Loading...
HomeMy WebLinkAboutBradley Lake PMC Alaska Industrial Development & Export Authority 04-27-2002Shauna Dean From: Art Copoulos Sent: Friday, April 26, 2002 8:12 AM To: Shauna Dean Subject: FW: O&D Committee Recommendation This email is what | was wanting to send to BPMC reps and said below you would fax it to them on Monday. Thanks. Art -----Original Message----- From: Art Copoulos Sent: Thursday, April 25, 2002 4:12 PM To: ‘nstory@homerelectric.com’; 'gene_bjornstad@chugachelectric.com' Ce: Shauna Dean; Steve Hagenson (E-mail) Subject: 0&D Committee Recommendation Norm and Gene, Following-up on yesterday's BPMC meeting, the Bradley Lake O&D Committee has the following recommendation relating to contractual issues on the Bradley Lake Governor repair project: Site Contract the Governor Repair Project through HEA under the HEA O&M Contract with AEA subject to terms of existing agreements. } HEA +e chase . Fall e Create a Governor Repair Project Management Team to oversee and manage the Project from now through completion. The team would meet weekly and all members would stay actively engaged in the project. The team would report to the O&D Committee. All final recommendations would be made by the O&D Committee and where appropriate elevated to the PMC according to terms of existing agreements. The team would be comprised of staff with experience in a variety of areas so that each team member can provide leadership and input in his area of expertise. Using input from all team members various contractors can be managed consistently and with appropriate input from all parties. The Team would be comprised of the following members with the following roles and responsibilities: CEA Representative - Oversee and Manage Design and Engineering. Installation Specialist - On-site Project Management during construction. HEA Representative - Oversee HEA administration, Procurement, and HEA staff. Technical Design Specialist Representative - Provide technical input to team on complex design issues. Documentation Specialist - Scheduling, Risk Analysis, Issue tracking. O&D Committee Representative - Liaison to the O&D Committee | am paraphrasing our discussion and some additional editing of the language used here may be required. I'm passing this on this recommendation in advance of your planned meeting tomorrow to assist in efforts to resolve the issue. | have also cc'd chairman Haagenson. Shauna Dean will fax this to BPMC Committee members on Monday in advance of the Tuesday meeting. Art Copoulos O&D Committee Chair ki Cast a i Ne liad} ibe i i ne dobh on activities tl yore pests with the State. | — bbimately cameete PMC | Neon pet = Se Chae 6 o Oprch BE, BOE prorm + | Webine ~ HW Led, @ food LEA Te evi att J oleey Uitte — a ed ee thm oe Cale, CA Spar it “hob ay eo ni L TT ii Ione — stemuty ve tad 12 aveid circunghomcts il Which we give chirecstun 4 Conrtractys... 7 as i Stew * ae 3 Qepack te 04D he yep te BPE, eee Wh tlaryene = dated sis ppp dealiaatethey — ay lect vw eye, cere dlovey =o calksctin of -yeee terest = rece | - = cuereaueueeoecns Bradley Lake PMC Meeting Tuesday, April 30, 2002 Page 2 of 2 5. AGENDA COMMENTS The only item to be discussed during today's meeting is the insurance issue that was tabled from April 24, 2002. 6. APPROVAL OF MEETING MINUTES There were no meeting minutes available for approval. @ RECOMMENDATION ON INSURANCE __Larry Hittle Discussion ensued regarding Brian Hickey’s memorandum dated April 28, 2002, on the recommended contracting relationship and management team for the Bradley Lake governor digital control system replacement. Mr. Laufer stated that he wanted to make clear on the part of AEA whatever direction is provided to HEA, is being directed by the PMC. That AEA is being directed by the PMC to enter into these relationships, and that any cost resulting from HEA’s activities, or whoever the ultimate vendor is, is agreed to be a project cost. AEA here is acting as a facilitator, it's more of a conduit relationship at this point. We have no liability for this repair any longer, it's been settled as a result of the settlement that we entered into back in 1997/98. What we don't want is that there be any doubt that the activities by HEA and the ultimate vendors and the design that is accepted by whoever ultimately you decide get that authority, that none of that rests with the State. Mr. Bjornstad moved to recess the meeting until Wednesday, May 8" at 10:00 a.m., and table the motion once again and get it all revised and bring back the new information to the PMC. Seconded by Mr. Story. A voice vote was taken, and the motion unanimously passed. 