NOTED AND FILED AT THE OCTOBER 16, 2013 BOARD MEETING , Los Angeles, California, June 4, 2013 MINUTES OF REGULAR MEETING OF THEBOARD OF WATER AND POWER COMMISSIONERS OF THE CITY OF LOS ANGELES HELD IN ROOM 1555-H JUNE 4, 2013 1:54 P.M. Meeting called to order by President Thomas Sayles and roll called: Present - Commissioners: President Sayles Eric Holoman Richard Moss Christina E. Noonan Absent- Jonathan Parfrey A quorum present. \ IN ATTENDANCE were the following: Ronald O. Nichols, General Manager Kelli Bernard, Director of Economic Development, General Manager's Office Joseph Brajevich, Assistant General Counsel, Water and Power, City Attorney's Office Bassam Abou-Chakra, Electrical Service Manager, Power System Jorge H. De La Cerda, Engineering Designer, Water System George Z. Chen, Rates Manager, Rates & Financial Planning, Financial Services Organization Louis M. Feldmeier, Supply Services Manager, Supply Chain Services Sharon Grove, Assistant General Manager - Customer Service, General Manager's Office Charles C. Holloway, Utility Services Manager, Environment & Efficiency Division John C. Kokoska, Director ofPower Supply Operations, Power System James B. McDaniel, Senior Assistant General Manager - Water System, Water System Marvin D. Moon, Director ofPower System Engineering, Power System Jeffery L. Peltola, Director ofFinancial Planning and Rates, Financial Services Organization Mark J. Sedlacek, Director ofEnvironment and Efficiency Division, General Manager's Office Michael S. Webster, Power Engineering Manager, Power System Gary E. Wong, Assistant General Manager - Systems Support Division AnhT. Wood, Electrical Engineering Associate, Power System Simon Zewdu, Electrical Engineer, Supply Chain Services Also, in attendance: Christine Mulholland, Great-Granddaughter ofWilliam Mulholland Harold Eaton, Grandson of former Mayor Frederick Eaton Frederick Pickel, Executive DirectorlRatepayer Advocate, Office ofPublic Accountability ITEM NO.1 - Opening remarks were made by the Acting Commission President on agenda and other items relating to Department operations. ' REGULAR MEETING OF COMMISSIONERS (Continued) JUNE 4, 2013, 1 :54 P.M. Page 2 ITEM NO. 24 - Resolution directing Use ofthe Proposed Updated Water Financial Metrics. Submitted by Chief Financial Officer and Senior Assistant General Manager - Water System. This item was deferred. ITEM NO.2 - A report/briefing was given by the General Manager, as follows: Commissioners Moss and Holoman - Provide an amendment requesting that the Board examine the potential for investment and/or profits from the La Kretz project. Also add an amendment that BOE examine the ability to have LADWP crews to install the photovoltaic panels above the parking lot. Commissioner Noonan - Provide cost studies on the automotive parts for Spec 384 to provide Parts, Genuine Ford, New and Re-manufacruted. What type of automotive parts are included in this contract and how does the pricing in this contract compare to market costs (Request from Board Item 7 - Spec No 384). Commissioner Holoman - Provide a rebuttal and informational report on the RP A's FIT 100 report. Provide this information in a timely manner to ensure that the Commissioners have sufficient time to digest the information (from Board Item 32d: Presentation - Feed-In Tariff Program FiTlOO Status). Commissioners Moss and Noonan - Provide a report on the shortage ofpositions in Supply Chain Services and what is the Department's current hiring plan to fill these positions. Also have SCS prioritize the current contracts to the Board to ensure that contracts don't lapse. Commissioner Holoman - At the next Board meeting provide a report on the June 6th Supply Chain event to increase vendor participation (from Board Item 32b: Presentation - Small Business Enterprise and Disabled Veterans Business Enterprise Opportunity Program). ITEM NO.3 - Comments and/or requests from Commissioners were made during the Board meeting relating to Department operations, including: ITEM NO.4 - The Secretary presented the opportunity for the public to address the Board on items of interest to the public that are within the subject matter jurisdiction of the Board. ITEM NO.5 - Approval ofthe minutes ofthe February 12,2013, special meeting ofthe Board of Water and Power Commissioners. Approval moved by Commissioner Noonan. Seconded by Commissioner Holoman and carried by the following vote: Ayes, Commissioners Holoman, Noonan, President Sayles; Noes, None. Commissioner Moss abstained because he was not at the meeting. REGULAR MEETING OF COMMISSIONERS (Continued) JUNE 4,2013, 1:54 P.M. Page 3 Commissioner Moss moved adoption ofthe following 9 resolutions, approved as to form and legality by the City Attorney: Written recommendation, approved by the General Manager, transmitting the following resolutions, approved as to form and legality by the City Attorney: ITEM NO.9 - Spec. No. 473 to provide Parts, GMC, New and Remanufactured. Award to: A) Western Truck Exchange for a total amount not to exceed $1,379,375 for a term of36 months. B) Perry Motors, Inc. for a total amount not to exceed $300,000 for a term of36 months. Submitted by Assistant General Manager - Systems Support Division. RESOLUTION NO. 19562 WHEREAS, this contract is for parts, genuine GMC, new and remanufactured, for GMC Light and Medium Duty Trucks and the Los Angeles Department ofWater and Power's (LADWP) Systems Support Division recommends award ofthis contract; and WHEREAS, LADWP received four bids, two ofwhich were deemed non-responsive; and WHEREAS, Western Truck Exchange is the lowest evaluated responsive bidder for Group A­ Metro District Area, after application ofthe Local Business Preference Program discount, under LADWP's Specification No. 473; and WHEREAS, Perry Motors, Inc., the only bidder for Item Group C Northern Aqueduct Area. NOW, THEREFORE, BE IT RESOLVED that Western Truck Exchange is awarded the Contract No. 473A for a total amount not to exceed $1,379,375.00, for a term of 36 months, under Specification No. 473, approved as to form and legality by the City Attorney and on file with the Secretary ofthe Board. BE IT FURTHER RESOLVED that Perry Motors, Inc is awarded the Contract No. N473B for a total amount not to exceed $300,000.00, for a term of 36 months, under Specification No.473, approved as to form and legality by the City Attorney and on file with the Secretary ofthe Board. BE IT FURTHER RESOLVED that the ChiefAccounting Employee is hereby authorized and directed to draw demands upon the Water and Power Revenue Funds in accordance with the terms ofthis contract awarded pursuant to Specification No. 473 and this resolution. BE IT FURTHER RESOLVED that the President or Vice President ofthe Board, or the General Manager, or such person as the General Manager shall designate in writing, and the Secretary, Assistant Secretary, or the Acting Secretary ofthe Board are hereby authorized and directed to execute said contract for and on behalfofLADWP. ITEM NO. 10 - Spec. No. 510 to Furnish, Deliver, Install and Maintain Photocopiers on a Lease and Month-to-Month Rental Basis. Award to: A) Toshiba America Business Solutions, Inc. for a total amount not to exceed $5,305,445. B) Ricoh USA, Inc. (Negotiated Award) for a total amount not to exceed $661,338. Submitted by Assistant General Manager - Systems Support Division. RESOLUTION NO. 19563 WHEREAS, Toshiba Business Solutions (TBS) is the lowest bidder under Group A, Items 1 through 57; and Ricoh USA, Inc. (Ricoh) is the lowest negotiated bidder under Group B, Items 58 through 66 under Specification No. 510; and REGULAR MEETING OF COMMISSIONERS (Continued) JUNE 4,2013, 1:54 P.M. Page 4 WHEREAS, this contract is for furnishing, delivering, installing, and maintaining photocopiers on a lease and month-to-month rental basis, and the Los Angeles Department of Water and Power's (LADWP) Systems Support Division recommends award ofthis contract; and WHEREAS, LADWP received six bids under Group A Items 1 through 57 and five bids under Group B Items 58 through 66, all ofwhich under Group B were determined to be non-responsive; and WHEREAS, Ricoh, the third lowest bidder under Group B, Items 58 through 66, took exceptions to the terms and conditions by including additional language and conditions; and WHEREAS, LADWP entered into negotiations with Ricoh, resulting in an agreement regarding their additional terms and conditions. NOW, THEREFORE, BE IT RESOLVED that TBS is awarded the Contract No. 510A for Group A, Items 1 through 57 for a total amount not to exceed $5,305,445.00; and Ricoh is awarded a negotiated Contract No. N-510 B for Group B Items 58 through 66, for an amount not to exceed $661,338.00, under Specification No. 510, approved as to form and legality by the City Attorney and on file with the Secretary ofthe Board. BE IT FURTHER RESOLVED that the President or Vice President ofthe Board, or the General Manager, or such person as the General Manager shall designate in writing, and the Secretary, Assistant Secretary, or the Acting Secretary ofthe Board are hereby authorized and directed to execute said contract for and on behalf ofLADWP. BE IT FURTHER RESOLVED that the Chief Accounting Employee is hereby authorized and directed to draw demands upon the Water and Power Revenue Funds in accordance with the terms ofthis contract awarded pursuant to Specification No. 510 and this resolution. ITEM NO. 11 - Contract Nos. 962A, 962B, and 962C (Amendment No.3) to Continue to Provide Uniform Rental and Laundry Service with AmeriPride Uniform Service. The amendment will extend the third optional period an additional three months and no additional funding is required. Submitted by Senior Assistant General Manager - Water System, Senior Assistant General Manager - Power System and Assistant General Manager - Systems Support Division. RESOLUTION NO. 19564 WHEREAS, AmeriPride Uniform Services was awarded Contract No. 962A, Contract No. 962B, and Contract No. 962C, a cooperative purchase to City of Los Angeles Department of General Services Division (City) Contract No. 59108 (formally Contract No. 58582), for uniform rental and laundry service; and WHEREAS, LADWP's Water System recommends Amendment No.3 to Contract Nos.