11-02-21 Board Agenda

AGENDA
EUGENE WATER & ELECTRIC BOARD
VIRTUAL MEETING

November 2, 2021

Commissioners will conduct their meeting virtually as EWEB continues to take safety precautions in response to the pandemic.  Customers and the general public are welcome and encouraged to view a live stream of the meeting at https://tinyurl.com/EWEB-Board-Meeting-11-02-21 (see instructions below).

Public Input or Public Hearing

Members of the public wishing to provide input are invited to do so by completing the Sign Up to Speak web form - please specify whether you wish to provide your testimony during the Public Input (any topic) or Public Hearing (Proposed Budgets and Prices) portion of the meeting.  Forms can be submitted any time, but not later than 2:00 pm on the day of the board meeting in order to participate.  Staff will contact speakers at the email address provided with instructions for calling in to the Public Input/Hearing sessions via telephone.

All names and testimonies will be included in the meeting's audio/video recording and summarized in the meeting minutes. Both are made available on eweb.org following the meeting.

Watch the Meeting

To watch the meeting, click on the meeting link.  Two pop-up windows will appear: 

1. The first pop-up asks if you would like to "Open Microsoft Teams".  Click "Cancel".
2. The second asks you to select either "Download the Windows app" or "Watch on the web instead".  Select "Watch on the web instead".  

The next screen welcomes you to the live event and asks you to "Sign in" or "Join anonymously".  Select "Join anonymously".  

If the meeting has started, you will join the live event automatically.  If it has not yet begun, you will get a message indicating the live event has not yet started.  You will automatically join the meeting once it begins.  

Please note attendees need to enable third-party cookies in their browsers to watch a live event.  iOS and other devices may require you to download the MS Teams app to view.   

The live stream will also be available on YouTube the day following the board meeting, by end of day.  Visit eweb.org to access the link.


REGULAR SESSION
Call to Order: 5:30 p.m.

Topic

Objective
Start
Time

Length
1.

Agenda Check

5:30 --
2.

Items from Board Members and General Manager

Information 5:30 20
3.

Public Input (via Telephone)
Sign up to speak: Requests must be received before November 2 at 2:00 p.mPlease specify "public input" in your request.  Speakers will be contacted with instructions for calling in to the meeting.   All testimony will be summarized in the meeting minutes.

Public Input 5:50 15
BOARD ACTION ITEMS
4.

Approval of Consent Calendar - A
(Minutes and Routine Contracts)

Action 6:05 5
5.

Approval of Consent Calendar - B
(Non-routine Contracts and Other Consent Items)

Action 6:10 5
6.

Items removed from Consent Calendar

Action 6:15 5
GENERAL BUSINESS ITEMS
7.

2022 Proposed Budgets and Prices  
Deborah Hart, Chief Financial Officer
Adam Rue, Fiscal Services Supervisor

Update 6:20 15
8.

Public Hearing on 2022 Proposed Budgets and Prices (via Telephone)
Sign up to speak: Requests must be received before November 2 at 2:00 p.mPlease specify "public hearing" in your request.  Speakers will be contacted with instructions for calling in to the meeting.   All testimony will be summarized in the meeting minutes.

Public Hearing 6:35 10
9.

2022 Proposed Budgets and Prices  
Deborah Hart, Chief Financial Officer
Adam Rue, Fiscal Services Supervisor

Direction 6:45 15
10.

Enterprise Resource Planning Update
Travis Knabe, Chief Information Officer

Direction 7:00 20
11.

Break

7:20 5
12.

EWEB HQ Property Solicitation Process
Frank Lawson, General Manager

Direction 7:25 20
13.

Electrification Impact Analysis Report - Final Results from Phase 2 
Megan Capper, Energy Resources Manager

Information 7:45 30
14.

Board Policy: SD15 Climate Change Policy Review/Kickoff
Frank Lawson, General Manager (Introduction)

Discussion 8:15 45
15.

Quarterly Strategic & Operational Report for Q3 2021
Frank Lawson, General Manager
Rod Price, Assistant General Manager

Information 9:00 20
16.

Correspondence & Board Agendas
Frank Lawson, General Manager

Review 9:20 10
17.

Board Wrap Up
EWEB Board of Commissioners

Review 9:30 10
18.

