AGENDA

 

EUGENE WATER & ELECTRIC BOARD
SPECIAL BOARD MEETING
(WORK SESSION)
EWEB BOARD ROOM
JUNE 19, 2001
5:30 P.M.

 

  1. Electric Supply Contingency Plan - Jim Wiley, Electric Division Director, Dave Koski, Electric Operations Manager, and Marty Douglass, Public Affairs Manager (1 hr.)
  2. Endangered Species Act/Relicensing Settlement Agreement - Gale Banry, Project Manager (1 hr.)

 

REGULAR BOARD MEETING
7:30 P.M.

 

  1. Agenda check (President Anderson)
  2. Approval of Consent Calendar (Items will be approved by one motion and without discussion. If discussion is required, specific items will be removed from the Consent Calendar and considered separately.)
  3. Items from Board Members (5 min.)
  4. Correspondence (5 min.)
  5. Public input
  6. Water Supply Contingency Plan - Mel Damewood, Water Engineering Manager, and Stephen West, Water Management Services Supervisor (Presentation - 30 min./Discussion - 15 min./ Information)
  7. Water Conservation Plan Policy - Dick Helgeson, Water & Steam Divisions Director (Presentation - 30 min./Discussion - 15 min./Information)
  8. Borrowing Authority for Power Supply - Jim Origliosso, Treasurer (Presentation - 10 min./ Discussion - 20 min./Information)
  9. Items removed from Consent Calendar
 

Consent Calendar
June 19, 2001

 

  1. Minutes of the May 23 and the June 5, 2001 Work Sessions

    INTERGOVERNMENTAL AGREEMENT

  2. EWEB/U.S. Forest Service McKenzie Ranger District - USFS Seasonal Employees - Electric Division. EWEB annually contributes $20,000 to the U.S. Forest Service McKenzie Ranger District towards the hiring of two seasonal employees for use at Forest Service recreation facilities associated with the Carmen-Smith Hydroelectric Project. This funding meets the intent of the existing EWEB-USFS Intergovernmental Agreement for the administration and maintenance of these recreation resources and Article 31 of the FERC license for the Carmen-Smith Hydroelectric project. The request is to continue contributing $20,000 annually to the USFS through 2008, which is the last year of the existing FERC license. Contact person is Jay L'Estrange, 484-2411, ext. 3415.

    BUSINESS SERVICE AGREEMENTS

  3. PSI - Hayden Bridge Expansion/Phase I - Reservoir, Pump Station & Electric Upgrade - Water Division. This contract award provides for the purchase of material testing services required to insure construction performance as specified in the construction contract. Testing services are required throughout the project scheduled to start in June, 2001. PSI submitted the lowest unit price costs for standard tests. Staff finds that PSI is fully responsive to EWEB requirements and we recommend that they be awarded the contract. The recommended contract amount is $21, 668. The price is consistent with current budget estimates and will be paid with bond proceeds reserved for the project. Contact person is Ron Wilson, Senior Water Engineer, 484-2411, 3224.

  4. Slayden Construction - Hayden Bridge Expansion/Phase I - Reservoir, Pump Station & Electric Upgrade - Water Division. This contract award provides for the general construction of the reservoir, pumping station and electric upgrade as specified in the construction contract. Construction activities are scheduled to start in June, 2001 and continue through June 2003. Slayden Construction submitted the lowest bid for the project. Staff finds that Slayden Construction is fully responsive to EWEB requirements and we recommend that they be awarded the contact. The recommended contract amount is $9,395,000. The price is within budget estimates and will be paid with bond proceeds reserved for the project. Contact person is Ron Wilson, Senior Water Engineer, 484-2411, ext. 3224.

  5. Wildish Building Company - City View 800' Reservoir No. 2 - Water Division. This contract award provides for the construction of the new reservoir and ancillary piping as specified in the construction contract. Construction activities are scheduled to begin at the end of June, 2001, and continue through March of 2002. Wildish Paving Company, d.b.a. Wildish Building Company, submitted the lowest responsive bid to EWEB, and we recommend they be awarded the contract. The contract amount is $842,000. The 2001 budget included $700,000 for the construction this year, the remaining $142,000 will be funded in the 2002 budget. Contact person is Jay Bozievich, 684-4759.

  6. Laurel Hill Center - Light Maintenance Services - Facilities Services Division. This request is to enter into a BSA with Laurel Hill Center for Light Maintenance Services. These services have been a separate part of the overall contract for services provided Laurel Hill Center for over five years. These services have been provided in an efficient, timely, and cost effective manner and it is Facilities Services desire to continue with these services with a negotiated contract at existing rates. These services include but are not limited to: set-up, tear-down and facilitation of North Building meeting rooms, including Board Meeting set-up and transport, non technical service to site HVAC systems such as air filter changing, condenser coil cleaning, and assisting the Building Maintenance staff in repairs. Other services include installing, reconfiguring and repairing modular workstation and partition components and maintenance and cleaning of areas of the site outside the scope of the janitorial services contract such as sidewalks and parking lots (includes painting parking lot), shops, and storage areas. The annual cost of these services if $64,000 and provides two FTE. Contact Charlie Morris, 342-0487.

