Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2013-425 Contract - CVO Electrical Systems
Contract for 10-Year Electrical System and Planning Stud CITY O F CONSULTANT: CVO Electrical Systems, LLC ASHLAND CONTACT: Mr. David Castor, Principal 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1600 SW Western Blvd, Suite 160, Telephone: 541/488-6002 Corvallis, OR 97333 Fax: 541/488-5311 TELEPHONE:.541-752-2829 DATE AGREEMENT PREPARED: November 22, 2013 FAX: 541-752-4830 BEGINNING DATE: December 2, 2013 COMPLETION DATE: June 30, 2014 COMPENSATION: Not to exceed $58,171.00 per fee schedule attached as Exhibit C. SERVICES TO BE PROVIDED: 10-Year Electrical System and Planning Study per the scope of work in the RFP and proposal submitted b CVO Electrical Systems. ADDITIONAL TERMS: Timeline for Deliverables Tentative Completion Dates - Progress Reports (Status of Project) Biweekly Project Report (Draft report summarizing results of study and recommendations) 02/17/13 Final Report - 03/17/13 Presentation of Study Results to the Electric Department Management Team 04/07/13 Final Overview Presentation to the City Council 05/06/13 FINDINGS: . Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated; payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of City. 7. _ Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $19,825 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract b Consultant (including but not Contract for Personal Services, Revised 06/30/2013, Page 1 of 5 fimited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the parry seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the.breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the parry giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obfigations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in. accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent,.of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000,'$500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Contract for Personal Services, Revised 06/30/2013, Page 2 of 5 Damage.- It shall include contractual liability coverage for the indemnity provided under this contract. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1.000.000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' Written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon; and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding. (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A a d herein incorporated b reference. o sulfa : Ci -Ashland By / gy a 1 a ~c~~ I S' nature Dep ent Head as4#r, Ka005-2 Print Name Print Name iJ wA-- f I [S I l q Title -Tate W-9 One copy of a W-9 is to be submitted with l 69 49 4- 1 the signed contract. Purchase Order No. APP VED A T RM -Ashland CWAtlomey Data ;?.2 Contract for Personal Services, Revised 06/30/2013, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor __enforceable.in.accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not. in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) Contract for Personal Services, Revised 06130/2013, Page 4 of 5 - CVOELEC-01 LIST DAYY) ,aco~ro CERTIFICATE OF LIABILITY INSURANCE 811612013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE-HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS, CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE_ISSUING INSURER(S),. AUTHORIZED-, REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. - I-• . _ I IMPORTANT: If the cordficate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. 'If,SUBROGATION IS WAIVED, subject to the terms and conditions of the policy," certain policies may require an endorsement A statement on thl6 i ertiflcate does not confer rfgtits to the certificate holder in lieu of such endoreemon,t(s). PRODUCER---. (541) 7$7-1321 NAME CT Liz Stevens Barker.Uorlings"Insurance Inc--- I I I PHONE A L"NP.. 340 N W 5th Street " IAICNo. EMI' P 0 Box 1378 i n DRESS:liz barkeruedin s.com--= Corvellis, OR 97339 INSURERS AFFORDING COVERAGE NNC a INSURERA:Hartford Casualty. Insurance Company INwaeD CVO Electrical Systems, LLC NSURERB:Twin CityFire Insurance Company 1600 SW Western Blvd., Suite 160 INSURER C:U S Specialty Insurance Company I Corvallis, OR 97333- INSURER D: I NSURER E: I INSURERF: I COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE A~ UBR POLICY NUMBER MO Y EFF MOLICY E%P LIMITS II GENERAL LIABILITY EACH OCCURRENCE 5 1,000,06 A XI I COMMERCIAL GENERAL UABIUTY 52SBATL7259 71512013 71612014 PREMISES Ea oralrenw S 300;000 CLAIMS-.ADE Q OCCUR - _ -MEP FI(P (Arty cna PP+auRl __I-5_. _ ..10;00 PERSONALSAWMURY' 5 - 1.000,00 _ GENERALAGORErATE S - 2;000;00 GEMLAGGREG-ATE LIMIT APPLIES PER, PRODUCTS. COMPYOP AEG i 2.000,00 X PODGYr I I.CT PRO LOC.. L. • _ 1: 5 • AUTOMOBILEUABIUTY EOMBI EPDR SINGLE UNIT 5 .1,000,000 G A ANY AUTO - .52SBATL7259 71512013 71512014 BODILY INJURY(Px pm ) i ALL OWNED SCHEDULED , GODLY INJURY (Pe arriaeMl $ AUTOS NON-OWNED - - OPERTY DAMAGE S X HIREDAUTOS X AUTOS PPRRACCIDENT S X OMB"LLA LIAR X OCCUR I - EACH OCCURRENCE S 1,000,00 A I~S 1,000,00 E%CEea LIAR CLAIMS.MADE 52SBATL7259 71612013 715/2014 AGGREGATE RETENTION 5 10.000 ) I S LIED X _ WORKERSCOMPENSATION WCSTATU- OM ANDEMPLOYERS•LIABILITY X T LIIdU B ANY PROPPIETOR,PARTNER/EXEOUTVE Y 52WECNZ9065 71512013 7/512014 E. L. EACH ACCIDENr 5 500,00 OFFICERIMEMBER EXCLUDED? L' NIA _ RyMyO0nCaWryln NH1, , E.L DISEASE _EA EMPLOYES S00,000 I IDESORIPTION OFOPERATKMIS Ede I I EL. DISEASE - POLICY LIMIT 5 500,00 C Professional Liability USS 13 24222 91112013 91112014 Claims Made Basis 1,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS (VEHICLES (AaacUACMD/01.Mdllbml Ranh.aSUMdV ,11MM. acslamquin ) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 90 North Mountain Ave. ACCORDANCE WITH THE POUCY PROVISIONS. Ashland, OR 97520- AUTHORIZED REPRESENTATIVE I - (a 1gRR-9(Hn ACnRn r nRPARATIDN. All rinhf_c reserved. Electrical Mr. David Castor, Principal CVO Electrical Systems, LLC 1600 SW Western Blvd, Suite 160 Corvallis, OR 97333 Ph (541)752.2829, Ext 21 Fax (541)752.4830 david.castorC+)cvoes.com October 18, 2013 Mr. Mark Holden, Director of Electric and Information Technology City of Ashland Electric Department 90 N. Mountain Avenue Ashland, OR 97520 Subject: System Electric Planning Study Request for Proposal Dear Mr. Holden: In response to the City of Ashland Electric Department's Request for Proposals, CVO Electrical Systems (CVOES) is pleased to submit this engineering services proposal for the preparation of a 10-Year Electrical System & Planning Study. Our proposal is intended to fully respond to the Request for Proposals (RFP) to provide a system plan tailored to the City's objectives and the specified scope of work Our proposal also includes suggested optional studies. We have taken no exceptions to the RFP or the City's'standard Agreement. Our proposal is organized by section in general accordance with the scope-of-work descriptions noted in the RFP, and is intended to be responsive yet concise. We will gladly clarify or elaborate on any information contained within our proposal. We accept the schedule proposed within the RFP and if chosen, anticipate completion of the project in accordance with the City's timeline. This includes the completion of any selected optional electrical studies. The work will be performed entirely by our staff out of Corvallis, Oregon. This will allow the project team to work closely together and coordinate well with the City staff. Our project staff is well qualified to perform all required services and has extensive experience working with electric utilities of similar size. Many of our previous system studies have been for utilities that are also transmission dependent and we are familiar with evaluating serving transmission systems and interacting with BPA and northwest investor-owned utilities. Our proposed project team has more than 70 years of combined experience serving the electric ' utility industry, performing system analysis, planning studies and design services. Sections 3 and 6 1600 SW Western Blvd, Suite 160 o Corvallis, OR 97333 • Phone (541) 752-2829 • Fax (541) 752-4830 of our proposal identify previous planning study experience and include some recent utility references. We will gladly provide additional references upon request Our staff experience includes previous work for the City's Electric Department dating back to 2002 and continuing to the present consisting of assisting with previous planning studies, various electric system studies, substation expansion designs, underground designs, SCADA system design, implementation and support, and design upgrades to the Reeder Gulch Hydro facility. Our proposed cost to perform all aspects of the basic system study is provided in the Fee Schedule, Section 7, with costs for suggested optional electrical studies presented separately