FORT PIERCE UTILITIES AUTHORITY REGULAR MEETING TUESDAY January 19, 2016 4:00 p.m. City Commission Chambers 100 North U.S. #1, Fort Pierce, Florida MEETING TO ORDER Opening Prayer by Carol Johnson of FPUA Human Resources. Pledge of Allegiance. ROLL CALL AND DECLARATION OF A QUORUM. A. SET THE AGENDA. B. APPROVAL OF MINUTES: 1. Approve the Minutes of the Regular Meeting of December 15, 2015. C. COMMENTS FROM THE PUBLIC. D. CONSENT AGENDA. 1. POA 16-18A: Approve the purchase of a 2016 Ford Explorer in the amount of $30,834.74 from Sunrise Ford Company of Fort Pierce, Florida. 2. Approve Certification of Financial Responsibility for Plugging and Abandonment of the Water Treatment Plant Deep Injection and Monitoring Wells. 3. Bid No. 15-05: Approve Amendment Number 1 to the Generator Maintenance Contract with Genset Services, Inc., of Pompano Beach, Florida, to increase the notto-exceed contract amount from $12,389 to $30,000 annually, contingent on receiving the required Certificate(s) of Insurance. 4. Bid No. 15-01: Approve Amendment Number 1 to the Janitorial Services Contract, with United States Service Industries, Inc., of Bethesda, Maryland, to modify the scope of work and increase the not-to-exceed Contract amount from $125,482.17 to $146,265.60, effective February 2, 2016. AGENDA January 19, 2016 Page - 2 E. LETTERS OF APPRECIATION: 1. A letter was received from William Armstead of the Boys and Girls Clubs of St. Lucie County thanking FPUA employees for their generous donation of gifts and supplies for Christmas. 2. An email was received from Daniel Retherford of St. Lucie county Facilities, Parks, and Recreation thanking Javy Cisneros of Electric & Gas Engineering and Chris Crumbley of Water Distribution for their eagerness to assist them in the water issue at the jail. 3. Cards were received from Natalie’s Orchid Island Juice Company to Eileen Snoberger, Marie Causey, Shelia Parnell, and Lori Battipaglia of Customer Service and Jason Hoffman of Communications thanking them for their excellent communication during their gas outage. F. OLD BUSINESS: 1. Update on the Low Pressure Incident of December 2015 and a Detailed Analysis with recommendations for system improvements – For Information Only. G. NEW BUSINESS: 1. POA 14-20: Approve a) use of contingency in the amount of $190,000, to fund FY 2016 Midway Road Widening Project (25th Street to Turnpike) costs not incurred in FY 2015 and additional costs to relocate the potable water interconnect with Port St. Lucie, and b) additional funding, payable to St. Lucie County, in an amount not to exceed $65,000, to relocate the interconnection. 2. POA 14-53: Approve: a) use of contingency in the amount of $42,197 to fund the unbudgeted portion of FPUA's contribution toward the Acidization of the Mainland Water Reclamation Facility's Deep Injection Well (DIW) IW-1, and b) Specific Authorization CDM 16-01 with CDM Smith, Inc., of Cambridge, Massachusetts, in the amount of $222,589, to perform the engineering services related to the DIW Acidization, contingent on receiving required Certificate(s) of Insurance. 3. Rate Comparisons for the month of November 2015 – For Information Only. 4. Approve a decrease to the Power Cost Adjustment of $1 per 1,000 kWh from -$6 to -$7 per 1,000 kWh, effective February 1, 2016. H. AWARD OF BID: AGENDA January 19, 2016 Page - 3 I. RESOLUTIONS: 1. Adopt Resolution No. UA 2016-01, the Corporate Authorization Resolution with Seacoast National Bank of Stuart, Florida. J. DIRECTOR: K. ATTORNEY: L. COMMENTS FROM BOARD MEMBERS: ADJOURN. Contracts under $25,000 in Board Packet for Chairman and Secretary Signature: 1. Como Oil & Propane – Refilling Propane Tanks - $1,500 2. SmartNotice Services Agreement - Emergency Communications Network LLC – $4,500 3. FDOT Subordination of Utility Agreements Peoples Gas System Mutual Assistance Agreement was signed by Chairman and Secretary on December 23, 2015. B-1 MINUTES OF A REGULAR MEETING OF THE FORT PIERCE UTILITIES AUTHORITY, TUESDAY, DECEMBER 15, 2015 4:00 P.M., CITY COMMISSION CHAMBERS. Members Present: Chairman Michael A. Perri, Jr.; Vice Chairman Glynda Cavalcanti; Secretary Daniel M. DeIulio; Deputy Secretary Darryl Thomas-Bey; Mayor Linda Hudson; and Nick Mimms, Ex-Officio Member/City Manager. Others present: Clayton W. Lindstrom, Director of Utilities; Rupert N. Koblegard, III, FPUA Attorney; Nina Hurtubise, Director of Financial Services; Paul Jakubczak, Director of Electric & Gas Systems; Evelyn I. Walker, Director of Shared Services; and Jason Van Hoffman, Communication Manager. The meeting was called to order by Chairman Perri. Opening Prayer by Javy Cisneros of FPUA Electric & Gas Engineering. The Pledge of Allegiance was recited. The roll was called and a quorum declared. -----Mr. Perri requested to set the agenda and asked if there are any items to be added or removed from the agenda. Mr. Lindstrom said there are two walk on items for this meeting. He said John Tompeck and Paul Jakubczak will be giving the Board a brief update on the status of our gas outage. Also, there will be a mutual aid assistance agreement with Florida Gas Utilities to be presented. -----A motion was made by Mayor Hudson, seconded by Ms. Cavalcanti, and unanimously approved to approve the Minutes of the Regular Meeting of November 17, 2015. -----Marty Lavin of 2732 Sunrise Boulevard, Fort Pierce said in the past when he spoke it was about marine or industry cleanups. He has since met FPUA’s new Director and other new members of the Board and has been reflecting on some of his other experiences around the marketplace with advisory boards, citizen’s committees and the like, and the context of some of the challenges that are in front of not just FPUA, but the community and others, he would like to make a recommendation. Mr. Lavin said he sat on a County Advisory Board along with Mayor Hudson for the Fort Pierce Harbor Advisory Board and there were some challenges that needed to be managed. Mr. Lindstrom’s predecessor Mr. Thiess did a terrific job as Chair of that committee and has fostered a good working relationship between the City and County on these challenging issues. Similar ones are in front of this Board and he does not know how the formation of such a committee may be and that is to be determined by the Board. To acknowledge the recent workshop FPUA had and the terrific job done bringing FMEA to the marketplace, he wanted to December 15, 2015 Page 2 acknowledge Jason Hoffman’s involvement at that event and also at a subsequent gathering of Fort Pierce’s Economic Development group. FPUA and the City are working very well together and in the spirit of that he would like FPUA to consider the idea that one of the biggest challenges is how to resolve moving a wastewater treatment facility from a water intensive site to a less dependent site and for the possible large costs, which is estimated at $100 million to effect that transition. If the Board was to reflect and consider how to find the right players for a committee and coordinate such with Legal Counsel, the Sunshine issues, and the like, perhaps there is a group of people who can be of assistance to the Board as they deliberate on how to affect that in the coming years and how to pay for it and its impacts. In the light of the recent excellent workshop FPUA held on alternative energy, there may be other items a committee could be tasked to give the Board counsel and advice. Mr. Lavin said his experience on the Fort Pierce Harbor Advisory Board made him think that would be helpful to the Board as you move forward with your mandate and the City’s as well. He believes it will be a timely and useful mechanism. -----A motion was made by Ms. Cavalcanti, seconded by Mr. Bey, and unanimously carried to approve the Consent Agenda items. 1. 2. 3. 4. Approve no change to the Purchase Gas Adjustment. Bid No. 14-04: Approve Amendment Number 3 to the Lawn and Grounds Maintenance Contract with Mow 4 Less Lawn Care LLC of Fort Pierce, Florida, to modify the scope of work, contingent on receiving the required Certificate(s) of Insurance. The modification will increase the not-to-exceed Contract amount from $76,638 to $81,838 annually, effective December 1, 2015. Approve budget transfer for FY 2016 in the amount of $75,000 for the installation of area site lighting for Fort Pierce Housing Authority - Garden Terrace Lighting. Approve Budget Transfer of $30,800 to install a gas main extension and service line to provide natural gas for Islamorada Brewing Company. -----The following were letters of appreciation: Dan Hooper of Hooper Electric sent a thank you commendation for Mike Morrison and Kevin Parrish, Line Specialists in the Electric T&D Department, for their assistance and support for the service upgrade over at the Port; a letter was received from Betty King thanking Leland Karlson and Antonio Gonzalez, Line Specialists in the Electric T&D Department, for their quick response to stabilize a pole for her; an email was received from Matthew Vaillancort thanking FPUA employees for the care package sent to him in Afghanistan; and a letter was received from Common Ground Vineyard Church thanking FPUA employees for the 86 pounds of food donated to their Café. -----Javy Cisneros, Supervising Engineer for Electric & Gas Engineering, gave an update on FPUA’s Electric Regulatory Compliance for 2015. He said FPUA has had three major events in the past 50 to 60 years that caused major outages throughout the United States and Canada. The last December 15, 2015 Page 3 event in 2003 created an outage for 50 million customers in the northeast part of the United States and Canada. As a result, we have mandatory compliance that has been assembled by several major agencies like the Federal Energy Regulatory Commission (FERC), which is a government agency and the North American Electric Reliably Corporation (NERC), which is not a government agency, but has been delegated authority by FERC. There are regional entities that provide oversight for each of those regions to make it more manageable. FPUA falls within the Florida Reliability Coordinating Council (FRCC). Mr. Cisneros displayed a map showing the territories and said part of Florida is now part of the Southeast Electric Reliability Council (SERC). Mayor Hudson asked why that is. Mr. Cisneros said because of the interconnections between Georgia, South Carolina, Alabama, and Mississippi. He said there are not a lot of people living in that area. Mayor Hudson asked if the west part of the Panhandle is in the SERC area. Mr. Cisneros said that is correct. He said there are about 15 designations for registration and FPUA is registered as a Distribution Provider (DP), which means we provide power from substation to the customer. FPUA is also registered as a Transmission Owner (TO) and that is primarily for the 138 kV line that goes from Garden City to the City of Vero Beach County Line Substation. A compliance activity FPUA has had since March 2014 to today is there was an FRCC audit, which is one of the last things Cairo had done before he left as a Superintendent. It was successful with no findings or fines and was a big deal because that was a multi-day event with a lot of regulatory people. FPUA had a peer audit this year that was very successful and the first one without Cairo here. FRCC does not require an Enhanced Internal Compliance Program, but if you have one and they do find you in violation of a standard, they are much more lenient if you have an Internal Compliance Program. Mr. Cisneros said the biggest issues affecting the industries and specifically FPUA is the Cyber Security Standards (CIP), which is a big deal for us because it addresses the ability to hack into FPUA’s system and how we are protecting that from happening. He said there are three categories; high, medium, and low and FPUA is in the low category because we do not have a major effect to the bulk electric system. We do affect it, but not where it could cause catastrophic outages; it is not impossible, but highly improbable. FPUA also has an Actively Monitored List (AML) and FRCC is no longer using an AML. They are going from that list, which had 48 and 68 standards that were applicable for DP and TO for FPUA and they went to an Inherent Risk Assessment (IRA), which gives us a condensed list of the standards we have to be compliant with and they are focusing on the standards that are high risk and high severity for our registration. It does provide FPUA with more opportunity to spend more time on the more important standards and will save us a lot of time. FPUA has spent a lot of time on standards that we had to provide documentation and they were not necessarily high risk. The Compliance Team has been enhanced with added members to avoid the possibly of somebody leaving and someone else having to pick up the baton. We have our Senior Manager, which is our Director of Electric and Gas Systems who was delegated that by the Director of Utilities by definition of standards of CEO. We have a team under him that addresses compliance. The December 15, 2015 Page 4 Supervising Engineer, which is myself is the lead for the compliance program. There are team members involved; the Superintendent of T&D addresses a lot of the standards directly related to the substations, the Superintendent of Operations coordinates all the events with FPL for outages in the FCCC region, Communication Officer is involved for internal auditing, and our Electrical Engineer who can provide assistance as needed. There are three general terms the industry uses; system for prevention, system for detection, or a system that does reaction and correction. FPUA works in the prevention category, which minimizes the potential for fines. Some of the discovery methods FPUA uses is spot checks, which are internal audits and audits by other agencies. This is an information only item and no action is required of the Board. -----Ira Singh, ITS Systems Analyst Supervisor, gave a presentation of FPUA’s new website, online account, and payment system. She said on December 1, 2015, FPUA launched their new website along with the online bill payment system for our customers. There is a new design for our website and a new layout. We tried to make the navigation of our website simpler for our users and have improved the information pages. The pages are laid out better, clearer, and precise. There is a new bill payment system, new careers page for the jobs, news and file management, and a quick launch. Mrs. Singh displayed the before and after of the new website. She said the old website was not very well presented and over the last eight years there has been new technologies and we needed to update it. Staff worked with the latest technologies in web development to present and create FPUA’s new website. The new website has a new template, new elements, it is more secure and safer, and an easier way to browse and look for information. Our website consists of different parts with the first one being the header, which shows on the very top of our website and has our title or company name, links to social media and twitter, careers launch to look at the job opportunities available, contact FPUA, a search button, and an outage link. There is a main menu that has been redesigned with four focus areas; your home for residential customers, your business for commercial customers, your information where you can find publications and Board information, and about our company as the fourth menu. Mrs. Singh said there are four sub menus under each one. These used to be hidden under several menus and now we only have four main menus that customers can go to if they are residential, commercial, or looking for information. A new feature added to the website is a quick launch. Staff contacted our customer service department, our call center, our lobby, and our employees that interact with our customers a lot to find out the top questions or inquiries our customers are asking about. A list was compiled of the top questions our customers are asking and they are: how do I pay my bill, how do I report an outage, where to go to apply for a job, how to start or stop a new service, and how to make a onetime payment. These top questions were put on the quick launch of the main page so customers do not have to look for that information. If a customer would like to start a new service, all they would have to do is go to the website and go to the quick launch on the main page and say I want to start/stop a new service. They will get a form they have to fill out and once the form is filled out and submitted, it goes to the Customer Service Department. Somebody will contact the customer by the end of the next business day to request a copy of their government ID based on FPUA’s resolution. We may ask them for lease information and they can fax it to FPUA or mail it. Once FPUA has received the required December 15, 2015 Page 5 information, an account will be setup, they will be called, and a service order will be created for someone to go in the field to set up their account. It is the same for stopping their service where the customer will be contacted by the end of the next business day and asked for verification of the government ID that is on that account. A service order will be created the next day and have the services stopped and followed up with a call. Mayor Hudson asked if the quick launch is assessable on the homepage. Mrs. Singh said it is right in the middle. Mayor Hudson asked if the sub menus are under each of the four tabs at the top. Mrs. Singh said that is correct and by default when you open the site for your home is already activated on the left hand side, which is blue in color. She said as you navigate to the other tabs, they will become active in the left section of the website. The news has been added with the ability for our Communications Manager, Jason, to be able to add the news as needed. Earlier our Communications Department was dependent on IT to submit news and then post it, but in critical cases there could be a delay when it gets to the customer. In the recent incident with the gas outage we had, Jason has promptly gone in and posted the news item as needed and updated them so it gets to customers at the earliest availability. At the bottom of our website is our footer, which is like a summary of all the menus again so customers can see all the options at once. Mrs. Singh said online forms have been added with them simulating with some of them going to Customer Service, Human Resources, or Director of Utilities office. All the forms are tracked and all the information received can be reported on. There is a link for our offsite payment centers, which allows our customers to go offsite and make payments that come into our payment system real time. Offsite Inquiries is used by the Property Appraiser office. The Property Appraiser’s office used to call FPUA Customer Service Department several times requesting information on customers. When somebody contacted them for homestead exemption, they would call FPUA to find out about that location, verify the address, what the consumption is, if they live there, and what is the mailing address. To eliminate that, we gave the Property Appraiser’s Office access to that with a secure login where they can go in and pull up a service address to verify the information themselves. A new careers/job page has been launched in a new manner where the search is in the middle of the screen and you can sign up for job alerts. If you sign up for a certain job in a department, you will get an alert when the job gets posted. One of the big informational pages that has been changed is the Board information. Previously there were several different pages where the customer had to go to look at minutes, agendas, or packets. Now it is laid out in a different manner by the date where the agenda, packet, minutes, highlights, and video are all in one row. It has been added so our Director of Utilities Department where Florinda can go ahead and add this information on the fly as needed. There was a time lag where she would submit it to our ITS Department and somebody would have to upload this information to the website. This gives her the flexibility to change and make updated information readily available to the public. Mrs. Singh said the biggest feature that got rolled out December 1 was our online billing payment system. She said this replaces our previous December 15, 2015 Page 6 online services where customers had to go register, look up their bill, and make their payment. Our new online bill payment system is hosted in-house and uses a third party called Invoice Cloud for processing and handling of the payments. It is a big change for our customers because we have requested them to re-register because it is a new system. It requires them to have a new account and there have been a few issues. Just like with any implementation, we are documenting and working on it to make sure our customers do not have a lot of inconvenience while accepting the new system. The new online bill payment system works in three steps. A customer will get an email their bill is ready, then they will go online to make a payment. They can make a payment via quick pay, which is listed here and there is no registration required. The customer can go online, enter their name and account number, and if they have a bill, it will show up for them to pay the amount, and then they are done. Their credit card information is not saved here. The next time they can use quick pay again, no credit card information is saved so they will have to enter it again, make the payment, and the transaction is complete. Mayor Hudson asked if you have to enter your user name and password every time. Mrs. Singh said that is correct. Mayor Hudson asked if you have to set that up even if you use quick pay. Mrs. Singh said the location and the customer, which is their account number is provided to every customer and they are set up. She said they will enter that same account number and their name, which is with us. Mr. Bey asked if with quick pay, do you have to be registered or have an ID number or is the number on your bill. Mrs. Singh said when quick pay is used, you are only entering your account number you have with FPUA, not an online account. She said you do not have to register for a separate online account. The quick pay account is your location ID and your customer number, which is on every bill that you receive. The second method to pay would be to register with the system and the advantage of registering with the online system is you can make a payment and your credit card information or check information is saved and you will not be asked every time you make a payment. You can schedule your payments in advance by picking a date to pay it. FPUA received a lot of requests where users would ask if they could schedule a pay in advance on line, now they can. Users can also use auto pay where every time their bill becomes due, it will automatically pay it in the full amount when the due date is. The scheduled payment the customer would choose whenever they wanted to pay it and what amount they want to pay in full or in partial. Customers can sign up for paperless billing and they will get notification via email their bill is ready. Paperless customers will be viewing their bill. On our old website, the customer was not able to view their bill except to see how much they owed and what their consumption was. Now the actual bill will show as if they received a paper copy and they can save it, print it, or keep it for their records. Mrs. Singh displayed how the customer’s bill would look when they go to December 15, 2015 Page 7 “manage my account” on the right hand side there is a log in screen for registered users and has more features. The quick pay on the left hand side near the bottom is only a one time. When the customer clicks on quick pay they click on the “one-time payment” and click “pay now”, then they enter their account number that is registered with FPUA in the system and enter their name. They can see their bill and how much is due, click on the view button to actually view their bill. If they decide to pay it, click on the check box and say “add to shopping cart”. The new system works like shopping on line and most of our users are very savvy and have purchased at least one item online. Mayor Hudson said it is like Amazon. Mrs. Singh said it is like Amazon where they will then go to shopping cart checkout to pay. She said the customer will get an email receipt in the notification with their payment date, payment amount, and their account number. The payment comes real-time in FPUA’s system and it is on their account. There are several types of notifications that are beneficial to our customers sent from FPUA; auto pay, e-billing, conformation, and reminders. The customers will get an email reminder that their bill is due so they can pay it on time. Mrs. Singh displayed what it would look like for a registered user and is only available to them. They can see their account, the balance, current bill, or what is past due. If you click on the “hamburger” next to “info” the customer can see the options like paperless, requests, services, or auto pay. The usage can be viewed with the start and end date, which the customer can view back as far as they want. Another feature is the customer can view their bill and payment confirmation on their cell phone and can pay from their phone. A big feature of FPUA’s on-line system that is very important to us when we were looking on how we were going to redesign our site was ease of use was first and simpler for our users. The technology is more advanced and up to date. The second important item was security and when we chose Invoice Cloud who handles and processes all the payments, we found they were PCI compliant in the highest standard. Any processor that is handling customer’s credit card information must comply with these standards. Invoice Cloud is the highest in the standards for PCI compliance. When a customer makes a payment with FPUA, their information is safe and securely stored with Invoice Cloud on the servers. FPUA wants to be sure they are handling that information in the best possible way and it is encrypted, stored safely, and they do not provide that information to any third party source. It is only used for processing of the transaction. Invoice Cloud is one of the sponsors for Harris Utilities and they highly recommended them. They have more than 480 customers in 38 states and we chose Invoice Cloud to handle FPUA’s customer payments because their security was the biggest concern for us. Mrs. Singh demonstrated on how easy and quick it is for a customer to use quick pay. She said a new feature being implemented and coming out shortly is pay by text. Our customers that sign up for “pay by text” will be able to go online on their registered account and enter their cell phone number and when their bill is ready, they will get a text notification, please type “pay” to pay and then their bill is paid. As we are going forward, it is more and more about mobile and text so we wanted to adopt that for our customers. Summarizing some statistics as we are adopting our new site shows them from our old system and our new system. FPUA used to have 8,461 registered customers on our old on-line system and in 15 days of adoption till December 15, we December 15, 2015 Page 8 have 3,458 customers that have re-registered. We are hoping by next month, we will probably get the minimum of what we had before and more. We used to have 1,549 check payments per month and in 15 days we already have 992; credit card payments we had 3,410 per month and we have 593 in 15 days; and the paperless billing we had 434 per month and we have 575 so far in only 15 days. We did not offer auto pay before, but we have 2,415 new customers so far in 15 days and we have 34 customers that have signed up so far. Mrs. Singh said with any implementation of a new system there are some growing pains. She said the top five inquiries we are getting from customers is; how we are implementing the payment method by credit card and the storage of the information. One customer called and mentioned they did not want any credit card information stored on the site and is it safe. We had another customer that wanted their credit card information stored so they did not have to enter it each time they paid. There are two ways to handle different types of requirements. If you do not want to save your credit card on the system, you have quick pay and nothing will be saved. If you would like the system to save your information, then you go on as a registered user. If you still want to delete that information, under register, it still allows you to delete your information after you make a payment. The payment confirmations do not have your credit card number and even on the screen where you see the credit card number, it is masked with xx’s. Customers are asking how to register on line and there is a notice on our website notifying our customers they have to reregister with the new site. There was an issue where the customer did not have an invoice yet so they were not able to register and we did get that resolved through Invoice Cloud. Initially when we launched our website, we did not call it quick pay, which is what we called it in our old system. In the new system we called it “one time pay”, but they wanted their “quick pay” so we renamed it quick pay to resolve their inquiries. Customers were calling us that they were getting an email they had signed up for paperless billing, but they did not remember that they had. The reason is because when you make a payment on line, it tries to send you an email to sign up for paperless billing. The default option states they have signed up for paperless bill and they have to click to confirm. If they do not “uncheck” that, they were getting notified to do it. Unless they confirm, the customer will not be on paperless billing. Customer’s bank accounts were not debited on the first day of the launch. The very first day FPUA launched there were two batches of check payments where it did not draft out of the customers’ account. FPUA was notified by Invoice Cloud that the first batch may take a little while to process. Staff talked to them today and have called them every day to see if that issue had been resolved. Once it is resolved we will be contacting those customers to let them know. This is an information only item and no action is required from the Board. Mayor Hudson said Mrs. Singh stated that on the home page a customer is notified if they are a registered user previously, with the new system you have to re-sign up. She said if you do not have your invoice in front of you, then you cannot sign up. Mrs. Singh said that is correct. Mayor Hudson said then the customer has to wait until the invoice comes in the mail. December 15, 2015 Page 9 Mrs. Singh said if you have your account number, you can register. Mayor Hudson said if a customer has trouble and they are listening now and they cannot get it to work, what can they do? Mrs. Singh said they should call the Customer Service Department. Mayor Hudson asked if Customer Service is prepared to handle the website questions. Mrs. Singh said we did our internal training and there is documentation on how to do it. She said IT is available for any questions that Customer Service cannot handle. IT has been working very closely with Customer Service every day to make sure there are no issues. If there is anything like the quick pay change that is need to make it more customer friendly or any implementation IT can do to make it easier or simpler for our customer, we will do that along with our Customer Service Department. The customer should call us and we will get to it right away to make sure they are able to register or if they need additional help. We can provide them with a “how to” guide and are not putting together a FAQ document to post on the website, which will help them more. Mayor Hudson said if the customer receives their bill in the mail is there information in there to help the customer register on line. Mrs. Singh said information has been sent out as inserts and there will be inserts about the new site and new features being offered. Mayor Hudson thanked Mrs. Singh for her presentation. Mr. DeIulio asked under the news section, if Jason puts an article out there and he wants to read it, is there a way to see how many hits the article has had. Mrs. Singh said not at the moment, but they can implement that. Mr. DeIulio wants to know if there is any way to follow up and ask a question about an article. Mrs. Singh said it can be put under their new section with a link for anyone to contact FPUA for more information. She said they can put in a “hit tracking” account so they can report how many people actually read a news article. Mr. Perri asked if this is a 24-hour deal and can he get on it at 2:00 in the morning. Mrs. Singh said it is available 24/7. She said sometimes they do IT maintenance and staff finds it so hard to turn the system off because even at 1:00 a.m. or 2:00 a.m. they find payments coming in. There was an upgrade this weekend and they had to post notification that it would be turned December 15, 2015 Page 10 off at least three hours prior for the system maintenance. As soon as the upgrade was completed and turned back on, within one minute there was a payment. FPUA gets about 5,000 on-line payments in a month. Mr. Perri asked if someone is in danger of getting their power cut off, will it measure immediately at the off-site payment centers. Mrs. Singh said it is a real time payment so if they use any of our offsite payment centers, once the payment is made it comes into our system right away and shows as a payment. If someone is scheduled to be cut, the payment will show up and the service order will be cancelled. -----Valerie Schulte, Supervising Engineer for Water/Wastewater Engineering, requested the creation of the North 13th Street Water and Sewer Replacement Project and the associated budget transfers. She said this project was brought before the Board last year for