8. COMMITTEE COMMENTS A. Next Meeting Date —- Haagenson Chair Haagenson recommended that the next meeting reconvene at 10:00 a.m. on Wednesday, May 8, 2002, via teleconference, at the Alaska Industrial Development and Export Authority's Board Room, and at Chugach Electric Association's Board Room. 9. RECESS There being no objection and no further business of the Committee, the meeting was recessed at 10:40 a.m. BY: Steve Haagenson, Chairman ATTEST: Alaska Energy Authority, Secretary BRADLEY LAKE PROJECT MANAGEMENT COMMITTEE MEETING MINUTES TELECONFERENCE aa v1 Via Electronic Media @ AIDEA Wve? a 813 W. Northern Lights Boulevard LF aa Anchorage, Alaska el Tuesday, April 30, 2002 — 10:00 a.m. 1: CALL TO ORDER Chairman Steve Haagenson called the meeting of the Bradley Lake Hydroelectric Project Management Committee to order at 10:00 a.m. on Tuesday, April 30, 2002, via teleconference, from the Alaska Industrial Development and Export Authority's Board Room, Anchorage, Alaska, to conduct the business of the Committee per the agenda and public notice. 2 ROLL CALL Roll was called by Shauna Dean. The following members were present: Dave Calvert City of Seward (teleconference) Wayne Carmony Matanuska Electric Association (teleconference) Gene Bjornstad Chugach Electric Association (teleconference) Norm Story Homer Electric Association (teleconference) Steve Haagenson Golden Valley Electric Association (teleconference) Bob Day Anchorage Municipal Light & Power (teleconference) Art Copoulos Alaska Energy Authority 3. PUBLIC ROLL CALL Shauna Dean, Alaska Energy Authority Keith Laufer, Foster Pepper Rubini & Reeves, Counsel to AEA Bob Zaharsky, Bradley Lake (teleconference) Brian Hickey, Chugach Electric Association (teleconference) Lee Thibert, Chugach Electric Association (teleconference) John Cooley, Chugach Electric Association (teleconference) Joe Griffith, Chugach Electric Association (teleconference) Don Stead, Homer Electric Association (teleconference) Don Zoerb, Matanuska Electric Association (teleconference) Larry Hittle, AterWynne, LLP (teleconference) 4. PUBLIC COMMENT There were no public comments. “Yer Steve Figure 3 Bradley Lake Governor DCS Replacement Project Reporting Relationship (Equipment delivery through Final Acceptance) BPMC 0&D Project Homer Electric Team Chugach Rep. On-Site ae lant Technical Lead Supervisor Manager Scheduling Specialist Vendor The attached organizational charts (Figures 2&3) outline the Project Management Team detailed above. Figure 1 Contractual Lines Of Responsibility for the Bradley Governor DCS Replacement Project ( Vendor Selection through Final Acceptance) Figure 2 Bradley Lake Governor DCS Replacement Project Reporting Relationship (Vendor recomendation through equipment delivery) Bradley Project Management Committee Bradley 0&D Project Management Team Chugach Representative. Technical Lead (Chugach) Contracting & Procurement Coordination ( Homer) On-Site Supervisor (MLP) Selected Vendor Dillon will work at the direction of Mr. Stead or his designee, presumably Bob Zaharsky. The project technical lead, presumably Mr. Randy Johnson, responsible for design review, power system modeling, development of the factory acceptance test, and field performance test. Mr. Johnson will work at the direction of Mr. Hickey. A representative of the Bradley Lake Operations and Dispatch Subcommittee, presumably Art Copolous, Art will be responsible for interfacing with the Bradley O&D and the Bradley PMC. Project documentation and scheduling specialist, presumably Mr. Wahid Mansour, of Project Management Specialists Inc. Mr. Mansour will be responsible for facilitating and writing a risk analysis and mitigation plan for the project, developing in conjunction with the vendor a fully resourced project schedule, chairing weekly, or bi-weekly project meetings to monitor task completion and to-do lists for all resources for the coming week or two weeks. Mr. Mansour will produce a summary status report for the BPMC monthly. Reporting Relationship- The following lines of authority will be established and followed: Homer Electric will be the project contractor and all purchasing and contracting will flow through the Homer Electric procurement office; the project team representative of Homer Electric will facilitate this. Each team member will have the required authority and responsibility to complete the tasks within his portfolio. In the event that the team member feels a significant decision or authorization beyond his portfolio is required, he will bring that decision before the project management team with a written recommended resolution. If the team agrees unanimously with the recommendation they will authorize the team member proceed. If there is not unanimous agreement the team will forward the recommendation the Bradley O&D subcommittee for a vote according to the procedures followed in that subcommittee. This process will not be allowed to delay the project unduly. All significant capital expenditures, not previously authorized by the BPMC will be recommended