall generally consist of performing a thorough and comprehensive analysis of the District's electrical systems, summarized and compiled into a formal report. While the District will be an active participant in the study, and will be responsible to supply the Consultant with much of the existing system data, the Consultant shall take the lead and be responsible for all activities necessary to provide a complete and thorough work product. A preliminary list of tasks is provided below: Task 1 - Data Collection and Administration The Consultant shall collect and document all data necessary to support its findings. This task should include all data requests, staff interviews, field work, and inspections as the Consultant deems necessary for development of the electrical system model and circuit maps of the overhead and underground electric distribution systems. The District uses ESRI's ArcGIS software and has a comprehensive and detailed model of the electrical distribution system including land base information. The District can provide the Consultant with detailed maps in ArcGIS or AutoCAD format as required. The District will export the electrical system model contained in the ArcGIS system to Advantica-Stoner SynerGEE format for use by the Consultant. The District can also provide, upon request,historical system demand and energy purchases, customer energy sales and demand information, substation loading by feeder, rate schedules, annual reports, construction unit costs, construction standards, etc. All data collected verbally shall be confirmed in writing. All original data shall be returned immediately after Consultant has made copies for its use. Page 2 Work Products • Data Requests • Meeting Agenda and Minutes • Copy of data reviewed • Monthly Updated Project Schedule/ Status Reports • Incorporate data into the Master Plan Report as required Task 2 - Planning Criteria Develop a comprehensive Electrical System Planning Criteria document for the District's electrical system that will identify the thresholds for system improvements. The Planning Criteria document will define the specific contingency scenarios (N-1) such as, but not limited to, a substation, primary feeder, or 60kV transmission circuit out of service, and will detail the resulting switching arrangements for each scenario. The Planning Criteria will set limits for voltage drop, normal conductor and transformer loading, and the acceptable overloads during contingencies, and shall also set targets for total system losses and power factor. The Consultant shall prepare a draft Electrical System Planning Criteria document based on IEEE and RUS recommendations and the Consultant's experience in similar studies. The Consultant shall final the document after review by the District. Work Products • Draft and Final Planning Criteria documents • Incorporate into the Master Plan Report Task 3 - Analysis of the Existing System and Immediate Improvement Plan Create a system model of the District's existing 12.47kV and 14.4kV systems using Advantica- Stoner SynerGEE Electric version 3.7 or newer. Obtain fault duties and X/R ratios from Sierra Pacific for the points of interconnection to Sierra Pacific. Allocate existing loads to each line segment and analyze the existing system against the planning criteria, including normal operating conditions and all contingency scenarios. Prepare a prioritized work plan based on analysis of the existing system to address any violations of the planning criteria under existing loading and contingency scenarios. The immediate system improvement plan will include budgetary-level cost estimates for the recommended improvements. Work Products • Summary report on existing system violations and work plan • Incorporate into the Master Plan Report Task 4 - Load Growth Forecast Prepare a load profile and a 15-year load growth forecast for each of the distribution feeders. The load growth forecast will be based on the District's historical load data, Town of Truckee General Plan, information from Nevada County as available and other data as identified by the Consultant. In addition, the District completed a Water System Master Plan in 2004. This Page 3 document contains a detailed analysis of projected customer growth based on the Town's General Plan. This document is also available for the Consultant's use. The load growth forecast should subdivide the District into larger neighborhood areas for detailed analysis of residential and commercial growth rates. The load growth forecast will identify where in the system load growth is likely to occur both in terms of build-out and in-fill. The District can provide substation load data, billing data, previous Master Plans and other information as necessary. The Consultant will need to adjust the historical load data to reflect recent system improvements. Work Products • Discussion of forecasting methods • Discussion of areas of growth and build-out • Tabulation of energy usage and demands by service area • Incorporate into the Master Plan Report Task 5 - Long Range System Planning This task shall include complete system studies including load flow, short circuit analysis, power factor correction, voltage support optimization, and loss analysis. Allocate the load growth forecast to the system model through a 15-year period, and analyze the system performance against the planning criteria for normal configurations and contingency scenarios. Identify in which year portions of the system are likely to violate the