a water only project and originally we were going to do a pipe bursting. Once we found out that option was not going to work, we started looking at possibly boring the water line. While working with the City Engineering staff, they suggested FPUA delay the project and come back this year and do a joint project with them. They are going to look at replacing their storm drains and some of the roadway infrastructure. The City Engineer put out a memo to show what the cost breakdown was and it looked favorable for FPUA to go that way to have a very improved street besides just doing the water and sewer. Mrs. Schulte said the costs turns out to be about one-third for the roadway work FPUA will bear and the City storm drain fund and their roadway funds will cover the rest of it. She said the cost in the agenda item now is based on existing unit price costs with some markups, looking at what the City had estimated for the roadway, and looking at the 2nd Street Project recently bid with the County and what some of the costs were in there for the roadway items. Right now this is an estimated cost in the agenda item and if we need to come back to the Board later for additional funding based on what comes out with the public bid, we will have to do that. Mayor Hudson said she appreciates the fact this was a joint project and FPUA is working with the City. She said this street is something the City needs help on. Mr. Mimms said the project is slated to start today and estimated to be completed in May 1, 2017. He said that is a fairly extensive time frame and wondered if that is a correct date. Mrs. Schulte asked if that is on the Post Budget Form. Mr. Mimms said that is what he has in front of him. Mrs. Schulte said generally she tries to put the project to carry over in the next year at some point because she does not know how fast the City can get their documents together. She said the December 15, 2015 Page 11 project was about 90% designed already, but with FPUA’s work going into it, they had to get the consultant back to do a little bit more refinement on the plans and then there is the bid process. Mr. Mimms said he would like to see the project expedited because this is project in one of our corridors and they get a lot of concerned calls about this particular corridor. He would like whatever can possibly be done to expedite the construction and work together to make this a seamless transition into the completion that would be wonderful. A motion was made by Mayor Hudson, seconded by Mr. Bey, and unanimously carried to approve the Post Budgeted Project/Budget Requests for the North 13th Street Water and Sewer Replacements in the amount of $416,000 ($220,000 water, $196,000 sewer) and the Purchase Order with the City of Fort Pierce for an estimated cost of $395,000 ($209,000 water, $186,000 sewer) utilizing water contingency funding and budget transfers for wastewater funding. -----James Carnes, Environmental Engineer with Water/Wastewater Engineering, said FPUA’s Water Treatment Plant delivers treated water to the distribution system by way of four high service pumps (HSP). All of these pumps have reached the end of their useful life and are planned for sequential replacement since 2013. In FY 13/14 HSP #1 was replaced and its associated motor and diesel engine and we are presently about 65% complete of HSP #3. This request is to replace HSP #4. Mr. Carnes said staff is recommending using Globaltech, Inc. to perform the design, purchase, installation, and construction services for improvements of HSP #4 under Specific Authorization GT 16-02 in the amount of $463,854. This project was budgeted at about $475,000 and staff has determined we would need and additional $20,000 for capitalized interest and inhouse costs. An associated budget transfer for these additional funds has already been completed and is under Mr. Lindstrom’s signature authority. A motion was made by Mr. Bey, seconded by Mayor Hudson, and unanimously carried to approve POA 14-53: Specific Authorization No. GT-16-02 with Globaltech Inc. of Boca Raton, Florida, in the amount of $463,854 for Improvements to Electric High Service Pump #4. -----Nina Hurtubise, Director of Financial Services, presented the Rate Comparison for the month of October 2015. She said this is October’s comparison of residential electric rates compiled by the Florida Municipal Electric Association (FMEA). The graph displays municipal electric utility bills in the State of Florida for usage of 1,000 kWh and FPUA’s relative position as compared to the other municipal electric utilities in the State of Florida has improved three positions since September and is 21st from the right on this comparison. At $112.84, FPUA’s electric rates for 1,000 kWh are below the All Requirements Project (ARP), Investor Owned Utilities (IOU), and Municipal averages. Ms. Hurtubise said FPUA is displayed in blue to show where we would be with the $1 reduction in the PCA, which was effective on November 1. At $111.84, FPUA would move two positions to the left assuming nobody else moves. Since September, there have been a couple of notable changes. Starke last month we had noted there was a ridiculously a significant December 15, 2015 Page 12 decrease of $43.50 and this month there is a $45.06 increase. Leesburg reflects a decrease of $19.30. The 2,500 kWh comparison displays FPUA’s position and it has lost one position since September and is now 17th from the right on this comparison. At $284.80, FPUA’s electric rates for 2,500 kWh are below the Municipal and IOU averages. The blue bar shows where FPUA would be with the $2.50 per 2,500 kWh reduction in the PCA effective November 1 and would move us three positions to the left. The table displayed is October’s comparison of residential electric, water, and wastewater rates as compiled by staff and it shows the comparison for Fort Pierce, Port St. Lucie, St. Lucie County, and Vero Beach utility bills. We will be showing Martin County Utilities next month. The amounts reflected in this table include the franchise charges as well as gross receipts and utility taxes, in which the FMEA comparison does not include those numbers. There was a difference in Vero Beach’s rate and we have reflected what we believe to the correct amounts in our comparison here. This comparison reflects the $1 decrease in FPUA’s PCA for the month October. Port St. Lucie’s total bill shown on this comparison is 1.6% more than FPUA. St. Lucie County’s total bill is 3.1% more than FPUA’s and Vero Beach’s electric bill is 8.4% higher than FPUA’s. This is an information only item and no action is required by the Board. -----Ms. Hurtubise presented the Status Report on the Electric Power Cost Adjustment (PCA) for November 2015 and updated projections through September 2017. She said the PCA is the mechanism by which FPUA recovers power costs from our customers that are in excess of the $79.52 base power cost, which is included in the base rate. The cost of power purchased from Florida Municipal Power Agency (FMPA) for the month of November was billed to FPUA at the rate of $68.77 for 1,000 kWh. It was an increase of $5.58 as compared to the month of October. The over-recovery from the customer for the month of November totaled $236,503 so the cumulative over-recovery is $6.1 million as of November 30, 2015. Ms. Hurtubise said there is a new chart in this agenda packet and it looks a lot like Mr. Tompeck’s natural gas chart. It shows three different options for the PCA where the amount of the PCA remained constant for the entire projection period. If FPUA was to make any significant lowering of the PCA, it would be reasonable to expect that at the end of the period if we were really to dip that low, we would not let it get that low. We are looking out at about 1 ½ year time frame. As we have said in the past, we have less confidence in the data that goes out beyond twelve months. Historically the projections out beyond twelve months are higher than they normally are. Even for the last twelve months the projections were about 13% higher over the last eleven months than what the amount FPUA was billed. FPUA does have to rely on the projections, but we take them with a grain of salt when we look at these projections. The projections of FPUA’s power cost are prepared by Public Resources Management Group, which in turn are based on the projections prepared by FMPA. Since last month’s forecast, FMPA’s estimate of the price of purchased power for the upcoming twelve months has increased 1%; however, due to the amount of the current over-recovery, staff is recommending a PCA decrease in the amount of $1 per 1,000 kWh, effective January 1, 2016. Ms. Hurtubise requested approval for a decrease from -$5 to -$6 per 1,000 kWh. December 15, 2015 Page 13 A motion was made by Ms. Cavalcanti, seconded by Mayor Hudson, and unanimously carried to approve a decrease to the Power Cost Adjustment of $1 per 1,000 kWh from -$5 to -$6 per 1,000 kWh, effective January 1, 2016. Mr. Bey said we have been having some incredibly warm weather all over the country and asked how that will impact the price of gas and the raising or lowering of the PCA. Ms. Hurtubise said we certainly hope it has a positive impact. She said we sold a lot more power than we expected in the month of November because it was so warm. Usually that is a month where we can almost turn off the air conditioners and let the breezes blow. If the weather remains warm up north that is generally good news for natural gas because the customers up there will not have to use the natural gas. The laws of supply and demand say if the demand is low and the supply is high, the price comes down. We are optimistic, but who knows if any polar vortex could hit us in the meantime. Mr. Lindstrom said the month to month 12-month prior has roughly 13% higher sales and at the same time, Mr. Tompeck told him that natural gas is selling on the futures for anywhere from $1.80 and $2.10. If you couple those two things together it has a doubling effect on the positive side for us. -----John Tompeck gave a brief update status on the natural gas system outage. He said early Saturday afternoon we started to receive some low and no pressure calls. They were wide spread enough that we assembled our team at the Energy Services Center (ESC) Saturday afternoon. The first task that had to be done is to determine where and how to isolate the system to maximize the number of customers we could keep in service. Obviously, we could go to the gate station and shut them down and lose all our customers. What we did was send people out into the field to different extremities of the system to determine what the pressure was and worked our way back. It took about five hours for that. Our initial guestimate was it effected about 2,000 customers and the actual account turns out to be 2,430 customers. The number of meters associated with that customer count is 2,784 meters. The reason for the difference between the number of meters and customers, is because some customers have multiple meters. The original area of the outage was from Sheraton Plaza south to Georgia Avenue and running west to Okeechobee out to the Turnpike. The eastern boundary was Indian River Drive and Mr. Lindstrom does not have natural gas either. Mr. Tompeck said late Saturday, staff started the process of locking off the 2,784 meters. He said we used personnel from a lot of different departments of FPUA for this task. It is not an OQC-qualified task and we could get anybody to do it because all they have to do is turn a loose stop and put a lock in it. We were able to utilize some of our personnel and not only our gas personnel, but some other employees throughout FPUA to help us. All of the meters needed to be locked out before the system could be repressurized. It is important the Board understands exactly what that means. We needed to make sure that every one of those meters is locked out in a systematic fashion because if there is even one meter that is not locked out and we re-pressurize the system, there will be gas passing into December 15, 2015 Page 14 that meter into a business or home and there could be a great deal of difficulty. It is very difficult to go back and verify that all of them are locked off. We are in the process of doing that now and we have had to go out to a lot of different areas twice to verify the meters are locked and it has been a very difficult effort. Some system re-pressurization is in progress right now on a sectionalized basis based on the configuration of the system. The downtown area is in the process of being restored and should be completed within three to four hours. Mayor Hudson asked how sure Mr. Tompeck is of the time period of turning the downtown area on because there have been estimates over the past few days that have not been able to be met. She said she is not criticizing, but if we give out information, we need to be as clear as we can that it is an estimate or we promise it. Mr. Tompeck said it is an estimate and the crews were sent out about 1:30 or 2:00 p.m. and based on the number we really should be finished by the time we leave this meeting. He said there may be some problems with one particular customer. It is not as simple as turning on a customer. We have to go in and relight the appliances and some of the restaurants have a stove and there may be problems with the stove. Hopefully it will be good news when we walk out of here to find out the downtown area is in pretty good shape. Mr. Bey said since he has been here in this meeting, he has received a text from a restaurant owner downtown saying FPUA was at his place and is in the process of getting him up and running. Mr. Tompeck said once the rest of the system has been re-pressurized and purged, our first priority will be the three nursing homes, five schools, and then we will move to Sheridan Plaza and also restore some of our commercial customers. FPUA started out with 11 people on Saturday, 19 on Sunday, and 26 on Monday. There is a different skill set with those people that turned off as opposed to the people that have to be restore gas service. We expect to have approximately 40 qualified people in place by tomorrow morning, which will be the kick-off of the restoration. We have received and will continue to receive mutual aid help from the calls we made to the utilities. We were able to get help from Leesburg, Clearwater, and one of our contractors, Mears Construction who does some of our welding and boring work, but they also have qualified people. We will have people from Florida Public Utility and 15 people from Florida City Gas. Florida City Gas had a problem in St. Lucie where they wiped out the gate station and they lost about 6,500 customers so when they were called, they were very sympathetic. After we do Sheridan Plaza and some of the commercial customers, we have the rest of the City broken down into grids. We will be able to assign the Clearwater folks to an area because they have their own supervisor and we all meet the same operator qualification requirements. Staff is expecting to make some significant progress pretty quickly. Mr. Lindstrom said when Mr. Tompeck says we could have an issue if we fill a house or building with gas, what he means is we could blow it up. He said the shutoff times have been estimated based on easy access and we have not found easy access. December 15, 2015 Page 15 Mr. Tompeck said we have received tremendous help from the City and from the City Police Department. He said there were 10 or 15 guys out with the police until almost 3:00 this morning going through streets. We have had some very significant canine problems. Mr. DeIulio asked if Mr. Tompeck was going to mention the source of the problem. Mr. Tompeck said he is not going to mention the source because we really have not gotten there yet. He said we are putting all our effort into getting restoration going and he will be back to the Board to report the specifics of the cause of the problem. Mr. Perri asked if there is going to be a root cause analysis. Mr. Tompeck said on Saturday he had to contact the Public Service Commission because we had lost more than 500 customers. He was in contact with them today and they discussed that once we get the system up and running, we owe them a fairly detailed report on everything that is happening including corrective action or any additional operator re-qualification we may need to do. Ms. Cavalcanti asked of the 2,420 customers that were out, approximately how many are back on now. Mr. Tompeck said he does not have that number, but can give Ms. Cavalcanti a fairly good idea. He said based on the configuration of the system, we were able to get everybody on Okeechobee Road west of 37th Street out to the Turnpike on. Also, we swung up to Commercial Circle and the High School was hooked up at the same time. That is all until this afternoon when we start turning on the downtown area. Mayor Hudson said Mr. Tompeck stated the restoration of the work will start tomorrow, but asked if they have been doing some restoration work already. Mr. Tompeck said when he says restoration work, he is talking about turning on customers and that was started today. Mayor Hudson asked if what has been done up to this point was turning them off. Mr. Tompeck said that is correct. Mayor Hudson asked if they have to go one by one and help them turn their appliances back on. Mr. Tompeck said that is correct and when we are doing that, there is a certain percentage that we cannot get into their home. He said we pull those out and are going through them separately and it is really taking a very long time. December 15, 2015 Page 16 Mr. Mimms said Mr. Tompeck talked about some of the facilities they are targeting to get restored first like the senior centers and schools. He asked how FPUA identifies critical need facilities and priority level and is there an emergency plan to address that. Mr. Tompeck said we do have an emergency plan and the hospital was up and running on Sunday. He said it is in our storm manual, this is a similar situation. What we will do once we have the system re-pressurized, Mr. Lindstrom and some of our staff will sit down and figure out if there are any other specific things that need to be turned on rather than go grid by grid to turn them on. Mr. Bey said there has been some frustration over the weekend, especially with people calling in to tell us they have a problem with gas. He said FPUA is closed after 5:00 p.m. and asked if there is some way there can be especially during the time of an outage where people can have communication from someone from FPUA to tell them what measures are being taken. He was filled in with what was happening throughout the whole process, but John Q. Public was not. Mr. Tompeck said under normal circumstances off hour calls are handled by Dispatch. He said as of Saturday, FPUA has had someone specifically down in the Gas Department answering the phone in addition to Dispatch 24 hours a day. FPUA has been fielding calls 24 hours a day. Mr. Lindstrom said FPUA is looking into an Emergency Call System that may be of value to us. Mayor Hudson said when staff debriefs maybe there should be some kind of outreach to those gas customers that have been inconvenienced and maybe some kind of written communication. She said in some way to let the customer know we were concerned about it and working the whole time. Mr. Lindstrom said we attempted to contact our commercial customers several times by phone and email. He said Mr. Hoffman has been personally visiting several of those customers as well. Mr. Tompeck said he has already been thinking about a public relations insert in their bills because this very difficult for us because natural gas is very reliable. He said this is the first case of this happening here since we started. Mayor Hudson said we do not have a traffic accident to blame it on like St. Lucie County had so we do not know what happened. Mr. Tompeck said we have gas at the County Jail and right now it is for the dryers and emergency generators and we just convinced them to move their kitchen to all gas. He said they ordered their appliances and he got an ear full so we have some public relations repair work. Mayor Hudson told Mr. Tompeck to let the Board know how they can do to help. December 15, 2015 Page 17 Attorney Koblegard said he has had a few phone calls from attorneys so far and they have been friendly. He has asked Ms. Hurtubise to contact the League of Cities to see if we have any coverage under situations like this because some of the losses are going to be significant. We do not have an answer from them yet. The source of the problem may have a real impact on our coverage if we have any and that is why we have to be careful. Mr. Tompeck said that is why we do not want to jump to conclusions. Attorney Koblegard said we do not need to speculate on it at all, but need to wait until we really know what it may be because it could impact a lot on where we go from here. -----Paul Jakubczak, Director of Electric and Gas Systems, presented the mutual aid agreement with Florida City Gas of Atlanta, Georgia. He said as heard from Mr. Tompeck, we are expecting about 40 people coming in tomorrow to start hooking customers back up once the system is pressurized. Staff is requesting approval from the Board to get an additional mutual aid agreement with a main company of Florida City Gas, which is Pivotal Utility Holdings out of George. He just received a conformation email that they have 15 people ready to be here first thing tomorrow morning coming from Miami as well as Georgia. This agreement has been sent to Attorney Koblegard and Ms. Hurtubise has reviewed it as well to be sure it is in compliance with what we normally do for agreements. Attorney Koblegard asked Mr. Jakubczak if the added indemnity provision of the exclusion of FPUA as sovereign immunity has been accepted by Florida City Gas. Ms. Hurtubise said it has not been approved yet. Attorney Koblegard said we are going to approve it with that in there and hopefully they will say it is okay. He said there is an indemnity provision in there that makes FPUA indemnify them for anything that happens that they are involved in unless they are the ones that caused it. FPUA is always trying to put that provision in there where we can claim our sovereign immunity, which limits our damages under those circumstances. That is added in here and we do not know if they are going to okay it. Another thing is it is decided by Georgia Law and we are trying to get them to agree that it is with Florida Law since it is a Georgia company. It is not a real problem either way, but it is important to try to get that provision of indemnity. If it was to prevent us from working with them, then he would say it is better to go ahead and sign it without that provision in there if we need them that badly. Mr. Perri asked if 15 people is going to be enough. Mr. Jakubczak said they have more people if we need them. December 15, 2015 Page 18 A motion was made by Mayor Hudson, seconded by Ms. Cavalcanti, and unanimously carried to approve the Master Operations Assistance Agreement with Pivotal Utility Holdings, Inc. dba Florida City Gas, of Atlanta, Georgia, for emergency assistance with Gas restoration in FPUA service territory, contingent on receiving the required Certificate(s) of Insurance. Mr. Jakubczak said having spent quite a few hours in the past few days with Mr. Tompeck and his staff and the rest of the FPUA family, he can really call them a family because they all put their differences aside and came together for this cause to help the citizens of Fort Pierce to get this problem resolved. -----Attorney Koblegard said he believes we will break our record that was set last year on annexation agreements. He said it is going to be close, but he thinks we will break 100 this year. -----Mr. Mimms said Mr. Lindstrom has been very instrumental in contacting the City of Fort Pierce and their staff and evidently it does not matter what time. He said Mr. Lindstrom does not know when other people are sleeping, but he has done a very good job with communication during this unfortunate situation. Mr. Mimms said in reference to the mutual aid agreement and when we bring other folks into our community, please let them know our community is sensitive to this issue and we need to treat everyone with the utmost and the greatest customer service we can. -----Mr. Perri said our staff and our personnel are doing all they can to eliminate this problem and hopefully we will get through it and everything will be back to normal very soon. He wished everyone a Merry Christmas. -----Mr. Bey wished everyone Happy Holidays, Merry Christmas, and a healthy and prosperous New Year. -----There being no further business, the meeting was adjourned. ATTEST: _____________________________ SECRETARY _____________________________ CHAIRMAN D-I a . . Board Submission Form 0 Fort Pierce Authority \l ?Committed to Quality" Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 (772) 4664600 Department: 74 - Gas Operations Board Meeting Date: 01/19/2016 Item Type: Consent Agenda Subject: 2016 Ford Explorer Recommendation: POA 16-18A: Approve the purchase of a 2016 Ford Explorer in the amount of $30,834.74 from Sunrise Ford Company of Fort Pierce, Florida. Reviewed By Attorney: Available From: No Funds Needed Budgeted Contingency Approvals: system Director: JAKUBCZAK, PAUL A. Jan 12 2016 Director of Finance: PENICK, NINA B. Jan 12 2016 Director of Utilities: CLAYTON W. Jan 12 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Paul A. Jakubczak, Director of Electric Gas Systems FROM: John K. Tompeck, P.E., Gas Ops Energy Services Manager DATE: January 12, 2016 SUBJECT: 2016 Ford Explorer RECOMMENDATION: POA 16-18A: Approve the purchase of a 2016 Ford Explorer in the amount of $30,834.74 from Sunrise Ford Company of Fort Pierce, Florida. SUM INFORMATION This vehicle is part of Gas Operations' FY 2016 Capital Budget and will replace a 1999 Chevrolet Vz-Ton Truck with over 123,000 miles. A quote was requested from Sunrise Ford, the local Ford dealership, to compare against the Florida Sheriff?s Bid pricing. The quote provided by Sunrise Ford proved to be over $1,800 less than the pricing obtained from Duval Ford under the Florida Sheriffs Association Bid No.15-23-0904. ALTERNATIVES (IF ANY): Continue to use the existing vehicle which is in poor condition and is expected to require increased maintenance. ATTACHM ENTS: Sunrise Ford Quote Page 1 of 1 Fort Pierce Utilities Authority Bid Number Response Form Gas Operations Department 1701 South 37th Street, Fort Pierce, FL 34947-4580 The bidder agrees to furnish and deliver to the Fort Pierce Utilities Authority, at the address above, the following vehicle in accordance with specifications herein at the prices quoted below: Code Description Price K88 2016 Ford Explorer 4X4, Exterior Color Oxford White with W, darkest interior color 99H Engine Upgrade 2.3L l-4 EcoBoost Engine . . - - 466 6?Speed Automatic Transmissmn diff. I page K80 Manufacturer?s Model Upgrade package XLT Vehicle w/200A package 1 PM 16N Heavy Duty Rubber Floor Mats 9 . (n E?ac Vertex 4 Corner Lights (Clear) 35$ Backup Alarm 0% Temporary Tag 7, $2 TOTAL PRICE 5 363 if h; . Number of calendar days for delivery after receipt of order Delivery must be F.0.B. Fort Pierce, Florida Bid No. 16-18A Page 1 of 2 Fort Pierce Utilities Authority Bid Number 15-18A Response Form. Gas Operations Department 1701 South 37th Street, Fort Pierce, FL 34947-4580 1M ft i' Vendor: ,grz. M, 4.9.4; A Address: 5" 5/3 (/17;ng Z?f??fe: Email address: ng'rvr s; WK M62 ,9 of, Cris/m mews-me: ills, mj (Erma/x. or Title: a signature::/7/QL7 Date: /w This form must contain a manual signature, in ink, of an authorized representative registered with the Florida Department of State (or of someone authorized by such a person via affidavit or corporate resolution), who has the legal ability to bind the Bidder in contractual obligations. if signed by someone not listed as a company officer, then a copy of the affidavit or resolution giving contracting signature authority to the signer must be forwarded with the Bid. The names of authorized representatives are listed on the website FAILURE TO PROPERLY SIGN THE BID SHALL INVALIDATE SAME, AND iT SHALL NOT BE CONSIDERED FOR AN AWARD. Please scan and email this form to fjtit Bid No. Page 2 of 2? D-a Board Submission Form Fort Pierce Utilities Authority . ?Committed to Quality" 1 206 South Sixth Street (34950) Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 [772) 466-1600 Department: 66 Water/WW Engineering Board Meeting Date: 01/19/2016 Item Type: Consent, Contract Agreement Certification of Financial Responsibility - Water Treatment Plant Deep Iniection Wells Recommendation: Approve Certification of Financial Responsibility for Plugging and Abandonment of the Water Treatment Plant (WTP) Deep Injection and Monitoring Wells. Reviewed By Attorney: Available From: No Funds Needed Budgeted Contingency Approvals: System Director: Jan Director of Finance: PENICK, NINA B. Jan 13 2016 Director of Utilities: CLAYTON W. Jan 13 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Timothy E. Perkins, P.E., Director of WW Systems FROM: Valerie A. Schulte, P.E., Supervising Engineer DATE: January 13, 2016 SUBJECT: Certification of Financial Responsibility - Water Treatment Plant Deep Injection Wells RECOMMENDATION: Approve Certification of Financial Responsibility for Plugging and Abandonment of the Water Treatment Plant (WTP) Deep Injection and Monitoring Wells. INFORMATION Owners of Deep Injection Wells (DIW) must maintain the financial resources necessary to close, plug, and abandon deep injection and associated monitoring wells. This is a condition of our Florida Department of Environmental Protection permit for the WTP DIW. Due to our application for construction of the second DIW at the WTP, the cost estimate to plug and abandon the wells has increased to $389,760. This has required FPUA to submit a new certification of financial responsibility. ALTERNATIVES (lF ANY): None. This is a requirement ofthe operating permit for the existing DIW. ATTACHMENTS: Abandonment and Plugging Cost Estimate Certification of Financial Responsibility Page 1 of 1 McNabb Hydrogeologic Consulting, Inc. 4600 Military Trail, Suite 116 Jupiter, Florida 33458 Phone: 561 -891-0753 January 4, 2016 Ms. Valerie Schulte Supervising Engineer Ft. Pierce Utilities Authority 1701 S. 37th Street Ft. Pierce, FL 34947 RE: Updated Plug and Abandonment Cost Estimate for the Injection Well System at the Ft. Pierce Utilities Authority Henry A. Gahn Water Treatment Plant Dear Ms. Schulte: Please see the attached cost estimate for plugging and abandoning the deep injection well system at the Fort Pierce Utilities Authority (FPUA) Henry A. Gahn Water Treatment Plant. The cost estimate was prepared on Ianuary 4, 2016 and is based on current estimates for labor and materials costs. Please note that FPUA plans to apply for a construction permit for the construction of a second injection well at the site in the near future. Therefore, the updated injection well system plugging and abandonment cost estimate includes the cost of plugging and abandoning proposed injection well It will be necessary to apply for an updated Demonstration of Financial Responsibility as a result of the increase in the estimated injection well system plugging and abandonment costs. Should you have any questions regarding this matter, please contact me at (561) 891-0763. Sincerely, McNabb l-lydrogfologic Consulting, Inc. . n1. Vii L, David McNabb, PG. FPUA WTP UPDATE COVER LETTER Plug and Abandonment Procedures and Cost Estimate for the FPUA Henry A. Gahn Water Treatment Plant Deep Injection Well System IW-1 and lW-2 Cost Estimate for in 2016 Dollars Mobilize drill rig and kill IW-1 Fill the open hole of lW-1 with gravel, approximately 25 cubic yards at Place neat cement through tremie pipe from 20 feet below base of the 10.75?inch casing (8.85-inch inside diameter) of to land surface, 1,185 cubic feet at SZO/cubic feet Total Estimated Cost for lW-l Cost Estimate for IW-Z in 2016 Dollars Mobilize drill rig and kill lW-2 Fill the open hole of with graves, approximately 25 cubic yards at $50/vd Place neat cement through tremie pipe from 20 feet below base of the 10.75-inch casing (8.85-inch inside diameter) of lW?2 to land surface, 1,200 cubic feet at $20/cubic feet Total Estimated Cost for Stop artesian flow from well with brine solution to lower the hydrostatic head below land surface. Conduct a caliper log of the entire well. Place limestone gravel with an average diameter not larger than one inch down injection well to fill the open hole from the bottom of the well up to approximately 20 feet below the base of the final casing. Place neat cement, through tremie pipe, from approximately 20 feet below the base of the final casing to land surface. IW-1 100,000 1,250 23,700 124,950 100,000 1,250 24,000 125,250 Plug and Abandonment Procedures and Cost Estimate for the FPUA Henry A. Gahn Water Treatment Plant Deep Injection Well System 1. Place neat cement in the deep monitoring zone through tremie pipe from 1,910 feet his to land surface. 