to the BPMC by the O&D for authorization. Each participating utility will compensate it’s respective employees and submit invoices for the employees actual time worked plus applicable overhead to Homer Electric, for Subsequent reimbursement by the project. Chugach Electric Association Inc. Memorandum April 28, 2002 To: The Bradley Lake Project Management Committee Through: The Bradley Operations and Dispatch Subcommittee From: “Fhe Bradley Lake O&D Subcommittee i 2~— A/c hey Subject: Recommended contracting relationship and management team for the Bradley Lake Governor Digital Control System Replacement. The following document details the proposed contractual relationship and lines of responsibility between the Bradley Lake participants, the vendors and subcontractors involved in the replacement of the Bradley Lake Governor Digital Control System. The contract for replacement of the Bradley Lake Digital Control System and Power System Stabilizer (DCS) will be between Homer Electric Association Inc. (HEA) and the recommended Vendor; this type contract is contemplated in the agreement between the Alaska Energy Authority (AEA) and Homer Electric Association Incorporated, for Maintenance and Operation of the Bradley Lake Hydroelectric Facility dated XX-XX- XXXX. (See Figure 1) Project Team- A project management team consisting of the following members will manage the DCS replacement project: e A representative of Homer Electric, presumably Don Stead, responsible for management and facilitation of the HEA procurement process and direction of the on-site equipment installation. Mr. Stead will maintain this role throughout the project. e A representative of Chugach Electric Assn. Inc., presumably Brian Hickey, responsible for recommendation of the Vendor, and as the primary vendor liaison from design and modeling through factory acceptance testing and equipment delivery. In order to maintain consistency with the Vendor, Mr. Hickey will participate and act in a consultative role for the project from equipment delivery through final acceptance. e A representative of Anchorage Municipal Light and Power, presumably Mike Dillon, responsible for on-site, day to day, supervision of vendor from arrival of the equipment at Bradley Lake through machine and field performance testing and final acceptance of the DCS. In order to maintain consistency with the Vendor, Mr. Dillon will participate and act in a consultative role from design and modeling through final acceptance. While supervising the DCS installation Mr. Bradley Lake PMC Meeting Tuesday, April 30, 2002 Page 2 of 2 5. AGENDA COMMENTS The only item to be discussed during today’s meeting is the insurance issue that was tabled from April 24, 2002. 6. APPROVAL OF MEETING MINUTES There were no meeting minutes available for approval. 7. RECOMMENDATION ON INSURANCE ___Larry Hittle Discussion ensued regarding Brian Hickey’s memorandum dated April 28, 2002, on the recommended contracting relationship and management team for the Bradley Lake governor digital control system replacement. Mr. Laufer stated that he wanted to make clear on the part of AEA whatever direction is provided to HEA, is being directed by the PMC. That AEA is being directed by the PMC to enter into these relationships, and that any cost resulting from HEA’s activities, or whoever the ultimate vendor is, is agreed to be a project cost. AEA here is acting as a facilitator, it’s more of a conduit relationship at this point. We have no liability for this repair any longer, it’s been settled as a result of the settlement that we entered into back in 1997/98. What we don’t want is that there be any doubt that the activities by HEA and the ultimate vendors and the design that is accepted by whoever ultimately you decide get that authority, that none of that rests with the State. Mr. Bjornstad moved to recess the meeting until Wednesday, May 8" at 10:00 a.m., and table the motion once again and get it all revised and bring back the new information to the PMC. Seconded by Mr. Story. A voice vote was taken, and the motion unanimously passed. 8. COMMITTEE COMMENTS A. Next Meeting Date - Haagenson Chair Haagenson recommended that the next meeting reconvene at 10:00 a.m. on Wednesday, May 8, 2002, via teleconference, at the Alaska Industrial Development and Export Authority's Board Room, and at Chugach Electric Association’s Board Room. 9. RECESS There being no objection and no further business of the Committee, the meeting was recessed at 10:40 a.m. BY: Za Steve Haagenson, Chairman ATTEST: AG Alaska Energy Authority, Secretary BRADLEY LAKE PROJECT MANAGEMENT COMMITTEE MEETING MINUTES TELECONFERENCE Via Electronic Media @ AIDEA 813 W. Northern Lights Boulevard Anchorage, Alaska Tuesday, April 30, 2002 — 10:00 a.m. 1. CALL TO ORDER Chairman Steve Haagenson called the meeting of the Bradley Lake Hydroelectric Project Management Committee to order at 10:00 a.m. on Tuesday, April 30, 2002, via teleconference, from the Alaska Industrial Development and Export Authority's Board Room, Anchorage, Alaska, to conduct the business of the Committee per the agenda and public notice. 