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BCRUA_R-18-02-28-7A RESOLUTION NO. R-18-02-28-7A WHEREAS, Pedernales Electric Cooperative, Inc. ("PEC") has submitted an Engineering Assessment Letter Agreement ("Letter Agreement') regarding the Brushy Creek Regional Utility Authority("BCRUA")Nameless Road Electrical Substation Improvements, and WHEREAS, the BCRUA desires to approve the Letter Agreement with PEC,Now Therefore BE IT RESOLVED BY THE BRUSHY CREEK REGIONAL UTILITY AUTHORITY, That the Board President is hereby authorized and directed to execute on behalf of the BCRUA an Engineering Assessment Letter Agreement with Pedernales Electric Cooperative, Inc., a copy of same being attached hereto as Exhibit"A" and incorporated herein for all purposes. The Board hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 28th day of February, 2018. FRANK LEFFINGWELL, President Brushy Creek Regional Utility Authority ATTEST: STEPHE THOM-AS, Secretary Z WRUMBoard PacketsTacket UacumentsU018*2 28 201817A Res BCRUA-Nameless Substation Expansion and T3 Addition Engineering Anessment 1-dicr Agreement with Pedemeles Electric Coop(00396269xA08F8).doc j POWER OF COMMUNITY LSr7� PEDr""ALES awymc COOPO UTNE 1 Jolraoe�cW,rum 78=4M January 18, 2018 Tom Gallier Brushy Creek Regional Utility Authority, Inc. 221 East Main Street Round Rock, TX 78664-5299 Re: Nameless Substation Expansion and T3 Addition: Engineering Assessment Letter Agreement Dear Mr. Gallier, Brushy Creek Regional Utility Authority, Inc. ("BCRUA") has requested Pedernales Electric Cooperative, Inc. ("PEC") to serve a new load that will require additional transformation capacity at Nameless Substation ("Substation"). The existing Substation consists of two power transformers on a single 138 kV bus with breakers. A third power transformer will be required to meet this request and a 138 kV ring bus will be needed in order to not impact reliability. The existing layout does not permit a new transformer or ring bus to be added without improvements to the site. BCRUA has contracted M&S Engineering for design services and a new layout shown in Attachment A has been proposed that includes modifications to the existing 138 kV bus to convert it to a ring bus arrangement and add a third power transformer. Integral to this design is property acquisition,site work,construction of a retaining wall,and a review of impacts to a waterway adjacent to the substation. Terms and Conditions: This Engineering Assessment Letter Agreement(the "Letter Agreement") sets forth the terms and conditions by which PEC will perform or cause to be performed the following scope of work for the engineering assessment requested by the BCRUA(the"Assessment"): 1. Cost Estimate. BCRUA shall deliver the following to PEC prior to its commencement of the Assessment: a. Payment of$17,500.00(estimated); subject to change. The breakdown of the costs is as shown: Engineering $12,500 PEC Labor and Expenses $5,000 Total $17,500 b. Existing topographical survey of the project area. 2. Assessment Cost Estimate Adiustments. BCRUA further acknowledges and agrees that should the Assessment cost less than the estimate above, a refund will be initiated and paid by PEC. Should the Assessment cost more than the estimate, an additional invoice will be processed,with payment due before PEC will initiate any additional engineering, material acquisition, or construction associated with the overage EXHlu"I'm �� �� 3. BCRUA further acknowledges and agrees that this estimate does not include any costs to implement any recommendations from the Assessment. Should any electrical facilities be required to be installed as a result of the Assessment,such facilities shall be invoiced as necessary and shall be owned and controlled solely by PEC. 4. BCRUA further acknowledges and agrees that this estimate does not include any costs associated with the engineering or relocation of any PEC facilities. This Letter Agreement represents and contains the entire agreement