2. Place neat cement in the upper monitoring zone through tremie pipe from 1,557 feet his to land surface. Cost Estimate for MW-1 in 2016 Dollars MW-1 Mobilize drill rig to 50,000 0 Place neat cement in deep monitoring zone of through tremie pipe from 1,910 feet his to land surface, 310 cubic feet at SZO/cubic feet 5 6,200 - Place neat cement in annulus through tremie pipe, in stages, from 1,989 feet to land surface, 920 cubic feet at SZO/cubic feet 18,400 Total Estimated Cost for MW-1 74,600 Total Estimated Cost for lW-1, IW-Z and Plug 8: Abandonment 324,800 20% Contingency 64,960 5 389,760 Date Estimate Prepared: January 4, 2016 CERTIFICATION OF FINANCIAL RESPONSIBILITY The Fort Pierce Utilities Authority, a unit of local government of the State of Florida, hereby certifies that it has unconditionally obligated itself to have the financial resources necessary to close, plug, and abandon its Class I underground injection and related monitoring wells, as required by Chapter 62-528, Florida Administrative Code. It is further understood that the cost estimate to conduct plugging and abandonment, established on January 4, 2016, shall be reviewed on an annual basis and this obligation shall incorporate accumulated inflation costs. An annual adjustment exceeding 10 percent in any one year shall require submission of an updated certification form. List of Injection Wells Covered By This Agreement: (For injection well list the following information) Facility Name: Henry A. Gahn Water Treatment Facility Facility Address: 715 South 25th Street Facility Contact: Keith Stephens, Water Resources Superintendent Phone Number: 772-466-1600 ext. 4515 Latitude/Longitude of Injection Well Latitude/Longitude of Injection Well IW-2: Identification Number: FLS 91852 Current Plugging and Abandonment Cost Estimate: $389,760 It is hereby understood that the cancellation ofthis certification may not take place without the prior written consent ofthe Secretary of the Florida Department of Environmental Protection. Page 1 of 2 ATTEST: FORT PIERCE UTILITIES AUTHORITY BY: Secretary Chairman (FPUA Seal) DATE: APPROVED AS TO FORM CORRECTNESS: BY: Fort Pierce Utilities Authority Attorney STATE OF FLORIDA COUNTY OF ST. LUCIE The foregoing instrument was acknowledged before me this day of 20_, by Michael A. Perri, Jr., Chairman of Fort Pierce Utilities Authority, who is personally known to me. Notary Public in and for the County and State last aforesaid My commission expires: Page 2 of 2 Board Submission Form Fort Pierce Utilities Authority "Committed to Quality? 206 South Sixth Street (34950} 1/14/2016 Post Of?ce Box 3191 Fort Pierce, Florida 349433191 (772) 466-1600 Department: 35 - Facilities Board Meeting Date: 01/19/2016 item Type: Consent, Contract Agreement Subject: Generator Maintenance Recommendation: Bid No. 15?05: Approve Amendment Number 1 to the Generator Maintenance Contract with Genset Services, lnc., of Pompano Beach, Florida, to increase the not?to?exceed contract amount from $12,389 to $30,000 annually, contingent on receiving the required Certificate(s) of Insurance. Reviewed By Attorney: Funds Available From: No Funds Needed Budgeted Contingency Approvals: system Director; WALKER, EVELYN I. Jan 13 2016 Director of Finance: PENICK, NINA B. Jan 13 2016 Director of Utilities: CLAYTON W. Jan 14 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Timothy E. Perkins, P.E., Director of WW Systems FROM: Brian Keith Stephens, WR Superintendent DATE: January 14, 2016 SUBJECT: Generator Maintenance RECOMMENDATION: Bid No. 15-05: Approve Amendment Number 1 to the Generator Maintenance Contract with Genset Services, Inc., of Pompano Beach, Florida, to increase the not-to-exceed contract amount from $12,389 to $30,000 annually, contingent on receiving the required Certificate(s) of Insurance. INFORMATION On December 16, 2014, the Board approved the Contract with Genset Services, Inc. for generator maintenance. Subsequent to the execution of the Contract, staff has identified the need to include an allowance for repairs in addition to the regularly scheduled annual maintenance currently covered under this Contract. It is still the intent of staff to obtain multiple quotes for unscheduled repairs when practical. ALTERNATIVES (IF ANYL Re-bid the Contract for Generator Maintenance. This option is not recommended since the first of two one-year renewal options has just been exercised. ATTACHM ENTS: Amendment Number 1 Page 1 of 1 AMENDMENT NUMBER 1 FORT PIERCE UTILITIES AUTHORITY CONTRACT 15-05 FOR GENERATOR MAINTENANCE WITH GENSET INC. Effective January 19, 2016, in consideration of the premises and of the mutual covenants and agreements contained herein, the parties hereto agree to amend the above-named Contract, made on December 16, 2014 as follows: Section 5 Delete: (twelve thousand, three hundred eighty?nine dollars and no cents)? Replace with: (thirty thousand dollars and no cents)? Page 1 of 2 IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals to this Contract the day and year set forth below. Signed, sealed, and delivered in the presence of: GENSET SERVICES, INC. Signature/Officer of Firm (Manual) It 9 Name (Typed or Printed) TITLE: EST STATE or: Florida. COUNTY OF: Broom?) The foregoing instrument was acknowledged before me this day of in? 2019, by Faulng Em?k .of I SgUl?enghc. Officer of Firm Title Name of Firm a El 0.. corporation, on behalf of the corporation. State Iii/She is personally known to me or has produced 4 as identification. CHRISTINA NOTARY PUBLIC 1 STATE OF FLORIDA Notary 3 EE181836 Expire? 3/21/2016 My commission expires: a I QC) Lg FORT PIERCE UTILITIES AUTHORITY BY: Secretary Chairman (FPUA Seal) DATE: APPROVED AS TO FORM cone-geii?iyess: BY: Fort Pierce Utilities Authority Attorney Page 2 of 2 D-?l Board Submission Form Fort Pierce Utilities Authority I "Committed to Quality" . 206 South Sixth Street (34950) 1/ 14/201 5 A. Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 (772) 466-1600 Department: 35 Facilities Board Meeting Date: 01/19/2016 Item Type: Consent, Contract Agreement Subject: Bid #15?01 Janitorial Services Recommendation: Bid No. 15-01: Approve Amendment Number 1 to the Janitorial Services Contract, with United States Service Industries, Inc., of Bethesda, Maryland, to modify the scope of work and increase the not-to-exceed Contract amount from $125,482.17 to $146,265.60, effective February 2, 2016. Reviewed By Attorney: Available From: No Funds Needed Budgeted Contingency Approvals: System Director; Jan Director of Finance: PENICK, NINA B. Jan 14 2016 Director of Utilities: CLAYTON W. Jan 14 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Evelyn I. Walker, Director of Shared Services FROM: Eric R. Winterstein, CFM, Facilities Superintendent DATE: January 14, 2016 SUBJECT: Bid #15-01 Janitorial Services RECOMMENDATION: Bid No. 15-01: Approve Amendment Number 1 to the Janitorial Services Contract, with United States Service Industries, lnc., of Bethesda, Maryland, to modify the scope of work and increase the not-to-exceed Contract amount from $125,482.17 to $146,265.60, effective February 2, 2016. IN FORMATION On January 20, 2015, the Board approved the Contract with United States Services Industries, Inc. (USSI) for janitorial services. Subsequent to the execution of the Contract, USSI has requested an increase to the annual contract amount. Staff has also identified additional requirements for the janitorial services contractor. Therefore, staff has negotiated a modification to the scope to offset some of the requested price increase. The timing of USSI's request happens to coincide with the Contract's annual renewal period. Therefore, staff is requesting approval of Amendment Number 1 to modify the scope of work and increase the not-to-exceed Contract amount from $125,482.17 to $146,265.60. ALTERNATIVES (IF ANY): Do not approve. This option is not recommended since the current term of the Contract is nearing expiration, potentially leaving FPUA without a janitorial services contractor. Staff currently has the janitorial services Contract out for rebid to gauge the fair market price for the modified scope of work. ATTACHMENTS: Amendment Number 1 Page 1 of 1 AMENDMENT NUMBER 1 FORT PIERCE UTILITIES AUTHORITY CONTRACT 15-01 FOR JANITORIAL SERVICES WITH UNITED STATES SERVICE INDUSTRIES, INC. Effective February 2, 2016, in consideration of the premises and of the mutual covenants and agreements contained herein, the parties hereto agree to amend the above-named Contract, made on January 20, 2015 as follows: Section 5 Delete: (one hundred twenty-five thousand, four hundred eighty?two dollars and seventeen cents)? Replace with: (one hundred forty?six thousand, two hundred sixty-five dollars and fifty cents)" Specifications - Section Delete: Specifications and Scope of Work dated December 1, 2015 Replace with: Specifications and Scope of Work dated lFebruary 2, 2016 Bid Response Form Delete: Bid Response Form signed December 23, 2014 Replace with: Bid Response Form signed January 11, 2016 Page 1 of 2 iN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals to this Contract the day and year set forth below. Signed, sealed, and delivered in the presence of: UNITED STATES SERVICE INDUSTRIES, INC. ?Signature/Officer of Firm (Manual) Wow llama. Name (Typed or Printed) TITLE: 0F 505413258 D?vwmm STATE or: COUNTY or: The foregoing instrument was acknowledged before me this way 0M 201k, by QWW ussr 0 er of Firm Title Name of Firm a corporation, on behalf of the corporation. State He/She is personally known to me or has produced as identificationNuiaty (A 0 ar Publ Lrlqunlily 6? 20 My :nlil . . . a I January 04. 201?ng cor expires-W4. 6? ATIEST: FORT PIERCE UTILITIES AUTHORITY BY: Secretary Chairman (FPUA Seal) DATE: APPROVED AS TO FORM 8: CORR, TNESS: ?ew? Fort Pierce Utilities Authority Attorney BY: Page 2 of 2 SECTION SPECIFICATIONS AND SCOPE OF WORK 1. WORK OBJECTIVE Fort Pierce Utilities Authority (FPUA) is requesting quotes from licensed janitorial contractors interested in providing janitorial services for eight (8) locations. objective is to maintain clean, sanitary and safe working environments in a cost-effective manner. All work is to be performed on the days and times specified for each location. FPUA requires a "Level 2 Ordinary Tidiness? level of service per the APPA Custodial Levels of Cleaning Service as allowed by the Scope of Work contained herein. Characteristics of a Level 2 service are as follows: 0 Floors and base moldings shine and/or are bright and clean. There is not buildup in corners or along walls but there can be up to two days? worth of dust, dirt, stains, or streaks. - All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation. Lights all work and fixtures are clean. - Washroom and shower fixtures and tile gleam and are odor-free. Supplies are adequate. 0 Trash containers and pencil Sharpeners hold only daily waste, are clean and odor?free. 2. GENERAL SPECIFICATIONS Staffing and Personnel The Contractor will provide Federal, State, County, and Sex Offender Criminal Background Checks for the previous seven (7) years on any employee that will be performing janitorial services for Contractor in FPUA facilities. The FPUA Facilities Project Coordinator must receive a copy of each employee?s background check (with employee?s Social Security Number redacted) for review prior to that employee being allowed on FPUA premises. The Contractor must demonstrate the ability to provide competent, trustworthy, and reliable employees. All personnel hired by Contractor shall have at least three (3) years of commercial cleaning experience. The Contractor shall designate in writing to the FPUA Facilities Project Coordinator the person assigned as the Contractor?s Project Manager with full authority to administer the terms of this contract. The Contractor?s Project Manager will be available to meet with the FPUA Facilities Project Coordinator to visit all sites any time during regular business hours (7:00 AM 3:30 PM). Contractor?s Project Manager will be responsible for ensuring that all Scope of Work items are completed as scheduled in the Scope of Work on a daily basis. Contractor?s Project Manager shall have the capabilities to receive feedback by telephone and/or email to facilitate timely corrective actions. Contractor?s representative on the job site must speak English and be able to communicate with the FPUA Facilities Project Coordinator when necessary. The Contractor?s employees shall be neat and clean in appearance and shall wear a uniform/shirt with the company name and a picture identification badge worn in a visible Bid No. 15-01 18 Specifications and Scope of Work February 2, 2016 location while on FPUA premises. Identification shall include the Contractor?s employee name and company name. No person who is not employed by the Contractor or under the age of 18 shall be allowed on any FPUA premises. The Contractor shall have an automated timekeeping system that logs crew?s check-in and check?out times. In order to verify presence on site calls to the automated timekeeping system must be made from designated FPUA telephones not cellphones. The system shall alert Contractor if employee(s) does not check in so other arrangements can be made to cover cleaning of the facilities. FPUA may occasionally require emergency janitorial services. Response time should be within 2 hours of notification. Emergency services will be invoiced separately. Local Operation/Representative In order to be considered responsive and responsible, bidders must be a local operation or have a local representative in either St. Lucie, Martin, Okeechobee, or Indian River Counties for the duration of the contract. The local operation or representative must be able to respond within a two (2) hour time frame, from the time of notification, to emergency requests for supplies, "re-dos? or "no-shows.? The name, local address, and phone number of the operation and representative must also be included with the bid. The local operation or representative must include a manager or supervisor at the specified location and ability to house all necessary cleaning supplies. Weekly Reporting Contractor shall complete all weekly reports as required by the Contract requirements, and scheduled by the FPUA Facilities Project Coordinator. All work shall be completed within the required time frame. Upon completing the scheduled work within the required time frame, the appropriate report shall be submitted to the FPUA Facilities Project Coordinator. Weekly Reports shall be completed by the Contractor's Project Manager on Friday of each week for each FPUA building where service was performed. These reports will be emailed to the FPUA Facilities Project Coordinator bearing the signature of the Contractor?s Project Manager certifying that the required services have been performed properly. A sample of the Janitorial Services Weekly Report is located in Section VI - FORMS. Response to Cleaning Issues All janitorial?related issues shall be addressed and corrected by the next cleaning visit. Any issues and corrections shall be directed through the FPUA Facilities Project Coordinator. Security Contractor is responsible for the security of the building including checking all windows and doors at the conclusion of the work in each area. All exterior doors shall remain closed and locked while the Contractor?s staff is inside cleaning. Special care shall be taken to ensure that buildings and rooms are not left unlocked, open, or unattended at anytime. All windows Bid No. 15-01 19 Specifications and Scope of Work February 2, 2016 shall be shut securely and all exterior doors shall be closed and locked securely. The Contractor's staff shall double?check all doors behind them to ensure that they are secure (including doors that they did not enter or exit). Buildings with alarms shall be armed immediately at the conclusion of the Contractor?s work. All Contractor personnel are required to provide proof of identity when requested to do so by FPUA. Contractor?s personnel shall not be allowed in FPUA facilities outside of their normal working hours unless they are performing work for the Contractor. Keys/key cards required by the Contractor will be furnished by FPUA to designated Contractor employees. A list of the contractors? employees that have keys/key cards to FPUA facilities will be maintained by the Contractor, given to the FPUA Facilities Project Coordinator, and updated as needed due to employee turnover. The list will name the contractor?s employee and the facility for which he/she has keys/key cards. Any loss of keys/key cards must be reported at the time of each lost key/key card to the FPUA Facilities Project Coordinator. Keys are not to be copied. Any additional keys/key cards needed by the contractor will be supplied by the FPUA Facilities Project Coordinator. Should a lost or stolen key/key card jeopardize the security of a particular facility, the Contractor shall be totally responsible for all cost incurred by FPUA in re-keying the lock system. The electronic security system (where installed) shall be properly disarmed and armed each time after-hours access is made. All exterior doors are to remain locked while the contractor is in the facility. Contractor shall not assist entry to anyone except Police/Fire personnel. Contractor?s personnel shall immediately report to their Project Manager problems dealing with unauthorized or suspicious persons, conditions indicating theft, break-in or vandalism, situations such as: fire, smoke, unusual odors, broken pipes or floods, and take appropriate safety measures. Prohibited Items Contractor?s employees shall be prohibited from the use or possession of the following items while working on FPUA premises: guns, knives, weapons of any kind, alcohol and/or controlled substances. Contractor?s employees shall not be under the influence of alcohol or drugs. Any employee violating this policy shall be removed immediately from FPUA facilities permanently and replaced with acceptable personnel. FPUA is a Drug?Free Workplace. Contractor shall agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by FPUA. Smoking is not allowed in any FPUA buildings at any time. Smoking is allowed in designated smoking areas outside the facilities. Confidentiality Contractor?s employees may become aware of matters of a proprietary or confidential nature; such information is not for general dissemination and shall remain confidential. Bid No. 15-01 20 Specifications and Scope of Work February 2, 2016 Lost Found The Contractor shall be responsible for ensuring that all articles found by its employees are turned in to the FPUA Facilities Project Coordinator. Procedures, Materials, and Equipment Bidders shall provide information explaining in detail the procedures, materials, equipment, and methods to be used to accomplish the Scope of Work. All cleaning products used by the Contractor must be environmentally friendly. Bidders shall submit with their bid a Safety Data Sheet (SDS) for each cleaning product likely to be used in the performance of this contract. All chemical bottles will be labeled. Mop heads shall be cleaned professionally or replaced at least bi-weekly. Old dirty mop heads must be removed from the buildings and mop buckets shall be emptied and cleaned after each use. Required Equipment: 0 Double Bucket Mop System with dual compartment 0 Microfiber Flat Mops. Flat mop heads should be different colors*. - Color coded cleaning cloths*. Example of color coding application: Red: cleaning and disinfecting toilets and urinals. Yellow: cleaning showers, mirrors, sinks, etc. Green: cleaning kitchen/lounge area. Blue: all other areas and surfaces, but never where red, yellow, or green are used. 3. SCOPE OF WORK The Contractor shall furnish all necessary labor, materials, equipment, tools, cleaning solutions, and supervision to thoroughly clean and sanitize all listed building areas. Areas include all offices, stairways, lobbies, windows, common areas, restrooms, lounge/vending areas, meeting rooms, elevators, floor coverings (vinyl composite tile, ceramic tile, etc.), carpet, and mechanical rooms. The Contractor will supply the following items to fit our existing dispensers: toilet paper, paper towels, toilet seat covers, sanitary napkin bags, and liquid hand soap. Cleaning shall occur when most facilities are closed; however, some staff may occupy the facilities after normal working hours. Contractor?s employees shall in no way make contact and/or interfere with the work of the FPUA staff. Contractor?s employees shall not open drawers or cabinets, use radios, television sets, or coffee pots or tamper with personal or Bid No. 15-01 21 Specifications and Scope of Work February 2, 2016 FPUA property. Telephones, computers, fax machines, and other office equipment are not for the personal use of the Contractor?s employees. Personal items on FPUA desks, such as food items, etc. shall not be handled by Contractor?s personnel. FPUA Facility Locations Building Service Facility Address Sq. Ft. Employees Days Service Time Ad - BUE?iEmt'o? 6 17,716 45 5:30 PM 10:00 PM 10,903 21 5:30 PM 10:00 PM th Treatment ?th 25 9,320 23 Start time 3:30 PM Todd Center 13,000 25 Start time 3:30 PM Water Reclamation 403 Seaway Start time 3:30 PM Must Facility Drive 36?010 33 NH: be done by 6:30 PM serv'ces 74,785 92 Start time 5:30 PM Facilities 1,900 5 Wed. Fri. Start time 5:00 PM Lift Station A iginngkus 200 1 Wed. only Start time 5:00 PM Monday, Wednesday, 8: Friday Scope of Work 0 Entrance 8 All Interior Floors All floors shall be swept 0r dust-mapped to remove loose soil and dust prior to wet mopping. All accessible floor areas Shall be wet?mopped to remove soil, scuff marks, and stains. Area to be serviced includes under chairs, trash receptacles, desks and other furniture, behind doors and corners, which are accessible. After wet-mopping, the floors shall have a uniform appearance with no streaks, film, swirl marks, detergent residue, mop strings, or other evidence of soil. Base moldings shall shine and/or be bright and clean. Clean mop heads should be used for each service. - Carpeted Areas All carpeted areas shall be vacuumed free of all visible debris. After vacuuming the floor, including corners, next to baseboards, and behind doors, it shall be free of all visible litter, soil, and dust. Carpets should be checked during each service for stains and all dirty spots/stains Shall be treated with a carpet Spot cleaning solution following the direction of the manufacturer for the specific carpet and stain involved. 0 Stairs, Stairwells, and Landings Stairwells, stairs, landings and steps shall be swept and Wet mopped. Bid No. 15-01 22 Specifications and Scope of Work February 2, 2016 Wastebaskets All waste receptacles within the building shall be emptied during each service and returned to their initial location clean and odor-free. Empty and clamp wipe all wastebaskets and remove all trash (insert liner in wastebaskets). All trash shall be placed in dumpster on site. Exterior Trash and Ashtrays Exterior trash receptacles and ashtrays near all entrances shall be emptied. Entrance Mats Entrance mats should be vacuumed. Entrance mats shall be lifted to clean underneath. Outside entrance mats shall be picked up and shaken to remove sand, dirt, dust, and other debris. Lounge/Kitchen Tables, Counters, Chairs, Sofas (Offices, Public areas, meeting rooms and lounges) Remove all non-permanent stains, spots, and spills using a sponge or cloth dampened in mild detergent solution. The cleaning shall not be of such a degree as to remove the finish or leave abrasive marks. This includes all surface areas such as cabinets, bookcases, etc. that are empty. Cloth chairs shall have cushions vacuumed and dusted. Walls, Doors, Partitions, and Light Switches Spot wash to remove smudges, marks, and fingerprints from such areas as walls, equipment, doors, partitions, and light switches. Drinking Fountains Wash/disinfect water fountains. Remove all streaks, smudges, stains, scales and other obvious soil from drinking fountains and entire cabinet. Disinfect all surfaces including the orifice and drain. Stainless steel section shall be polished with an appropriate cleaner. Elevators - Remove all soil, dirt, and fingerprint marks with an approved cleaner. Polish metal/wood surfaces with an approved polish; the surface shall be free of smudges and have a shiny appearance. Elevator floors shall be swept, vacuumed and wet mopped. Exhaust fan vents shall be cleaned. Threshold tracks shall be cleaned of dirt. Restrooms - Completely clean and disinfect all exposed surfaces of the toilets and urinals with detergent disinfectant, beginning with seats and working down. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. All foreign material shall be removed from the urinal drain trap. A special set of sponges, cloths, scouring pads, and brushes shall be maintained and used only for cleaning the urinals and toilets. Remove scale, scum, mineral deposits, rust stains, etc. from the interior of toilet bowls and urinals. After cleaning, the toilet seat must be completely dried and placed in an upright position. Pour one ounce of bowl cleaner into urinal after cleaning and do not flush. All fixtures shall present a clean, bright, shiny appearance and shall be free of all streaks, spots, stains, rings, foreign material, etc. including the metal hardware. Stopped?up toilets shall be plunged free of obstructions. Bid No. 15-01 23 Specifications and Scope of Work February 2, 2016 Soap and Paper Product Dispensers Re?supply all toilet paper, toilet seat covers, sanitary napkin bags, paper towels, and soap dispensers. Dispensers shall be refilled with the proper product for that dispenser. The dispenser interior, exterior, and adjacent surfaces shall be wiped with a sanitizer to remove fingerprints and smudges when filling. The dispensers shall be checked for proper operation after filling and inoperable devices shall be reported to Contractor's Project Manager, who in turn will notify the FPUA Facilities Project Coordinator via email. 0 Restroom Trash Receptacles Trash receptacles shall be clean and odor?free. All trash receptacles including feminine product receptacles shall be emptied. Emptying includes the removal, disposal, and replacement of the liner. The inside, outside, and housing of the receptacle shall be cleaned with a germicidal cleaner. 0 Counter Tops, Mirrors, and Sinks - Completely clean and disinfect all exposed surfaces of the sink. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. After cleaning, the fixture shall present a clean, bright, and shiny appearance and shall be free of visible soil, streaks, oily smudges, residue of cleaning agents, etc. All metal hardware, such as faucet valves, drain, and faucets, shall be free of streaks, spots, stains, etc. lnoperable or broken fixtures shall be reported to Contractor?s Project Manager, who in turn will notify the FPUA Facilities Project Coordinator via email. - Shower/Restroom Walls, Partitions, Floors, and Doors Clean the shower walls, curtains, shower floors, partition walls, doors and walls surrounding the urinals and toilets using an approved germicidal cleaner. Remove any non-permanent stains, spots, streaks, etc. Clean the shower drains. This also includes the light switches, doors, and any of the walls within the restroom. After cleaning, all areas shall be free from stains, soap scum, mildew and shall have a clean and disinfected appearance. Friday Scope of Work 0 Dusting Dust all surfaces, including furniture, chairs, files, equipment, windowsills, blinds, ledges, wall hangings, cubicle wall tops, restroom lockers, door tops, tops and sides of book shelves and cabinets, etc. with a treated microfiber cloth. A properly dusted area shall be free of all dust, dirt, lint, and cobwebs. 0 Door Handles, Door Knobs, Handrails, and Push Plates Items shall be wiped down and embedded dirt removed with the appropriate cleaning product. 0 Entrance Doors, Interior and Exterior Glass Completely clean interior and exterior entrance door glass. Clean both sides of the glass door metal frame. After cleaning, the surface shall present a uniform appearance free of all smudges, fingerprints, stains, streaks, lint, etc. Bid No. 15?01 24 Specifications and Scope of Work February 2, 2016 Tuesday Thursday Scope of Work Administration Building, 206 South 6th Street a The first floor common areas floors will be swept and mopped. All FPUA Buildings 0 Restrooms - Completely clean and disinfect all exposed surfaces ofthe toilets and urinals with detergent disinfectant, beginning with seats and working down. A non-abrasive cleaner shall be used on the exposed hardware. The cleaning includes the drying and polishing of all exposed hardware. All foreign material shall be removed from the urinal drain trap. A special set of sponges, cloths, scouring pads, and brushes shall be maintained and used only for cleaning the urinals and toilets. Remove scale, scum, mineral deposits, rust stains, etc. from the interior of toilet bowls and urinals. After cleaning, the toilet seat must be completely dried and placed in an upright position. Pour one ounce of bowl cleaner into urinal after cleaning and do not flush. All fixtures shall present a clean, bright, shiny appearance and shall be free of all streaks, spots, stains, rings, foreign material, etc. including the metal hardware. Stopped?up toilets shall be plunged free of obstructions. Soap and Paper Product Dispensers Re-supply all soap, toilet paper, toilet seat covers, sanitary napkin bags, and paper towels dispensers to their maximum level. Dispensers shall be refilled with the proper product for that dispenser. The dispenser interior, exterior, and adjacent surfaces shall be wiped with a sanitizer to remove fingerprints and smudges when filling. The dispensers shall be checked for proper operation after filling and inoperable devices shall be reported to Contractor?s Project Manager, who in turn will notify the FPUA Facilities Project Coordinator. 0 Restroom Trash Receptacles Trash receptacles shall be clean and odor?free. All trash receptacles including feminine product receptacles shall be emptied. Emptying includes the removal, disposal, and replacement of the liner. The inside, outside, and housing of the receptacle shall be cleaned with a germicidal cleaner. 0 Counter Tops, Mirrors, and Sinks Completely clean and disinfect all exposed surfaces of the sink, counter top, and mirrors. After cleaning, the fixture shall present a clean, bright and shiny appearance and shall be free of visible soil, streaks, oily smudges, residue of cleaning agents, etc. All metal hardware, such as faucet valves, drain, and faucets, shall be free of streaks, spots, stains, etc. Inoperable or broken fixtures shall be reported to Contractor?s Project Manager, who in turn will notify the FPUA Facilities Project Coordinator via email. Bid No. 15?01 25 Specifications and Scope of Work February 2, 2016 Scope of Work 0 Vacuum upholstered furniture. 0 Floor Maintenance: 0 Apply restorer and high speed burnish with microfiber pad on all VCT tile. Light scrub of flooring as needed or requested by FPUA. Recoat as needed or requested by FPUA. Apply finish to floor if needed after restoration. Scrub and restore and extract non-wax tile floors as requested. schedule shall be submitted to the FPUA Facilities Project Coordinator. - Spot wash walls in corridors, lounges, training rooms, and common areas. Quarterly Scope of Work Quarterly services will be scheduled and coordinated with the FPUA Facilities Project Coordinator. 