2. ROLL CALL Roll was called by Shauna Dean. The following members were present: Dave Calvert City of Seward (teleconference) Wayne Carmony Matanuska Electric Association (teleconference) Gene Bjornstad Chugach Electric Association (teleconference) Norm Story Homer Electric Association (teleconference) Steve Haagenson Golden Valley Electric Association (teleconference) Bob Day Anchorage Municipal Light & Power (teleconference) Art Copoulos Alaska Energy Authority 3. PUBLIC ROLL CALL Shauna Dean, Alaska Energy Authority Keith Laufer, Foster Pepper Rubini & Reeves, Counsel to AEA Bob Zaharsky, Bradley Lake (teleconference) Brian Hickey, Chugach Electric Association (teleconference) Lee Thibert, Chugach Electric Association (teleconference) John Cooley, Chugach Electric Association (teleconference) Joe Griffith, Chugach Electric Association (teleconference) Don Stead, Homer Electric Association (teleconference) Don Zoerb, Matanuska Electric Association (teleconference) Larry Hittle, AterWynne, LLP (teleconference) 4. PUBLIC COMMENT There were no public comments. Agenda Item No. CITY OF SEWARD MATANUSKA ELEC ASSOC CHUGACH ELEC ASSOC HOMER ELEC ASSOC GOLDEN VAL ELEC ASSOC MUNI LIGHT & POWER ALASKA ENERGY AUTHORITY A=4+ OVER 51% BRADLEY PMC VOTING : all Cali DATE: ves ass YES NO ABS ves NO ABS 01% | E 4% PZ Ty «_— Ha Baa i es 17% (WT | “Mi ae a2 ae B= AEA CONCUR With A C = UNANIMOUS D= MAJORITY VOTING METHOD A: Requiring four yeas with 51% of utilities, with no AEA vote: 1) Procedures for scheduling, production and dispatch of project power. 2) Establishment of procedures for use of each purchaser's water allocation (AEA assent required for license requirements). 3) Selection among alternative methods that do not involve AEA for funding required project work. VOTING METHOD B: Requiring 4 yeas with 51% of utilities and AEA concurrence: 1) Arranging operation and maintenance of project. 2) Adoption of budget of annual project costs. VOTE(93Q3/BC5272) 3) 4) 5) 6) 7) 8) 9) Establishment of FY estimated annual payment obligation and schedule of each purchaser. Determination of annual project costs after each FY. Evaluation of necessity for and scheduling of required project work. Determination of appropriate amount of insurance. Adoption of additional minimum funding amounts for renewal and contingency reserve fund above that required by bond resolution. Selection among alternate methods that involve AEA for funding required project work. Adoption or amendment of procedural committee rules (except dispute resolution). 10) Adoption of project maintenance schedules. 11) 12) 13) 14) 15) Determination of rules, procedures and accounts necessary to manage project when no bonds outstanding. Evaluation and approval of optional project work and compensation for such work. Application of insurance claims proceeds not governed by bond resolution. Approval of procedures and any individual utility agreements relating to electric power reserves for project. Approval of consultants. VOTING METHOD C: Unanimous vote by all (including AEA) VOTING METHOD D: Majority vote (including AEA) Election of Officers Bradley Lake PROJECT MANAGEMENT COMMITTEE MEETING Ppa 50, pox |b: Dam. (Date) rT r fs, lee corteveces - ALDEA (Location) PLEASE SIGN IN No. NAME REPRESENTING 1 vt Com Jle S Af A nat Se ON ISIS 10 ll 12 13 14 15 16 =l7, 18 19 20 21 22 92Q2\IT9884 ALASKA INDUSTRIAL DEVELOPMENT > AND EXPORT AUTHORITY {= ALASKA @ ~=ENERGY AUTHORITY 813 WEST NORTHERN LIGHTS BLVD. =#© ANCHORAGE, ALASKA 99503 ® 907/269-3000 ¢ FAX 907 / 269-3044 TOLL FREE (ALASKA ONLY) 888 / 300-8534 ALASKA ENERGY AUTHORITY/ALASKA INDUSTRIAL DEVELOPMENT AND EXPORT AUTHORITY Regular Meeting Public Notice Bradley Lake Project Management Committee Notice is hereby given that the Bradley Lake Project Management Committee will hold a regular meeting on Tuesday, April 30, 2002, at 10:00 a.m., via teleconference. For additional information contact Steve Haagenson, Chairman. This meeting will be conducted by electronic media pursuant to AS 44.88.050(a) and AS 44.62.310 at the following location: Alaska Industrial Development and Export Authority, Third Floor Board Room, 813 West Northern Lights Boulevard, Anchorage, Alaska. The public is invited to attend. The State of Alaska (AIDEA) complies with Title Il of the Americans with Disabilities Act of 1990. Disabled persons requiring special modifications to participate should contact AIDEA staff at (907) 269-3000 to make arrangements. /s/ Alaska Energy Authority Project Management Committee Publish: Saturday, April 27, 2002