planning criteria given the incremental load growth, and develop solutions and system improvements necessary to mitigate unacceptable system performance. Prepare budgetary-level cost estimates for the detailed system improvements during the first 5 years. Prepare planning-level cost estimates for the system improvements from years 6 through 15. Develop system improvement alternatives, and evaluate the alternatives to formulate a Master Plan. The evaluation of alternative plans will use a present-worth analysis that considers construction costs, debt service, operation and maintenance, overhead costs, and losses. The evaluation will also consider the aging of older facilities. Organize the work plan to spread the work and cost of improvements over the 15-year period. Work Products • Analysis, evaluations, and plans shall be incorporated into the Master Plan Report Task 6 - Protective Device Coordination Study Evaluate settings for proper protective device coordination between substation bus main breakers, substation feeder reclosers, line reclosers, and branch line fuses. The District can provide existing relay settings and fuse information. Evaluate and confirm coordination for each system configuration change or improvement of the Master Plan to identify when settings and devices may no longer be valid due to increasing load and system changes. Work Products • Recommended relay settings and time-current coordination curves by substation/feeder • Incorporate into the Master Plan Report Page 4 Task 7 - Comprehensive Master Plan Report Compile the analyses and documents of the previous tasks into a formal and comprehensive report. The report will include an executive summary, the scope of work, planning criteria, load growth forecast, summary of analyses and evaluations, prioritization of recommended improvements, 15-year capital improvement plan with schedule and budget including detailed five-year work plan, alternatives and options, system diagrams and models, tables, and other supporting information as appropriate. The Consultant shall prepare and submit to the District, for approval, an outline of the Final Report before starting the first draft. The Consultant shall prepare a draft report, and then meet with the District to review and refine the report. The Consultant shall then present the Electrical System Master Plan to the District's Board of Directors in the form of a workshop at a regularly scheduled board meeting. The District will prepare and submit the necessary CEQA documents to adopt the Master Plan. The Consultant shall include no more than 8 hours in this task for work associated with responding to questions from agencies during the CEQA review process. Work Products • Report Outline—5 hard copies • Draft Electrical System Master Plan report—5 hard copies • Final Electrical System Master Plan report— 5 hard copies and one electronic copy in native formats (Microsoft Word, Excel, Access, AutoCAD, etc.) • Electronic copy of system database(s) in SynerGEE Electric format • Board Presentation using Microsoft PowerPoint and Workshop documents 4. Proposal Requirements To be considered for Professional Engineering Services, proposals shall take the form of two separate documents—a Technical Proposal, and a Cost Proposal. The Technical Proposal and Cost Proposal must be submitted in separate envelopes that are individually labeled and sealed. The proposal shall contain the following information: Technical Proposal • Transmittal Letter: Include any information that should be highlighted from the Proposal or any key considerations for the selection committee to consider that are not covered in the Proposal requirements. The Consultant will also include any exceptions taken to the District's standard Agreement. The letter must be signed by a corporate officer or other individual who has the authority to bind the proposer. • Firm Experience: Provide a general overview of the firm and the firm's experience at providing Engineering Services with similar projects. • Approach to Project: The Consultant shall describe the approach to implementing and managing the project to successful completion. Provide a description of the work to be performed, including how the Consultant shall meet stated goals, the ability to work with Page 5 a multi-disciplined project team, including District staff and other Consultants as necessary. Describe the firm's quality assurance/quality control procedures. Provide an overall project schedule showing tasks to be performed and anticipated completion dates. The schedule shall include milestones, meetings, and deliverables for the major project tasks. • Project Team: Describe the project team. Include key individuals and any sub Consultants that are responsible for technical activities and project management. An organization chart should be provided depicting the relationship of all project team members, including the District. • References: Provide at least three(3)references for key individuals on the project team. This section should include a short description of the project, staff member's role, and a contact person with a phone number. The selection team will be focusing on project performance and will be requesting input as to conformance with schedules and budgets. • Staff Loading Matrix: Provide a tabular listing of the anticipated staffing level for the project. The staff loading matrix should be an itemized staffing breakdown in spreadsheet form by work task, indicating personnel classification