0 Carpet Shampooing 0 Administration Customer Service Phone Room 120 Square Feet 0 ESC War Room 1,472 Square Feet 0 Steam clean all cloth fabric chairs and partitions. Dusting of all employee desks and credenzas as requested by the FPUA Facilities Project Coordinator. Bid No. 15-01 26 Specifications and Scope of Work February 2, 2016 BID RESPONSE FORM Bid No. 15-01 - JANITORIAL SERVICES Bid Due Date and Time: December 30, 2014 2:00 PM The offeror agrees to furnish and deliver to the Fort Pierce Utilities Authority at the piece specified, the following items or services in accordance with specifications and scope of work herein at the prices quoted below: . . ii of Hours Per Faculty/Address Workers Day Cost Yearly Cost Janitorial Services Administration Building1,181.52 14,178.24 Administration Annex, 500 Boston Ave. 1 4.5 703.04 5 8,436.48 Water Treatment Plant, 715 S. 25th St. 1 4.5 703.04 5 8,436.48 Todd Center, 715 s. 25th St. (Rear) 1 4 5 649.21 5 7,790.52 Water Reclamation Facility, 403 Seaway Dr. 3 3.33 1,600.95 5 19,211.40 Energy Services Center, 1701 S. 37th St. 3 5 5 3,048.63 36583-55 Facilities Offices, 205 Backus Ave. Unit 1 1.5 5 483.46 5 5,801.52 Lift Station A, 103 Backus Ave. 1 1 468.28 5 5,619.36 Subtotal 8,838.13 106,057.56 . . ii of Hours Per Faculty/Address Workers Month Cast Yearly Cost Floor Maintenance Administration Building, 206 S. 6th St. 2 18.4 369.94 5 4,439.28 Administration Annex, 500 Boston Ave. 2 7.5 147.98 5 1,775.76 Water Treatment Plant, 715 S. 25th St. 2 7.5 147.98 5 1,775.76 Todd Center, 715 S. 25th St. (Rear) 2 7.5 5 147.98 5 1,775.76 Water Reclamation Facility, 403 Seaway Dr. 2 27.6 554.91 5 6,658.92 Energy Services Center, 1701 S. 37th St. 2 36.8 739.88 8,878.56 Subtotal 2,108.67 25,304.04 . . Facility/Address Cost Yearly Cost Supplies Administration Building, 206 S. 6th St. 5 159.00 2,028.00 Administration Annex, 500 Boston Ave. 5 100.00 5 1,200.00 Water Treatment Plant, 715 s. 25th St. 100.00 1,200.00 Todd Center, 715 S. 25th St. (Rear) 93.00 5 1,116.00 Water Reclamation Facility, 403 Seaway Dr. 5 229.00 2,748.00 Energy Services Center, 1701 S. 37th St. 436.00 5 5,232.00 Facilities Offices, 205 Backus Ave. Unit 5 59.00 5 708.00 Lift Station A, 103 Backus Ave. 5 56.00 5 672.00 Subtotal 5 1,242.00 14,904.00 Total Bid Amount $12,188.80 5 146,265.60 Hourly Rate for Emergencies 24.95 Bid No. 15?01 Page 1 of 2 Bid Response Form BID RESPONSE FORM Bid No. 15-01 - JANITORIAL SERVICES Bid Due Date and Time: December 30, 2014 2:00 PM Vendor United States Service Industries, Inc. (USSI) Address 4330 East?West Hwy. Suite 200 City, State, Zip Code Bethesda, MD 20814 Email Address dhewickQussiclean.com Typed Name, Title Danna Hewick, Vice fresident of Business Development SignatuWW Date IE, Telephone (202) 824-7440 (-202) 783-2030 Fax (202) 393-5541 Is this business registered with the State of Florida as a minority-owned disadvantaged business? Yes Bid No. 15?01 Page 2 of 2 Bid Response Form 310+ AVE.) PIERCE, FL 34947 TEL. (772) 460-9918, FAX: (866) 337-9918 WW.BGCOFSLC.ORG BOARD OF DIRECTORS Natl: Spcra President Charles Cangianclli Vice President jay Treasurer David jasa Sean Baldwin Charles Cuomo Charlie D'Agata Rich Del Toro Doug Farrell jason Hoffman Angelique Lyons Shannon Martin Paul Taglicri Clarice Touhcy Tara Turner William Armstead Etr?cutil?e Director PROUDLY BY: Children?s Semc es Co un SIS. mm? :mnTu ?u United Way of St. Lucie County GREAT FUTURES START HERE. I novs aims cums OF ST. LUCIE COUNTY (in If} ill DEC 312015 December 28, 2015 . w. Mr. Jason Hoffman Fort Pierce Utilities Authority 206 S. 6th Street Fort Pierce, FL 34956 Dear Mr. Hoffman, Thank you for the generous donation of gifts and supplies to the Boys Girls Clubs of St. Lucie County from you and the employees of Fort Pierce Utilities Authority. Your contribution will help provide youth with activities designed to ensure they are on track to graduate from high school on time, prepared to succeed in college, the military or a career, demonstrating good character and living a healthy lifestyle. Thank you for being a loyal and engaged supporter of our Our Clubs are open every day after school and all day when school is out. Our programs allow young people to continue to learn while having fun, build character through leadership activities, stay healthy through sports and most importantly build relationships with adult role models that truly care. Your contribution helps create this opportunity for young people. Thank you for giving the gift of a GREAT FUTURE. Sinc William Armstead Executive Director From: Daniel Retherford a Sent: Tuesday, December 29, 2015 1:31 PM To: Javier Cisneros Christopher Crumbley Tim Perkins Cc: Edward Matthews Mark Satterlee Kelly Phelan Paul Jakubczak Clayton Subject: Thank You All, I think it important to convey to all the teamwork witnessed over the holiday weekend. This is just one of the many occurrences that happen often, but usually go untold. This Christmas Eve somewhere around midnight, SLC had an issue at our SLC Jail. We had water bubbling out ofthe ground on a yard pipe, on the private side of our system. We had exercised everything within our means to include calling in an outside contractor for assistance. We simply could not get the water to stop bubbling out of the ground. All valves, as we knew it, were closed, the system was isolated. and the water kept And should have stopped by this time. The entire facility had no water. Being the sensitive facility that it is, the Jail cannot simply be out of water and we needed to act quickly to resolve the matter. We needed additional help with access to materials and equipment if necessary. We decided to call on Fort Pierce Utilities Authority, since they are our provider, and simply ask. I contact Javier Cisneros and asked if there is any way he could get me in contact with the water department. i believe Javier was out of state with his family. In five minutes, Javier had us in contact with Chris Crumbley. Chris asked a few questions and said he would meet me at the Jail in 15 minutes. As soon as we hung up the phone, our water leak came to a stop. I called Chris back and called off the cavalry. So that?s the What is amazing to me is thatJavier and Chris had absolutely no responsibilityto act, orto even answer the phone. ljust wantedto'drop a line and thank'Javier and Chris for their efforts and willingness to help us out on Christmas Eve at the Jail. It really. means a lot knowing that we have friends like these guys willing to step in and make sure things are okay. Not many folks will take a call out of state and facilitate help on Christmas Eve. And not many folks will leave their families during holidays to go help out others who are not even in the same department, much less same company, at 1:00 in the morning. I These guys-are?class acts. Both are really appreciated. Daniel P. Retherford, RE. Assistant Director Facilities, Parks Recreation Tel - 772.462.1792 Cell - 772.985.8731 Please Note: Florida has very broad public records laws. Most written communications to or from County of?cials regarding County?business are public records available to the public and media upon request. It is the policy of St. Lucie County that all County records shall be open for personal inspection, esammatton and;t or copying. Your e-mail communications will be subiect to public disclosure unless an exemption applies to the communication. It you received this email In error. please notify the sender by reply e-mail and delete all materials from all computers. Fort Pierce Utilities Authority ?2 "Committed to Quality" 'l 205 South Sixth Street (34950} Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 i772l466-1600 Department: 74 Gas Operations Board Meeting Date: January 19, 2016 Item: Regular Agenda Consent Agenda Subject: Natural Gas System Low Pressure Incident - December 2015 Recommendation: For Information Only Reviewed By Attorney: Yes No Funds Available From: No Funds Needed Budgeted Approvals: stems Director: H- Director of Financial Services: Director of Utilities: TO: THROUGH: FROM: DATE: SUBJECT: MEMORANDUM Clayton W. P.E., Director of Utilities Paul Jakubczak, P.E., Director of Electric and Gas Systems John K. Tompeck, P.E., Gas Ops Energy Services Manager January 12, 2016 Natural Gas System Low Pressure Incident-December 2015 RECOMMENDATION: For Information Only. INFORMATION: Update on the Natural Gas Low Pressure Incident December 2015 and a Detailed Analysis with recommendations for system improvements. ALTERNATIVES: None ATTACH MENTS: 1) PowerPoint Presentation 2) PSC Report 3) Detailed Analysis and Recommendations Report 1/13/2016 Gas Operations Low Pressure Incident December 2015 Description of Event On Saturday, December 12, natural gas system experienced a loss of pressure which required part of the system (north side) to be isolated from the south side of the system, resulting in the loss of service for ?2400 customers. 1/13/2016 Timeline of Events 0 At ?2pm on 12/12/15, Dispatch started to receive low/no pressure calls from the north side of the service area 0 At ?4pm Gas Ops assembled to evaluate problem 0 At ??8pm, the north side of the system was isolated from the south side of the system. ?2400 customers were affected. - Work was started to lock off the affected part of the system on 12/12 Timeline of Events-Cont?d 0 Meter Lock?offs continued from 12/12-12/15 - Partial system restoration on 12/13 and 12/15 System repressurized the morning of 12/16 0 Total System restoration started ??Noon on 12/16 0 Total System restoration completed ?Noon 12/19 0 ?150 customers were unavailable for restoration- They?ve been completed since that time. 1/13/2016 Restoration ?'60 field people were involved including mutual aid partners from: FPU Clearwater Leesburg Florida City Gas TECO Peoples Gas Mears Construction All Workers were required to be "operator qualified? Root Cause Analysis 0 Root cause of the problem was a breakdown in the operational process of restoring gas to the system from the gate station 0 Written procedures did not include verification process 0 Procedure breakdown led to operational error Corrective Action Retraining and Recertification for the Gas Meter Technician Retraining and Recertification for the Gas Distribution Mechanic ??Hands-on? supervision for all gate station operations in the future by Gas Ops Supervisor or Gas Distribution Foreman ?Written "Switching" procedures with verification Corrective Action?Cont?d Reviewing the feasibility of installing a simple SCADA system that can provide real time information on system status Establishing an interconnection point with Florida City Gas at the southernmost point of our system-this connection point would be a benefit to both systems 1/13/2016 1/13/2016 .-.. Miscellaneous 0 Report to the Public Service Commission sent on 1?5-16. 0 Total cost of outage not yet ascertained- waiting on Mutual Aid invoices Restitution options being reviewed Report Sent to Public Service Commission January 5,2016 Fort Pierce Utilities Authority Gas Operations Low Pressure Incident-December 2015 Fort Pierce Utilities Authority Gas Operations Low Pressure incident Report December 2015 Summary On Saturday 12/15/15, in mid-afternoon, the Fort Pierce Utilities Authority (FPUA) natural gas system experienced areas of low/no pressure in the northern part ofthe system. The Gas Operations team assembled to evaluate the problem. After several hours of sporadic customer calls indicating either low or no gas pressure on the north side of the system (mostly from commercial customers) it was decided to isolate the north side of the system from the south side of the system to maintain service to as many customers as possible, until the source of the problem could be identified. This isolation took place at pm. The source of the problem was no/minimal gas was flowing from the south gate station. The north gate station had been shut down and isolated from the system earlier in the day for sandblasting/painting activities. As a result of the low flow out of the south gate station, the north part of service area was essentially ?starved? of gas flow which resulted in the cascading loss of gas service from the north side to the south side of the system. Once the system was isolated, gas pressure to the south side was gradually restored to normal pressure levels with no reported incidents The restoration of the north side of the system was done in three phases: a Every service in the affected area was iocked off as required by the Florida Administrative Code Chapter 25-12, 2512.044. This consisted of shutting the riser valve (commonly known as a lubestop) and physically locking the lubestop to prevent it from being opened. 0 Once every affected service was verified to be locked out, the affected portion of the system was gradually pressurized and purged of any air in the system. - Restoration-Each customer was restored to service. This phase included turning on the gas, performing a pressure drop test (Drop test) and relighting all affected appliances. Approximately 2400 customers were affected by this outage. Gas was restored to ali accessible customers (?2250) by noon Saturday 12/19/15. The balance of customers (?150) who were not available for re-Iight were all contacted and appointments were made for restoration of their services. This report will include the following information: I Background a System Status 12/12/15 0 Sequence of Events 12/12/15-12/19/15 - Restoration 0 Cause of Outage Corrective Action?Actions to Preclude Recurrence 0 Safety Background Natural gas for the FPUA system is supplied through Florida Gas Transmission (FGT) transmission lines to two delivery points. The delivery points are the north gate station (located on Angle Road) and the south gate station (located on Glades Cut-off Road). High pressure gas (?950 psi) enters the FGT regulating station where it is reduced to ?100 psi for entry into system. The FGT regulating station and regulating station are located adjacent to each other at the north and south gate stations. The 100 psi gas is further reduced to operating pressure of 48 psi. The maximum allowabie operating pressure of the system is 60 psi. For normal operation, both gate stations are normally active. Based on system loads, the system can run with one gate station out of service and continue to support full system load. In certain cases, we have isolated a gate station for normal maintenance or construction activities. Earlier this year, FPUA made some modifications to the south gate station for ease of operation and the ability to isolate portions ofthe gate station. These modifications were relatively simple. In essence, we added three additional outlet valves for each leg ofthe system: 1. An 8? valve (located below ground) was added to the ?City? leg. A 6? valve was added to the Midway Road Loop. 3. An 8? valve was added to the ?Tropicana? feed. Please note that this feed only services Tropicana, located west on Midway Road and has been inactive for over ten years. No difficulty was encountered in the installation of these valves and they were working satisfactorily. After the successful addition of these valves, the completion of the south gate station rehabilitation project required the gate stations to be sandblasted and painted. Attachment 1 shows a simplified arrangement of these valves and will be referred to in the discussion below. System Status-December 12, 2015 As part of the south gate rehabilitation project, sand blasting and painting activities were completed on 12/11/15. During these activities, the gate station was isolated from the FGT feed and from the system (back pressure from the north gate station feed); application of the primer, base coat and finish coat must be done on a dry surface as gas piping has a tendency to ?sweat? in warm weather. The north gate station was up and running normally. System pressure was 48 psi. It was intention on Saturday to restore gas flow though the south gate station, movie to the north gate station and shut it down to resume painting activities at that location. Sequence of Events-Saturday December 12, 2015-Times are approximate At 8 am, Gas Meter Technician (GMT) and a Gas Distribution Mechanic (GDM) met at the south gate station to make preparations to restore gas flow thought the station. In addition to his gas meter responsibilities, the Gas Meter Technician is responsible for the safe, reliable operation of the gate stations. Requirements for this position include significant experience in this area. The Gas Distribution Mechanic was a junior level person assisting the Gas Meter Technician. The GMT performed routine activities to restore flow to the system such as checking regulator pressures, checking for leaks, and checking proper operation of odorant injection into the system. Once these activities were completed, the above ground valves SGO8 and 5609 were opened. The 6? valve (Midway loop line) 5621 was opened and gas flow through the system could be heard. The remaining valve SGZZ needed to be opened to restore flow to the City. it should be noted that the 6? Midway Loop line is not really an effective 6? line. Shortly after leaving the gate station, the line reduces to a 2? line, which provides flow in order to ?loop? part of the system. It is not intended, nor can it provide, sufficient flow to supply the system requirement of the City. The below ground 8? feed to the City, 5622, was all that was required to be opened to restore flow to the City. The GDM was instructed to open this valve under the direction of the GMT. The valve opens by turning the valve counter?clockwise. The GDM tried to move the valve counter-clockwise and it would not turn (the valve was already open). Based on consultation with the GMT, he was instructed to move the valve clockwise, because the GMT assumed the valve was initially closed. Although the sound of gas though the piping was heard, the feed to the City was never re-established. The pressure was checked and confirmed to be 48 psi; however, the pressure gauge that was checked was up stream of valve 5622 so it was not an indication of system pressure. Assuming gas had been restored to the system, the GMT and GDM left the south gate station and proceeded to the north gate station at 9:00 am. At the north gate station, the gas service was secured and at 9:50 am, the painters were advised that they could start work. At that time, the GMT returned to the south gate station and checked the pressure. It was at 48 psi (system pressure). Once again it should be noted that the pressure gauge checked at the south gate station was upstream of valve SGZZ. It did not indicate system pressure. The GMT left the site and went home. At 2 pm, FPUA Dispatch started to receive calls of low/no gas pressure in parts of the gas system. The Operations Supervisor was called and headed to the south gate station and found that the valve in question, SG22 was in fact closed. He proceeded to the office and assembled the Gas Operations team, which was in place by 4pm. The FPUA system is totally manual, so individual members of the team were sent to various parts of the system to determine gas pressure. Based on this information, the team determined where gas was still available and where the service had been lost or was quickly losing pressure. At 8 pm, the system was isolated and divided into two sections-north and south. Based on this isolation scheme, the north section had no gas pressure and the south section had sufficient pressure to continue service. Attachment 2 shows the approximate demarcation of the north and south areas. Work was immediately started to lock off the affected portions of the system. This work continued through 12/15/15. Based on system configuration and isolation availability, FPUA was able to restore the service to the hospital on 12/13/15. In addition, service was restored to the western section of the system, from 37th Street on Okeechobee Road, west to the Turnpike and north on Kings Highway and along Angle Road to Westwood High School on the afternoon of 12/14/15. The process of locking off meters was initially started by FPUA employees. This effort was limited to Gas Operations employees and other individuals in the company who had at least some basic Operator Qualification (0Q) training. Specifically, groups such as Meter Readers, Meter Installer/Repair personnel have some basic training on the hazards of natural gas and an understanding of the system were considered qualified for this work. Based on the size of the outage, on Sunday, 12/13/15, FPUA contacted mutual aid partners and other utilities in the state for assistance. Our appeal for help was answered by all utilities contacted. Our mutual aid partners for this effort were: 0 Clearwater Leesburg 0 Florida Public Utility 0 Florida City Gas 0 TECO People?s Gas 0 Mears Construction We were fortunate to receive support from these companies in very short order. They started to arrive on Monday 12/14/15 and the full team was in place by late on 12/15/15. By the time the restoration portion of the project started, we had ?60 00 individuals in the field assisting in the restoration. Meter lockout continued through Tuesday, 12/15/15. All the meters were locked out by the end of the day. Gas Operations performed a detailed review to make sure that every meter in the affected area was locked off. Police assistance was required on the evening of 12/15/15 to assist personnel to get into yards of uncooperative customers and where there were dog problems. Restoration of Service On 12/16/15, the system was slowly repressurized and purged of air between 8 am and noon. Five purge points at the extremities of the affected area were sampled for gas concentration (See Attachment 3 for locations). Leak response crews were available on call but no major incidents were reported. System restoration was started at noon on 12/16/15. The affected area was broken down in grids, which can be seen on Attachment 3. The crews were issued our normal service order form to document the turn-on and any unusual conditions associated with the turn-on. Pressure drop tests were conducted on each turn-on. As part of our Emergency Plan, certain facilities were given priority. Specifically in this case and based on the outage area, three nursing homes and several schools were restored first. Restoration efforts were limited to 7am-9 pm on 12/16/15 through the 12/19/15. System restoration was completed by noon on 12/19/15. At that time ?150 customers were still without service because they were unavailable to be home when our technicians were there. The majority of these customers had their service restored between the 12/19/15 and the 12/23/15 at their convenience. Our mutual aid partners completed their work on 12/19/15 and returned to their respective cities. Cause of the Outage The cause of the outage was operator error. As discussed in the Sequence of Events section, the GMT failed to verify valve SG22 was open, when in fact, it had been closed. With the shutdown of the north gate station and valve 5622 closed at the south gate station, very little gas was flowing into the system which eventually starved the system and required operator intervention to isolate the affected portion of the system and shut off service to ?2400 customers. Corrective Action-Action to Preclude Recurrence There are several steps that can/will be taken to preclude recurrence of this problem. Two areas were reviewed; the human factor part of the problem and system modifications that will be evaluated to negate or minimize a future outage. They are discussed below: Human Factor Corrective Action The GMT will have a counseling session to discuss the incident and to help him understand the required process for proper gate station operation The GMT will undergo appropriate OQ re-training and requaiification The GDM will also have a counseling session to discuss the incident and define his responsibilities acting as an assistant to the GMT in future activities The GDM will also undergo re-training in appropriate OQC courses The Operations Supervisor will undergo a counseling session to refresh his understanding of the supervisory responsibilities associated with managing the GMT The activities associated with this incident are generally routine and have been performed successfully dozens of times over the course of a year. They should Liver have resulted in the incident we experienced here. Gate station operation is critical to the reliability of the system. In the future, all gate station activities will be personally and ?hands on? supervised by the Superintendent of Gas Operations, the Gas Operations Supervisor or the Gas Distribution Foreman. in addition, these activities will be performed during normal business hours, where possible. This provides us additional personnel available for any unforeseen problems. System Modifications As discussed in earlier sections of this report, the FPUA system is entirely manual. There are no remote pressure readings, valve position indication, or remote valve operation. Any of these items could have minimized or mitigated the outage and provided us with quicker reaction time to ?save? a larger part of the system. FPUA will evaluate the following system modifications: installation of a simple SCADA system that can provide real time information on system status and provide an early warning system when there is a problem in the system or the system has been compromised. This evaluation will be completed in 90 days. At the southernmost point of our system, our gas piping is very close (<10 feet) from the Florida City Gas Main. For both systems reliability, it would make sense to establish an interconnection point to automatically open and provide gas to either system to preclude a similar incident in the future. Ifthis connection had been made, in all likelihood, it would have minimized our outage. Such a connection would have minimized the outage Florida City Gas experienced this past Mother?s Day, when their gate station was compromised by an auto accident. FPUA will contact Florida City Gas and make preparations to install this interconnection point. Safety Routine tailboard meetings on safety were carried out before each shift to identify possible safety issues associated with uncooperative customers and dog issues. Some of the contractors had individualized safety meetings. No injuries were sustained during the outage and no specific safety issues were identified during the restoration portion of the work. ATTACHMENT #1 GENERAL NOTES REFLACEDLN 3314 G) 062? REPLACEDEN 3315 INSTALLED IN 2015 LEGEND 5mm meo MASTERMETER REGULATOR neuerwwasmx I amps . I I I 6' VALVENUMBER pnessuneswce 3*e+mx FEED FROM REGULATOR FEED FROM REGULATOR STATION STATION . . . . TROP ICANA FPUA SYSTEM TO MIDWAY RD Low Pressure Incident 12.2315 Inlii Mom MP: DATE av AP 356mm VERIFY SCALE an: IR EQUAL T0 DESIGNED. JOB DEE INCH DH ORIGINAL 201503331 . semen DIMENSIONS SHEET: CRMN: SHEET Accommva WC 1 OF 1 L14 ATTACHMENT #2 ?Niall; i?lul.1IIH I'ml tum-IL 5.11,. Vunmm' Awe- Gas RestorationArea 2015 I In Boundary Outage December 2015mm Boundade 10 ATTACHMENT #3 lit-Emu - mm . ("pg Legend A Purge Locations Gas Restoration Zones 2015 Outage December 2015\Gas Outage - December 2015 Atleymxd 11 Fort Pierce Utilities Authority Gas Operations Low Pressure Incident?December 2015 Detailed Analysis and Recommendations On December 12, 2015, FPUA experienced a low pressure incident on the natural gas system, which resulted in loss of service to ?2400 customers. The details of the actual incident are contained in the report to the Florida Public Service Commission (.PSC) that was transmitted to them on January 5, 2016. That report was primarily concerned with the specific actions performed by FPUA to safely restore the system to service. There were many other issues that were experienced and reviewed during the course of the restoration, which can be used to improve normal operations for the natural gas system. In addition, there were generic issues identified that can help FPUA in general in dealing with regardless of the utility (electric, gas, water, wastewater) involved. This report will identify the improvement opportunities and is broken down into the following sections: PIan/Process/Procedures Resource Utilization Customer Impact Communications Administrative Safety System Improvements PIan/Process/Procedures 1. No initial plan was developed - At the beginning ofthe incident, we were reacting to the crisis without formulating a plan. Operations management should have broken away and done some detailed planning to smooth out the shutoff and restoration process. This would have gone a long way to getting everybody ?rowing? in the same direction and helped out communications, as well. 2. The Interactive Voice Response (IVR) was essentially unavailable during this incident. There were two problems identified. The first problem is no outage messages have been developed for any outages other than electric and this needs to be done with the help of ITS. The other problem is more generic. Once the system is turned overto the IVR, you cannot differentiate between messages on different utilities unless you go back and listen to all the individual messages. For examplewidespread electric outage, a gas leak call will not be answered. That?s a big problem and this issue will take a high priority for resolution. 3. A procedure for ?switching? should be established. Such a protocol exists for Electric, which verifies operations in the field are carried out and verified. This protocol would have been helpful in this situation as well and very likely, could have prevented the incident altogether. Resource Utilization 1. 2. The initial phase of the work was to "lock off? all services in the affected area. The task for performing this work is relatively simple; you close the riser valve (lubestop) and insert a locking device in the valve to prevent it from being opened. This operation had to be performed for all the affected services. While a high degree of training is not required, Gas Operations felt everyone performing this activity needed at least a minimal understanding of the hazards of natural gas and related topics. This substantially reduced the pool of people performing this activity. While the mutual aid people were being assembled, we really had only Gas Ops personnel and meter readers/meter installers to help out in this area. This resulted in the turn-off process taking longer than it should. FPUA has a lot of resources that could have been utilized with a minimum amount of training involved. Water Resources/Distribution personnel are a natural match for this type of activity. We will train personnel in other departments to perform "secondary" functions like this in a company emergency. The administrative load during the incident was more than the Gas Ops Staff Assistant could handle. Her primary function during the outage was dispatching. We should have requested additional personnel for strictly administrative functions. Customer Impact 1. individual requests for turn-ens were brutal. These requests came from a variety of sources and caused the most conflict of any issue we had. Everyone understands individual requests are always going to be part of the norm for a crisis like this. We need to understand the impact these requests have on the overall project. Emergency Plan identifies critical services that need to be restored in any emergency situation. We re-evaluate this list on a yearly basis and determine which facilities need to be restored first based on community and emergency needs. For example hospitals and medical facilities, police stations, and fire stations are at the top ofthe list and restored first. Communications 1. We could have done a better job in communicating internally and externally. We will designate an individual from the affected department (Manager) to be involved with the press releases at designated times to be sure they are accurate from a technical point ofview. 2. All press releases will be posted on TeamUA prior to their actual release so FPUA staff can be prepared to answer questions from the public. 2 3. 4. 5. We had some difficulty in keeping track of our workers in the field and in general, we can improve our communication in the field. We need to have a surplus of radios because we had to communicate with some of the workers through cell phones. We will establish a separate dispatch for the workers independent from normal dispatch to be able to handle outside crew radio traffic. We will develop preset times for all FPUA Directors to meet and be updated on the event and restoration effort to ensure one message is being given out companywide. An "Emergency Communications? system will be implemented through the Emergency Communications Network (ECN) to notify affected customers via cell phone text or email. Administrative 1. Credit card limits for certain individuals handling hotels and meals should be increased substantially immediately at the beginning of the event. 2. Trying to run the project out of the Gas Ops Show?up Room was challenging. In hindsight, we may have been better served in shifting the work to the War Room. The Gas Ops Show-up Room could have been used for just handling the contractor crews. 3. Cell phone reception in the Gas Ops area is spotty at best. In most cases, we needed to go outside for a decent connection. We need to get ITS involved in a solution for this problem. 4. The monitor in the Gas Ops Show-up room started to go bad during the incident with loss of viewing area and clarity. An ITS work order has been developed for replacement. 5. We ran out of Contractor? badges for our mutual aid workers. HR had ?30 badges available and we needed more. Safety 1. We were concerned with the number of workhours our employees were working during the outage. Of particular concern was them driving home after a long shift. In the future, we will look at local accommodations for our workers as well as contract personnel. 2. We will be implementing a plan to track each employee?s time in and time out to keep them within a 16-hour work shift. 3. During the process of locking out services, technicians had difficulties with some customers and dogs. Both represent potential safety issues. The support ofthe Fort Pierce Police helped greatly in providing a safe work environment for our personnel. 4. During the restoration process, safety and code issues were identified at some of our customer?s homes. Improper/no venting of gas water heaters and gas leaks on the customer side of the meter were red tagged and corrected. Many of these services had not been visited for years, so these issues had gone undetected. 