and in tabular form. The proposed fee is based on the proposed services as shown in Section 4 of our proposal. We acknowledge receipt of Addendum No.1 and Addendum No. 2. We feel strongly that the City will benefit by retaining CVO Electrical Systems to prepare the City's System Plan because of our familiarity with small municipal electric systems in general and our detailed knowledge of the Ashland system. As with all of our projects, we pledge our focused dedication to the successful and timely completion of this work. We are excited about the prospect of working with the City of Ashland on this study and look forward to the opportunity to meet soon for further discussions. Sincerely, O Electrical S~LC avid Castor, P.E. Principal Ashland Electrical System 2 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 2 - CONTENTS 1- Letter of Introduction ......................................................................................................................................................1 2 - Contents 3 3 - Experience & qualifications S Key Personnel 7 Resumes 9 4 - Proposed services ...........................................................................................................................................................17 Task 1. Project Start-Up & Data Collection .............................................................................................................18 Task 2. Load Review & Load Growth Forecast ....................................................................................................19 Task 3. Establish System Planning & Design Criteria ........................................................................................20 Task 4. System Evaluation .............................................................................................................................................20 Transmission Evaluation... Substation and Feeder Evaluation ........................................................................................................................21 Evaluation of Substation Agreement & Recommendations ........................................................................21 Task 5. Power Flow Analysis ........................................................................................................................................22 Task 6. Capacity for Future Growth & System Improvement Recommendations .................................23 I Task 7. Written Report & Presentation ....................................................................................................................23 Additional Optional Tasks ............................................................................................................................................24 Optional System Evalution Services .....................................................................................................................24 Optional system Analysis Services ........................................................................................................................25 S - Contract Terms and Conditions .................................................................................................................................27 6 - References ..........................................................................................................................................................................29 7 - Fee Schedule ........................................................................................................:.............................................................31 Additional Optional Tasks Pricing .............................................................................................................................31 I Ashland Electrical System 3 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 3 - EXPERIENCE & QUALIFICATIONS CVOES engineers have a long history of preparing planning studies for electric utilities. Our engineers have prepared various styles of planning studies including Comprehensive Master Plans, Long-Range Plans, Construction Work Plans, Sectionalizing Plans, Borrower's Environmental Reports, and performed a wide variety of Analysis Studies plus many specialized studies. These services have been performed for all types of electric utilities throughout the country and in many instances these studies have been performed for clients on a repeat basis. A list of some Northwest clients for which our engineers have prepared electric planning studies is presented in Table 2-1. In addition to preparing the City of Ashland's most recent electrical system 10-year planning study, our engineers have provided a wide array of services to the City over the last 12 years including design upgrades to the Reeder Gulch hydro facility, substation expansions and modifications, SCADA system design, implementation and support, underground design, and on-call troubleshooting services. We are accustomed to providing a complete range of engineering services and responding on short notice when necessary. Our small size allows our clients to contact any.of.our engineers directly at . any time without concern for organization charts and management structure's. As much of our work is with small utilities with limited engineering staff, we are accustomed to being more "hands on" in response to protective relaying programming, commissioning and troubleshooting than larger consulting firms. CVOES will provide a highly experienced project team for all engineering services related to the City's Electric System Planning Study. In addition, all project team members proposed in this submittal will be available to complete the project within the specified schedule. The following paragraphs briefly describe key personnel qualifications and their project role. Complete resumes are also included. Copies of previous studies produced by CVOES engineers are available upon request. J Ashland Electrical System S ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Table 3-1 Electric Utility System Studies Performed b CVOES Engineers Client Customers Description of Services Provided Vera Water and Power System Planning Study, Arc-Flash Study Veradale, Washington Design Services, SCADA Design 10,500 Customers General En ineerin Services - On-Call Canby Utility System Planning Study, Arc-Flash Study Canby, Oregon Design Services, SCADA Design-Maintenance 6,750 Customers General Engineering Services - On-Call City of Ashland System Planning Study, Arc-Flash Study Ashland, Oregon Design Services, SCADA Design-Maintenance 12,000 Customers General Engineering Services - On-Call Columbia Basin Electric Cooperative Multiple Analysis Studies Heppner, Oregon Design Services 3,500 Customers General En ineerin Services - On-Call Consumers Power, Inc. SCADA Planning Study, Arc-Flash Study Philomath, Oregon Design Services, SCADA Maintenance 17,426 Customers General En ineerin Services - On-Call City of Drain System Planning Study Drain, Oregon Design Services 660 Customers General En ineerin Services - On-Call McMinnville Water and Light System Planning Study McMinnville, Oregon Design Services 15,985 Customers Milton-Freewater Light and Power SCADA Planning Study, Arc-Flash Study Milton-Freewater, Oregon Design Services, SCADA Design-Maintenance 4,550 Customers General Engineering Services - On-Call City of Monmouth Multiple System Studies, Arc-Flash Study Monmouth, Oregon Design Services, SCADA Design-Maintenance 3,883 Customers General En ineerin Services - On-Call Tillamook People's Utility District System Planning Study Tillamook, Oregon Design Services 20,000 Customers General En ineerin Services - On-Call City of Blaine System Planning Study Blaine, Washington Design Services 4,400 Customers General Engineering Services - On-Call 1 Ashland Electrical System 6 OCVO Electrical Systems, LLC & Planning Study RFP October 2013 1 KEY PERSONNEL David P. Castor, P.E. Mr. Castor will be the project manager with overall responsibility for all Electric System Plan study work and engineering services. He will manage all CVOES engineering and will ensure that we are responsive to the City's needs through our project management system. He will also be responsible for overall project Quality Control review and the lead engineer for all ` system analysis portions of the study, report preparation, and the optional protective device coordination portion. He is a senior engineer and has provided engineering services to electric utility clients for over 40 years. Mr. Castor's experience involves projects with all aspects of electrical planning study and design, including high voltage transmission, medium-and low-voltage power distribution, generation, protective relaying, metering, motor control, grounding, and