AGENDA

EUGENE WATER & ELECTRIC BOARD
SPECIAL BOARD MEETING
(WORK SESSION)
EWEB TRAINING ROOM
NOVEMBER 5, 2002
5:00 P.M.
(note new start time)

  1. Retirement Health Benefits Program (Jean Meyers, Human Resource Manager; Jennifer Jule, Human Resource Communications Coordinator; Cathy Bloom, Assistant Treasurer; Janet McClennen, Benefits Specialist; and Jim Wiley, Electric Division Director (Presentation - 15 min./Discussion - 135 min./Information)

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.)
  • Items from Board Members (5 min.)
  • Correspondence (5 min.)
  • Public Input
  • Retiree Health Benefits Program - Jean Meyers, Human Resource Manager, and Team (Presentation - 10 min./10 min./Action)
  • University of Oregon Savings Activities - Steve Hill, Key Account Manager; Brian Hawley, Staff Engineer; and George Hecht, University of Oregon Physical Plant - (Presentation - 15 min./Discussion - 15 min./Information)
  • Standard Market Design - Scott Spettel, Power Management and Planning Manager, and Libby Henry, Legislative Representative, and Marty Douglass, Public Affairs Manager (Presentation - 15 min./Discussion - 15 min./Action)
  • Follow Up from Board Retreat on October 22 for Budget - Dick Varner, Fiscal Services Services (Presentation - 20 min./Discussion - 20 min./Information)
  • Items removed from Consent Calendar

    Consent Calendar
    November 5, 2002

    1. March 19, 2002 Executive Session and Regular Board Meeting, the April 23, 2002 Work Session and the September 3, 2002 Regular Board Meeting Minutes

      BUSINESS SERVICE AGREEMENTS
    2. SCT, Inc. - Banner CIS Maintenance - Information Services, Corporate Services. Authorization for annual maintenanc/renewal fee to SCT for the Banner CIS system. This item is budgeted; no additional funds are needed. Contract amount is $55,804.84. Contact person is Greg Armstead, 484-2411, ext. 3761.
    3. St. Vincent dePaul's - Energy Share - Customer Relations - Customer Services. Transfer $800,000 of rate based funds into Energy Share customer assistance account. This money will be used to cover Energy Share payments on customer accounts through December 31, 2002. This item is budgeted and no additional funds are needed. St. Vincent dePaul writes vouchers against these funds. Funds do not leave EWEB. Funds have already been allocated in the 2002 budget. This request will just move the money within EWEB, so that it can be disbursed to customer accounts. Contact person is Chuck Dalton, 484-2411, ext. 3305.
    4. The Lindholm Co., LLC - Benchmark and Special Surveys - Public Affairs - Corporate Services. This is a sole-source Business Services Agreement with Lindholm to conduct the annual Benchmark Survey and any special surveys on an as-needed basis. Lindholm conducted the 2002 and 2001 Benchmark surveys and has developed a statistical model exclusively for EWEB that is not currently available from other consultants. Lindholm has also performed other special work for EWEB. This contract was advertised as a sole-source contract on EWEB's web site and received no protests from other consultants. This contract is for an initial one-year period, with the option by EWEB to renew annually for up to five years. Estimated cost is $25,000 per year ($125,000 over five years). The amount budgeted in 2003 for outside surveys is $26,500. This is a requirements contact, and the total cost will depend on how many surveys are required throughout the year. Contact person is Lance Robertson, 984-4716.
    5. K & D Engineering, Inc. - Summit Terrace 1250' Pump Station Design and Modification to the summit Terrace 1150' Pump Station - Water Division. Amendment is required because the contract amount exceeds 20%, requiring Board approval according to EWEB Policy. In May, 2002, K&D Engineering, Inc. was awarded a contract for $69,914 to perform engineering and design services for the construction of the Summit Terrace 1250' Pump Station and for the assessment of the existing Summit Terrace 1150' Pump Station to determine if modifications would be required to allow operation in series with the new 1250' pump station.

      As a result of this assessment, the scope of work of K&D Engineering must be increased to reflect additional work not specified in the original scope of work in the original contract. This work now includes modifying the existing Summit Terrace 1150' Pump Station pumps, electrical system, and control system.

      These additional services will require an additional $18,667 for a total contract amount of $88,581. This project is approved in the 2002 capital budget. The contact person is Rod Wade, 341-1846, or       E-Mail Rod Wade

    6. Montgomery Watson Harza (MWH) - Leaburg-Walterville Relicensing/Outage - Electric Division. The total increase of this amendment is $811,346, but no new budget funds are needed as staff included budget funds in the 2002 and 2003 budget years for the anticipated increased scope of work. Please refer to the Board memo, dated October 25, 2002, for more detail of the scope changes to the contract. Contact Gale Banry, 484-2411, ext. 3413.

      AWARD OF BID
    7. Café Lafayette - Cafeteria Services - Facilities Services Division. Award of Contract for Cafeteria Services at EWEB Headquarters Site. To provide cafeteria services as detailed in RFP # 020-2002. EWEB requested proposals from interested contractors to provide cafeteria services for EWEB employees and guests at the Headquarters Site. One proposer, Cafe Lafayette submitted a proposal and met or exceeded all mandatory requirements for the contract. This is a no cost contract for EWEB. EWEB provides the space, major equipment and utilities. The contractor supplies labor, product and all other necessary items to provide cafeteria services. Contact Charlie Morris for any information.