5. No other safety issues were identified during the outage. System Improvements 1. Installation of a SCADA system inside the North and South Gate Stations to monitor system status Cost TBD. 2. Installation of field devices to be monitored by a SCADA system to monitor system pressure Cost TBD. 3. Installation of additional isolation valves throughout the system Cost TBD. 4. Installation of valve indication markers inside the Gate Stations - Cost TBD. 5. Institute additional training for secondary functions for FPUA employees in other divisions Cost TBD. 6. Improve mapping of system and valve placements Cost TBD. Conclusions It has been over ten years since FPUA has encountered an event which required the type of response and resources this event did in December 2015. The lessons learned and improvement opportunities identified above will be reviewed and implementation will be initiated in the near future. Implementation of these items should help in the future with a similar event. . . Board Submission Form $0 Fort Pierce Utilities Authority ?Committed to Quality' 206 South Sixth Street (34950] 1/13/20 1 6 Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 {772) 466-1600 Department: 66 - Water/WW Engineering Board Meeting Date: 01/19/2016 Item Type: Regular Agenda Subject: Midway Road Interconnect Relocation Recommendation: POA 14-20: Approve a) use of contingency in the amount of $190,000, to fund FY 2016 Midway Road Widening Project (25th Street to Turnpike) costs not incurred in FY 2015 and additional costs to relocate the potable water interconnect with Port St. Lucie, and b) additional funding, payable to St. Lucie County, in an amount not to exceed $65,000, to relocate the interconnection. Reviewed By Attorney: Funds Available From: NO Funds Needed Budgeted Contingency Approvals: System Director: Jan Director of Finance: PENICK, NINA B. Jan 12 2016 Director of Utilities: CLAYTON W- Jan 12 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Timothy E. Perkins, P.E., Director of 8: WW Systems FROM: Valerie A. Schulte, P.E., Supervising Engineer DATE: January 13, 2016 SUBJECT: Midway Road Interconnect Relocation RECOMMENDATION: POA 14-20: Approve a) use of contingency in the amount of $190,000, to fund FY 2016 Midway Road Widening Project (25th Street to Turnpike) costs not incurred in FY 2015 and additional costs to relocate the potable water interconnect with Port St. Lucie, and b) additional funding, payable to St. Lucie County, in an amount not to exceed $65,000, to relocate the interconnection. SUM IN FORMATION The potable water interconnect with the City of Port St. Lucie is currently located on the southwest corner of 25th Street and Midway Road and must be relocated as part of the FDOT Midway Road widening project. It was first believed to require only a slight adjustment to the west in the same general vicinity, however the FDOT needs additional land in this area thereby making this location no longer feasible. Staff has located a better site further west for the relocated interconnect facility and is requesting to construct it utilizing the roadway contractor through the existing lnterlocal agreement with St. Lucie County. The lnterlocal Agreement allows for additions such as this with no amendments required. A portion ofthe utility work that is required for the Midway Road widening project is approved to be completed utilizing the roadway contractor through the existing lnterlocal agreement with St. Lucie County. Staff has no control over the scheduling of this work. Only a small portion of the budgeted work was performed in FY 2015 and the majority of the work must be completed in FY 2016. Therefore staff is requesting approval for the use of contingency to fund completion of the utility work at $110,000, the interconnect relocation at $65,000 and, staff time and overhead of $15,000 for a total of $190,000. The total project cost, which includes this amount, costs incurred through FY 2015, and the original FY 2016 budget, is projected to be $519,000. Page 1 of 2 ALTERNATIVES (IF ANY): Do not approve. This is not recommended because there is already a bid and awarded contract in place to perform the utility work and a good price has been provided to perform the relocation of the interconnect. ATTACHMENTS: Budget Transfer Request Page 2 of 2 Fort Pierce Utilities Authority ?Committed to Quality" 206 South Sixth Street (34950) Post Office Box 3191 Fort Pierce, Florida 34948-3191 (772) 466-1600 From Department Dept.No.: 66 To Department Dept.No.: 66 Budget Transfer Request - WATERIWW ENGINEERING - WATERW ENGINEERING I Date I 12-16-2015 I This form shall be Tsed to request transfers between projects. To request a new project number, please prepare a Post-budgeted Pro chBudget Request Form. Requisition pending transfer? Yes No Requisition No.: 19252 From To Account No. Description-._ Amount Account No. Description Amount CONTINGENCY $125,000 634316628 5150313; TO $125,000 CONTINGENCY $65,000 634616628 0512,1113; TO $65,000 From Amount $190,000 To Amount $190,000 Comments: THIS PROJECT DID NOT GET STARTED LAST YEAR AND THE REPLACEMENT OF THE INTERCONNECT WILL BE ADDED TO THE WORK SCOPE AS A SHARED COST WITH PSL. APPROVALS From - Director If Different Dept. To - Department Head If Different Dept. To - Director $10,000 Director of Utilities Capital Utility Accountant Plant 08.1111 Utility Accountant - GA2 CN ETII FORM FM From - Department Head E2 schulte (1/8l2016) 6-2 Board Submission Form 4' 7 4' a: Fort Pierce Utilities Authority . ?r ?Committed to Quality" 206 South Sixth Street (34950) 1/14/2016 Post Of?ce Box 3191 Fort Pierce, Florida 34943?31 91 (772)466?1600 Department: 66 - Water/WW Engineering Board Meeting Date: 01/19/2016 Item Type: Regular, Contract Agreement Subject: Mainland Water Reclamation Facility Deep Injection Well System Acidization Recommendation: POA 14-53: Approve: a) use of contingency in the amount of $42,197 to fund the unbudgeted portion of FPUA's contribution toward the Acidization ofthe Mainland Water Reclamation Facility's Deep Injection Well (DIW) IW-1, and b) Specific Authorization CDM 16-01 with CDM Smith, Inc., of Cambridge, Massachusetts, in the amount of $222,589, to perform the engineering services related to the DIW Acidization, contingent on receiving required Certificate(s) of Insurance. Reviewed By Attorney: NA (FPUA Standard Contract) Available From: No Funds Needed Budgeted Contingency Approvals: System Director; Jan Director of Finance: PENICK, NINA B. Jan 14 2016 Director of Utilities: CLAYTON W. Jan 14 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Timothy E. Perkins, P.E., Director of WW Systems FROM: Valerie A. Schulte, P.E., Supervising Engineer DATE: January 14, 2016 SUBJECT: Mainland Water Reclamation Facility Deep Injection Well System Acidization RECOMMENDATION: POA 14-53: Approve: a) use of contingency in the amount of $42,197 to fund the unbudgeted portion of FPUA's contribution toward the Acidization of the Mainland Water Reclamation Facility's Deep Injection Well (DIW) IW-1, and b) Specific Authorization CDM 16?01 with CDM Smith, Inc., of Cambridge, Massachusetts, in the amount of $222,589, to perform the engineering services related to the DIW Acidization, contingent on receiving required Certificate(s) of Insurance. INFORMATION Fort Pierce Utilities Authority (FPUA) operates two Class I, non~hazardous Deep Injection Wells (DIW) and associated dual-zone monitor well at the Mainland Water Reclamation Facility (MWRF) and Treasure Coast Energy Center (TCEC). The injectate for deep injection well, lW-1, consists primarily of cooling tower blow-down water from the TCEC and leachate from the St. Lucie County Baling and Recycling Facility. FPUA has documented increasing operating pressures in IW-1 in recent months. This is believed to be representative of clogging of the injection zone formation. In an effort to maintain injectivity, FPUA has enlisted CDM Smith, Inc., to provide the engineering, subcontracting, project oversight and reporting services needed to develop an acidization procedure and engage a licensed well driller to perform the necessary rehabilitation activities. FPUA was informed by Florida Municipal Power Association that they are anticipating two power plant shutdowns at TCEC during 2016; a Spring Outage scheduled for the period of 2/27/2016 3/12/2016 and a Fall Outage scheduled for the period of 10/31/2016 - 11/16/2016. It is during the spring outage when FPUA would like to perform the acidization process as the fall outage is when FPUA plans to perform the required 5-year Mechanical Integrity Testing of DIW Page 1 of 2 FPUA plans to equally share the cost of this maintenance with FMPA and St. Lucie County Baling and Recycling Facility. Each party will be responsible for approximately $74,200. ALTERNATIVES (IF ANY): Do not approve. This is not recommended as this activity is necessary to maintain the injectivity of wastestreams from two of FPUA's existing wastewater customers. ATTACHMENTS: Budget Transfer Request Specific Authorization CDM 16-01 Page 2 of 2 Fort Pierce Utilities Authority "Committed to Quality" 205 South Sixth Street (34950) Post Office Box 3191 Fort Pierce, Florida 349433191 (772) 466-1600 From Department Dept.No.: 66 To Department Dept.No.: 82 Budget Transfer Request - WATERNWV ENGIN EERING - WATER RECLAMATION I Date I 01-06-2016 This form shall be used to request transfers between projects. To request a new project number, please prepare a Post-budgeted ProjectiBudget Request Form. Requisition pending transfer? Yes No Requisition No.: 19417 From To Account No. Description Amount Account No. Description Amount PROFESS. FEES CONTINGENCY $42,197 08-4?082?92300-2164 CONSULTINGENG $42,197 From Amount $42,197 To Amount $42,197 Comments: THE CDM PO AMOUNT IS $222,589 OF WHICH FPUA WILL PAY 173 SLC WILL PAYIIS AND FMPA WILL PAY 1f3. $32,000 IS AVAILABLE IN THE ACCOUNT NUMBER ABOVE WITH AN ADDITIONAL $42,197 BEING TRANSFERRED FROM CONTINGENCY TO COVER FPUA SHARE ($74,197) NEEDED TO FUND THE NECESSARY MAINTENANCE. APPROVALS if Different Dept. If Different Dept. $10,000 Capital To Department Head Director of Utilities Utility Accountant - Plant Utility Accountant - GA2 From - Director From Depaitment Head Eschulte (171172016) To - Director FO .I FM SPECIFIC AUTHORIZATION NO. CDM 16?01 Mainland Water Reclamation Faci?y Deep Injection Well (DIW) System Acidization Pursuant to the provisions contained in the "Continuing Contract for Professional Engineering Services" dated November I 18, 2014 (Contract) between Fort Pierce Utilities Authority (FPUA) and CDM Smith Inc. (Firm), this Specific Authorization authorizes Firm to provide services under the terms and conditions set forth herein and in the Contract, which is incorporated herein by reference as though set forth in full. FPUA desires engineering services related to Mainland Water Reclamation Facility Deep Injection Well (DIW) System Acidization, hereinafter referred to as the "Specific Project.? Section 1 Terms Firm shall be defined as an individual, corporation, or contractor having a direct contract with FPUA or with any other subcontractor in the performance of a part of the work contracted for under the terms of this Specific Authorization with FPUA. Section 2 - Scope of Work Firm will provide the following services in accordance with applicable section(s) of the Contract: Background OWNER operates two Class I, non-hazardous DIWs and associated dual-zone monitor well at the Mainland Water Reclamation Facility (MWRF) and Treasure Coast Energy Center (TCEC). The injectate for IW-1 consists primarily of cooling tower blow-down water from the TCEC and leachate from the St. Lucie County Baling and Recycling Facility (Class I landfill). Additional potential waste streams authorized under the Operating Permit are groundwater from extraction wells at the St. Lucie County Baling and Recycling Facility (existing) and cooling water from a proposed gasification facility at the Baling and Recycling Facility. The OWNER has documented increasing operating pressures in IW-1 in recent months. This is typically believed to be representative of clogging of the injection zone formation. In an effort to maintain injectivity in the injection zone, the OWNER has enlisted the FIRM to develop an acidization procedure and engage a licensed well driller to perform the necessary rehabilitation activities. OWNER operates the injection well system under Florida Department of Environmental Protection (FDEP) Operating Permit No. This permit, along with State statutes require that a plan be submitted to FDEP for approval prior to any modifications (physical or chemical) be made to the below?grade components of the well. Specific Authorization for PE Services Page 1 of 6 The following Scope of Services accounts for the preparation of the acidization plan and procedures memorandum for approval by FDEP, as well as enlisting a licensed well driller to perform the work and oversight by the FIRM. Task 1 COORDINATION WITH FDEP The TCEC will be offline for a scheduled maintenance outage in late February/early March. General Condition No. 22 of the operating permit states that, "The permittee shall notify the Department as soon as possible of any planned physical alterations or additions to the permitted facility? as described in Chapter FIRM will prepare the approach memorandum including a description of the acid to be used, the injection procedure, duration of activities, and details on the brushing of the casing. FIRM will submit the draft plan to the OWNER for review and comment prior to submitting to FDEP. Once comments are incorporated, FIRM will submit the plan to FDEP on behalf of the OWNER. FIRM anticipates that one conference call with FDEP staff (including OWNER) will be required to review the plan prior to FDEP approval. Task 2 ACIDIZATION OF THE DIW The TCEC has a scheduled outage/shutdown planned for February 27, 2016 that is anticipated to last for 14 days. During this planned shutdown, OWNER requests that an acidification procedure be performed on the well to attempt to clean the formation within the injection zone and attempt to restore operating pressures. FIRM will partner with a capable, licensed well driller to perform the desired acidization treatment. This task will include an on-site kickoff meeting with the driller, FIRM and OWNER. A professional geologist, with experience in deep well acidization, will oversee acidification and brushing (if needed) procedures. The acidization process will include injection of a 31 percent hydrochloric acid solution to be injected below the well casing, which will then soak for 3 days before returning the well to service. The acid solution will affect only the open?hole portion of the well. FIRM recommends including a cleaning of the casing as well. This would entail the installation of a rotating brush that will clean the casing walls. During the brushing of the casing, debris will be loosened and will be pumped out of the well via well development or alternative method. The developed well water will ultimately be injected back into the well for disposal, after settling out of the solids. The driller will bring in frac tanks with sufficient capacity to hold the development water and act as settling tanks, prior to injecting the water back into the well. The budget for this effort includes the use of 3 frac tanks. A water supply is required during the acidization process to "chase" the acid prior to initiating the soak. Prior discussions with the OWNER indicate that the existing Upper Floridan Aquifer well used by TCEC can be utilized for this effort. OWNER has also agreed to fill the existing 50,000 gallon storage tank from this well prior to commencing acidization activities. The OWNER has also indicated that the existing pumps connected to the storage tank are Specific Authorization for PE Services Page 2 of 6 available for the driller?s use to direct water down the well after the acid is injected. This scope of services does not include provisions for the driller to obtain an alternate water source, tanks/storage, or pumping facilities. The process will require between 8 to 10 days to complete (including a 3-day soak during which no activities are taking place on site), including mobilization. The effort will be limited to Monday through Friday, unless previously approved by OWNER. During this time, the DIW will not be available for injectate disposal. OWNER will be responsible for coordinating with other entities (primarily St. Lucie County) in advance of the shutdown to insure that adequate alternative disposal arrangements can be made prior to taking the well offline. TASK 3 - SUMMARY MEMORANDUM FIRM will prepare a memorandum summarizing the activities performed during the acidization and casing brushing. The memorandum will also include a comparison of the pre? and post-cleaning operating data (collected by and provided to FIRM by OWNER). FIRM will include any available documentation provided by the driller as attachments to the memorandum. TASK 4 PROJECT QUALITY MANAGEMENT Activities performed under this task consist of those general functions required to maintain the project on schedule, within budget, and that the quality of the work products defined within this scope is consistent with standards and the expectations. Specific activities included are identified below. FIRM maintains a Quality Management System (QMS) on all projects. In accordance with the QMS Quality Procedures, a project planning and scope review meeting will be conducted at the start of the project. In addition, the Technical Specialists will perform quality reviews of the deliverables identified in Tasks 1 through 3. Section 3 - Location The services to be performed by Firm shall be on the following site or sites: Mainland Water Reclamation Facility/Treasure Coast Energy Center Section 4 Project Reference FPUA desires Firm to perform the services that shall be referred to as the DIW Acidization. Section 5 - Deliverables Firm will provide the following Deliverables to FPUA: 1. Electronic copy of the draft Acidization Procedures Plan described in Task 1; 2. Electronic copy of the final Acidization Procedures Plan described in Task 1; Specific Authorization for PE Services Page 3 of 6 Electronic copy of the final Technical Memorandum, documenting the activities performed; and Copies of all documentation associated with the acidification activities from the driller (electronically, where applicable). Section 6 - Time of Performance This Specific Authorization shall commence upon written Notice to Proceed. Firm and FPUA agree to the following schedule: The FIRM will begin preparation of the Acidization Procedures Plan within 10 working days of Notice to Proceed. The FIRM will prepare and submit the draft Acidization Procedures Plan to OWNER for review and comment within 30 clays of Notice to Proceed. The FIRM will submit final Acidization Procedures Plan to FDEP within 10 days of receipt of comments from OWNER. Acidization will take place concurrently with the planned shutdown of the TCEC in early March 2016. The FIRM will provide the OWNER with a detailed summary memorandum within 60 days of completion of the acidization, to allow for ample time to collect several weeks of post-acidization operating data for review and inclusion in the memorandum. Section 7 - Method and Amount of Compensation Firm shall be paid by FPUA in accordance with the Local Government Prompt Payment Act, sections 218.70-79, Florida Statutes and in accordance with the payment method as set forth in section 6 of the Contract. The calculations shall begin using the date the invoice was received. Task 1: Coordination with FDEP $2,388 Task 2: Acidization of DIW $211,045 Task 3: Summary Memorandum $2,757 Task 4: Project Quality Management $4,638 Total Labor Cost: $220,828 Projected Expenses: $1,761 Total Project Cost (LUMP SUM FEE): $222,589 on the terms contained in Firm?s said proposal for the doing of said work and the said award therefore, and the specifications herein specifically referred to and made a part of this Authorization. Specific Authorization for PE Services Page 4 of 6 Section 8 Responsibilities Firm shall, under no circumstance, look to FPUA to provide any labor or equipment for Firm. Firm shall provide all of the labor and equipment necessary to perform the job or services contracted for at the expense of Firm. Property of any kind that may be on the premises, which are the site of the performance of this Contract, during the performance of this Specific Authorization, shall be at the sole risk of Firm. 8.1 FPUA hereby designates James Carnes as FPUA's Designated Representative pursuant to Section 5 of the Contract. 8.2 In addition to applicable provisions of Section 3 of the Contract, FPUA will: Provide access to the site, copies of all necessary operating data (for tailoring acidification plan), existing permits, and any other related information in possession. 8.3 Firm acknowledges and understands that it is an independent contractor in its relationship with FPUA. Firm hereby designates Jill Grimaldi as Firm?s Designated Representative pursuant to Section 1 of the Contract. Section 9 Insurance Firm shall provide certificate of insurance to FPUA setting forth the type and amount of insurance carried by Firm and conforming to the minimum requirements set forth in the Contract. All requirements of this section shall be approved by FPUA. FPUA is requiring Firm provide additional coverage in the amount specified below: Professional Liability: Section 10 Commencement Firm shall commence upon Notice to Proceed and is estimated to end in approximately 120 days. Section 11 Level of Service FPUA shall have the right to terminate said Authorization by giving Firm thirty (30) days written notice if the service that is being provided is not maintained at levels necessary to provide the required service. FPUA will determine in its sole judgment what constitutes a satisfactory level of service. Section 12 - Other Provisions All applicable portions of the Contract not specifically modified herein shall remain in full force and effect and are incorporated by reference herein. The Next Page is the Signature Page. Specific Authorization for PE Services Page 5 of 6 IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals to this Contract the day and year set forth below. Signed, sealed and delivered in the presence of: CDM SMITH INC. BY: Signature/Officer of Firm (Manual) Eff}; Name (Typed or Printed) TITLE: \Kce fres?i?cleycf)? STATE OF: Florida COUNTY or: 0 range The foregoing instrument was acknowledged before me this day of 20M by Eric: Vim: PK?asidenlgof CDM Smile Inc. Of?cer of Firm Title Name of Firm 3 mo H75 corporation, on behalf of the corporation. State He/She Is personally known to me or has produced as identification. pa - I) A. MICHELLE HUMPHRIES aha/U? 60? I Notary Public . slate of Honda Notary Public -: My Comm. Expires Apr 28, 2017 . . . l_ - Bonded 'lluough National Nolary Assn. FORT PIERCE UTILITIES AUTHORITY BY: Secretary Chairman (FPUA Seal) DATE: APPROVED AS TO FORM CORRECTNESS: BY: Fort Pierce Utilities Authority Attorney Specific Authorization for PE Services Page 6 of 6 G-3 BOARD SUBMISSION FORM Department: 21 – Department of Finance Board Meeting Date: 01/19/2016 Item: X Regular Agenda Consent Agenda Subject: Rate comparisons for the month of November 2015:  Comparison of Residential Electric Rates compiled by the Florida Municipal Electric Association (FMEA).  Comparison of Residential Electric, Water and Wastewater Rates compiled by FPUA staff for Fort Pierce, Port St. Lucie, St. Lucie County Utilities, and Vero Beach. Recommendation: For information only Reviewed By Attorney: Funds Available From: Yes X X No Funds Needed Approvals: Systems Director: Risk Management: N/A Director of Financial Services: N/A Director of Utilities: No Budgeted COMPARISON OF RESIDENTIAL ELECTRIC RATES COMPILED BY FLORIDA MUNICIPAL ELECTRIC ASSOCIATION, INC. - TALLAHASSEE, FLORIDA 1,000 KWH November 2015 Customer Charge CITY ALACHUA BARTOW BLOUNTSTOWN BUSHNELL CHATTAHOOCHEE CLEWISTON FORT MEADE FORT PIERCE GAINESVILLE GREEN COVE SPRINGS HAVANA HOMESTEAD JACKSONVILLE JACKSONVILLE BEACH KEY WEST KISSIMMEE LAKE WORTH LAKELAND LEESBURG MOORE HAVEN MOUNT DORA NEW SMYRNA BEACH NEWBERRY OCALA ORLANDO QUINCY ST. CLOUD STARKE TALLAHASSEE VERO BEACH WAUCHULA WILLISTON WINTER PARK FL POWER & LIGHT * GULF POWER * DUKE ENERGY* TAMPA ELECTRIC** FLORIDA PUBLIC UTILITIES-NE* FLORIDA PUBLIC UTILITIES-NW* G G G G G G G G G G G G G G G G G G 9.00 8.00 3.50 7.40 6.50 6.50 12.96 6.01 14.25 12.00 6.00 5.60 5.50 4.50 15.03 10.17 10.53 9.50 12.36 8.50 8.95 5.65 7.50 9.33 8.00 6.00 8.32 N/A 7.34 8.33 9.10 8.00 9.55 0.00 7.57 18.60 8.76 15.00 14.00 14.00 Base Rate (Includes Fuel or Cost Customer Adjustment Charge) 101.00 54.70 118.85 98.05 90.10 93.20 89.56 116.84 60.40 95.00 89.50 77.60 72.36 81.07 137.03 133.27 75.73 63.02 105.58 83.30 49.24 82.10 107.50 93.64 72.18 93.35 75.07 75.95 75.30 54.43 87.50 89.84 75.80 0.00 66.28 92.12 75.32 61.94 33.60 33.60 25.25 70.00 0.00 23.00 19.83 6.03 39.00 -5.00 78.00 5.00 11.16 39.63 38.80 41.84 -20.03 -35.09 39.00 43.85 14.09 36.20 65.20 24.96 9.50 19.00 37.25 10.50 38.74 45.50 39.25 67.50 20.00 15.70 30.86 0.00 28.02 43.69 43.23 35.59 102.90 102.90 1,200 KWH *** Total 126.25 124.70 118.85 121.05 109.93 99.23 128.56 111.84 138.40 100.00 100.66 117.23 111.16 122.91 117.00 98.18 114.73 106.87 119.67 119.50 114.44 107.06 117.00 112.64 109.43 103.85 113.81 121.45 114.55 121.93 107.50 105.54 106.66 0.00 94.30 135.81 118.55 106.2 136.50 136.50 Total with Base Rate franchise or (Includes transfer fee Customer payment Charge) 109.24 113.06 99.96 143.96 125.66 112.57 144.69 144.69 121.40 64.04 142.62 116.18 100.32 110.54 104.88 140.56 73.20 112.40 106.20 92.00 85.73 96.38 161.43 173.07 93.53 74.85 128.65 98.26 57.30 97.39 127.50 110.50 87.02 110.82 90.50 96.00 88.89 68.89 103.18 106.21 91.43 0.00 80.18 106.82 91.36 73.33 40.02 40.02 Fuel or Cost Adjustment 30.30 84.00 0.00 27.60 23.79 7.24 46.80 -6.00 93.60 6.00 13.39 47.56 46.56 50.21 -24.04 -42.11 46.80 52.62 16.90 43.44 78.24 29.95 11.40 22.80 46.70 12.60 48.57 54.60 47.10 81.18 24.00 18.84 39.03 0.00 35.62 52.43 53.88 44.71 125.98 125.98 2,500 KWH *** Total 151.70 148.04 142.62 143.78 124.11 117.78 151.68 134.56 166.80 118.40 119.59 139.56 132.29 146.59 137.38 130.96 140.33 127.47 145.55 141.70 135.54 127.34 138.90 133.30 133.72 123.42 139.07 150.60 135.99 150.07 127.18 125.05 130.46 0.00 115.80 159.25 145.23 128.45 166.00 166.00 Total with Base Rate franchise or (Includes transfer fee Customer payment Charge) 144.23 138.29 122.75 168.81 153.94 136.16 175.96 175.96 254.00 124.75 297.13 234.03 209.00 223.50 204.46 294.80 156.40 225.50 214.75 185.60 172.65 195.93 320.03 349.55 209.23 157.33 278.57 195.50 109.67 196.77 257.50 220.11 183.45 224.38 190.80 230.02 177.24 162.89 205.10 212.60 193.03 0.00 170.59 202.40 195.59 147.35 81.75 81.75 Fuel or Cost Adjustment 63.13 175.00 0.00 57.50 49.57 15.08 97.50 -12.50 195.00 12.50 27.90 99.08 97.00 104.60 -50.08 -87.73 97.50 109.63 35.21 90.50 163.00 62.40 23.75 47.50 108.13 26.25 112.45 113.75 98.13 169.13 50.00 39.25 92.16 0.00 85.05 109.23 123.08 103.98 276.00 276.00 *** Total 317.13 299.75 297.13 291.53 258.57 238.58 301.96 282.30 351.40 238.00 242.65 284.68 269.65 300.53 269.95 261.82 306.73 266.96 313.78 286.00 272.67 259.17 281.25 267.61 291.58 250.63 303.25 343.77 275.37 332.02 255.10 251.85 285.19 0 255.64 311.63 318.67 273.01 357.75 357.75 Total with franchise or Additional transfer fee Tax payment 289.47 302.30 270.98 330.33 337.79 289.39 379.22 379.22 10% 10% 5% 10% NONE 10% 10% 10% 10% NONE NONE 10% 10% NONE NONE 8% 10% 10% 10% 10% 10% 9.25% 10% 10% 10% NONE 8% 10% 10% 10% 10% 5% APPL 0% APPL TAXES ADD FEES TAXES TAXES *Rates for municipal utilties INCLUDE payment-in-lieu of tax to the city's general fund. Rates for investor-owned utilities DO NOT INCLUDE franchise fee payments, which average 6% across Florida. G = Generating utility. **Total includes conservation, capacity, environmental and refund credit (if applicable). ***Total include 6% franchise fee for IOUs. For municipal utilities, total include actual transfer payment. 1/12/2016 Page # 1 FMEA Residential Electric Rate Report 1,000 kWh October vs November 2015 CITY October November INCREASE (DECREASE) FMPA ARP CITIES: BUSHNELL CLEWISTON FORT MEADE FORT PIERCE GREEN COVE SPRINGS HAVANA JACKSONVILLE BEACH KEY WEST KISSIMMEE LEESBURG NEWBERRY OCALA STARKE City City City Utility City City City Utility Utility City City City City 124.05 102.86 128.56 112.84 98.50 101.60 122.91 117.00 111.22 119.67 112.50 121.22 121.45 121.05 99.23 128.56 111.84 100.00 100.66 122.91 117.00 109.24 119.67 117.00 112.64 121.45 (3.00) (3.63) (1.00) 1.50 (0.94) (1.98) 4.50 (8.58) - NON-ARP CITIES: ALACHUA BARTOW BLOUNTSTOWN CHATTAHOOCHEE GAINESVILLE HOMESTEAD JACKSONVILLE LAKE WORTH LAKELAND MOORE HAVEN MOUNT DORA NEW SMYRNA BEACH ORLANDO QUINCY ST. CLOUD TALLAHASSEE VERO BEACH WAUCHULA WILLISTON WINTER PARK City City City City City City Utility City City City City Utility Utility City City City City City City City 126.25 126.32 118.85 118.79 138.40 117.23 111.16 114.73 106.87 118.60 114.44 107.06 109.43 106.55 113.81 114.55 121.93 108.50 103.04 115.24 126.25 124.70 118.85 109.93 138.40 117.23 111.16 114.73 106.87 119.50 114.44 107.06 109.43 103.85 113.81 114.55 121.93 107.50 105.54 113.06 (1.62) (8.86) 0.90 (2.70) (1.00) 2.50 (2.18) 94.30 135.81 118.55 105.76 136.50 136.50 94.30 135.81 118.55 106.20 136.50 136.50 0.44 - INVESTOR-OWNED: FL POWER & LIGHT * GULF POWER * DUKE ENERGY* TAMPA ELECTRIC** FLORIDA PUBLIC UTILITIES-NE* FLORIDA PUBLIC UTILITIES-NW* FUEL FUEL BASE BASE BASE BASE FUEL BASE FUEL FUEL BASE BASE FUEL BASE FUEL FUEL BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE FUEL BASE BASE BASE FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL BASE BASE BASE BASE BASE BASE BASE BASE BASE FUEL FUEL FUEL FUEL FUEL Non ARP Cities Fort Pierce - November Fort Pierce - Jan Approved FMPA ARP Cities IOU Avg $128.59 Municipal Avg $114.55 === ARP Avg $113.94 FUEL FUEL BASE L E S S BASE L E S S $60 FPUA $111.84 FPUA $110.84 $120 FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL L E S S $40 L E S S BASE $20 FUEL $100 L E S S $80 $/1,000 kWh FMEA Electric Bill Comparison (1,000 kWh) - November 2015 $160 $140 $0 $400 FUEL FUEL BASE BASE BASE FUEL BASE BASE BASE FUEL BASE FUEL FUEL BASE BASE FUEL BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE L E S S FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL L E S S BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE BASE FUEL FUEL FUEL FUEL FUEL Non-ARP Cities Fort Pierce - November Fort Pierce - Jan. Approved FMPA ARP Cities FUEL BASE FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL FUEL $50 FUEL $300 L E S S $150 L E S S $100 FUEL $250 FPUA $282.30 FPUA $279.80 IOU Avg $331.15 Municipal Avg $284.65 === ARP Avg $281.64 L E S S $200 $/2,500 kWh FMEA Electric Bill Comparison (2,500 kWh) - November 2015 $350 $0 Fort Pierce / Port St. Lucie / St. Lucie County / Vero Beach-Indian River County Utility Bill Comparison November 2015 Utility Electric Water Wastewater Totals Consumption 1,000 kWh 6,000 gallons 6,000 gallons Total Utility Bill* Fort Pierce Port St. Lucie** SLC Utilities*** Vero/IRC $119.55 $37.60 $48.24 $110.93 $34.81 $63.90 $101.03 $45.66 $66.15 $132.53 $22.58 $41.43 $205.39 $209.64 $212.84 $196.54 * Includes all taxes, fees and charges. Numbers are from actual utility bills for a home with average electric, water and sewer usage. ** PSL electric service is provided by FPL. Many Port St. Lucie Utilities customers also pay an assessment on their tax bill for water and sewer service. *** Electric service in most areas of St. Lucie County is provided by FPL. SLC Utilities customers pay no utility tax G-4 BOARD SUBMISSION FORM Department: 21 – Finance Board Meeting Date: 1/19/2016 Item: X Regular Agenda Consent Agenda Subject: Status report on Electric Power Cost Adjustment (PCA) for December 2015 Recommendation: Approve a decrease to the Power Cost Adjustment (PCA) of $1 per 1,000 kWh, from -$6 to -$7 per 1,000 kWh, effective February 1, 2016. Reviewed By Attorney: Funds Available From: Yes X X No No Funds Needed Approvals: Systems Director: Risk Management: Director of Financial Services: Director of Utilities: M:\_Finance\AR2016-02 - PCA decrease 201512.docx N/A N/A Budgeted Fort Pierce Utilities Authority Memorandum To: Clayton W. Lindstrom, P.E., Director of Utilities From: Nina B. Penick, CPA, Director of Financial Services Date: January 13, 2016 Subject: Status report on Electric Power Cost Adjustment (PCA) for December 2015 RECOMMENDATION: Approve a decrease to the Power Cost Adjustment (PCA) of $1 per 1,000 kWh, from -$6 to -$7 per 1,000 kWh, effective February 1, 2016. SUMMARY/SUPPORTING INFORMATION: Because the current and future cost of purchased power is always changing, this item is being brought to the Board to inform them of December’s preliminary results and projections of FPUA’s power costs through December 31, 2016. The PCA is a direct recovery of power costs paid. FPUA does not make a profit through this adjustment. Any over or under-recovery is recorded as a liability to or a receivable from the customer. A decrease to the Power Cost Adjustment (PCA) of $1 per 1,000 kWh, from -$6 to -$7 per 1,000 kWh, is recommended at this time. This recommendation is based on the projections of FPUA’s power costs for FY 2016 and FY 2017, prepared by Public Resources Management Group (PRMG), which in turn are based on projections prepared by Florida Municipal Power Agency (FMPA). Attached is a table of the amount of power cost paid to FMPA and recovered from FPUA’s customers each month for the past 24 months. The cost of power purchased from FMPA for the month of December was billed to FPUA at the rate of $61.41 for 1,000 kWh, a decrease of $7.37 as compared to November. The over-recovery from the customer for the month of December totaled $557,393. The cumulative over-recovery was $6,693,239 as of December 31, 2015. Also attached is a table of FMPA All-Requirements all-in rate projections vs. actual billings. Projections for the month of December 2015 over the prior 11 months at the 50% confidence levels were an average of 24.5% more than the actual rate billed. Since November’s forecast, FMPA’s estimate of the price of purchased power for the upcoming 12 months has increased 1%. However, due to the amount of the current over-recovery, staff is recommending a PCA decrease in the amount of $1 per 1,000 kWh effective February 1, 2016. Due to the fluctuations in the cost of purchased power, staff will continue to monitor and present to the Board actual and projected costs and sales levels and recommend changes only when necessary. ALTERNATIVES (IF ANY): Make no change to the PCA, or approve a change of a different amount, which is not recommended at this time. ATTACHMENTS: Table of Power Costs Paid and Recovered Chart of Power Costs Charged and Paid for 1,000 kWh Chart of Power Cost Adjustment (PCA) for 1,000 kWh Table of FMPA All-Requirements All-In Rate Projections vs. Actual – 60% Load Factor Chart of Projected Power Cost Adjustment Over (Under) Collection Power Cost Projections through December 31, 2016, prepared by PRMG Fort Pierce Utilities Authority Power Costs Paid and Recovered 24 Months Ended December 31, 2015 CUSTOMER PCA PER POWER RECOVERY 1,000 COST PAID PER KWH PER MONTH MONTH* MONTHLY OVER (SHORT) December 2013 ** CUMULATIVE OVER (SHORT) $3,516,953 January 2014 $1.00 $3,818,138 $3,219,356 ($598,782) $2,918,171 February 2014 $1.00 $3,360,285 $3,014,964 ($345,321) $2,572,850 March 2014 $3.00 $2,872,437 $3,102,991 $230,554 $2,803,404 April 2014 $4.00 $3,991,993 $2,915,019 ($1,076,973) $1,726,431 May 2014 $5.00 $4,133,400 $3,533,819 ($599,581) $1,126,850 June 2014 $6.00 $4,233,445 $4,428,257 $194,813 $1,321,662 July 2014 $7.00 $4,155,200 $4,286,715 $131,515 $1,453,177 August 2014 $8.00 $4,016,925 $4,370,493 $353,569 $1,806,746 September 2014 $8.00 $3,309,111 $4,508,524 $1,199,414 $3,006,160 October 2014 $3.50 $3,234,288 $4,109,265 $874,977 $3,881,137 November 2014 $2.50 $2,281,728 $3,152,145 $870,417 $4,751,553 December 2014 $1.00 $2,943,960 $2,963,200 $19,240 $4,770,794 January 2015 $0.00 $2,584,388 $3,126,283 $541,894 $5,312,688 February 2015 $0.00 $3,634,560 $2,722,571 ($911,988) $4,400,699 March 2015 $0.00 $3,195,205 $3,197,541 $2,336 $4,403,035 April 2015 $0.00 $3,203,272 $3,356,936 $153,664 $4,556,699 May 2015 $0.00 $3,974,922 $3,650,798 ($324,124) $4,232,576 June 2015 $0.00 $4,204,991 $3,985,351 ($219,641) $4,012,935 July 2015 -$3.00 $3,971,036 $4,056,326 $85,290 $4,098,225 August 2015 -$3.00 $3,744,731 $4,298,720 $553,988 $4,652,213 September 2015 -$3.00 $3,369,843 $4,136,261 $766,417 $5,418,630 October 2015 -$4.00 $3,068,921 $3,549,835 $480,914 $5,899,544 November 2015 -$5.00 $3,175,658 $3,411,960 $236,302 $6,135,846 December 2015 -$5.00 $2,694,938 $3,252,330 $557,393 $6,693,239 * The customer recovery per month includes $79.522 per 1,000 kWh included in the base rate plus or minus the power cost