specialized systems designs. He has conducted numerous electrical system studies for utility systems, focusing on system planning, short circuit calculations, equipment evaluations, protective device coordination, and arc-flash hazard studies. Other areas of experience include design automation, computer applications, instrumentation and control systems, supervisory control and data acquisition (SCADA) systems, and communications systems design. He has taught a variety of classes in system analysis and arc- flash evaluation, holds an M.S.E.E: degree, and is a Registered Professional Engineer in the State of Oregon. Mr. Castor was responsible for the overall project review and lead for the system analysis and protective device coordination sections for the City of Ashland's 2003 Electrical System 10-Year Planning Study. i Jerry Witkowski, P.E. Mr. Witkowski will be responsible for performing overall System Plan study services consisting of data collection, determining planning criteria, system evaluation, forecasting, system expansion and improvements, and scheduling and cost estimating. He has been providing electric system utility master planning studies, comprehensive plans, construction work plans, and detailed transmission, substation and overhead and underground distribution design services for over 30 years. He has been the project manager and lead engineer for numerous planning and other types of electric utility studies and design projects. Services typically include the prep of Technical Specifications and Contract Documents for both Construction and Equipment Procurement, proposal evaluation and award recommendation, and often field resident serv Mr. Witkowski is a Registered Professional Engineer in the State of Oregon. Mr. Witkowski was the project manager for the City of Ashland's 2003 Electrical System 10-Year Planning Study with overall responsibility for all study planning, analysis and report preparation efforts. Michael Antonishen, EIT. Mr. Antonishen will be responsible for providing assistance with data collection, preparation of the system evaluation, system analysis, forecasting, evaluation of capacity for future growth, improvement planning, cost estimating, and report preparation. Mr. Antonishen has completed numerous system analysis and design projects since he joined CVO Electrical Systems in the spring of 2012. He has direct experience and been fully involved in the recent completion of two electric system long range planning studies. His work has included general system observations, system valuation, load forecasting, system modeling, and system analysis including short-circuit, power flow, and coordination. Mr. Antonishen holds an M.S.E.E. as well as a Bachelor's degree in Mathematics and Physics. Ashland Electrical System 7 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Benjamin Leland, EIT. Mr. Leland will be responsible for providing assistance with select sections 1 of the system analysis, improvement planning and cost estimating. As part of the CVOES team, Mr. Leland has been providing system analysis, coordination, and metering and supervisory applications for numerous utilities since 2009. His work has included unique SCADA electric substation and distribution, and water and wastewater automation solutions, system analysis consisting of power flow, short-circuit and coordination studies, intelligent electrical device implementations, harmonics problem solving, and a variety of field troubleshooting and measurement applications. Mr. Leland holds a Bachelor's Degree in Electrical Engineering and Applied Physics. Ashland Electrical System 8 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 RESUMES David P. Castor, P.E. Senior Electrical Engineer Address CVO Electrical Systems 1600 SW Western Blvd, Suite 160 Corvallis, OR 97333 Education MS, Electrical Engineering, University of Missouri BS, Electrical Engineering, University of Missouri Professional Registrations Professional Engineer: Oregon, Washington, Hawaii, Nevada, California, Missouri, Virginia, Maryland Distinguishing Qualifications • Over 40 years experience in a broad range of electrical system design and analysis, control systems design, computer applications, project management and staff management • Project management experience on varied multi-discipline projects • Special expertise in the field of electric power generation, ranging from small cogeneration facilities to large power plants Relevant Experience Mr. Castor is a senior electrical engineer with a broad range of experience in the design and analysis of electrical power systems and power generation. Prior to the formation of CVO Electrical Systems in June 2005, he served as the Director of Engineering Services for ESA, Inc. from May 1998 through June 2005 and also served as manager of their Corvallis office. He also has experience in the design of instrumentation and control systems. He has led large, multi-discipline teams in design activities. Mr. Castor has conducted numerous electrical system studies for both industrial and utility systems. These studies included arc-flash hazard evaluations, short circuit calculations, equipment evaluations, power flow and protective device coordination. Prior to joining ESA, Mr. Castor was employed by C142M Hill for 18 years where he designed electrical and control systems for many wastewater and water treatment systems, as well as other utility, industrial and commercial facilities. These projects involved all aspects of electrical design, including medium-and low-voltage power distribution, protective relaying and metering, motor control, grounding, instrumentation, and special systems design. In addition, Mr. Castor served as firm-wide director of Design Automation as well as Electrical group leader for the Corvallis office and was directly responsible for the management and direction of a staff of 25 people. As Design Automation Director, he was responsible for development of corporate computer-aided drafting (CAD) standards and computer-aided engineering (CAE) applications and managed an in-house group of programmers and systems analysts working on CAD/CAE applications. In addition to general electrical system design, Mr. Castor has special expertise in the area of electrical power generation. He has designed electrical and control systems for a wide range of power generation facilities, including thermal power plants, hydropower facilities, and cogeneration installations. Prior to joining C112M Hill, he worked eight years for Black & Veatch Consulting Engineers, during which time he was involved in the electrical and control system design for several fossil-fuel power plants, ranging from 80 M W .to 840 MW. I Other areas of experience include design automation, computer applications, instrumentation and control systems, - supervisory control and data acquisition (SCADA) systems, and communications systems design. Ashland Electrical System 9 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Representative Projects System Studies Performed numerous electrical system studies and arc-flash hazard studies, including Dominion Energy - Brayton Point Station (1700 MVA 4 unit coal-fired power plant); Dominion Energy - Salem Harbor Station (850 MVA 4- unit coal-fired power plant); Hawaiian Commercial & Sugar Company, Maui; Ketchikan Public Utilities; City of Ashland, Oregon; Green Bay Waste Water Treatment Facility; Roseburg Forest Products; Alcoa Aluminum - Intalco Works; Georgia-Pacific Toledo Mill; Potlatch St. Maries Complex, Hyundai Semiconductor, Eugene, Oregon. SCADA and Control Systems Lead engineer for the Canby Utility Westcou Substation Automation system using Cimplicity-based operator interface and including communications with multiple micro-processor-based control and protective devices in the substation. Project manager and lead engineer on a head gate automation project for the Eugene Water & Electric Board's Walterville Hydro facility. Project included PLC programming, control & instrumentation modifications, and operator interface design. Cogeneration Lead electrical engineer producing electrical designs for numerous cogeneration and small hydro projects, ranging in size from 650 kW to 20 MW. He is familiar with all aspects of cogeneration design including utility interface requirements for metering and relaying, integration into existing electrical systems, generator protection,. and design of auxiliary power and instrumentation systems. Projects have included: 18 MW cogeneration facility - Wah Chang Metals, Albany, Oregon, New steam turbine generator - HC&S Sugar Mill, Maui (19 MVA turbine- generator with digital control and relaying systems), Douglas County Forest Products Cogeneration Project (8 MVA steam turbine-generator) In addition to design and analytical work