Adjourn

9:40 --

CONSENT CALENDAR "A" - Minutes and Routine Contracts
MINUTES
1.

a. June 1, 2021 Regular Session - Amended
b. September 21, 2021 Work Session
c. October 5, 2021 Executive Session
d. October 5, 2021 Regular Session

CONTRACTS
2.

Black & Veatch Corporation - additional funds for engineering services for the replacement of a switch gear at the International Paper mill. $300,000. (Original contract amount $350,000. Resulting cumulative total $650,000.) Based on Formal Request for Proposals - Qualifications Based Selection (QBS).
Contact Person is Karen Kelley 541-685-7153

3.

Pacific Excavation - for additional funds for concrete removal and replacement services.  $308,000 (Original contract amount $192,000 [over 5 years]. Resulting cumulative total $500,000). Based on Formal Invitation to Bid.
Contact Person is Karen Kelley 541-685-7153

4.

Stillwater Sciences, Inc. - for fish stranding study design, monitoring services, and development of the Trail Bridge Reservoir Fish Stranding Management Plan.  $2,700,000 based on Formal Request for Proposals.
Contact Person is Karen Kelley 541-685-7153

5.

Virginia Transformer Corporation - for substation regulators. $780,000 based on Formal Invitation to Bid.
Contact Person is Karen Kelley 541-685-7153

CONSENT CALENDAR "B" - Non-routine Contracts and Other Consent Items
6.

CONTRACTS

Bane Machinery, Inc. - for the purchase of one LinkBelt 160x40 Hydraulic Excavator. $205,000 through the use of the Houston-Galveston Area Council (HGAC) Cooperative Contract.
Contact Person is Karen Kelley 541-685-7153

7.

Independent Board of Consultants Services for the Carmen-Smith Hydroelectric Project
a. Cornforth Consultants, Inc. - $180,000 based on Direct Negotiation/Sole Source
b. Gannett Fleming - $180,000 based on Direct Negotiation/Sole Source
c. Cyganiewicz Geotechnical - $180,000 based on Direct Negotiation/Sole Source
d. Northwest Hydraulic Consultants - $180,000 based on Direct Negotiation/Sole Source
Contact Person is Karen Kelley 541-685-7153

8.

GEI Consultants - for strategic analysis of Leaburg-Walterville.  $407,000 based on Request for Proposal.
Contact Person is Karen Kelly 541-685-7153

9.

Murray Smith Associates - for additional funds for engineering design services for the E. 40th Storage Tank Project.  $$830,000 (Original contract amount $400,000 [over 2.5 years].  Resulting cumulative total $1,230,000).  Based on Qualification Based Selection process.
Contact Person is Karen Kelley 541-685-7153

10.

National Metering & Technical Services, LLC - for meter technician services (1 year term). $448,000 based on Formal Invitation to Bid.
Contact Person is Karen Kelley 541-685-7153

11.

Northwest Power Pool - for administrative services of a cooperative group of utilities.  $212,000 based on Direct Negotiation/Sole Source.
Contact Person is Megan Capper 541-685-7363

12.

Scelzi - for as-needed purchases of specialized truck bodies through 2022.  $250,000 based on Direct Negotiation/Sole Source.
Contact Person is Rod Price 541-685-7122

13.

Stillwater Sciences, Inc. - for biological evaluation and spotted owl analysis that is now requiring additional funds.  $25,000 (Original contract amount $112,400.  Resulting cumulative total $167,400.)  Based on Direct Negotiation.
Contact Person is Karen Kelley 541-685-7153

14.

WECO Inc., dba Carson - for the supply of fuel under the Regional Fuel Supply Cooperative for Greater Oregon Fuel Cooperative (GOFC) members.  $3,000,000 (over 5 years for EWEB) based on Formal Invitation to Bid.
Contact Person is Rod Price 541-685-7122

RESOLUTIONS
15.

Resolution No. 2115 - Trojan Annual Operating Budget.
Contact Person is Deborah Hart 541-685-7621


CORRESPONDENCE
 
  • None at this time.
  • EWEB Board of Commissioners reserves the right to add or delete items as needed, change the order of the agenda, and discuss any other business deemed necessary. Action items that do not require a public hearing may be moved up earlier in the meeting.

    An interpreter can be provided with 48 hours' notice prior to the meeting.  To arrange for this service, call 541-685-7000.