  7. Laurel Hill Center - Headquarters Contracted Services - Facilities Services. This request is for an extension for the existing janitorial services contract with SWEEP, a division of Laurel Hill Center, to June 30, 2001. This contract was extended in April to May 31, 2001 in anticipation of award of janitorial services pursuant to RFP 072-2000 on June 1, 2001. Difficulties in scheduling site visits for evaluating all respondents of the referenced RFP pushed the evaluation process back and the services of SWEEP are required for the month of June. The cost of this one month extension is $16,000. Contact person is Charlie Morris, 342-0487.

  8. Garten Services, Inc. - Headquarters Contract Services - Facilities Services. This request is to enter into a BSA with Garten Services Inc. for janitorial services as detailed in RFP #072-2000. Garten Services Inc. is a certified QRF service provider. After evaluating all proposals submitted by the four responsive proposers, and inspecting sites currently serviced by the top three proposers, Garten Services Inc. was judged unanimously by the evaluation committee as the best service provider based on cost, quality control and training and cleanliness of current facilities served. Garten services expects to hire seven full-time employees supervised by three individuals. As currently understood, all but one of those employees is from the local area. The RFP process was open only to QRF providers as required by State Statute. Total cost of this service will be $250,318 per year for the services specified in the RFP. In addition, a one-time initial cleaning of the site has been negotiated which would bring building cleanliness up to an acceptable level for the start of the contract, this work will take up eight days with a not to exceed cost of $16,000. Cost of the contract is $266,318. Contact person is Charlie Morris, 342-0487.

  9. Dale Smith - Telecommunications Technology Consulting - Electric Division. This contract extension provides for purchase of consulting services to assist EWEB staff with detailed design, engineering, and specification of telecommunications infrastructure necessary for the MetroNet project construction and initial implementation. Staff finds Dale Smith to be fully responsive to and capable of performing to EWEB requirements. This activity is scheduled to commence July 1, 2001 and continue through April 30, 2002. The recommended contract amount is an additional $30,000 to the $19,000 contracted to date. The price is consistent with budget estimates and the draft Telecommunications Business Plan presented to the Board on June 5, 2001. The contract will be paid from EWEB Phase I Telecom bond proceeds. Contact person is Bill Fletcher, Senior Telecommunications Specialist, 484-2411, ext. 3328.

    INTERGOVERNMENTAL AGREEMENT

  10. Lane Council of Governments Intergovernmental Agreement with EWEB. This yearly agreement provides for the professional planning and coordination services for the Regional Information Officers and the Regional Executive Group from July 1, 2001 through June 30, 2002, with the amount not too exceed $9,741. Major services provided by this contract are: centralized mainframe, network and telecommunications support for the cities of Eugene, Springfield, Lane County, EWEB, and LCOG. It also serves as the central point for agency employees and commercial users to access land-based information. The primary role o is to coordinate between agencies and services. This coordination includes identifying overlaps, and exploring opportunities for increased efficiency and effectiveness through cooperative efforts. A major portion of this is achieved by collecting and sharing information.

    BUDGET AMENDMENTS

  11. Budget Amendment for Residential and Business DSM Resource Programs - Energy Management Services - Customer Services. This budget amendment is for additional DSM funding and a public information campaign for activities beyond what was planned for in the 2001 budgeted "5 percent" allotment. These investments in additional DSM funding will avoid very expensive, short-term wholesale power purchases and most are expected to pay back before the end of 2002.

    The Communications Plan expenditures will support both customers participating in DSM programs and encourage general customer efficiency upgrades and curtailment. The loan funds will add to the existing customer revolving loan pool for DSM activity.

    One funding source will come from "5 percent" of April 2001 rate increase (estimated at $235,000). A second funding source is power cost savings in 2001 (estimated at $725,000). A third funding source will be borrowing under our conservation loan agreements ($1.1 million). This leaves about $1.3 million to be taken from reserves in 2001 and reimbursed out of the "5 percent" of the November 2001 rate increase. Additional funds needed is $3,339,598. Contact person is Mat Northway, 484-3765.

    Actual Budgeted Additional Funds
    Activity Expenditures Amount Needed     Funding Source
    Residential     $1,019,176 $2,233,380 $ 465,997 April rate increase Power
    Operating Reserve (power cost
    Savings and reimbursement
    From November rate increase)
    Business $1,105,920 $2,701,710 $1,475,659 " " "
    Communications
    Plan     -0- -0- $ 300,000 " " "
    Loans $ 481,209 $1,704,484 $1,097,942 Borrowing under existing
    Authorization

  12. Budget amendment for Re-powering of Steam Plant Generators 2 & 3 - Electric Division. Pursuant to Board action on March 20, 2001, staff proceeded with unbudgeted capital expenditures to re-power the Steam Plant turbines. The project was authorized under ORS 279.0150(4) and (5), per Board resolution, declaring an emergency condition due to projected wholesale power prices this summer and into 2002. At its June 5 meeting, the Board elected to cancel this project per Staff recommendation based on a drastic downturn in forward power prices. To date, EWEB has committed $1,715,000 in General Contractor and Engineering fees and $1,256,000 in material purchases and restock fees. Additional expenditures will be required to close out the project and clean up the site. Total cost of the amendment is $3,500,000 which also includes all costs listed above. Contact person is Dean Ahlsten, 484-2411, ext. 3210.