related to cogeneration, Mr. Castor has assisted several electric utilities in developing interconnection guidelines for small power producers. He has worked closely with large private and public utilities regarding the interfacing of cogeneration facilities with utility systems. Memberships in Professional Organizations Senior Member - Institute of Electrical and Electronics Engineers (IEEE) IEEE--Industry Applications Society National Fire Protection Association (NFPA) 1 Ashland Electrical System 10 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Jerry D. Witkowski, P.E. Senior Electrical Engineer Address CVO Electrical Systems 1600 SW Western Blvd, Suite 160 Corvallis, OR 97333 Education BS, Electrical Engineering, Oregon State University Professional Registration Professional Engineer: Oregon, California, Washington Work Experience Mr. Witkowski has been providing electrical utility, industrial design and study services for the past 30 years. He has performed many electric utility system planning studies, system analysis and protection studies, and various specialized studies for utility clients. He has also provided many unique services including special grounding applications, SCADA systems, and system infrastructure valuations for change of ownership. His design involvement includes project management and lead engineering experience in transmission, substation, and overhead and underground distribution systems. In addition to design engineering, these services have included technical specification and contract document preparation, contract award, detailed construction cost estimating, construction scheduling, management and resident services. Representative Projects Study Projects • Served as project manager and lead engineer of several electrical planning studies, and other specialized planning and system evaluation reports for Cooperatives, Municipalities, and Public Utilities. These studies typically contain the following tasks: growth forecasts, evaluation of existing systems, establishment of design criteria, system power flow and short-circuit analysis, protection device (sectionalizing) coordination, improvement alternative investigations, detailed conclusions, recommendations and improvement plans, associated costs estimates and implementation schedules. • Performed extensive distribution, substation and transmission facility system evaluations for the El Paso Electric Company, the San Diego Gas and Electric Company, and Arizona Public Service Company, in addition to numerous similar evaluation studies for smaller utilities. These efforts consisted of evaluating the condition of the entire electric systems and preparing reports describing the evaluation methods, system components, configurations, conditions and present worth report conclusions. Substation Evaluation and Purchasing • Performed substation evaluations for various BPA customers for the purpose of negotiation and buyout of BPA distribution substations. These evaluations included detailed inventories to establish present worth values though accepted industry valuation and depreciation methods. A list of utility clients can be provided upon request. • Provided negotiation assistance to the Milton-Freewater Light and Power for the purchase of the Milton and Freewater Substations. Immediately following purchase of the facilities CVOES engineers provided engineering services for several Freewater Substation upgrades required to allow the substation to provide reliable service and function trouble free. These improvements included replacement of underrated interrupting equipment with new circuit breakers and IED controllers placed in the control building, new voltage regulation for the dual transformer bank service and eight distribution feeder system, underrated disconnect switch and buswork replacements, the addition of proper metering potentials, station service and transfer switch, steel structure Ashland Electrical System 11 ©Cy0 Electrical Systems, LLC & Planning Study RFP October 2013 modifications, oil containment design and all necessary foundation, conduit and grounding improvements, 1 control house device implementation and all necessary wiring upgrades. Provided all necessary contract documents and technical specifications for major equipment purchases. The field work was performed by the City crews with wiring, programming and start-up service assistance provided by CVOES engineers. Design Projects • Performed complete design for the expansion of the City of Ashland, Mountain Avenue Substation distribution rack including all site-work activity, structure details, sectionalizing devices and controllers, control house modifications and feeder getaways. CVOES services included controller configuration, settings and programming in addition to SCADA system configuration and implementation with fiber optic communications. • Performed complete design and services during construction services of a 7.5/9.4-MW co-generation facility interface for Douglas County Forest Products, including the 115-kV x 13.2-kV substation design interconnection to the generator facility and 115-kV pole design interconnection to PacifiCorp. In addition, we performed the design for the upgrade of the incoming 12-kV mill electric distribution network. This project was completed in 2006. • Recently completed distribution underground designs for several large developments in the City of Ashland. One representative task was the detailed design for the exclusive Billings Ranch Subdivision in the City of Ashland that includes all subsurface equipment including re-routing of the a major 600-amp feeder trunk line with a'railroad bore crossing. This project consists of a 600-amp sectionalizing device with two 200-amp taps that serve the development. The development includes submersible encapsulated fused taps and submersible distribution transformers that are looped with redundant single and three-phase systems. • Performed numerous distribution detailed designs for both overhead and underground projects with considerably more underground projects taking place the last 20 years. These projects not only include the detail layout design, but also consisted of all construction unit assembly design aspects, complete material lists, and construction bidding Contract Documents. Underground designs have consisted of both pad-mounted equipment configurations and completely subsurface installations with various duct bank and vault arrangements. These projects have included a variety of state and scenic highway crossings, in addition to railway and river crossings, and have been prepared for large utility system loop interconnections, feeder extensions and a variety of subdivision developments. A listing of clients will gladly be provided upon request. Membership in Professional Organizations - National Society of Professional Engineers Professional Engineers of Oregon Institute of Electrical and Electronic Engineers Power Engineering Society Tau Beta Pi Honor Society - Eta Kappa No Honor Society Ashland Electrical System 12 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Michael P. Antonishen, E.I.T. Electrical Engineer Address CVO Electrical Systems 1600 SW Western Blvd, Suite 160 Corvallis, OR 97333 Education MS, Electrical Engineering, Oregon State University BA, Mathematics, Physics, Kalamazoo College Professional Registration Engineer In Training, Oregon Work Experience Mr. Antonishen has a wide range of recent experience in power systems analysis and design. Prior to joining CVO Electrical Systems in the spring of 2012, Mr. Amonishen was a Graduate Research Assistant at Oregon State University (OSU) where he worked in the Wallace Energy Systems and Renewables Facility performing research on the effects of large scale wind integration on the power system in the Pacific Northwest. His thesis work was based on the development of a model predictive controller to be used for coupling energy storage systems and wind farms. Prior to OSU, he worked as a research assistant at Aalborg University in Aalborg, Denmark performing wave tank tests on ocean wave energy converter prototypes and working on the European Equimar project to establish a sound base for future marine energy standards. . Mr. Antonishen has experience as a project engineer on numerous system analysis projects including full involvement with two recently completed long range plan studies for utility clients. He has provided engineering assistance in power system studies including protective device coordination, short circuit calculations, power flow, load forecasting, arc-flash hazard analysis, and harmonic analysis. He also has experience with SCADA system design, system modeling, programming and integration of power system IED's, and system valuation. Representative Projects Canby