AGENDA

1. Community Outreach Program for Update of EWEB's Integrated Energy Resource Plan (IERP)- Brenda Sirois, Resource Planning Analyst, and Deborrah Brewer, Intergovernmental Affairs Coordinator

1. Agenda Check (President Lanning)
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. Board Vacancy Process - Marty Douglass, Public Affairs Manager (Presentation - 20 min./Discussion - 20 min./Information)
7. McKenzie River issues update - Marty Douglass (Presentation - 15 min./Discussion - 15 min./Information)
8. Items removed from Consent Calendar

1. MINUTES
   Minutes of the April 15, 2003 Special Board Meeting, the May 6, 2003 Work Session and Regular Board Meeting, the May 20, 2003 Work Session Minutes, and the June 3, 2003 Work Session and Regular Board Meeting Minutes
   
   BUSINESS SERVICE AGREEMENTS
   
   
2. BSA Testing Services - Backflow Assembly Testing Services - Multiple Contractors: - Water Division. Request award of contracts to Backflow Specialties, Complete Fire Protection, Grants Landscape, Harvey & Price, Oregon Automatic Sprinkler Co., Right-Way Plumbing & Backflow Service, Water Flow Specialties and Wheatley's General Contracting for Backflow Testing & Repair Services. EWEB invited solicitations for these services with pre-determined pricing by advertising in the Register Guard. Any qualified vendor agreeing to all requirements and pricing will be awarded a contract.
   
   Contractors for assigned work will be selected by rotation on an "as needed" basis. EWEB will open the opportunity for new vendors to join our rotating pool of Contractors on a semi-annual basis. The total annual cost for services under these contracts is estimated at $30,000 per year or $150,000 over five years. Related invoices are paid by EWEB from approved program budgets and are reimbursed through billings to customers requesting backflow assembly testing services. The contact person is Stephen West, Water Management Services Supervisor, 341-3726, E-Mail Steve West
   
   
3. JCI, Jones Chemicals Inc. - Liquid Chlorine - Water Division. The City of Eugene advertised and solicited bids in compliance with state of Oregon public contracting laws to establish a price agreement for Liquid Chlorine. Other public agencies may utilize the results of this solicitation in accordance with ORS 279.015(g). This chemical is to be used at the Hayden Bridge Water Filtration Plant to treat the drinking water supply.
   
   This price agreement, if approved, will be for one-year with an option, at EWEB discretion, to renew for three additional one-year periods (total potential contract term; 4 years). Product will be purchased on an "as needed" basis. Exact purchase amounts are unknown and no guarantee has been made with the supplier. EWEB estimates that it will purchase approximately $40,000 of product each year of the contract, a possible total amount of $160,000 over the four-year period. This is a requirements contract (price agreement); exact total amount of this contract is based on need and not on any specific dollar amount. Staff requests the Board approve Liquid Chlorine purchases as needed in accordance with the proposed price agreement terms and conditions. This is a budgeted item. Contact: Doug Wise, Water Treatment Supervisor at 484-2411, ext. 5781.
   
   
4. Virginia Transformer Corporation - Coburg Substation - Electric Division. Bids were solicited for a 12/16/20 MVA power transformer for EWEB's new Coburg Substation. Eleven proposals were received. Coburg Substation is planned for construction in 2003-2004 with completion of all site preparation and substructure work this year. Because of long manufacturing times on this equipment it is necessary to award a contract at this time in order to complete the substation design and ensure delivery by the 2004 construction period. The 2004 Electric Capital Plan includes $380,000 for purchase of this transformer. Current market conditions resulted in very favorable bids. Engineering recommends award of a contract to Virginia Transformer Corporation in the amount of $231,500. Contact person is Dean Ahlsten at 341-1830 or E-Mail Dean Ahlsten
   
   
5. National Wood Treating Company - Right of Way Maintenance - Electric Division. EWEB has contracted wood pole inspection and treatment services annually to meet PUC and NESC safety requirements and as part of a prudent utility maintenance plant program. Annually, approximately 10% of the total number of wood poles are inspected and treated with the intention of inspecting each pole every 10 years.
   
   Bids were advertised and solicited for Pole Inspection & Treatment services. Four offers were received and evaluated for consideration of a requirements contract (price agreement) to be awarded for an initial one-year period with the option for renewal up to a maximum of five years. The number of inspections & treatment will be assigned annually per requirements.
   
   Offers were evaluated based on conformance to EWEB's technical specifications and initial purchase price. Electric Operations recommends awarding the contract to the lowest responsible/responsive bidder. Contract will be awarded to National Wood Treating Co. for inspection and treatment of poles. Estimated annual purchase is $40,000 total projected purchases over the five-year period is estimated at $200,000. The amount is in the 2003 budget. Contact person is Greg Gardner, 484-2411, ext. 3650.
   
   
6. Montgomery Watson Harza (MWH) - Carmen-Smith Relicensing - Electric Division. EWEB staff recommends entering into a contractual agreement with Montgomery Watson Harza (MWH) for Hydroelectric Engineering Support of the Carmen-Smith Hydroelectric project Relicensing. A Request for Proposal (RFP) solicitation was prepared and advertised for the consulting services referenced above. Proposals were received and evaluated, two finalist teams interviewed, references checked, and the highest ranked firm, whose qualifications best meet EWEB's needs, was selected.
   
   As scope of work evolves, staff will execute a Work Order Contract (WOC) to perform the work. The proposal submitted by MWH defines staff hourly rates and other costs (e.g. equipment costs etc.) terms and conditions and overall scope of work. Individual WOC will be negotiated and written to the Contractors during the course of the project, and will define the specific Statement of Work and total Not-to-Exceed cost for the work.
   
   Total cost of all WOCs written during the five-year term of these agreements is estimated to be approximately $1 million. The five-year capital improvement projects' budget includes funding for this work. For more detailed information please refer to the June 24, 2003 Board backgrounder memo associated with this issue. Contact person is Catrin Van Donkelaar, 484-2411, ext. 3214.