adjustment (PCA). ** Preliminary Presented below is a chart of FPUA’s power cost recovery as compared to the amount FMPA has charged FPUA to purchase power for the past 76 months. Please note how volatile FMPA’s costs have been. The cost of power purchased from FMPA for the month of December was billed to FPUA at the rate of $61.41 for 1,000 kWh, a decrease of $7.37 as compared to November. FPUA recovered $74.52 for the same time period. Power Costs Charged and Paid for 1,000 kWh September 2009 through December 2015 $120 $100 PCA $80 BASE RATE* $60 $40 COST PER 1,000 KWH PURCHASED $20 $0 * The base rate is reduced by the negative PCA, if applicable. The Power Cost Adjustment (PCA) charged to FPUA’s customers is still at a historically low level. The PCA prior to February 2012 has been restated for comparability. Power Cost Adjustment (PCA) for 1,000 kWh September 2009 through January 2016 $25 $20 $15 $10 $5 $0 -$5 -$10 FMPA ALL-REQUIREMENTS ALL-IN RATE PROJECTIONS VS. ACTUAL - 60% LOAD FACTOR The tables below display the accuracy level of FMPA's rate projections over time compared to the actual results in the column at the right. The variances, below or (above) projections, are shown at the bottom of the page. JAN 2015 PROJECTIONS DATE PROJECTED FEB 2015 MAR 2015 APR 2015 MAY 2015 JUN 2015 JUL 2015 AUG 2015 SEP 2015 OCT 2015 NOV 2015 DEC 2015 ACTUAL BILLING MONTH 50% CONFIDENCE JAN 2015 FEB 2015 MAR 2015 APR 2015 MAY 2015 JUN 2015 JUL 2015 AUG 2015 SEP 2015 OCT 2015 NOV 2015 DEC 2015 $ $ $ $ $ $ $ $ $ $ $ $ 80.68 83.73 83.60 85.69 87.96 89.10 88.75 86.15 81.19 78.34 81.24 88.12 JAN 2015 $ $ $ $ $ $ $ $ $ $ $ 81.04 81.86 84.29 87.21 88.63 88.86 85.82 81.50 78.29 81.47 88.34 $ $ $ $ $ $ $ $ $ $ 77.29 78.76 82.89 85.03 86.11 84.44 79.77 77.03 81.23 87.96 $ $ $ $ $ $ $ $ $ 79.31 81.71 83.05 83.75 81.43 77.45 75.02 78.43 84.68 $ $ $ $ $ $ $ $ 83.52 81.80 80.26 78.48 74.96 72.76 76.65 83.32 $ $ $ $ $ $ $ 84.04 79.79 77.07 73.75 71.38 76.19 82.75 $ $ $ $ $ $ 78.93 77.70 73.88 71.93 76.13 82.67 $ $ $ $ $ 74.55 70.72 67.30 76.95 81.66 $ $ $ $ 72.17 65.86 $ 73.77 $ 79.27 $ 64.38 68.35 $ 71.60 $ 68.64 71.45 $ $ $ $ $ $ $ $ $ $ $ $ 65.83 $ ACTUAL RATE UNDER (OVER) PROJECTION DATE PROJECTED FEB 2015 MAR 2015 APR 2015 MAY 2015 JUN 2015 JUL 2015 AUG 2015 SEP 2015 OCT 2015 NOV 2015 DEC 2015 BILLING MONTH 50% CONFIDENCE JAN 2015 FEB 2015 MAR 2015 APR 2015 MAY 2015 JUN 2015 JUL 2015 AUG 2015 SEP 2015 OCT 2015 NOV 2015 DEC 2015 $0.00 $2.69 $6.31 $6.38 $4.44 $5.06 $9.82 $11.60 $9.02 $13.96 $12.60 $22.29 $0.00 $4.57 $4.98 $3.69 $4.59 $9.93 $11.27 $9.33 $13.91 $12.83 $22.51 $0.00 ($0.55) ($0.63) $0.99 $7.18 $9.89 $7.60 $12.65 $12.59 $22.13 $0.00 ($1.81) ($0.99) $4.82 $6.88 $5.28 $10.64 $9.79 $18.85 M:\FMPA\POWER COST\FMPA projections vs. actual.xlsx, Dec 2015 $0.00 ($2.24) $1.33 $3.93 $2.79 $8.38 $8.01 $17.49 $0.00 $0.86 $2.52 $1.58 $7.00 $7.55 $16.92 $0.00 $3.15 $1.71 $7.55 $7.49 $16.84 $0.00 ($1.45) $2.92 $8.31 $15.83 $0.00 $1.48 $5.13 $13.44 $0.00 ($0.29) $5.77 $0.00 $5.62 $0.00 80.68 81.04 77.29 79.31 83.52 84.04 78.93 74.55 72.17 64.38 68.64 65.83 Projected Power Cost Adjustment Over (Under) Collection $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 ($1,000,000) @ -$6 PCA (NO CHANGE) @ -$7 PCA (RECOMMENDED) TABLE 1 FPUA - ELECTRIC PCA ANALYSIS FOR THE 12-MONTH PERIOD ENDING DECEMBER 31, 2016 Jan-16 BEG BAL PER GL 05-2-000-25315-0000 DR (CR) Feb-16 Mar-16 Apr-16 May-16 Jun-16 Page 1 of 1 DRAFT Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 TOTAL [1] ($6,693,238.54) ($6,543,173.22) ($6,123,220.59) ($6,028,816.35) ($5,584,817.73) ($4,926,564.07) ($4,380,367.16) ($4,083,252.86) ($3,892,548.33) ($4,114,057.05) ($4,526,625.96) ($4,610,996.08) ($6,693,238.54) COSTS OF PURCHASED POWER: [2] TOTAL COSTS PLUS LOAD RETENTION CREDITS NET METERING AMOUNT ALLOCABLE $3,112,131 9,368 0 $3,121,499 $3,007,877 8,305 0 $3,016,182 $2,898,377 9,175 0 $2,907,552 $3,182,338 9,862 0 $3,192,200 $3,659,997 11,562 0 $3,671,560 $4,011,133 12,546 0 $4,023,679 $4,010,819 13,196 0 $4,024,015 $3,982,497 13,624 0 $3,996,121 $3,570,823 12,566 0 $3,583,389 $3,023,511 12,222 0 $3,035,733 $2,842,177 8,744 0 $2,850,921 $3,036,629 9,084 0 $3,045,713 $40,338,310 130,254 0 $40,468,565 TOTAL PROJECTED PURCHASES (KWH) [3] 41,077,733 36,900,748 40,434,116 42,406,722 48,391,068 51,353,597 53,838,734 55,264,160 50,669,442 46,688,727 38,678,503 40,129,783 545,833,333 0.075762 0.081513 0.078483 0.071681 0.076161 0.075043 0.075866 0.075634 0.075812 0.078108 0.076265 0.074497 0.075962 0.072063 0.075379 0.070473 0.074788 0.064759 0.073785 0.073482 0.073762 0.075670 0.073902 0.073902 0.073902 40,415,570 35,799,198 38,790,271 37,894,733 41,550,235 47,950,717 51,389,938 52,472,579 52,465,432 47,548,357 40,474,494 37,248,477 524,000,000 0.077235 0.084253 0.080531 0.074956 0.078651 0.084239 0.080036 0.088364 0.081815 0.083913 0.082230 0.078304 0.081543 0.076156 0.080727 0.068300 0.079092 0.063845 0.077467 0.070437 0.076883 0.081767 0.077230 0.077230 0.079522 $3,213,926.92 0.079522 $2,846,823.79 0.079522 $3,084,679.92 0.079522 $3,013,464.92 0.079522 $3,304,157.80 0.079522 $3,813,136.94 0.079522 $4,086,630.67 0.079522 $4,172,724.41 0.079522 $4,172,156.11 0.079522 $3,781,140.42 0.079522 $3,218,612.72 0.079522 $2,962,073.37 0.079522 $41,669,527.99 AVE COST PER KWH PURCHASED AVE COST PER KWH PURCHASED CUMULATIVE TOTAL PROJECTED SALES (KWH) [3] AVE COST PER KWH SOLD AVE COST PER KWH SOLD CUMULATIVE BASE POWER COST BASE RECOVERY ADOPTED / PROJECTED PCA FACTOR PCA RECOVERY TOTAL EST POWER COST RECOVERED FROM SALES PCA ADJUSTMENT UNDER (OVER) RECOVERY - PER MONTH OTHER ADJUSTMENTS ENDING BAL DR (CR) (0.0060000) ($242,493.42) (0.0070000) ($250,594.38) (0.0070000) ($271,531.90) (0.0070000) ($265,263.13) (0.0070000) ($335,655.02) (0.0070000) ($359,729.57) (0.0070000) ($367,308.05) $2,971,433.50 $2,596,229.41 $2,813,148.02 $2,748,201.79 $3,013,306.15 $3,477,481.92 $3,726,901.10 $3,805,416.36 $150,065.32 $419,952.63 $94,404.24 $443,998.62 $658,253.66 $546,196.91 $297,114.30 $190,704.53 0 0 0 0 0 0 0 0 (0.0070000) ($367,258.03) $3,804,898.08 ($221,508.72) 0 (0.0070000) ($332,838.50) $3,448,301.92 ($412,568.90) 0 (0.0070000) ($283,321.46) $2,935,291.26 ($84,370.12) 0 (0.0070000) ($260,739.34) (0.006923) ($3,627,584.45) $2,701,334.03 $38,041,943.54 $344,378.65 $2,426,621.11 0 0 ($6,543,173.22) ($6,123,220.59) ($6,028,816.35) ($5,584,817.73) ($4,926,564.07) ($4,380,367.16) ($4,083,252.86) ($3,892,548.33) ($4,114,057.05) ($4,526,625.96) ($4,610,996.08) ($4,266,617.43) NOTES: [1] Beginning PCA Balance based on actual results as of December 31, 2015. [2] Projected costs based on updated information provided by FMPA as of December 31, 2015. [3] Projected purchases and sales of energy based on actual, historical results. Purchases reflect the amount of demand in each month shown, while sales amounts in each month are based upon when the customer bills were rendered. On average, total sales for the 12-months are estimated to be approximately 96% of total purchases, which would result in an average line loss of 4%. PCA - December 2015 #2.xlsx, 12-Month Summary (0.0070000) ($290,851.65) ($4,266,617.43) I-l Pie,P I I Board Submission Form 0 Fort Plerce Utilrties Authority "Committed to Quality' fr 206 South Sixth Street (34950) 1/ 13/2016 Fort Pierce, Florida 34948-3191 (772)466-1600 Department: 21 - Finance Board Meeting Date: 01/19/2016 Item Type: Regular Agenda SUbleCtl Resolution No. UA 2016-01 - Seacoast National Bank Deposit Resolution Recommendation: Adopt Resolution No. UA 2016-01, the Corporate Authorization Resolution with Seacoast National Bank, of Stuart, Florida. Reviewed By Attorney: Funds Available From: No Funds Needed Budgeted Contingency Approvals: System Director: Jan Director of Finance: PENICK, NINA 3- Jan 12 2016 Director of Utilities: CLAYTON W. Jan 13 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities FROM: Nina B. Penick, CPA, Director of Financial Services DATE: January 13, 2016 SUBJECT: Resolution No. UA 2016-01 - Seacoast National Bank Deposit Resolution RECOMMENDATION: Adopt Resolution No. UA 2016-01, the Corporate Authorization Resolution with Seacoast National Bank, of Stuart, Florida. INFORMATION The corporate authorization resolution and master signature card for Seacoast National Bank (Bank) are being updated to reflect a change in the last name of the Director of Financial Services, due to her marriage. The Bank has requested the attached resolution be adopted by FPUA. The resolution formalizes the relationship with the Bank, and specifies the authorized signers on accounts held with the Bank. This resolution supersedes the previous resolution, No. UA 2015-09, which was approved on April 7, 2015. ALTERNATIVES (IF ANY): None. This a requirement ofthe banking institution. ATTACHMENTS: Seacoast Deposit Resolution No. UA 2016?01 Page 1 of 1 RESOLUTION NO. UA 2016-01 MASTER CORPORATE AUTHORIZATION RESOLUTION Seacoast National Bank BY: Fort Pierce Utilities Authority 815 Colorado Ave 206 6th St Stuart, FL 34994 Fort Pierce, FL 349504222 Referred to in this document as "Financial Institution" Referred to in this document as ?Corporation? Daniel M. . certin that I am Secretary {clerk} of the abouts named corporation organized under the laws oi Florida Federal Employer ID. Number 591-54-735? engaged in business under the trade name of Fort Pierce Utilities Authority and that the resolutions on this document are a correct copy of the resolutions adopted at a meeting oi the Board of Directors of the Corporation duly and properly called and hold on JanuaW 19. 2016 ldate}. These resolutions appear in tho minutes 01 this meeting and have not been rescinded or AGENTS Any Agent listed below, subject to any written limitations. is authorized to exercise the powers granted as indicated below: Name and Title or Position Signature Facsimile Signature used} A. Nina Penick. Director of Financial Services 3, Timothy Perkins, Authorized Signer c, Evelyn I Walker. Authorized Signer n, Clayton Authorized Signer is, Paul Jakubczek. Authorized Siqner F. . x, POWERS GRANTED [Attach one or more Agents to each power by placing the latter corresponding to their name in the area before each power. Following each power indicate the number of Agent signatures required to exercise the power.i Indicate A. B, C, Description oi Powor Indicate number of D, E, endior signatures required ABCDE Exercise all of the powers listed in this resolution. 2 [21 Open any deposit or share accountisl in the name of the Corporation. Endorse checks and orders for the payment of money or otherwise withdrew or transfer tends on deposit with this Financial Institution. I4I Borrow money on behait and in the name of the Corporation, Sign, execute and deliver notes or other evidenCes of indebtedness. t6] Endorse, assign, transfer, mortgage or pledge bills receivable, warehouse receipts, bills of lading, stocks, bonds, real estate or other property now owned or hereafter owned or acquired by the Corporation as security for some borrowed, and to discount the same, unconditionally guarantee payment of all bills received, negotiated or discounted and to waive demand, presentment, protest, notice of protest and notice of non-payment. (6t Enter into a written [ease for the purpose of renting, maintaining, accessing and terminating a Sate Deposit Box in this Financial Institution. Other LIMITATIONS ON POWERS The following are the Corporation's express limitations on the powers granted under this resolution. Cathy Roberts Fort Pierce Branch 13 Cor crate Authorization CA-I 1211522005 VM '9 Banners Systems?? 10512] Walters Kluwer Financial Services @1995. I907, 2006 Initials: Page I of 2 RESOLUTIONS The Corporation named on this resolution resolves that. i?IlTho Financial Institution is designated as a depository for the funds of the Corporation and to provide other financial accommodations indicated in this resolution. This resolution shall continue to have effect until espress written notice of its rescission or modification has been received and recorded by the Financial Institution. Any and all prior resolutions adopted by the Board of Directors of the Corporation and certified to the Financial Institution as governing the operation of this corporation's are in full force and effect. until the Financial Institution receives and acknowledges an express written notice of its revocation, modification or replacement. Any revocation, modification or replacement of a resolution must be accompanied by documentation. satisfactory to the Financial Institution, establishing the authority for the changes. [3i The signature of an Agent on this resolution is conclusive evidence of their authority to act on behalf of the Corporation. Any Agent. so long as they act in a representative capacity as an Agent of the Corporation, is authorized to make any and all other contracts, agreements. stipulations and orders which they may deem advisable for the effective exerciSe of the powers indicated on page one, from time to time with the Financial Institution. subject to any restrictions on this resolution or otherwise agreed to in writing. All transactions. if any. with respect to any deposits. withdrawals, rediscounts and borrowings by or on behalf of the Corporation with the Financial Institution prior to the adoption of this resolution are hereby ratified, approved and confirmed. The Corporation agrees to the terms and conditions of any account agreement, properly opened by any Agent of the Corporation. The Corporation authorizes the Financial Institution, at any time, to charge the Corporation for all checks, drafts, or other orders. for the payment of money. that are drawn on the Financial Institution, so long as they contain the required number of signatures for this purpbse. The Corporation acknowledges and agrees that the Financial Institution may furnish at its discretion automated access devices to Agents of the Corporation to facilitate those powers authorized by this resolution or other resolutions in effect at the time of issuance. The term "automated access device" includes, but is not limited to. credit cards, automated teller machines and debit cards. l7l?l'he Corporation acknowledges and agrees that the Financial Institution may rely on alternative signature and verification codes issued to or obtained from the Agent named on this resolution. The term "alternative signature and verification codes" includes. but is not limited to. facsimile signatures on file with the Financial Institution, personal identification numbers and digital signatures. If a facsimile signature specimen has been provided on this resolution. for that are filed separately by the Corporation with the Financial Institution from time to time} the Financial Institution is authorizad to treat the facsimile signature as the signature of the Agentisl regardless of by whom or by what means the facsimile signature may have been affixed so long as it resembles the facsimile signature specimen on file. The Corporation authoriZes each Agent to have custody of the Corporation?s private key used to create a digital slgnatUre and to request issuance of a certificate listing the corresponding public key. The Financial Institution shall have no responsibility or liability for unauthorized use of alternative signature and verification codes unless otherwise agreed in writing. The designation of an Agent does not create a power of attorney; therefore, Agents are not subject to the provisions of 20 Section 5601 et seq. [Chapter 56; Decodents. Estates and Fiduciories Codel unless the agency was created by a separate power of attorney. Any provision that aesigns Financial Institution rights to act on behalf of any person or entity is not subject to the provisions of 20 Section 5601 at seq. (Chapter 56; Decedents, Estates and Fiduciaries Code). EFFECT ON PREVIOUS RESOLUTIONS This resolution supersedes resolution dated ?pnl 7} 2015 . If not completed, all resolutions remain in effect. CERTIFICATION OF AUTHORITY I further certify that the Board of Directors of the Corporation has, and at the time of adoption of this resolution had. full power and lawful authority to adopt the resolutions on page 2 and to confer the powers granted above to the persons named who have full power and lawful authority to exercise the some. {Apply seal below where appropriate.i i_l II checked, the Corporation is a non-profit corporation. In Witness Whercof. I have subscribed my name to this document and affixed the seal - January 19 2016 AST orperatlon on {date}. BY: MID Attest by One Other Officer Secretary Fort Pierce Utilities Authority Attorney Michael A. Perri, Jr., Chairman Daniel M. Delulio FOR FINANCIAL INSTITUTION USE ONLY Acknowledged and received on fdatel by linitiels] This resolution is superseded by resolution dated Comments: Master Resolution Fort Pierce Office Cathy Roberts Fort Pierce Branch 13 Cotp%otu Authoriznlion CA4 l2r16r?2006 VMP Bankers System51? {061 2i Woltors Kluwer Financial Services @1995. i991 2008 Initials: Page 2 or 2 I allu Secretary will be signing this Agreement today (Under $25,000) Board Submission Form Fort Pierce Utilities Authority "Committed to Quality" lI 206 South Sixth Street (34950) Post Of?ce Box 3191 Department: 22 - Materials Management Board Meeting Date: 01/19/2016 Item Type: Contract Agreement Subject: Refilling Propane Tanks Recommendation: Approve the Contract with Como Oil Company of Florida, of Palm City, Florida, in an amount not to exceed $1,500 annually for refilling propane tanks. The initial term of this Contract will be from December 18, 2015 to December 17, 2016, with unlimited one?year renewal options, contingent on receiving the required Certificate(s) of Insurance. Reviewed By Attorney: NA (FPUA Standard Contract) AVailable From: No Funds Needed Budgeted Contingency Approvals: System Director: Jan Director of Finance: PENICK, NINA B. Jan 13 2016 Director of Utilities: CLAYTON W- Jan 13 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Evelyn l. Walker, Director of Shared Services FROM: Eric R. Winterstein, CFM, Facilities Superintendent DATE: January 13, 2016 SUBJECT: Refilling Propane Tanks RECOMMENDATION: Approve the Contract with Como Oil Company of Florida, of Palm City, Florida, in an amount not to exceed $1,500 annually for refilling propane tanks. The initial term ofthis Contract will be from December 18, 2015 to December 17, 2016, with unlimited one?year renewal options, contingent on receiving the required Certificate(s) of Insurance. INFORMATION FPUA uses propane tanks primarily for the purpose of powering its forklifts. Como Oil Company of Florida (Como Oil) refills these tanks on site at FPUA facilities. Due to the nature of this service, staff believes that there is an increased exposure to risk and recommends that FPUA enter into a Contract with Como Oil to protect its interests and ensure additional insured protection. A written contract is required for FPUA to be covered as an additional insured. ALTERNATIVES (IF ANY): Continue to have Como Oil refill FPUA's propane tanks on site without the additional insured protection a written contract provides. ATTACHMENTS: FPUA Contract Page 1 of 1 FORT PIERCE UTILITIES AUTHORITY CONTRACT FOR REFILLING PROPANE TANKS Contract is made between Fort Pierce Utilities Authority (FPUA) and Como Oil Company of Florida, of the City of Palm City, State of Florida, hereinafter referred to as Contractor. The parties to this Contract in consideration of the mutual covenants and stipulations set out herein agree as follows: Section 1 . Contractor shall be defined as an individual, firm, or corporation having a direct contract with FPUA or with any other subcontractor in the performance of a part of the work contracted for under the terms of Contractor's direct contract with FPUA. Section 2 Contractor is hereby contracted with to perform the following services: Refill propane tanks in accordance with Attachment A appended hereto, hereinafter referred to as Specifications, and made a part thereof of this Contract. Section 3 The services to be performed by Contractor shall be on the following site(s), hereinafter referred to as Project Site: Energy Services Center, 1701 South 37th Street, Fort Pierce, Florida 34947. Section 4 The job upon which Contractor is to perform the services shall be referred to as the Refilling Propane Tanks iob. Section 5 Contractor shall be paid by FPUA in the following manner: per delivery and in accordance with the Local Government Prompt Payment Act, sections 218.70-79, Florida Statutes. The calculations shall begin using the date the invoice was received. Total job price: not to exceed $1,500.00 (one thousand, five hundred dollars and no cents) annually on the terms contained in the Specifications herein specifically referred to and made a part of this Contract. Section 6 Contractor shall, under no circumstances, look to FPUA to provide any labor or equipment for Contractor. Contractor shall provide all ofthe labor and equipment necessary to perform the job or services contracted for at the expense of Contractor. Property of any kind that may be on the premises, which are the site ofthe performance ofthis Contract, during the performance of this Contract, shall be at the sole risk of Contractor. Page 1 of8 Section 7 Contractor shall provide certificate of insurance to FPUA setting forth the type and amount of insurance carried by Contractor and conforming to the minimum requirements set forth in Attachment B. All requirements of this section shall be approved by FPUA. Section 8 This instrument contains the entire agreement between the parties and no statement, promises or inducements made by either party or agent ofeither party that is not contained in this written Contract shall be valid or binding and this Contract may not be enlarged, modified, or altered except in writing signed by the parties and endorsed hereon. Section 9 This Contract shall commence upon December 18, 2015 and end on December 17, 2016. There shall be unlimited, one-year renewal options on terms and conditions that are mutually acceptable in writing to the parties. This Contract will remain in effect in the event of a natural disaster. Section 10 Contractor acknowledges and understands that he is an independent contractor in his relationship to FPUA. Section 11 This Contract shall inure to the benefit ofand be binding upon the heirs, executors, administrator, assignees and successors of the respective parties. I Section 12 FPUA shall have the right to terminate said Contract by giving Contractor thirty [30} days written notice if the service that is being provided is not maintained at levels necessary to provide the required service. FPUA will determine in its sole judgment what constitutes a satisfactory level of service. FPUA may terminate this Contract in accordance with the following terms and conditions: A. Termination for Convenience. FPUA may, when in the interests of FPUA, terminate performance under this Contract by Contractor, in whole or in part, for the convenience of FPUA. FPUA shall give written notice of such termination to Contractor specifying when termination becomes effective. Contractor shall incur no further obiigation in connection with the work so terminated, other than warranties and guarantees for completed work, and Contractor shall stop work when such termination becomes effective. Contractor shall also terminate outstanding orders and subcontracts for the affected work. Contractor shall settle the liabilities and claims arising out of the termination of subcontracts and orders. FPUA may direct Contractor to assign Contractor?s rights, title and interest under termination orders or subcontracts to FPUA or its designee. Contractor shall transfer title and deliver to FPUA such completed or partially completed work and materials, equipment, parts, fixtures, information and contract rights as Contractor has in their possession or controi. When terminated for convenience, Contractor shall be compensated as follows: Page 2 of 8 i. Contractor shall submit a termination claim to FPUA specifying the amounts due because of the termination for convenience together with costs, pricing or other data required by FPUA. if Contractor fails to file a termination claim within one (1) year from the effective date of termination, FPUA shall pay Contractor an amount derived in accordance with subsection below: ii. FPUA and Contractor may agree to the compensation, if any, clue to Contractor hereunder; Absent agreement to the amount due to Contractor, FPUA shall pay Contractor the following amounts: a) Contract costs for labor, materials, equipment and other services accepted to satisfaction under this Contract; b) Reasonable costs incurred in preparing to perform and in performing the terminated portion of the work, and in terminating Contractor?s performance, plus a fair and reasonable allowance for directjob site overhead and earned profit thereon (such profit shall not include anticipated profit or consequential damages); provided however, that if it reasonably appears that Contractor would have not profited or would have sustained a loss ifthe entire Contract would have been completed, no profit shall be allowed or included and the amount of compensation shall be reduced to reflect the anticipated rate of loss, if any; and c) Reasonable costs of settling and paying claims arising out of the termination of subcontractors or order pursuant to subsection A of this section (if contingent assignment of such contracts has not been elected as provided herein). These costs shall not include amounts paid in accordance with other provisions hereof. This clause is subject to and Contractor shall be limited by right to direct the replacement of subcontractors under section 12.A. The total sum to be paid Contractor under this subsection A shall not exceed the total contract amount, as properly adjusted, reduced by the amount of payments otherwise made, and shall in no event include duplication of payment. B. Termination for Cause. if Contractor does not perform the work, or any part thereoffin?a timely manner, supply adequate labor, supervisory personnel or proper equipment or materials, or if it fails to timely discharge its obligation for labor, equipment and materials, or proceeds to disobey applicable law, or otherwise commits a violation of a material provision ofthis Contract, then FPUA, in addition to any other rights it may have against Contractor or others, may immediately terminate the performance of Contractor, in whole or in part at sole option, and assume possession of the Project Site and all materials and equipment at the site and may complete the work. In such case, Contractor shall not be paid further until the work is complete. After completion has been achieved, if any portion of the contract price, as it may be modified hereunder, remains after the cost to FPUA of completing the work, including all costs and expenses of every nature incurred, has been deducted by FPUA, such remainder shall belong to Contractor. Otherwise, Contractor shall pay and make whole FPUA for such cost. This obligation for payment shall survive the termination of the Contract. Page 3 of 8 In the event the employment of Contractor is terminated by FPUA for cause pursuant to this subsection and it is subsequently determined by a Court of competentjurisdiction that such termination was without cause, such termination shall thereupon be deemed 3 Termination for Convenience under subsection A and the provisions of subsection A shall apply. Termination for Non-Appropriation. FPUA may also terminate this Contract in whole or in part, for non-appropriation of sufficient funds to complete or partially complete the project, regardless of the source of such funds, and such termination shall be on the terms of subsection A. rights under this section shall be in addition to those contained elsewhere herein or provided by law. Section 13 A. Contractor shall indemnify and hold harmless FPUA and its officers, agents and employees, from any liabilities, damages, losses and costs, including, but not limited to, reasonable attorney?s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of Contractor and persons employed or used by Contractor in the performance of this Contract. 1 ln accordance with section 2-63 of the City of Fort Pierce Code of Ordinances, FPUA has the right to audit the books and records of Contractor under any Contract other than a firm fixed:- price contract to the extent that such books and records are pertinent to the performance bf such Contract. Such books and records shall be maintained by Contractor for a period of three (3) years from the date of final payment under the Contract. Contractor shall not assign any interest in this Contract, and shall not transfer any interest in the same without the prior written approval of FPUA. Nothing in this Contract shall be construed to give any rights or benefits to anyone other than FPUA and Contractor. Venue: This Contract shall be constructed in accordance with the laws of the State of Florida and venue shall be St. Lucie County. Page 4 of 8 IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals to this Contract the clay and year set forth below. Signed, sealed and delivered in the presence of: and; Name {Typed/or PrI/nted) TITLE: STATEOF: COUNTY OF: Wop?'m The foregoing instrument was acknowledged before me this 8+Lday of g] 2014., by 53,451. igmsebaz . gesr?dcnf Officer of Firm Title Name of Firm a Iii/co r} a, corporation, on behalf ofthe corporation, 1, He/She i me or has produced . ?i a? mum -Zlew/Eca/U ?Diary Public - Slam of ?orid: I 5.3 3; My Comm. Expires Aug 20, 2013 Notary Public Commission 0 55197119 - - My commission expires: do ATTEST: FORT PIERCE UTILITIES AUTHORITY BY: Secretary Chairman (FPUA Seal) DATE: APPROVED AS TO FORM 8: CORRECTNESS: BY: Q0 Fort Pierce Utilities Authority Attorney Page 5 of 8 ATTACHMENTA SPECIFICATIONS Como Oil Company of Florida (Contractor) will refill propane tanks, as requested by Fort Pierce" Utilities Authority (FPUA) at the location listed below. Location: 1701 S. 37th Street, Fort Pierce, FL 34947-4580 FPUA will purchase approximately 300 gallons of propane yearly. The price charged for refilling the propane tanks will be provided to FPUA at the renewal date of the Contract and shall remain in effect for that year of the Contract. For the first year of the Contract, FPUA will be charged $3.20 per gallon of propane. Page 6 of8 ATTACHMENT REQUIRED LIMITS OF INSURANCE FOR FORT PIERCE UTILITIES AUTHORITY TYPE lli Contractor shall, at its own expense, procure and maintain throughout the term of the Contract, with an insurer or insurers acceptable to Fort Pierce Utilities Authority (FPUA), the following minimum insurance coverages (inclusive of any amounts provided by an umbrella or excess policy): Workers? Compensation/Employers? Liability Part One There shall be no maximum limit (other than as limited by the applicable statute) for liability imposed by the Florida Workers? Compensation Act, the Longshoremen?s and Harbor Workers? Compensations Act or any other coverages required by the contract documents which are customarily insured under Part One ofthe standard Workers? Compensation Policy. Part Two - The minimum amount of coverages required by the contract documents which are customarily insured under Part Two of the standard Workers? Compensation Polic shall be: 5 500,000 (Each Accident) $1,000,000 (Disease-Policy Limit) 5 500,000 (Disease?Each Employee) Commercial General Liability - The limits are to be applicable only to work performed under Contract and shall be those that would be provided with the attachment of the Amendment of Limits of insurance (Designated Project or Premises) endorsement Form CG 25 01) to a Commercial General Liability policy with the following minimum limits: General Aggregate SThree Times the Each Occurrence Limit Products/Completed Operations Aggregate $1,000,000 Personal and Advertising injury 5 500,000 Each Occurrence 500,000 Fire Damage (any one fire) SNil Medical Expense (any one person) SNii Contractor shall require that its insurer name FPUA (and if required, the Engineer) as Additional insured on the Contractors Commercial General Liability Policy (inclusive of amounts provided by an Umbrella or excess policy). Page 7 of 8 Business Auto Policy Each Occurrence Bodily Injury and Property Damage Liability Combined $500,000 Annual Aggregate (if applicable) $Two Times the Each Occurrence Limit Professional Liability - ifthe Contract includes a requirement for professional liability insurance, the minimum amount of such insurance shall be as follows: Each Occurrence/Annual Aggregate $1,000,000 Project Specific Property Insurance - If the Contract includes construction of or additions to above-ground buildings or structures, or installation of machinery or equipment, the Contractor shall provide Builder?s Risk insurance or an installation Floater. The minimum amount of insurance shall be 100% of the completed value of such addition(s), buildings(s), or structure(s), or the installed replacement cost of value. Contractor shall provide FPUA with Certificate(s) of Insurance that include thirty (30) days' written notice of cancellation to FPUA for all coverages, and verify inclusion of FPUA as an Additional Insured on the Commercial General Liability Coverage. Certificates of Insurance must be completed as follows: Certificate Holder Risk Manager Fort Pierce Utilities Authority PO Box 3191 Fort Pierce FL 34948?3191 Additional Insured for Commercial General Liability Fort Pierce Utilities Authority and its board members, officials, officers and employees (Rev. 03/14) Page 8 of 8 FYI The Chairman and Secretary will be signing this Agreement today (Under $25,000) Board Submission Form Fort Pierce Utilities Authority . .I "Committed to Quality? I. 205 South Sixth Street (34950) 1/ 14/2016 Post Of?ce Box 3191 'l Fort Pierce, Florida 34948-3191 (772) 466-1600 Department: 41 Communications Board Meeting Date: 01/19/2016 Item Type: Contract Agreement Subject: SmartNotice Emergency Communications Recommendation: Approve the SmartNotice Services Agreement with Emergency Communications Network, LLC, of Ormond Beach, Florida, in an amount