Utility, Canby, Oregon - Canby long range plan encompassing 5-year planning period with a 10-year load forecast horizon. Tasks included system modeling, short circuit analysis, power flow, load forecasting, and final report preparation and revisions. Vera Water & Power, Spokane Valley, Washington - Long range plan encompassing a 10-year planning period with a 20-year load forecast horizon. Tasks included system modeling, short circuit analysis, power flow, protective device coordination, load forecasting, system evaluation, assisting with transmission and distribution recommendations, cost estimating, and final report preparation and revisions. This project is currently being completed. Public Utility District No. 1 of Whatcom County, Ferndale, WA - Sub-consultant for the prime contractor. Responsibilities include system modeling, protective device coordination, and IED programming for a 115kV ring bus. Cascade Pacific Pulp, Halsey, Oregon - Provided protective device coordination and IED programming for new devices installed during plant outage. Also assisted on an arc-flash hazard analysis. Douglas Electric Cooperative, Camas Valley Substation, Roseburg, Oregon - Sub-consultant for prime contractor providing relay coordination, system modeling, and IED programming. PCC Structurals, Inc.; Milwaukie, Oregon - Sub-consultant for prime contractor providing power system modeling, load flow analysis, and arc flash hazard analysis. Ashland Electrical System 13 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Goldwind Global, Musselshell Substation; Shawmut, Montana - Sub-consultant for prime contractor. Responsibilities include conducting relay coordination, system modeling, and developing a protective scheme for a wind faun substation. Organization Membership Institute of Electrical and Electronic Engineers (IEEE) IEEE Power Engineering Society i Ashland Electrical System 14 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Benjamin W. Leland, E.I.T. . i Electrical Engineer Address CVO Electrical Systems 1600 SW Western Blvd, Suite 160 Corvallis, OR 97333 Education BS, Electrical Engineering, Kettering University BS, Applied Physics, Kettering University Professional Registration Engineer In Training, Oregon Work Experienee Mr. Leland has a breadth of recent experience in the fields of Power Systems and Control Systems. Prior to joining CVO Electrical Systems in 2009, Mr. Leland was a co-op engineering student at Valeo Climate Control in Auburn Hills, Michigan where he worked in an advanced prototyping and thermal loop calorimeter laboratory. Mr. Leland has development experience in the programming and integration of power system IEDs at the utility substation, distribution, and industrial application level. He has worked with Programmable Logic Controllers (PLCs) in Electrical, Water, and Wastewater environments, and has developed ground-up SCADA systems for several Electrical Municipalities. He has also provided engineering assistance in several power system studies including short circuit calculations, protective device coordination, and arc-flash hazard analysis. Representative Projects Box Canyon Dam, Mt Shasta, CA - Control system redesign to replace a legacy GE Series 6 PLC with 3 AB ControlLogix PLCs for main generator units and station controls. Redesign of protective relaying to replace electromechanical relay elements with microprocessor relays for the main generator units, transformer, and transmission loop circuits. Ongoing support for construction and integration phases of the project. Tillamook PUD, Tillamook, OR - Developed and integrated transfer-trip relaying schemes and protective settings for distributed generation sites that interconnect with the utility distribution feeders for 3 digester generation facilities. Canby Utility, Canby, OR - Developed coordination settings and integrated 12 S&C IntelliTeam distributed . automation switches for self-healing and automatic sectionalizing of the City's electric distribution system with SCADA and an autonomous mesh radio control network.. City of Milton-Freewater, Milton-Freewater, OR -Integrated a distributed asset control system between an existing SCADA application and the Pacific Northwest National Lab Smart Grid Demonstration. Wrote custom control logic and automated data reporting tools via Modbus to MS-SQL utilizing Java and SQL scripts. City of Monmouth, Monmouth, OR-Designed and commissioned an Electric SCADA system utilizing VPN network tunneling, substation IED data concentration, operator touch panel HMI, GE Cimplicity HMI, and GE Historian data logging. Columbia Basin Electric Cooperative, Heppner, OR- Conducted relay coordination modeling and developed protection scheme for a 115KV transmission tap. Implemented local automation at Condon substation including operator touch panel, data concentrator, and microprocessor protective relaying. i Ashland Electrical System 15 ©CVO Electrical Systems, LLC & Planning Study REP October 2013 Tillamook PUD, Tillamook, OR - Developed and commissioned SCADA control systems at Mohler, Trask River, and Nestucca substations integrating IEDs, PLCs, operator touch panels, and data concentrators with the existing I Survalent SCADA system. Developed Survalent HMI interfaces and historical automated reporting. Integrated new digital protection relays and control scheme at Nestucca substation. City of Ashland, Ashland, OR - Developed and commissioned an Electric SCADA system utilizing the City's fiber network integrating substation IEDs, hydro generation controls, and remote reclosers and capacitor banks. Developed Wonderware HMI interface and SQL Historian automated reporting. Canby Utility, Canby, OR - Enhanced PLC timing and coordination between resin bed filtration systems and UV sterilization reactors at the Water Treatment Plant including programing GE Series 90-30 PLCs, PLC communications with GE Proficy Machine Edition, and HMI programming and screen development with GE Cimplicity HMI. Organization Membership Institute of Electrical and Electronic Engineers (IEEE) IEEE Power Engineering Society National Society of Professional Engineers (NSPE) 1 i I Ashland Electrical System 16 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 I 4 - PROPOSED SERVICES The engineers at CVO Electrical Systems will work closely with the City to provide a 10-Year Electric System Plan tailored to the City's objectives and the accepted proposal tasks. We recognize the City's desire to perform a planning study to be used as a management tool, recommending the most practical and economic means of serving existing and future loads, while maintaining high quality service to its customers with timely implementation of necessary equipment replacements and system improvements. The planning study will address the electric system strengths and weaknesses, and identify needed improvements based on service quality, anticipated system changes, growth, obsolescence and most importantly reliability. The study will provide recommendations with detailed descriptions, schedules and cost estimates for replacement and upgraded infrastructure to meet future loads and/or replace and upgrade aging equipment. The study will also address the agreements and fees associated with Pacific Power and BPA ownership of substations. In addition, we have proposed optional electrical studies that we believe could help improve reliability, provide guidelines that are practical for everyday planning and decision-making, and result in a more complete study. These include additional analyses and procedures useful for monitoring system performance and trending. We understand that the City of Ashland's service area encompasses the City annexation limits and presently serves approximately 12,000 customers. The City is a summer and winter peaking utility with recent winter and summer peaks of 40.65 MW and 40.35 MW, respectively. The City's annual energy sales for 2012 were approximately 179,815 MWh. The City's electric distribution system is 12.47 kV, and the City takes delivery at three 115/12.47 kV substations. Electric power is purchased from Bonneville Power Administration (BPA) and delivered through PacifiCorp transmission facilities to the PacifiCorp-owned Oak Knoll and Ashland Substations and the BPA-owned Mountain Avenue Substation. The proposed scope-of-work is organized into eight prioritized tasks following the outline in the RFP. The content of each task develops information that is necessary for subsequent tasks. Although the optional studies can be performed at any time and essentially in any order, some study results can impact subsequent studies. The results of a comprehensive planning study and analysis of the City's electric system will be summarized, compiled and presented in a formal report with documentation and support