and understanding between the parties with respect to the subject matter herein and supersedes any and all prior or contemporaneous oral and/or written agreements and understandings. All amendments,supplements,and modi fications to this Letter Agreement must be in writing and signed by both parties. This Letter Agreement may be executed in two or more counterparts,each of which will be deemed an original, but all of which together will constitute one and the same instrument. Execution of this Letter Agreement by an electronic form of signature that is an exact copy of the original signature shall be deemed to be, and shall have the same effect as, execution by original signature, and an electronic form counterpart of this Letter Agreement signed by all parties hereto shall be sufficient to bind all such parties. Please acknowledge your acceptance below to the terms and conditions herein and return to me with your payment of$17,500.00. Once received, PEC will be able to engage Schneider Engineering to begin design, engineering analysis, and cost estimation. If you have any questions,please call Tony Perez, Engineering Manager at 830-868-5158. Sincerely, Pedernales Electric Cooperative,Inc. By� __ Daren C Director,Distribution Automation and Grid Modernization 'M ACCEPTED: TW Brushy Creek Regional Utility Authority Inc. By: - Name: Title: 2 Attachment A * � t `a •' �� ra�ogs rsn v 4 PROPOSE p EXPANSION .e PEC - ExiSTIMG FENCE rm..r .. a+ww.x t PEC RENT F I FZ P LNE P OPO F ON �r f - - .r.crxrrrn A Ir n ert�gin� srrrveyosn s'0l BRUSHY CREEK REGIONAL JI 2� `.\ - UTILITY AUTHORITY PPASE DEEP WATERINTAI(E uumRIGNTS DRAINAGE PLAN PRELIMINARY FOR REVIEW ONLY .�P[��.�P.O .d.Y...1•.It 4ll i n r.urts ,om W. V- �s WOr W. .a rrrr spit ' 4. ae„lar rrnw.in w[ wi.i-er�: a.rc Frr EMBIT 2 ra.�. ORIGINAL EXECUTED DOCUMENT TO FOLLOW. .. 19POWER Of COMMIlN1TY di Peorxw a Looe COOPMUmr PALoul rah. cw,vwn l an January 18,2018 Tom Gallier Brushy Creek Regional Utility Authority, Inc. 221 East Main Street Round Rock,TX 786645299 Re: Nameless Substation Expansion and T3 Addition: Engineering Assessment Letter Agreement Dear Mr.Gallier, Brushy Creek Regional Utility Authority, Inc. ("BCRUA") has requested Pedernales Electric Cooperative, Inc. ("PEC") to serve a new load that will require additional transformation capacity at Nameless Substation("Substation"). The existing Substation consists of two power transformers on a single 138 kV bus with breakers. A third power transformer will be required to meet this request and a 138 kV ring bus will be needed in order to not impact reliability. The existing layout does not permit a new transformer or ring bus to be added without improvements to the site. BCRUA has contracted M&S Engineering for design services and a new layout shown in Attachment A has been proposed that includes modifications to the existing 138 kV bus to convert it to a ring bus arrangement and add a third power transformer. Integral to this design is property acquisition,site work,construction of a retaining wall,and a review of impacts to a waterway adjacent to the substation. Terms and Conditions:This Engineering Assessment Letter Agreement(the"Letter Agreement') sets forth the terms and conditions by which PEC will perform or cause to be performed the following scope of work for the engineering assessment requested by the BCRUA(the"Assessment"): 1. Cost Estimate. BCRUA shall deliver the following to PEC prior to its commencement of the Assessment: a. Payment of S 17,500.00(estimated); subject to change. The breakdown of the costs is as shown: Engineering S12,500 PEC Labor and Expenses S5,000 Total $17,500 b. Existing topographical survey of the project area. 2. Assessment_Cost_Estimate Adiustments. BCRUA further acknowledges and agrees that should the Assessment cost less than the estimate above, a refund will be initiated and paid by PEC. Should the Assessment cost more than the estimate, an additional invoice will be processed,with payment due