not to exceed $4,500 annually. The initial term of this Agreement is for one year from date of the last signature, with automatic renewals. Reviewed By Attorney: Funds Available From: No Funds Needed Budgeted Contingency Approvals: System Director: Director of Finance: PENICK, NINA B. Jan 14 2016 Director of Utilities: CLAYTON W- Jan 14 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Clayton W. Director of Utilities FROM: Jason Van Hoffman, Communications Program Manager DATE: January 14, 2016 SUBJECT: SmartNotice Emergency Communications RECOMMENDATION: Approve the SmartNotice Services Agreement with Emergency Communications Network, LLC, of Ormond Beach, Florida, in an amount not to exceed $4,500 annually. The initial term of this Agreement is for one year from date of the last signature, with automatic renewals. INFORMATION The SmartNotice service is used to specifically address FPUA emergency communications needs. This system contains several specific features designed to enable FPUA to record, send and track personalized voice, email, text, and social media messages to thousands of customers in minutes. This service includes mapping technology and integrated message delivery methods to enable the timely communication of important emergency messages to FPUA's customers. ALTERNATIVES (IF ANY): Not accept this quote and get additional quotes. ATTACHMENTS: SmartNotice Proposal SmartNotice Services Agreement Page 1 of 1 sow ION o. Proposal presented Utilities Authority Easy. Reliable. Affordable. STEVE RICKE ACCOUNT REPRESENTATIVE TEL 866 939 0911 x1186 EMAIL sricke@ecnetwork.com WEB ecnetwork.com OFFICE 780 W. Granada Blvd. Suite 200 Ormond Beach, FL 32174 Alert. -- 866-939-0911 I ecnetwork.com Emergency Communications Network? Alert. Inform. Affect Lives. Easy. Reliable. Affordable. CONNECTING STAFF WITH CRITICAL COMMUNICATIONS Emergency Communications Network (ECN) developed the easy to use, reliable and affordable SmartNotice mass notification system to reach staff, stakeholders and customers with your emergency or routine operations message. The SmartNotice Difference 0 Easy to use SaaS-based - Authorized Telecommunications technology Service Priority service vendor Reliable message delivery - Affordable for every budget and 0 Automated weather alerts 1/2_ the price of other systems 0 Triple redundant infrastructure - 24/7/365 live client support SmartNotice for Utilities The SmartNotice service has been optimized to speci?cally address the communications needs of utility companies. Containing several speci?c features for Utilities is a custom solution designed to enable utility of?cials to record, send and track personalized voice, email, text and social media messages to thousands of customers in minutes. The proprietary mapping technology and patented delivery methods employed by ECN add to the value of this affordable, high-speed noti?cation system. Mapping In situations when messages need to be geographically targeted, the web?based mapping interface, written by Emergency Communications Network, is both intuitive and easy to use. SmartNotice utilizes ESRI mapping as a foundation and has created area selection tools that range from polygons to simple paint brush tools, allowing users to quickly become familiar with the map?s features. ECN hosts all components of the mapping interface, relying on no third party providers. Confidential Company Information Emergency Communications Network 866-939-0911 ecnetworkcom Ali rights reserved?. Emergency Communications Network? Alert. Inform. Affect Lives. I cem Easy. Reliable. Affordable. ECN includes local mapping and has the ability to provide custom maps by using client supplied GIS layers, or by integrating client supplied street layer mapping to the ESRI Fn11hrlaf~lnh INTEGRATED MESSAGE DELIVERY The system provides an integrated approach with multiple delivery methods including office lines, cell phones, emails, text messages, RSS and desktop notifications. Plus, the exclusive ECN Launcher mobile application gives authorized users the power of the system directly in their smartphones and tablets so messages can be launched outside or the office or in the field. $0 . EMAIL . TEXTMESSAGE SMARTPHONE BLACKBERRY CELL PHONE [i ALARM SYSTEM RLERT FACEBOOK TWITTER DIGITAL SIGNAGE Confidential Company Information Emergency Communicalions Network 866-939-0911 ecnelworkcom All rights reserved?. Emergency Communications Network? Alert. Inform. Affect Lives. n4 Easy. Reliable. Affordable. FULLY HOSTED MASS NOTIFICATION SYSTEM The SmartNotice system does not use any client resources to deliver notifications including phone lines and email servers. The system is run on triple redundant infrastructure with dialing facilities on each of the main powergrids in the U.S., with high availability to deliver your messages around the clock. SEVERE WEATHER ALERTING Keep staff and customers safe with automated severe weather warnings. Without any staff intervention required, SmartNotice instantly notifies subscribed staff of severe thunderstorm, tornado and flash flood warnings, directly from the National Weather Service. Using advanced polygon methodology, only those staff members in the direct path of the storm are notified, reducing unnecessary business interruptions and delays. Keep customers safe by providing advanced warning of potentially dangerous weather. Confidential Company Information Emergency Communications Network 866?939?0911 ecnelworkcom All rights reserved?. Emergency Communications Network? Alert. Inform. Affect Lives. a Easy. Reliable. Affordable. SIM PLE DATA INTEGRATION The SmartNotice system easily integrates with available HR databases and other sources where contact information is stored for seamless data loading and maintenance. ECN provides an easy to use data importer and exporter, a secure FTP for easy data uploads and an open API for data integration. ECN employs full time database experts to ensure your contact lists are up to date, void of duplicate entries and contains working telephone numbers. Data management is our worry, not yours. TRUSTED LEADER IN MASS NOTIFICATION ECN has been the nation?s most trusted provider of mass notification systems since 1998, with the industry knowledge, experience and staff needed to ensure your organization?s success when using our technology. ECN notification solutions have been battle tested and relied upon during some of the nation?s most recognizable events over the past decade. Confidential Company Information Emergency Communications Network 866-939-0911 ecnetworkcom All rights reserved?. Emergency Communications Network" Alert. inform. Affect Lives. I in Easy. Reliable. Affordable. COST PROPOSAL (PRICING GOOD FOR 90 DAYS FROM 1/13/2016) Keep staff and customers safe and informed with the SmartNotice system. Quickly notify staff of time critical information, emergencies and day?to-day operations updates. Take comfort knowing you are in good hands with the trusted leader in mass notification. A ONE YEAR SMARTNOTICE LICENSE INCLUDES SYSTEM ACCESS AND THE FOLLOWING: - SmartNotice system set-up and training 0 Unlimited email, social media and desktop alerting 0 Unlimited contact groups, pre?created scenarios and pre?created messages Geo-based alerting with latitude/longitude appending - Secure website access for data management 0 90,000 minutes text credits, replenished annually, designed to be more than sufficient for normal usage - Secure website access for data management 0 24/7 client and technical support via phone or email 0 Unlimited use of the ECN Launcher mobile application - Quick Text option for mass blast SMS text messages - Team Builder feature for staffing, polling or quota fills - Complimentary system use for training and testing $.25 30,000 customers $7,500 Annual Cost Discounted for Ft. Pierce Utilities Authority $4,500 Annual Cost Confidential Company Information Emergency Communications Network 866-939-0911 ecnelworkcom All rights reserved?. SERVICES AGREEMENT Florida Municipal Electric Association Member Agreement Minutes/SMS Text bank With Mapping This SmartNotice? Services Agreement (?Agreement?) is made and effective as of the last date signed below (the ?Effective Date") by and between Emergency Communications Network, LLC, a Delaware Limited Liability Company (?Licensor?) located at 780 W. Granada Boulevard, Suite 200, Ormond Beach, FL 32174 and the Pierce Utilities Authority, 3 local municipal utility, of the State of Florida ("Licensee") located at 206 South Sixth Street, Fort Pierce, FL 34948. Licensor is the owner of a service identified as ?SmartNotice? Automated Messaging System? (the ?Service"), which is designed to allow authorized licensed users to have access 24 hours a day, 7 days a week for the purpose of generating high-speed notifications via an Internet-hosted software application. Licensee desires to utilize the Service for the purpose of sending informational notifications to its employees and customers within the Calling Area (as hereinafter defined)(each a "Recipient" and collectively, the ?Recipients"). The parties agree as follows: License: Licensor grants Licensee a non-exclusive and non-transferable license (the ?License?) to use the Service for Licensee?s own purpose, in accordance with the terms of this Agreement. Licensor reserves the right to either charge additional fees or terminate this Agreement if other parties not contemplated in this Agreement are granted access to the Service by Licensee. Licensee assumes full and complete responsibility for the use of the Service by anyone whom Licensee permits to use the Service or who otherwise uses the Service through Licensee?s access codes. Licensee may not assign, license, sublicense, rent, sell or transfer the License, the Service, those codes used to access the Service, or any rights under this Agreement. To access the Service, Licensor will provide Licensee with up to five (51 unique user name(s) and password(s). Additional user pass codes may be obtained at an additional annual fee as outlined in Exhibit A, attached hereto and incorporated by reference. Ownership and Copyright: Licensee agrees it shall not duplicate, translate, modify, copy, printout, disassemble, decompile or otherwise tamper with the Service or any materials related thereto. The License confers no title or ownership in the Service or its underlying technology. Licensee understands and agrees copyright laws and international treaty provisions protect the Service. Except for the limited License provided herein, Licensor reserves all rights in and to the Service and all underlying data, compilations, and information maintained by Licensor relating to the Service, including but not limited to, the source or object code. Licensee shall not make any ownership, copyright or other intellectual property claims related to the Service or data processed through the Service. Functionality: The Service provides the ability for Licensee to initiate notification projects to geographically selected calling areas and/or Licensee databases. The Service has the ability to select calling databases via a geographic mapping component or by Licensee generated lists. Licensee?s geographic mapping component shall be limited to the geographic boundaries (determined by Lat/Lon coordinates) of the City of Fort PierceI Florida (the ?Callinq Area?). Licensee shall maintain the accuracy of its listed databases on a regular basis, including but not limited to removing any Recipients who cease to be employed by Licensee or who revoke written consent to receive notifications from Licensee. Licensee databases, which shall be formatted in accordance with Licensor?s requirements, may be uploaded using an FTP website provided by Licensor. The Service shall automatically remove any records in any database provided by Licensee which do not comply with Licensor's best practices, and create an exception file listing removed records. Licensor will use commercially reasonable practices and standards to secure and data transmissions through the FTP website and the Service. Licensee understands and acknowledges Licensor is providing the Service on the World Wide Web through an ?upstream? third party Internet Service Provider, utilizing public utility services which may not be secure. Licensee agrees Licensor shall not be liable to Licensee in the event of any interruption of service or lack of presence on the Internet as a result of any disruption by the third party Internet Service Provider or public utility. Licensee agrees Licensor cannot guarantee the integrity of any Licensee supplied data. Any errors, duplications, or inaccuracies related to Licensee supplied data will be the responsibility of the Licensee. Licensee may only send notifications to telephone numbers assigned within the 48 contiguous United States of Emergency Communications Network, LLC Page 1 0f 8 Initials SmartNotice? Services Agreement Licensor Licensee America. International rates may be set by separate agreement. Any additional Service functions will be charged at the rates on Exhibit A. Costs for the Service: During the Term of this Agreement, Licensee agrees to pay all costs and fees for utilizing the Service, as described in Exhibit A, and as set forth in this paragraph. Licensee understands and agrees the pricing set forth on Exhibit A is predicated upon a minimum number of Recipients not to exceed 30,000 (the ?Recipient Total?). Licensee further understands and agrees Licensor may review the number of Recipients on a month to month basis, and that Licensee shall pay Licensor increased pricing, as set forth on Exhibit A, in the event that the number of Recipients exceeds the amount set forth in this paragraph. Licensee understands it will purchase prepaid minutes/8M8 text messages for the Service. Payment for the Service or additional minutes/8M8 text messages is due and payable upon receipt of invoice (ROI). Licensee understands and agrees the annual payment for the Service shall be in advance, on the Effective Date, with the fees for any minutes/8M8 text messages overages or additional Recipients payable in arrears. Finance charges at a rate of 1% per month (12% per annum) will be charged on all balances outstanding beyond 60 days. All payments due under this Agreement shall be paid to: Emergency Communications Network, LLC at 780 W. Granada Boulevard, Suite 200, Ormond Beach, FL 32174. Licensee understands and agrees the prices set forth on Exhibit A are not final until this Agreement has been fully executed, and that it is at the Licensor?s discretion to honor such prices in the event this Agreement has not been returned to the Licensor within 90 days from the date this Agreement was drafted for the Licensee. Weather Warning Service: Licensor?s Weather Warning service expands the benefits of the Service to include the automatic launching of prerecorded Weather Warning call-out projects to Recipients who opt?in to receiving or who Licensee designates to receive Weather Warning calls. These automated call-outs are initiated by the issuance of a Severe Weather Bulletin by the National Weather Service (NWS), with no intervention on the part of Licensee or Licensor. Weather Warning calls will be sent by matching the geographic locations associated with the Recipients against the geographic polygon(s) associated with Severe Weather Warnings issued by NWS. Severe weather events can occur at any time of day or night. Accordingly, Weather Warning calls will automatically be launched in response to the issuance of NWS Bulletins at any time, 24 hours/day. The Weather Warning service targets the telephone numbers of ONLY those Recipients that have opted in or otherwise been designated by Licensee to receive Weather Warning notifications. Licensee acknowledges and agrees that it has received express, written permission from each Recipient that it designates to receive Weather Warning notifications to be entered into the Weather Warning database. Such Weather Warning subscribers shall be subject to the terms and conditions of the Weather Warning service, which can be reviewed at: ONLY THOSE RECIPIENTS WHO OR WHO LICENSEE OPTS-IN TO THE WEATHER WARNING SERVICE WILL BE ELIGIBLE TO RECEIVE WEATHER WARNING CALLS. Term of the Service Agreement: This Agreement, and the License extended herein, will continue for a minimum period of one 1 ear (the ?initial Term?) commencing on the Effective Date. Upon termination of this Agreement, whether by expiration of the Initial Term, any Renewal Term (as hereinafter defined) (the Initial Term and any Renewal Term, collectively, the ?Term?), or as otherwise set forth herein, Licensee?s access to the Service will be terminated. Licensee understands and agrees that: a) this Agreement shall commence as of the Effective Date; b) notwithstanding the Effective Date, Licensee?s access to the Service may commence after the Effective Date as Licensee is responsible for supplying pass code forms and data, obtaining written consent from Recipients where required, and gathering any other information to comply with Licensor?s best practices and all applicable laws and regulations. Contract Extension: Upon completion of the Initial Term or any Renewal Term (as hereinafter defined), the term of this Agreement will extend for additional one-year periods (each a ?Renewal Term?), except as otherwise set forth herein. This contract extension provision will continue to extend the Agreement by one additional year at the end of the Initial Term and each Renewal Term. Either party may cancel this renewal provision by submitting written notice to the other no less than 30 days prior to the end of the initial Term or then-current Renewal Term. In the event the Agreement is extended: a) Licensee's minutes/8M8 text messages bank will be replenished to the original 90,000 minutes/SMS text messages balance for Recipients up to the Recipient Total; additional minutes/SMS text messages will be added in accordance with Exhibit A for Recipients in excess of the Recipient Total; Emergency Communications Network, LLC Page 2 of 8 Initials SmartNotice? Services Agreement Licensor Licensee 10. 11. b) Licensor will update its systems to extend the active software license and associated access codes for one additional year of use; 0) Licensor will invoice Licensee for one additional year of Service at the rate of four thousand five hundred dollars ($4,500) for Recipients up to the Recipient Total; additional fees will be added in accordance with Exhibit A for Recipients in excess of the Recipient Total; and d) Licensee agrees to pay the additional fee set forth in this paragraph for each Renewal Term upon receipt of invoice from the Licensor, subject to the terms set forth in paragraph 4. Minute/8M8 Text Bank Refill Feature: Licensee understands and agrees that whenever Licensee utilizes the Service for calls or SMS texts, the actual calling minutes or texts used by Licensee while utilizing the Service will be deducted from the balance of minutes/SMS text messages remaining in Licensee?s minutes/SMS text messages bank. The parties recognize Licensee may utilize the Service in a manner that results in Licensee exceeding the amount of prepaid minutes/SMS text messages in Licensee?s annual minutes/8M8 text messages bank. In the event that using the Service completely exhausts Licensee?s remaining prepaid minutes/8M8 text messages bank, Licensor will immediately refill Licensee?s minutes/SMS text messages bank with a block of 9,000 minutes/8M8 text messages, and will invoice Licensee for this block of minutes/texts at the additional minutes/SMS text messages price as indicated in Exhibit A. Licensee shall pay Licensor for all Additional minutes/SMS text messages upon ROI, subject to the same terms as set forth in paragraph 4. Licensee understands and agrees it will automatically purchase additional minutes/SMS text messages as needed in accordance with the calls/SMS texts launched by Licensee. The purpose of this automatic purchase feature is to ensure calls/SMS texts being placed via the Service are not interrupted as the result of Licensee?s depletion of its annual minutes/SMS text messages. Legal Compliance: Use of all automated notification services and pre-recorded telephone and text messages are subject to government regulations. Licensee agrees to abide by all TCPA, FDCPA, FCC and FTC regulations when using the Service, and agrees that the Service may not be used for telemarking or solicitations. Licensee shall be solely responsible for Licensee's use of the service. The latest FCC and FTC regulations can be found at: and Licensee?s use of the Service may also be subject to state and local laws and regulations. Appropriate Use of The Service: To access the Service, Licensor will provide Licensee with unique user name(s) and password(s). Licensee agrees to use the Service in a way that conforms with all applicable laws and regulations, including but not limited to all laws regarding outbound telemarketing, the Federal Telephone Consumer Protection Act of 1991, The Telemarketing and Consumer Fraud and Abuse Prevention Act of 1999, as well as State and Local telemarketing laws and requirements. Licensee agrees not to initiate a call, such that the same call is to be delivered to two (2) or more lines of a business. Licensee specifically agrees not to make any attempt to gain unauthorized access to any of Licensor's systems or networks. Licensee agrees that Licensor shall not be responsible or liable for the content of the message(s) created by Licensee, or by those who access the Service using Licensee's codes, or otherwise delivered by the Service on behalf of Licensee. Licensee agrees to be solely responsible for and defend, indemnify and hold harmless Licensor and its affiliates, employees, officers, directors, managers, members and agents from any and all lawsuits, demands, liabilities, damages, claims, losses, costs or expenses, including attorneys? fees (whether by salary, retainer or otherwise), whether brought by a third party, arising from any violation of this Agreement by Licensee; from the content, placement, or transmission of any messages or materials sent or maintained through Licensee's accounts, or use of the Service through Licensee?s account; and from any violations of any laws by Licensee; provided however, that regardless of whether any such obligations are based on a tort, contract, statute, strict liability, negligence, product liability or otherwise, the obligations of Licensee under this indemnification provision; for all claims excluding those related to violations of the FCC, FTC and its associated law, statutes, and regulations; shall be limited in the same manner that would have applied if such obligations were based on, or arose out of, an action at law to recover damages in tort and were subject to Section 768.28, Florida Statutes, as that section existed as the Effective Date of this Agreement. Right to Audit. For compliance with FCC and FTC regulations, At all times during this Agreement, and until the expiration of six (6) years after the furnishing of the Service by Licensor, whether under this Agreement or otherwise, Licensee, upon written request, shall make available to Licensor: a) a copy of all written consents required to be obtained from any Recipient contacted by Licensee through the Service; and b) any other records Initials Licensor Emergency Communications Network, LLC SmartNotice? Services Agreement Page 3 of 8 Licensee 12. 13. 14. obtained by Licensee related to any Recipient?s grant or revocation of consent to receive notifications from Licensee through the Service. Representations and Warranties: Licensee acknowledges and agrees that: the Service is run by software that is designed to be active 24 hours per day, 365 days per year; software in general is not error-free and the existence of any errors in Licensee's software used in conjunction with the Service shall not constitute a breach of this Agreement; in the event that Licensee discovers a material error which substantially affects Licensee?s use of the Service, and Licensee notifies Licensor of the error, Licensor shall use reasonable measures to restore access to the Service, provided that such error has not been caused by incorrect use, abuse or corruption of the Service or the Service?s software or by use of the Service with other software or on equipment with which it is incompatible by Licensee or a third party accessing the Service through Licensee?s passcodes; Licensee is responsible for maintaining access to the Internet in order to use the Service; Licensor in no way warrants Licensee?s access to the Internet via Licensee's Internet Service Provider(s); Under certain rare instances not all technologies are compatible without manual intervention by both parties. Licensee agrees its staff will cooperate with Licensor?s staff to make necessary modifications to allow the Service to perform; and the individual signing on behalf of Licensee is an authorized officer, employee, member, director or agent for Licensee and has full authority to cause Licensee to enter into and be bound by the terms of this Agreement and this Agreement fully complies with all laws, ordinances, rules, regulations, and governing documents by which Licensee may be bound. Disclaimer: In no event (even should circumstances cause any or all of the exclusive remedies to fail their essential purpose, and even if Licensor has been advised of the possibility of such damages) shall Licensor, its officers, directors, managers, members employees or agents, be liable for any indirect, punitive, special, incidental or consequential damages of any nature (regardless of whether such damages are alleged to arise in contract, tort or otherwise), including, but not limited to, loss of anticipated profits or other economic loss in connection with or ensuing from the existence, furnishing, function, or Licensee?s use of any item or products or services provided for in this Agreement. Licensee understands that the cumulative liability of Licensor for any and all claims relating to the Service provided by Licensor shall not exceed that total amount paid by Licensee for the most recent payment made by Licensee to Licensor. The Service is provided as-is, and Licensor disclaims all warranties, express or implied, and does not warrant for merchantability or fitness of a particular purpose. Licensee recognizes that once email and text messages have been released from Licensor?s equipment, the ultimate delivery of the messages depends on the message Recipient?s local network. As a result Licensor cannot guarantee the delivery of email and text messages to a Recipient. Confidentiality: Licensor acknowledges the confidential nature of Licensee supplied data and files that it is to prepare, process or maintain under this Agreement, and agrees to perform its duties in such a manner as to prevent the disclosure to the public or to any persons not employed by Licensor, any confidential data and files. Data collected by Licensor will remain secured on Licensor?s equipment and will only be released upon mutual agreement by both parties or a court order of sufficient jurisdiction. Licensee understands and agrees that private citizens and other persons in the Calling Area may voluntarily contribute their contact information to be used in the Service, and that Licensor shall develop and maintain a database of such information, along with other information privately developed by Licensor (the "Citizen Data?). Licensee acknowledges and agrees that Licensor desires to maintain the privacy of the Citizen Data, and that Licensee shall take no steps to compromise the privacy of the Citizen Data. Licensee and Licensor acknowledges that the other party shall disclose to the other certain confidential, proprietary trade secret information (?Confidential Information?). Confidential Information may include, but is not limited to, information related to the Service or Recipients, Citizen Data, computer programs, flowcharts, diagrams, manuals, schematics, development tools, specifications, design documents, marketing information, user data, financial information or business plans. Each party hereto agrees that, at all times during and after the termination of this Agreement, such party will not, without the express prior written consent of the disclosing party, disclose any Confidential Information or any part thereof to any third party. Nothing in this Agreement will be deemed to require either party hereto to disclose any Confidential information to the other or to prohibit the disclosure of any information in response to a subpoena or other similar order by a court or agency. Each party hereto will notify the other of the receipt of any subpoena or other similar order and of any request under the Public Information Act or any other similar law, and will assist the other party in preventing the disclosure of the Confidential Information pursuant to same to the extent required by the disclosing party. Initials Licensor Emergency Communications Network, LLC SmartNotice? Services Agreement Page 4 of 8 Licensee 15. Termination: 16. 17. 18. a) Licensee or Licensor may terminate this Agreement at the completion of the Initial Term or the then-current Renewal Term by providing the other with no less than 30 days advance written notice prior to the end of the Term. Licensee understands and agrees that failure to provide notice as set forth herein shall result in automatic renewal. Upon termination of this Agreement, Licensee will return all Confidential Information and copies to Licensor and Licensee agrees to remove from Licensee?s computer(s), and any computer(s) within Licensee?s control, any and all files and documents related to the Service. b) Licensor, in its sole discretion, may also terminate this Agreement: a) for any reason by providing no less than thirty (30) days advance written notice, and in such case, Licensor will refund to Licensee an amount equal to the balance of the annual fee paid by Licensee based on the number of days left in the term of the Agreement less the rate of $0.09 cents times each minute/8M8 text message used by Licensee; or b) immediately, and without further notice, as a result of Licensee?s breach of this Agreement, and in such case, no fees paid hereunder shall be refunded and all fees then-due shall be paid in full by Licensee. c) Licensee, in its sole discretion, may also terminate this Agreement: a) for any reason by providing no less than thirty (30) days advance written notice, and in such case, no fees paid hereunder shall be refunded and all fees then-due shall be paid in full by Licensee; or b) immediately, and without further notice, as a result of Licensor's breach of this Agreement, and in such case, Licensor will refund to Licensee an amount equal to the balance of the annuai fee paid by Licensee based on the number of days left in the term of the Agreement less the rate of $0.09 cents times each minute/8M8 text message used by Licensee. Entire Agreement: This Agreement supersedes all prior understandings or agreements, whether oral or written, on the subject matter hereof between the parties. Only a further writing that is duly executed by both parties may modify this Agreement. The terms and conditions of this Agreement wili govern and supersede any additional terms provided by Licensee, including but not limited to additional terms contained in standard purchase order documents and third party application terms, unless mutually agreed to, via written signature, by Licensor. The terms of this Agreement shall not be waived except by a further writing executed by both parties hereto. The failure by one party to require performance of any provision shall not affect that party's right to require performance at any time thereafter, nor shall any waiver under this Agreement constitute a waiver of any subsequent action. Notices: All notices or requests, demands and other communications hereunder shall be in writing, and shall be deemed delivered to the appropriate party upon: personal delivery, if delivered by hand during ordinary business hours; the day of delivery if sent by US. Mail, postage pre-paid; the day of signed receipt if sent by certified mail, postage prepaid, or other nationally recognized carrier, return receipt or signature provided and in each case addressed to the parties as follows: As to Licensor: Emergency Communications Network, LLC, 780 W. Granada Boulevard, Suite 200, Ormond Beach, FL 32174 As to Licensee: Fort Pierce Utilities Authority, Attn: Director of Utilities, 206 South 6?m Street (34950). Fort PierceI FL 34948 With a copy to: Fort Pierce Utilities Authority, Attn: Erector of Utilities, PO BOX 3191, Fort Pierce, Fl= 34948-3191 Either party may change the address provided herein by providing notice as set forth in this paragraph. General: Each party to this Agreement agrees that any dispute arising under this Agreement shall be submitted, prior to the initiation of any litigation or other legal proceeding, to non?binding mediation according to the rules and regulations of, and administered by, the commercial mediation division of the American Arbitration Association, and that any agreement which is executed by both parties during such mediation may be enforced in any court of competent jurisdiction. If any dispute arises hereunder, the prevailing party shalt be entitled to all costs and attorney?s fees from the losing party for enforcement of any right included in this Agreement, whether in a Court of firstjurisdiction and all Courts of Appeal. Emergency Communications Network, LLC Page 5 of 8 SmartNotice? Services Agreement Initials Licensor Licensee 19. 20. 