data as described in Task 7. Our methodology for performing the study will be divided into major tasks as listed below. These tasks define the basic study scope-of-work and suggested optional electrical studies. Each is addressed individually in the following discussion: Task 1. Project Start-Up & Data Collection Task 2. Load Review & Load Growth Forecast Task 3. Establish System Planning & Design Criteria i Ashland Electrical System 17 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Task 4. System Evaluation: General System Observations Evaluation of Existing System Configuration Evaluation of Substation Agreement & Recommendations Task S. Power Flow Analysis Task 6. Capacity for Future Growth & System Improvement Recommendations Task 7. Written Report & Presentation Task 8. Additional Studies (Optional) We accept the tentative timeline for deliverables presented on page 7 of the RFP and will provide biweekly progress reports to the Electric Distribution,System Manager for the duration of the project detailing project status, information required, and project financial information. TASK 1. PROJECT START-UP & DATA COLLECTION The project start-up will begin with a data collection phase and we propose a site visit and kickoff meeting be part of this task This meeting will serve to accomplish these important objectives: • Introduce key members of the study team and establish communication lines to identify contact persons between the City and CVOES. • Execute any remaining Contract agreement requirements. • Review and refine the scope of work, adjusting tasks to clearly identify project objectives, optional services, deliverables and schedules. • Confirm the City's BPA and Pacific Power contacts. • Establish a procedure to collect and document data for,the planning study, include data requests, staff interviews, field work and inspections. • Obtain basic system characteristic data such as: 1) Previous system planning studies. 2) Current system maps and circuit diagrams. 3) Circuit line characteristics, in addition to any specific information not part of the system maps. 4) Appropriate system circuit and map CAD files. 5) System normal configuration, system backup and preferred sectionalized operating configurations. 6) System protective device type and ratings or settings. 7) Historical and projected demand, energy and loading information by system substation and feeder. 8) System growth patterns and forecasts, population densities, zoning and land uses, comprehensive plans, anticipated development areas, planning alternatives, and environmentally sensitive issues, and critical loads.... 9) System major equipment maintenance and performance records, age and descriptive conditions. Ashland Electrical System 18 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 40 10) System outage and reliability data. 11) Construction standards and construction unit costs. • Identify if any options proposed below are of interest to the City. Some tasks may require collection of additional City system data: a. Review present system operating and construction practices and policies for comparison with other utility and industry practices. b. Review system maintenance practices for comparison with NETA, NFPA, IEEE and ANSI standards, and other utility and industry practices. c. Perform Protective Device Coordination as described herein. Deliverable work products of this task will include: • Documentation of the Data Requests. • Incorporation of data into the System Plan Report as appropriate. TASK 2. LOAD REVIEW & LOAD GROWTH FORECAST CVOES will evaluate system-wide growth patterns based on historical, recent (last 10-year period) and expected future growth, based on information provided by the City. Summation charts of historical demand and energy requirements, and future requirements, will be prepared and compared with equipment capacities. 1 To enhance the forecast accuracy the assessments of land use plans, local or governmental comprehensive plans, proposed expansions and annexations, density and zoning, potential commercial and industrial development, and practical system build-out will be reviewed and can add credibility to the forecast. We will also obtain, evaluate and plot historical peak, customer count and temperature conditions to determine if the results from the correlation between cold weather and peak demand differ from classical forecasting methods. In conjunction with historical and recent peak coincidental and non-coincidental loading, this data will be used to estimate future feeder and substation peak loading, load balance, system improvement needs, and for optional system analyses scenarios if selected. The BPA load growth forecasts will also be taken into consideration. However, the forecasting methods provided by BPA have different objectives than a forecast prepared with an Electric System Plan. BPA's forecasting methods ignore unusual occurrence in weather or loading to "normalize" conditions; whereas the City's electric system must be capable of delivering power during unusual load and weather conditions. A load profile will be provided along with a 5-and 10-year load growth forecast to be compared with system capacity and used to impact improvement timing. Ashland Electrical System 19 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Deliverable work products of this task will include: • Incorporation of following data into the System Plan Report. - Discussion of forecasting methods and data used. - Discussion of areas of growth, build-out and fill-in. - Tabulation of energy usage and demands by service areas. TASK 3. ESTABLISH SYSTEM PLANNING & DESIGN CRITERIA The development of a reliable, orderly and economical system plan is dependent on guidelines specific to the City's electric system. We will establish realistic planning criteria thresholds and objectives upon which short-term and long term planning action and improvements should be based. The criteria will be used to determine loading and reliability guidelines, with backup contingencies under sectionalized and outage conditions. The criteria will set limits for conductor and transformer loading, voltage drop, load balance between feeders and phases, acceptable overloads during summer, winter and emergency conditions, and targets for system losses and power factor. These normal and overload threshold conditions for various system components will be presented with detail descriptions and with results in tabular form. The planning document will define specific analysis contingency scenarios (N-1), which shall include but not be limited to, individual transmission circuit, substation and primary feeder out-of-service conditions. Detailed switching arrangement descriptions will be provided for each scenario. These procedures are intended to establish uniform planning, operating and construction practices, and will be used in subsequent work tasks to determine improvements and their scheduled construction timing. This type of analysis approach and documentation is crucial to reliable system operation and performance especially during emergency situations. Deliverable work products of this task will include: • Incorporation of the Final Planning Criteria into the System Plan Report. TASK 4. SYSTEM EVALUATION CVOES will evaluate the City s electric system and provide comments, insights, and . recommendations in line with the established system planning and design criteria. Recommendations will provide guidance for longterm planning and system improvements. We will also review and assess previously planned capital improvement projects not yet completed, update and prioritize these projects and plans accordingly, then incorporate modifications as appropriate into the new System Electric Plan. The impact of alternative. forms of generation, such as solar and biomass, and their effect on infrastructure and demand will also be discussed. TRANSMISSION EVALUATION To ensure that reliable power is delivered to the City's electric system CVOES will obtain all applicable fault duty information from BPA and Pacific Power for the City's electric system points of interconnection. Sufficient system configuration data will be requested to evaluate the existing Ashland Electrical System 20 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 transmission system facilities serving the City for interconnection and switching flexibility, looping capabilities, isolated segments, and overall operation of power supply to the City's electric system. The transmission system reliability, protection components, protective philosophy, and operational schemes will also be considered to evaluate power availability, interruption frequency, proper device coordination, and emergency operating conditions. SUBSTATION AND FEEDER EVALUATION The City's