before PEC will initiate any additional engineering, material acquisition,or construction associated with the overage P,9,104 - C4-022-� 7 A 3. BCRUA further acknowledges and agrees that this estimate does not include any costs to implement any recommendations from the Assessment. Should any electrical facilities be required to be installed as a result of the Assessment,such facilities shall be invoiced as necessary and shall be owned mod controlled solely by PEC. 4. BCRUA further acknowledges and agrees that this estimate does not Include any costs associated with the engineering or relocation of any PEC facilities. This Letter Agreement represents and contains the entire agreement and understanding between the parties with respect to the subject matter herein and supersedes any and all prior or contemporaneous oral and/or written agreements and understandings. All amendments,supplements,and modifications to this Letter Agreement must be in writing and signed by both parties. This Letter Agreement may be executed in two or more counterparts,each of which will be deemed an original,but all of which together will constitute one and the same instrument. Execution of this Letter Agreement by an electronic form of signature that is an exact copy of the original signature shall be deemed to be, and shall have the same effect as, execution by original signature, and an electronic form counterpart of this Letter Agreement signed by all parties hereto shall be sufficient to bind all such parties. Please acknowledge your acceptance below to the terms and conditions herein and return to me with your payment of$17,500.00. Once received, PEC will be able to engage Schneider Engineering to begin design,engineering analysis,and cost estimation. If you have any questions,please tail Tony Perez, Engineering Manager at 830-868-5158. Sincerely, Pedernales Electric Cooperative,Inc. By: Daren Cu Director, ist ibution Automation and Grid Modernization 0 ACCEPTED: Bru e c egr al Utility Authority Inc. By: Name: rar, Title: �F-CS 2 Attachment A � IVs ' PROPOSE 'h 1 '' 4 ru„a.a+r +e All EXPANSVi r• 1, \�\ �k � y %� PEC � �•m 4� � i�,�., �� �, - - EXISTING I \r' 0 AN FENCE twwute�rna � - a, u'� uuct. SPEC „ 50.3m - \ angina rsv su voyam d _ .f0�`� �"'=�_ �, ��s \ �'•\ BRUSHY CREEK REGIONAL UTILITY AUTHORITY DEEP WATER WAKE Ar ^f q OAAIFIIIGE PIAN s °' v lk�•.' s k �„„ I PRELIMINARY s ' '' FOR REVIEW ONLY ACA A' a.-nit.rar okra.in.c ,�,•+� �. tn.rr•to w�} ��� ,\•� MCALCPANNELCROSSSECTM10 vo 12 13 t�:tw:•r,n E166&tI a DATE: February 23, 2018 SUBJECT: BCRUA Board Meeting—February 28, 2018 ITEM: 7A. Consider a resolution authorizing a payment to Pedernales Electric Cooperative, Inc.for a third-party Engineer Review of the Pre-Design of Nameless Road Electrical Substation Improvements. PRESENTER: Tom Gallier, General Manager BACKGROUND: Under our existing Phase 1C design/Phase 2 Land Rights contract with Walker Partners,Walker's electrical engineering sub-consultant, M&S Engineering, has developed a recommended series of improvements to Pedernales Electrical Cooperative's (P.E.C.'s) Nameless Road Electrical Substation.These improvements will be necessary in order to assure adequate power availability for the Phase 2 Deep Water Intake and Pump Station Project. P.E.C. has informed us that they will require a third party electrical engineering review of the M&S design before agreeing to our proposed modifications and additions to their substation.The total estimated cost of this third party engineering review is$17,500. If the final cost comes in below$17,500, P.E.C.will return the savings to BCRUA. If it appears that the$17,500 cost will be exceeded, P.E.C.will halt the work until receiving formal written agreement to the increased amount by BCRUA.Staff and the Operations Committee(OC) have reviewed this proposal and recommend approval. FUNDING: Sufficient funds in Phase 1A savings remain to cover the estimated$17,500 cost of the third party electrical engineering assessment.