21. Interpretation and Severability: in the event any provision of this Agreement is determined by a court of competent jurisdiction to be void, the remaining provisions of this Agreement shall remain binding on the parties hereto with the same effect as though the void provision(s) had been limited or deleted, as applicable. Counterparts and Construction: This Agreement may be executed in counterparts, each of which shall constitute an original, with all such counterparts constituting a single instrument. The headings contained in this agreement shall not affect the interpretation of this Agreement and are for convenience only. Licensee agrees that this Agreement shall not be construed against the Licensor as the drafter, and that Licensee has read and understands this Agreement, and had the opportunity to review this Agreement with legal counsel. Survival: Certain obligations set forth herein represent independent covenants by which either party hereto may be bound and shall remain bound regardless of any breach of this Agreement and shall survive termination of this Agreement. [Remainder of page intentionally left blank. Signatures appear on following page.] Initials Licensor Emergency Communications Network, LLC Page 6 of 8 SmartNotice? Services Agreement Licensee IN WITN ESS parties hereto have hereunto set their hands and seals to this Agreement effective as of the last date signed below. Signed, sealed, and delivered in the presence of: LICENSOR: EMERGENCY COMMUNICATIONS NETWORK, LLC BY: Signature/Officer of Firm (Manual) Name (Typed or Printed) TITLE: DATE: STATE OF: COUNTY OF: The foregoing instrument was acknowledged before me this day of . by . of Officer of Firm Title Name of Firm a corporation, on behalf of the corporation. State He/She is personally known to me or has produced as identification. Notary Public My commission expires: ATFEST: LICENSEE: FORT PIERCE BY: Secretary Chairmen Seal) . DATE: APPROVED AST F0 Rf 81 CORRECT NESS: Fort Pier??e Authority Arterney Emergency Communications Neiwnrk. LLC Page 7 of 8 Services Agreement Lioensor Licensee Exhibit A Service Charges One (1) year SmartNotice? Services Agreement: 4,500.00 One (1 time set up fee WAIVED 90,000 SmartNotice minutes/SMS text messages per year Included For up to 30, 000 Recipients. Additional Recipients may be added in blocks of 350 Recipients at the rate of 15/Recipient in exchange for 3 additional minutes/SMS messages per Recipient added, which shall not be prorated for any partial year. Licensee may request such additional Recipients blocks by calling Licensor. Ma in Included Additional minutes/SMS text messages $0.15 ger minute/SMS text message Up to SmartNotice user pass codes Included Additional Pass codes may be purchased for an annual fee of 150.00 per pass code One (1) SmartNotice distance training session Included Additional distance training sessions may be purchased for $150. 00 per hour (one hour minimum) in person training sessions may be purchased for $1,500. 00 per trainer, per day, plus all travel, lodging, and ground transportation Email No Charge Insurance Certificate Holder No Charge Annual System Maintenance, including all Software Upgrades No Charge System usage for calls will be charged against minutes/SMS text messages at actual minutes of time connected while delivering prerecorded Service calls. All calls will be billed in 6?second increments. Additionally, all prerecorded Service cails to Alaska and Hawaii will be billed at 3x the amount of actual time connected. System usage for texts will be charged against minutes/SMS text messages in increments of 140 characters or less equal to one (1) SMS text. Database Accuracy Updates Licensee Supplied Database: A service labor fee of One Hundred Dollars ($100.00) per hour will be billed to Licensee for any data impeding, manipulating, and loading any database suppiied by Licensee or on Licensee's behalf to Licensor. $100 per hour for database maintenance Professional Services Upon Request: $135lhour Licensor shall perform professional services as requested from time to time by Licensee in its sole discretion. Emergency Communications Network, LLC Page 8 of8 Initials SmartNotice? Services Agreement Licensor Licensee Signed by Chairman and Secretary on 12/23/15 Board Submission Form Fort Pierce Utilities Authority ?Committed to Quality? 206 South Sixth Street (34950) 1/13/20 1 6 Fort Pierce, Florida 34948-3191 (772) 466-1600 Department: 74 - Gas Operations Board Meeting Date: 01/19/2016 Item Type: Contract Agreement Subject: Peoples Gas System Mutual Assistance Agreement Recommendation: Ratify approval of contract with Tampa Electric Company dba Peoples Gas System, of Tampa, Florida, for emergency assistance with Gas restoration in FPUA's service territory, effective December 17, 2015. Reviewed By Attorney: _Ye_s AVailab'e From: No Funds Needed Budgeted Contingency Approvals: System Director: Jan Director of Finance: PENICK, NINA B. jan 13 2016 Director of Utilities: CLAYTON W. Jan 13 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Paul A. Jakubczak, Director of Elec Gas Systems FROM: John K. Tompeck, P.E., Gas Ops Energy Services DATE: January 13, 2016 SUBJECT: Peoples Gas System Mutual Assistance Agreement RECOMMENDATION: Ratify approval of contract with Tampa Electric Company dba Peoples Gas System, of Tampa, Florida, for emergency assistance with Gas restoration in FPUA's service territory, effective December 17, 2015. IN FORMATION During the Low Pressure Incident for the FPUA gas system, TECO People's Gas supplied manpower for the restoration of the gas system. Turning on gas service to customers is considered a "covered task" by DOT procedures. Each of the TECO technicians had to be qualified. The TECO personnel were on site for days. ALTERNATIVES (IF ANY): None. Due to the emergency nature of these services, this agreement has already been executed, and this item is for information only. ATTACHMENTS: TECO Peoples Gas agreement - executed Page 1 of 1 Fat: 51F: mass The Fort Pierce Utilities Authority (FPUA) has occasion to call upon Peoples Gas System, a division of Tampa Electric Company (PGS). This agreement provides guidelines to aid in maintaining. or restoring gas utility serviCe when such service has been disrupted by acts of the elements, equipment malfunctions, accidents, sabotage, or. any other occurrences where-the parties deem emergency assrs'tance to be necessary or advisable. "While-it; is acknowledged that PGS is not under-any obligation to furnish? or continue to furnish such emergency assistance, P63 is willing to furnish such assistance when personnei and, equipment are available. The following terms and conditionsare the basis for an agreement: if The emergency. assistance period shall commence when the transportation of employees and/or equipment begins or, if PGS has been requested to prepare its employees or equipment for transportatiOn and await ?n?ther instructions, at the time. such preparations have "been completed. The emergency assiStance period shall terminate when the transportation of such employees or equipment back to P63 has been completed or when FPUA has instructed PGS that preparation of its employees and/cr'equipmentis no longer neceSsar-y. Employees of P68 shall at all times during the emergency assistance period continue to be. empIOyees of PGS and shall not be deemed employees of F-PUA for any purpose. PGS-shall be an independent contractor of FPUA and and other terms and conditions ofzemployrnent of P68 shall remain applicable to its employees duringthe emergency assistance period. In addition to supplying crews with crew leaders, PGS will also supply supervision to coordinate the work of crews and to receive instructions from FPUA. All work instructions and specific procedures to? be followed by crews shaii be given by FPUA to -supcrvisor(s); or, when crews are to work in Widely separate-areas, to such of Crew tendons) as may be designated for the purpose by superviso?s). safety rules Shall apply to- all work done bytheir employees. Any questions or concerns arising about any safety rules and/or procedures should be brought to the proper level of management for prompt resolutien between management of the Requesting-and ReSponding Campanie?s. All time sheets. and work records pertaining to employee's furnishing emergency assistance shalt be kept by PGS and "forwarded to FPUA within sixty (60) days of compietiOnt-of emergency assistance, unless otherwise agreed upon in uniting by both parties. FPUA shall reimburse PGS for all direct and indirect costs expenses,th including. a pro?t, incurred by PGS as, a- result of furnishing emergency assiStanCe. PGS shail furnish reasonable documentation of expenses to FPUA. Such costs and exp'enSes shall include, but not be limited to, the following; a. Employees? wages and salaries for paid time spent in serviCe area, including paid time for travel to and from such service area, standard payable additives to cover- all employee bene?ts and allowances fer vacation, sick leave and holiday pay, social security and retirement bene?ts, all payroli taxes, werk-men?s compensation, employer?s liability insurance, and other contingencies and bene?ts imposed by applicable law or regulation. FEUFLES 3A5. 'ruz NtiR?rH FRANKLIN STREET Mensa): 25oz TAMPA, 336131-2553 AN EQUAL OPPORTUNITY b. Employee travel and living expenses meals, lodging, and reasonable incidentals) at cost. 0. Replacement cost of materials and supplies expended or furnished. d. Repair or replacement cost of damaged or stolen equipment where: i. Equipment was damaged under normal operation as speci?ed by manufacturer?s operating procedures. ii. Equipment was stolen from areas designated by PUA as secure storage areas. e. Charges, at rates internally used by PGS, for the use of transportation equipment and other equipment requested. f. Administrative and general costs that are allocable to the emergency assistance, to the extent such costs are not chargeable pursuant to the foregoing subsections. 6. All costs and expenses of PGS shall be paid by FPUA within sixty (60) days after receiving an invoice therefore. 7. FPUA shall indemnify, defend, and hold harmless PGS, its employees, of?cers, directors, agents, and af?liates (collectively the ?Indemnitees?), from and against any and all actions, claims, liability for loss, damage, cost, or expense which lndemnitees may incur by reason of bodily injury, including death, to any person or persons or by reason of damage to or destruction of any property, including the loss of use thereof, which result from furnishing emergency mutual assistance; provided, however, that regardless of whether any such obligations are based on a tort, contract, statute, strict liability, negligence, product liability or otherwise, the obligation of FPUA under this indenmi?cation provision shall be limited in the same manner that would have applied if such obligations were based on, or arose out of, an action at law to recover damages in tort and were subject to Section 768.28, Florida Statutes, as that section existed at the inception of this Agreement. This provision does not obligate FPUA to indemnify PGS for the gross negligence or willful misconduct of PGS. While not intending to limit the Requesting Party?s indemni?cation obligations set forth in this paragraph, in the event liability is shared by the parties, the Requesting Party shall contribute in the amount of its proportionate share for all actions, claims, liability, damages, losses, expenses or judgments. 8. In the event any claim or demand is made or suit or action is ?led against Indemnitees alleging liability for which FPUA shall indemnify, defend, and hold harmless Indemnitees under paragraph 7 above, Indemnitees shall notify FPUA thereof, and FPUA, at its sole cost and expense, shall settle, compromise or defend the same in such manner as it in its sole discretion deems necessary or prudent. 9. PGS may furnish requested personnel and equipment to the extent that PGS may determine to do so in its sole judgment and discretion. PGS shall have the right at any time in its sole judgment and discretion to withdraw any and all personnel and/or equipment furnished to FPUA and return such personnel and equipment to its home base or other location. In the event that PGS withdraws personnel and/or equipment, PGS shall notify FPUA as soon as reasonably possible. 10. This agreement shall be construed and interpreted under the laws of the State of Florida. [Signature page follows] The undersigned organizations hereby agree to the foregoing, effective December 17, 2015. 1:01?th Utiliyties A/jthori?ty Peoples Ga System By: *mt (tit Mm, a By: Name: Michael A. Perri, Jr. Name: William T. Whale Title: FPUA Board Chairman Title: Senior Vice President?Electric Attest: Gas Delivery By: . Name: Daniel M. DeIulio ?7075/40 Title: FPUA Board Secretary (FPUA Seal) Approv?? to Form Correctness: By: Title: Fort Pierce Utilities Authority Attorney FYI The Chairman and Secretary will be signing this Agreement today (Under $25,000) Board Submission Form Fort Pierce Utilities Authority "Committed to Quality" . 206 South Sixth Street {34950) 1/15/2016 Post Of?ce Box 3191 Fort Pierce, Florida 34948-3191 (772) 466?1600 Department: 66 - Water/WW Engineering Board Meeting Date: 01/19/2016 Item Type: Contract Agreement Subject: Subordination of Utility Interests Recommendation: Approve subordination agreements associated with the upcoming Florida Department of Transportation (FDOT) Kings Highway Widening Project, and recommend that the Fort Pierce City Commission also execute these agreements at their February 1, 2016 meeting. Reviewed By Attorney: Available From: No Funds Needed Budgeted Contingency Approvals: System Director: PERKINS, TIMOTHY E. Jan 15 2016 Director of Finance: PENICK, NINA B. Jan 15 2015 Director of Utilities: CLAYTON W- Jan 15 2016 MEMORANDUM TO: Clayton W. P.E., Director of Utilities THROUGH: Timothy E. Perkins, P.E., Director of WW Systems FROM: Valerie A. Schulte, P.E., Supervising Engineer DATE: January 15, 2016 SUBJECT: Subordination of Utility Interests RECOMMENDATION: Approve subordination agreements associated with the upcoming Florida Department of Transportation (FDOT) Kings Highway Widening Project, and recommend that the Fort Pierce City Commission also execute these agreements at their February 1, 2016 meeting. SUM PPORTING INFORMATION FDOT is currently under contract to redesign and widen the Kings Highway corridor from Okeechobee Road (S.R. 70) to Orange Avenue (S.R. 68). FPUA currently has four easements within the proposed project limits that FDOT is requesting FPUA subordination. As a condition of the subordination agreements, if any existing or proposed utility within the lands are required to be relocated to facilitate this or any future roadway improvement, it will be done at the FDOT's expense. ALTERNATIVES (IF ANY): Do Not Approve. This option is not recommended as failure to execute these agreements will force FDOT to proceed with the eminent domain process. This in turn will abolish FPUA's easements and any right to financial reimbursement for utility adjustments or relocations. ATTACHMENTS: Subordination 101.2R Subordination 107.3R Subordination 111.3R Subordination 126.4R Subordination 806.3R Subordination ORB3212R Page 1 of 1 D4 This instrument prepared Parcel No. under the direction of: Item/Segment No. 2302566 Dawn Raduano, Esq. Section: 94003?2510 Legal Description prepared by: Managing District: 04 Louis Cefolia, P.S.M. (11?12-15) S.R. No. 713 Document prepared by: County: St. Lucie Grace K. Abel (12-30?15) Department of Transportation Parcel ID: Right of Way Production Services 3400 W. Commercial Boulevard Ft. Lauderdale, Florida 33309 SUBORDINATION OF CITY UTILITY INTERESTS THIS AGREEMENT entered into this day of by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, hereinafter called the FDOT, and the CITY OF FORT PIERCE, FLORIDA FOR THE USE AND BENEFIT OF THE FORT PIERCE UTILITIES AUTHORITY, hereinafter called the UTILITY. I H: WHEREAS, the UTILITY presently has an interest in certain lands that have been determined necessary for highway purposes; and WHEREAS, the proposed use of these lands for highway purposes will require subordination of the interest claimed in such lands by the UTILITY to the and WHEREAS, the FDOT is willing to pay to have the facilities relocated if necessary to prevent conflict between the facilities so that the benefits of each may be retained. NOW, THEREFORE, in consideration of the mutual covenants and promises of the parties hereto, UTILITY and FDOT agree as follows: UTILITY subordinates to the interest of FDOT its successors and assigns, any and all of its interest in the lands as follows, viz: (More particularly described in the legal description and sketch attached hereto as Exhibit we INSTRUMENT DATE FROM TO 0 . . . PAGE Easement 05/15/88 Jacob A. City of Fort 589/1086 Hoeffner, by Pierce, Florida Philip A. for the use and Hoeffner, his benefit of the attorney-in?fact Fort Pierce Utilities Authority Easement 04/04/89 C.L. LaFevers, City of Fort 635/103 Jr. and Joseph Pierce, Florida G. Berlin, for the use and individually and benefit of the as President of Fort Pierce Berlin Utilities Investments Authority PROVIDED that the UTILITY has the following rights: 1. The UTILITY shall have the right to construct, operate, maintain, improve, add to, upgrade, remove, and relocate facilities on, within, and upon the lands described herein in accordance with the current minimum standards for such facilities as required by the FDOT, Utility Accommodation Manual in the effect Any new construction or relocation of facilities within the lands will be subject to at the time the agreement is executed. prior approval by the FDOT. new construction or require the UTILITY located within said of such alteration, limited to the cost 2. Not the the 3. The Should the FDOT fail to approve any relocation of facilities by the UTILITY or or relocate its facilities to alter, lands, adjustment, adjust, the FDOT hereby agrees to pay the cost or relocation, including, but not of acquiring appropriate easements.. withstanding any prOVisions set forth herein, utility permits shall supersede any contrary provisions, with exception of the provision herein with reimbursement rights. the terms of UTILITY shall have a reasonable right to enter upon the lands described herein for the purposes outlined in Paragraph 1 above, including the right to trim such trees, brush, and growth which might endanger or interfere with such facilities, provided that such rights do not interfere with the operation and safety of the FDOT's facilities. The UTILITY agrees indemnify the FDOT UTILITY exercising above; however the to repair any damage to FDOT facilities and to against any loss or damage resulting from the its rights outlined in Paragraphs 1 and 3 UTILITY does not wave its sovereign immunity. IN WITNESS WHEREOF, the UTILITY has caused these presents to be executed in its name, and its Corporate Seal to be hereunto affixed, by its proper officers thereunto duly authorized, the day and year first above written. ATTEST: FORT PIERCE UTILITIES AUTHORITY By: DANIEL M. DEIULIO MICHAEL A. PERRI, JR. Secretary Chairman Signed, sealed, and delivered in the presence of: (Two witnesses or Corporate Seal required by Florida Law) Print Name: Print Name: Appro to Form and Correctness: a R.N. Kobi?qard, FPUA Attorney STATE OF FLORIDA COUNTY OF ST. LUCIE The foregoing instrument was acknowledged before me this day of 20 by MICHAEL A. PERRI, JR., CHAIRMAN of FORT PIERCE UTILITIES AUTHORITY, who is personally known to me. Florinda Kay Mazzarella Notary Public in and for the County and State last aforesaid ATTEST: CITY OF FORT PIERCE, a municipal Linda Cox, City Clerk corporation, for the use and benefit of FORT PIERCE UTILITIES AUTHORITY (CITY SEAL) By: LINDA HUDSON, MAYOR COMMISSIONER Approved as to Form and Correctness: By: Robert V. Schwerer, Esq., City Attorney IN WITNESS WHEREOF, the UTILITY has caused these presents to be executed in its name, and its Corporate Seal to be hereunto affixed, by its proper officers thereunto duly authorized, the day and year first above written. ATTEST: FORT PIERCE UTILITIES AUTHORITY By: DANIEL M. DEIULIO MICHAEL A. PERRI, JR. Secretary Chairman Signed, sealed, and delivered in the presence of: (Two witnesses or Corporate Seal required by Florida Law) Print Name: Print Name: Approved as to Form and Correctness: R.N. Koblegard, FPUA Attorney STATE OF FLORIDA COUNTY OF ST. LUCIE The foregoing instrument was acknowledged before me this day of 20 by MICHAEL A. PERRI, JR., CHAIRMAN of FORT PIERCE UTILITIES AUTHORITY, who is personally known to me. Florinda Kay Mazzarella Notary Public in and for the County and State last aforesaid ATTEST: CITY OF FORT PIERCE, a municipal Linda Cox, City Clerk corporation, for the use and benefit Of FORT PIERCE UTILITIES AUTHORITY (CITY SEAL) By: LINDA HUDSON, MAYOR COMMISSIONER Approved as to Form and Correctness: By: Robert V. Schwerer, Esq., City Attorney Exhibit Parcel No. 101 Item/Segment No. 2302566 Section: 94003?2510 A portion of Blocks 1 and 111, MODEL LAND CO., according to the plat thereof, as recorded in Plat Book 2, Page 10, of the Public Records of St. Lucie County, Florida, lying in the Southeast One?Quarter (SE 1/4) of Section 23 and the Northeast One?Quarter (NE 1/4) of Section 23, Township 35 South, Range 39 East, St. Lucie County, Florida, as shown on Sheets 5 through 9 of the Florida Department of Transportation Right of Way Map for Item/Segment No. 2302566, Section 94003?2510 and being more particularly described as follows: Commence at a railroad spike, found marking the Southeast Corner of said Southeast One?Quarter (SE 1/4) of Section 23; thence North 00?07'03" West along the East line of said Southeast One?Quarter (SE 1/4) of Section 23 and the Baseline of Survey of State Road 713 (Kings Highway), a distance of 601.79 feet; thence South 89?52'57" West along a line at a right angle to the last described course, a distance of 25.00 feet to a point at the intersection of the Westerly Existing Right of Way line of said State Road 713 (Kings Highway) and the Northerly Existing Right of Way line of State Road 70 (Okeechobee Road) and the POINT OF thence South 80?13'46" West along said Northerly Existing Right of Way line of State Road 70 (Okeechobee Road), a distance of 111.58 feet to a point on the Westerly Existing Right of Way line of the North St. Lucie River Water Control District Canal No. 40; thence North 00?07'03" West along said Westerly Existing Canal Right of Way line, a distance of 712.49 feet; thence North 89?18'11" East along said Westerly Existing Right of Way line of the North St. Lucie River Water Control District Canal No. 40, a distance of 10.00 feet; thence North 00?07'03" West continuing along said Westerly Existing Canal Right of Way line, a distance of 1,297.25 feet to a point of intersection with the Southerly Existing Right of Way line of the North St. Lucie River Water Control District Canal No. 49; thence South 89?26'52" West along said Southerly Existing Right of Way line of the North St. Lucie River Water Control District Canal No. 49, a distance of 168.59 feet to the beginning of a non?tangent curve concave Southeasterly, having a chord bearing of North 12?19'20" East; thence along the arc of said curve, having a radius of 275.00 feet, through a central angle of an arc distance of 65.73 feet to the end of said curve; thence North 19?10'04" East, a distance of 39.38 feet to the Northerly Existing Right of Way line of said North St. Lucie River Water Control District Canal No. 49; thence North 89?26'52" East along said Northerly Existing Canal Right of Way line, a distance of 153.46 feet to a point of intersection with said Westerly Existing Right of Way line of the North St. Lucie River Water Control District Canal No. 40; thence North 00?07'03" West along the Westerly Existing Right of Way line of said North St. Lucie River Water Control District Canal No. 40, a distance of 997.41 feet to the beginning of a non- tangent curve concave Southeasterly, having a chord bearing of North 04?28'01" East; thence along the arc of said curve, having a radius of 8,462.00 feet, through a central angle of an arc distance of 531.30 feet to a point of reverse curvature with a curve concave Northwesterly, having a chord bearing of North 04?09'45" East; thence along the arc of said curve, having a radius of 8,314.00 feet, through a central angle of an arc distance of 610.36 feet to the end of said curve, also being a point on the Easterly Existing Right of Way line of said North St. Lucie River Water Control District Canal No. 40; thence South 00?07'03" East along said Easterly Existing Canal Right of Way line, a distance of 4,227.66 feet to the POINT OF BEGINNING. Containing 8.477 acres, more or less. (Page 1 of 3) ;o a?ed UNINCORPORATED ST. LUCIE COUNTY CENTER E. MODEL LAND co. t?I?i 9.5. 2. no. N) SEE SNEET I FOR PARENT . I ll 3 vlidlp?l 3 .0L5Icll ll - 'I'l all. In? - 9 mom: I - 1 "?53'51Ilvn'u- I I 9.00? 'll I: inn. CANAL LN w?A- 51! ?54 I unnu- INF. 35 5-.IGE. E. SEC-E4, .ICE- )9 E. I l? SHEET 3 FOR TRACT mun- :Ta-m-oa- - - CANAL NO. ?0 ll (HST. CANAL LINE CANAL N0. 40 0.3. II. PC. AI- 1 noun-o:- 3 5ch :5-35-39 SIC. 24-15-35 . EIISI. turn I 2 . UM can. 10 scc. can.? LSJJEVEY S.R. 713 (KINGS 6 SECTION LINE 7-.. . (In may? saw: a . 1-. - 9.3mm 5010855083- Jud-C-SEE SHEET 3 A PARENT TRACT I Q1 g?llgas ll! 3 . ACHEAGE gr: I 1 Sl'i?'l .Iz.lr. A CHE AGE I IV-GI 3 I LINE FER PG. ?18 In! . l6) UNINCORPORATED ST. LUCIE COUNTY SE2 SHEET ONE FOR LEGEND AND GENERAL NOTES LII ILITT POLE PER RECORDED DOCUIENT PG. 439 SEE SHEET 5 FOR PARENT TRACT ACRE AGE THIS MAP IS NOT A SURVEY mou s.n. 1n IOKEECRDBEE new: to mm or mos new laun- FLORIDA DP TRANSPORTATION FAP N0. TOTI-DOS-U nus Inn-m Il- SECTION 94003-25? mm In?. In. RIGHT OF WAY MAP lu?l?l?t J. ?an SURVEY I NC AND MAPPING STATE ROAD NO. In? ?ll! IKINOS 5T. LUCIE Hurstan unasnuulsucu 1 at lh?l NO ?2302566 IRWQETLOL can I I UNINCORPORATED ST. LUCIE COUNTY MODEL LAND CO. ma. 2. PG. no :01 SEE SMEET 3 709 PI-RENY TRACT 1 .i5. . 4: :3 II I K-ST- . Ell-00' LY. 51-00' i. - na-aomLINE . SEEJL HIP. 35 Suh??E. E. SEC-11. HP. 35 S-JTGC. 39 SCME I SEE SNEEY 3 FOR PARENT 1mm ?41 WIJIMBSJI WEI .SI - - .I - 1.551.m' C-in? ?Hum: a cum. do - 40 682d In?. cm? LIN. 991.11' 09-07-03' I rm .ar w. '1 Tn.? r_ :nsv. cum:- le- 14152:. com: I 1.. m. wan-u a 7:3 HIGHWAY: a I - - SEE ONE FOR LEGEND AND GENERAL NOTES (?Jr A - "?nm?JM cmr' u.L. Imn. nI. PG. nun?v4, . .. .. 1 - animu- PM SEE SHEET 3 FOR PARENY _.ff ?5 - . rum: '8 SEE DETAIL 'r v' 40.10.39 Mi?" .os?m CURVE DATA now: Lilith! 45.6.? .20'0? ?I'll-69 Ss?uio' 356.50' In 3? - cumin?3". ?Aha?q I Acncacz I "?4233 CUHYE C10 lrll'i 3 has.? 5 (1151; _nn uut CURVE cg ax am: l.u.n.u (K SEE SHEEY 3 FOR TRAIN 5 I 0 TIM. 1' MO 10 SCALE MAP IS NOT A SURVEY rnau s-R- 70 now: To mam or Plcos Rom mama DEPARYMENT or TRANSPORTATION RIGHT OF WAY MAP an ran-mo av- SECTION 94003-25l0 nun-01w. Inc. mu twitt- FJF ND. at Hull uh SURVEYING AND MAPPING um um:- mm man u' - Io' STATE ROAD NO. (KINGS "mums ST- LUCIE ?Eu/55mg." "0.2302555 5p.st or In RMPFINI: IR: 3025? mmULoa . non D4 This instrument prepared Parcel No. under the direction of: Item/Segment No. 2302566 Dawn Raduano, Esq. Section: 94003~2510 Legal Description prepared by: Managing District: 04 Louis Cefolia, P.S.M. (06?27Hl4) S.R. No. 713 Document prepared by: County: St. Lucie Grace K. Abel (12e30-15) Department of Transportation Parcel ID: 2324?322?0000-000?0 Right of Way Production Services 3400 W. Commercial Boulevard Ft. Lauderdale, Florida 33309 SUBORDINATION OF CITY UTILITY INTERESTS THIS AGREEMENT entered into this day of 201 by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, hereinafter called the FDOT, and the CITY OF FORT PIERCE, FLORIDA FOR THE USE AND BENEFIT OF THE FORT PIERCE UTILITIES AUTHORITY, hereinafter called the UTILITY. I H: WHEREAS, the UTILITY presently has an interest in certain lands that have been determined necessary for highway purposes; and WHEREAS, the proposed use of these lands for highway purposes will require subordination of the interest claimed in such lands by the UTILITY to the and WHEREAS, the FDOT is willing to pay to have the facilities relocated if necessary to prevent conflict between the facilities so that the benefits of each may be retained. NOW, THEREFORE, in consideration of the mutual covenants and promises of the parties hereto, UTILITY and FDOT agree as follows: UTILITY subordinates to the interest of FDOT its successors and assigns, any and all of its interest in the lands as follows, viz: (More particularly described in the legal description and sketch attached hereto as Exhibit INSTRUMENT DATE FROM TO O.R.B. PAGE Easement 11/15/96 Hilliard City of Fort 1065/ Groves, Inc. Pierce, Florida 0416 for the use and benefit of the Fort Pierce Utilities Authority Easement 10/18/96 Hilliard City of Fort 1313/ Groves, Inc. Pierce, Florida 2654 for the use and benefit of the Fort Pierce Utilities Authority PROVIDED that the UTILITY has the following rights: 1. The UTILITY shall have the right to construct, operate, maintain, improve, add to, upgrade, remove, and relocate facilities on, within, and upon the lands described herein in accordance with the current minimum standards for such facilities as required by the FDOT, Utility Accommodation Manual in the effect at the time the agreement is executed. Any new construction or relocation of facilities within the lands will be subject to prior approval by the FDOT. Should the FDOT fail to approve any new construction or relocation of facilities by the UTILITY or require the UTILITY to alter, facilities located within said lands, adjust, or relocate its the FDOT hereby agrees to pay the cost of such alteration, adjustment, or relocation, including, but not limited to the cost of acquiring appropriate easements. 2. Not withstanding any provisions set forth herein, the terms of the utility permits shall supersede any contrary provisions, with the 3. The exception of the provision herein with reimbursement rights. UTILITY shall have a reasonable right to enter upon the lands described herein for the purposes Outlined in Paragraph 1 above, including the right to trim such trees, brush, and growth which might endanger or interfere with such facilities, provided that such rights do not interfere with the operation and safety of the FDOT's facilities. 4. The UTILITY agrees indemnify the FDOT UTILITY exercising above; however the to repair any damage to FDOT facilities and to against any loss or damage resulting from the its rights outlined in Paragraphs 1 and 3 UTILITY does not wave its sovereign immunity. IN WITNESS WHEREOF, the FDOT hereto has executed this agreement on the day and year first above written. Signed, sealed and delivered in the presence of witnesses: Print Name: Print Name: STATE OF FLORIDA COUNTY OF BROWARD STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION By: Name: GERRY Title: District Secretary for District IX Attorney approved as to form: Name: DAWN RADUANO The foregoing instrument was acknowledged before me this day of 201 by GERRY District Secretary for District IV, who is personally known to me or who has produced as identification. Print Name: Notary Public in and for the County and State last aforesaid. My Commission Expires: Serial No., if any: IN WITNESS WHEREOF, the UTILITY has caused these presents to be executed in its name, and its Corporate Seal to be hereunto affixed, by its proper officers thereunto duly authorized, the day and year first above written. ATTEST: FORT PIERCE UTILITIES AUTHORITY By: DANIEL M. DEIULIO MICHAEL A. PERRI, JR. Secretary Chairman Signed, sealed, and delivered in the presence of: (Two witnesses or Corporate Seal required by Florida Law) Print Name: 7 Print Name: Appro ed/T to Form and Correctness: girl/i1 Fm FEUA Attorney STATE OF FLORIDA COUNTY OF ST. LUCIE The foregoing instrument was acknowledged before me this day of 20 by MICHAEL A. PERRI, JR., CHAIRMAN 0f FORT PIERCE UTILITIES AUTHORITY, who is personally known to me. Florinda Kay Mazzarella Notary Public in and for the County and State last aforesaid ATTEST: CITY OF FORT PIERCE, a municipal Linda Cox, City Clerk corporation, for the use and benefit of FORT PIERCE UTILITIES AUTHORITY (CITY SEAL) By: LINDA HUDSON, MAYOR COMMISSIONER Approved as to Form and Correctness: By: Robert V. Schwerer, Esq., City Attorney Exhibit Parcel No. 107 Item/Segment No. 2302566 Section: 94003?2510 A portion of land lying in the Southwest One?Quarter (SW 1/4) of Section 24, Township 35 South, Range 39 East, St. Lucie County, Florida, as shown on the Florida Department of Transportation Right of Way Map for Item/Segment No. 2302566, Section 94003?2510 and being more particularly described as follows: Commence at a railroad spike, found marking the West One?Quarter corner of said Section 24; thence South 00?07'03" East along the West line of said Southwest One-Quarter (SW 1/4) of Section 24 and Baseline of Survey of State Road No. 713 (Kings Highway), a distance of 25.19 feet; thence North 89?52'57" East along a line at a right angle to the last described course, a distance of 25.00 feet to a point of intersection of the Easterly Existing Right of Way line of said State Road No. 713 (Kings Highway) and the Southerly Existing Right of Way line of Crossroads Parkway per the plat, ST. LUCIE CROSSROADS, according to the plat thereof, as recorded in Plat Book 30, Page 8, of the Public Records of St. Lucie County, Florida, said point of intersection being the POINT OF thence South 89?41'24" East along said Southerly Existing Right of Way line of Crossroads Parkway, a distance of 352.81 feet to the West line of Lot 12 of said ST. LUCIE thence South 00?07'03" East along said West line of Lot 12, a distance of 25.00 feet; thence North 89?41'24" West, a distance of 327.62 feet to the beginning of a tangent Curve concave Southeasterly, having a chord bearing of South 45?05'47" West; thence Southwesterly along the arc of said curve, having a radius of 25.00 feet, through a central angle of 90?25?39", an arc distance of 39.46 feet to the end of said curve on said Easterly Existing Right of Way line; thence North 00?07'03" West along said Easterly Existing Right of Way line, a distance of 50.19 feet to the POINT OF BEGINNING. Containing 8,957 square feet, more or less. (Page 1 of 3) J0 932d SEC-ZS .55 Su?ct. (. . I..RH. )9 t. SCILK I f' - ST. LUCIE COUNTY UNTGR Gib. SID-535 MODEL LAND C0. i? P.8. 2. PG. IO Mlhu I mn I SEE SHEET 3 ?Esau-um" w) FOR PARENT TRACT 1 . SEE SHEET 3 limb Fm PARENT TRACT 9 5 as.? '6 .lrln fa-W