existing system substation components and feeder conductors will be compared against the planning criteria established in Task 3 to evaluate compliance or identify areas of deficiency. All applicable component ratings and characteristics will be tabulated for easy comparison with the design criteria. CVOES will evaluate the City's existing Ashland, Oak Knoll and Mountain Avenue substation equipment ratings, capacities and configurations. These evaluations will include operation and maintenance programs, vintage, and equipment capacities compared with projected load forecasts. System weaknesses will be noted and corrective action alternatives recommended. We will prepare site equipment layouts including transformer locations and transmission configurations to reflect suggested improvement arrangements. A prioritized work plan will be prepared based on evaluation of the existing facilities that will address violations of the planning criteria under existing loading and contingency scenarios. The system improvement plans will include budgetary-level cost estimates with estimated annual expenditures for recommended equipment purchases and construction improvements. I We will review available data records of major system equipment characteristics, ratings and installations or estimated acquisition dates. This data will be compared with maintenance records and typical service life criteria. Recommendations for specific maintenance and suggested equipment retirements will be tabulated on a timetable. The aging study will determine which facilities will be beyond or near the end of their useful life prior to the end of the planning period. Data used in the evaluation will be tabulated for reuse during the next planning study. Inspection procedures and maintenance practices to guard against component failure and damage will also be noted. The City's electric system outage reports and operating information will be tabulated to determine reliability per IEEE Standard 1366, which are industry-wide Electric Power Distribution Reliability Indices. These calculated indices will be compared to both national averages and past system performance. EVALUATION OF SUBSTATION AGREEMENT & RECOMMENDATIONS CVOES will review the transformation fee agreements with BPA and Pacific Power and evaluate different options for minimizing total transformation cost to the city including potentially purchasing or building new substations. Recommendations will be provided along with a detailed system improvement plan, if changes are proposed. Ashland Electrical System 21 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Deliverable work products of these tasks will include: • Summary of existing system violations and immediate and short-term improvement plans. • Recommendations regarding current and future transformation fee agreements, with consideration given to possible substation purchases or new substation construction. • Incorporation into the System Plan Report. TASK 5. POWER FLOW ANALYSIS CVOES will perform computer analysis of the City's complete electric system using the EasyPower Analysis software. We will update our existing system model of the City's electric system for recent additions and allocate existing loads to each line segment for analysis of the system against the planning criteria, including operating conditions and contingency scenarios. In addition, CVOES will obtain any necessary upstream utility source data from BPA and Pacific Power required to model and perform the analysis. The load growth will be allocated into the system model as forecast to analyze the system performance against planning criteria for normal configuration and contingency scenarios. We propose to analyze the systems power flow model for the existing configuration and at five-year growth increments. The basic analysis case configuration and loading conditions listed below will model power quality and reliability with respect to system voltage, load capacity, power factor correction, voltage support optimization, losses and equipment characteristics: 1. Base Case 1A - model the normal system configuration under peak load. . 2. Base Case 1B - model the normal system configuration under light load. 3. Five-Year Growth Case - model under projected peak load and cold weather conditions. 4. Ten-Year Growth Case - model under projected peak load and cold weather conditions. . 5. Loss-of-Substation Cases (3) - model the loss of an entire substation with load appropriately sectionalized to the other sources to serve all customers under peak conditions. 6. Loss-of-Feeder Cases (10) - model each circuit out-of-service on an individual feeder basis with load appropriately sectionalized to other feeder(s) to serve all customers under peak load conditions. Modeling the system as outlined above will ensure the electric system has the ability to operate properly in various situations, by taking into account the loss of a substation, the loss of any distribution feeder, and projected load growth. CVOES will work with the City's staff to ensure that preferred switching and sectionalizing schemes provide adequate interconnect capacities throughout the planning period. The power flow results will be'presented in tabular form in this section with detailed analysis output reports presented in an Appendix. An explanation of the load allocation for each case on a substation and per feeder basis will be tabulated in the text with written descriptions and accompanying tables. Maximum thresholds will be established in the software to identify voltage drop, component load violations and determine system losses. Deliverable work products of this task will include: Ashland Electrical System 22 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 • Incorporation of results into the System Plan Report and Appendices. TASK 6. CAPACITY FOR FUTURE GROWTH & SYSTEM IMPROVEMENT RECOMMENDATIONS The results from the approach outlined above will suggest when portions of the system are likely to not meet the planning criteria given the incremental load growth. Solutions and system improvements (immediate, intermediate and long-term), will be developed as necessary to mitigate unacceptable system performance. This will permit the development of new Switching and Sectionalizing Plans, Restoration Plans, and possible Load Shedding Plans or Emergency Action Plans. A prioritized work plan will be prepared based on analysis results that will address violations of the planning criteria under existing loading and contingency scenarios. We will develop system improvements and evaluate alternatives to formulate the System Plan. The evaluation will also consider aging, maintenance and replacement of older facilities. CVOES will prepare budgetary-level cost estimates for identified detailed system improvements along with a schedule within the ten-year plan. Improvements will be listed by highest priority to lowest in accordance with the RFP. Deliverable work products of this task will include: • Incorporate the load growth forecast, system evaluation observations, and power flow analysis results together into a detailed and tabulated set of recommendations for the System Plan Report. TASK 7. WRITTEN REPORT & PRESENTATION After all previous study tasks have been completed, CVOES will compile all analyses and documents prepared into a formal and comprehensive report. The planning study will first be prepared in draft form and will be submitted in accordance with the RFP quantities to the Electric Distribution System Manager for review. Based on the review conclusions, CVOES will incorporate any necessary changes into the study and prepare the final report, to be submitted in compliance with the RFP. Our goal will be to affirm that all recommended improvements to be made during the planning period result from a well-conceived plan and provide economical and reliable service to the City's customers. To summarize, the study results will include the following products: • Documentation of references, system gathered data and source, planning criteria, load forecasts, related calculations, analysis techniques and reports. • System evaluation and analysis, identify strengths and weaknesses, including alternative improvements options, and suggested areas to focus attention. • A list of conclusions, recommendations, and improvements, with construction schedules and cost estimates consisting of multi-year cash flow descriptions. • A report containing a stand-alone executive summary, scope of work, planning criteria, load growth forecast, summary of analysis and evaluations, prioritization of improvements, 10 year capital improvement plan with schedule and budgets, alternatives and options, system diagrams and models, and supporting information. Ashland Electrical System 23 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 • System maps and analysis plots showing the configurations and results, system improvement maps, relay setting tabulations, and tabulated schedules of prioritized recommended system improvements. • One detailed presentation to the City's staff and an overview presentation to the City Council as directed. These results will be presented in draft and final reports with documentation and support data arranged according to the Chapters outlined below. Appendices will also be provided as needed to . include system analysis support data, system maps and diagrams, study related correspondence, and construction cost estimates. The actual report outline will be tailored to the specific desires and study tasks as selected by the City: Chapters 1. Introduction and Scope of Work 2. Executive Summary 3. Load Forecast 4. System Planning Criteria S. System Evaluation 6. System Analysis (Power Flow, Optional Studies) . 