and hours for each Consultant team member. Do not include any estimate of costs. • Appendix: Provide resumes of key individuals and any sub consultants. Although not required, other appendix material may include previously published papers, articles, reports, or project profiles relevant to the scope of work. Cost Proposal The Consultant shall provide a cost proposal with a breakdown of costs by task and a total project cost. Costs shall be based on hourly costs as listed in the Cost Proposal for project staff. Also include anticipated expenses such as printing, postage, communications, computer charges, travel, etc. 5. RFP Not Contractual Nothing contained in this Request for Proposals shall create any contractual relationship between the respondent and the District. Any expenses incurred in preparing or submitting proposals will be at the sole cost and expense of the respondents. 6. Selection Criteria Proposals shall be evaluated using the criteria listed below to ascertain which Consultant is most qualified and best meets the needs of the District. A short list of firms will be developed based upon the Proposals submitted. Short-listed firms will be interviewed by telephone for the proposed services. Proposal evaluation factors, listed in order of importance, are as follows: Page 6 • Technical Approach • Staff Experience and Qualifications • Depth and Quality of Firm's Experience • Management Approach - QA/QC • Cost 7. Award of Contract The District reserves the unqualified right, in its sole and absolute discretion, to: • Waive any immaterial defect or informality • Reject any or all Proposals, or portions thereof • Reissue the Request for Proposals A response to the RFP is an offer to contract with the District based upon the Scope of Work and the District's standard Agreement. Proposals submitted shall be firm offers and may not be withdrawn for a period of sixty(60) calendar days following receipt by the District. The District reserves the right to award a contract on the basis of accepting the Proposal that is most advantageous to the District based on the evaluation criteria. The District is the sole judge of the merits of the submitted Proposals. The District reserves the right to negotiate the final terms and conditions including cost and modifications to the Scope of Work. If the District and the highest ranked firm are unable to negotiate a Contract, the District reserves the right to negotiate with successively lower ranked firms until a Contract is made or all negotiations are terminated. 8. Submittal Requirements Interested firms shall submit one (1) original and five (5) copies of their Proposal to the District by no later than 5 PM, April 25, 2008. Late submittals will not be considered. To be acceptable, the Proposal shall be no more than 50 pages (single-sided using I I point or greater font size) not including the Appendix or Cost Proposal. All Proposals must be signed. The Proposal shall be presented in a sealed envelope labeled "Electric System Master Plan" and addressed as follows: Joe Horvath—Master Plan Proposal Electric System Engineer Truckee Donner PUD P.O. Box 309 Truckee, California 96160 Page 7 If using delivery services other than the US Postal Service, send to: Joe Horvath—Master Plan Proposal Electric System Engineer Truckee Donner PUD 11570 Donner Pass Road Truckee, California 96161 9. Instructions and Questions Written questions regarding this RFP may be submitted by mail, facsimile, or email until 5 PM, April 11, 2008 to: Joe Horvath Electric System Engineer Truckee Donner PUD P.O. Box 309 Truckee, California 96160 Fax (530) 587-1189 Email:joehorvath@tdpud.org Correspondence must indicate that it is an"RFP Question" so as not to confuse it with a sealed Proposal. 10. Addenda Interpretations or clarifications considered necessary by the District in response to questions will be issued by Addenda mailed or delivered to all parties recorded by the District as having received the RFP. In order for the District to have an accurate list of RFP holders, send an email to Joe Horvath at the above address with the necessary contact information on or before April 11, 2008. Any addendum issued as a result of any change to this RFP must be acknowledged in the Consultant's transmittal letter or a copy of the Addenda must be attached to the Proposal. Page 8 11. Schedule The schedule for the RFP is as follows: RFP Schedule Begin RFP Period March 21, 2008 RFP Questions due April 11, 2008 RFP Submittals due April 25, 2008 Review Submittals by May 8, 2008 Notify Successful Firm May 9, 2008 Negotiate Contract by May 16, 2008 Board Approval May 21, 2008 The District anticipates the following schedule associated with the project: Project Phase Notice to Proceed May 22, 2008 Final Report August/September, 2008 Board Presentation September/October, 2008 12. Consulting Services Agreement The selected firm will be required to enter into a Consulting Services Agreement with the District. A copy of the District's standard Agreement is included in Appendix A. The Consultant should comment in the Proposal Cover Letter on any issues that may be of concern with the District's standard Agreement. 13. Other Information Maps and other information about the District will be available for download on the District's web site, www.tdpud.M, under the "Request for Proposals" link. Appendices Appendix A—Consulting Services Agreement Page 9 APPENDIX A Consulting Services Agreement Truckee Donner Public Utility District Page 10