7. Long Range System Plan Deliverable work products of this task will include: • Draft Electric System 10-Year Plan Report -1 hard copy plus electronic copy in.pdf format delivered to the Electric Distribution System Manager. • Final Electric System 10-Year Plan Report - 3 hard copies and 1 electronic copy in.pdf format. • Detailed presentation to the Electric Department management team. • Overview presentation to the City Council explaining outcomes and recommendations. r, ADDITIONAL OPTIONAL TASKS OPTIONAL SYSTEM EVALUTION SERVICES These additional study efforts are not intended to be in-depth analyses and are not expected to require extensive engineering time, unless major deficiencies are discovered. However, we believe these additional services will confirm current practices and help identify potential electric system deficiencies that could affect power quality and service reliability.. SYSTEM CONSTRUCTION PRACTICES The existing overhead and underground construction policies will be reviewed and compared with similar utility practices. Inconsistent or irregular construction practices will be described and 1 tabulated. Ashland Electrical System 24 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 OPERATION AND MAINTENANCE POLICIES CVOES will review and comment on operation and maintenance policies, procedures, and data records. If available, historical operational and maintenance records and work orders will be studied and compared to similar sized utilities. We will note areas where operation and maintenance expenses are unusually high or low. OPTIONAL SYSTEM ANALYSIS SERVICES Some additional optional analyses descriptions follow which we strongly recommend: PROTECTIVE DEVICE COORDINATION To ensure that proper coordination exists between electric system protective devices CVOES suggests performance of a coordination study to remove faulted conditions from the electric system, limit electric system damage and minimize customer inconvenience. A short circuit analysis will be performed under the Base Case configuration to identify all fault- current availability values at system busses as entered into the system model. This process will be performed with the EasyPower software. The short circuit results will be presented in tabular form within the report and with detailed analysis output reports presented in the Appendix. Explanations on use of the fault value tabulation and examples to determine secondary point-of- connection short-circuit current will be provided. The short circuit analysis results will be used for comparison of calculated available fault values with equipment ratings to ensure satisfactory system protection. This evaluation will utilize information obtained through the data gathering effort, such as existing relay type and settings, and fuse type and size. The purpose of a coordination study is to determine proper protective device capability and setting to quickly interrupt and isolate the source of a faulted system, minimizing system damage and downtime. A time current-curve (TCC) coordination chart will be prepared for each distribution feeder with the EasyPower software. We will evaluate settings for proper protective device coordination between substation primary protection, substation bus main breakers, substation feeder breakers, line reclosers, and branch fuses and/or pad-mounted switchgear devices. The system plan configuration changes will be confirmed to identify when device settings are no longer valid due to increasing load and/or system changes. Should the study conclude that alternate settings (maintenance only settings) are advantageous under certain operating conditions, alternate settings and TCCs can be provided. CVOES is very, experienced with IED programming of a wide variety of manufacturer relays and controllers, if desired, as an option we can provide setting files and on-site programming assistance with relays and/or controllers. . Guidelines for continued fuse and underground protective device coordination practices will be provided to assist the City with ongoing construction. Fuse types, characteristics and recommendations will be outlined. The development of fusing application tables for the sizing of downstream fuses will be inserted along with fuse selection examples. Ashland Electrical System 25 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 Deliverable work products of this task will include: • Incorporate the protective device evaluation, recommended relay settings and time-current coordination curves by substation/feeder into the System Plan Report. l i Ashland Electrical System 26 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 5 - CONTRACT TERMS AND CONDITIONS CVOES is registered as a Tier 2 Emerging Small Business (#4436) in the state of Oregon and is fully eligible to participate in public procurement activities. CVOES accepts the City of Ashland's contract. provisions. I Ashland Electrical System 27 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 6 - REFERENCES Current or recent planning studies by CVOES engineers include work performed for the following three references as requested: • Canby Utility Larry Hepler/Oper.Superintendent (503) 263-4322 Ihepler(@CANBYUTILITY ORG • Columbia Basin Electric Cooperative Brian Kollman/Manager of Operations (541)-676-9146 brianPcolumbiabasin.cc • City.ofAshland Dick Wanderscheid/Retired Director of Electric Utilities (503)553-3934 dwanderscheidOb-a-for g Scott Johnson/Retired Superintendent - Ashland Electric Department (541)944-3738 • City of Milton-Freewater Rick Rambo/Electric Superintendent ' (541)938-8231 Ri ck. ra mb o (@ mi lto n-freewater-o rgov Mike Charlo/Retired Electric Superintendent - City of Milton-Freewater mcharlo0charter.net (541)-939-5467 Ashland Electrical System 29 (DCVO Electrical Systems, LLC & Planning Study RFP October 2013 • G x+t~ 31 r CG 7 - FEE SCHEDULE Based on the Scope of Work described in the RPF, we propose to perform this work on a not-to- exceed basis. We would bill only for actual time and expenses. Table 7-1 clearly identifies all applicable fees, including expenses for travel, lodging, and meals at federal per diem rates. This proposal includes expenses for three trips to Ashland, one for the project start-up meeting and two more for the report presentations. CVOES hourly billing rates are provided in the rate sheet at the end of this section. Table 7-1 City of Ashland Electric System Planning Study Project Cost Summa TASK TASK DESCRIPTION. TASK LABOR 1 Project Start-Up $1,750 2 Load Review & Load Growth Forecast $4,000 3 Establish System Planning & Design Criteria $2,500 4 System Evaluation $12,500 5 Power Flow Analysis $11,000 1 6 Capacity for Future Growth & System Improvement Recommendations $2,000 7 Written Report and Presentation $22,000 Total Estimated Labor Cost $55,750 Estimated Expenses $2,421 Not-To-Exceed Cost to Perform Planning Study $58,171 ADDITIONAL OPTIONAL TASKS PRICING Table 7-2 details the proposed not-to-exceed fees for the additional optional tasks. Table 7-2 City of Ashland Electric System Planning Study Additional Optional Tasks TASK TASK DESCRIPTION NOT-TO-EXCEED 8 Detailed Review of System Construction Practices $2,000 9 Detailed Review of Operation and Maintenance Policies $2,000 10 Protective Device Coordination $6,000 1 Ashland Electrical System 31 ©CVO Electrical Systems, LLC & Planning Study RFP October 2013 CVO Electrical Systems, LLG CVO Electrical Systems, LLC Hourly Billing Rates Effective through December 31, 2013 Grade Description Rate EN5 Principal Engineer 130.00 EN4 Senior Engineer 110.00 EN3 Lead Engineer 95.00 EN2 Engineer 82.00 EN1 Engineer 72.00 TE CAD Technician 60.00 OA Office Support 50.00 Expenses Direct Expenses billed at cost plus 10%. Terms Net 30 1600 SW WESTERN BLVD, SUITE 160 ■ CORVALLIS, OR 97333 ■ PHONE (541) 752-2829 ■ FAx (541) 752-4830