Canby Utility Board packet — February 11, 2025

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Canby Utility Regular Board Meeting Minutes January 14, 2025 Page 2 of 4 Chair Thompson presented the annual election of the Board’s Chairperson for 2025 and then opened the floor for nominations. Member Molamphy made a *MOTION to appoint the present board chair, Melody Thompson, as Chairperson for 2025. Chair Thompson accepted the nomination. Member Hill seconded the motion. Member Molamphy made another motion to close nominations. Member Hill seconded the motion. The motion passed with four yes votes and one abstention. Thompson abstained from the voting process. Let the record show that the second motion was to close nominations; however, the first motion appointed Thompson as chair. General Manager Carol Sullivan introduced Mark Knudson, the consultant from the Special Districts Association of Oregon whom Canby Utility retained as project advisor for procurement of professional services for Conceptual Engineering and Owner’s Representative Services for the Canby Drinking Water Supply System project. Knudson said that in working with Canby Utility’s leadership team, they conducted a comprehensive professional services procurement process to comply with ORS 279C requirements, procurement of contracts for engineering and other certain professional services, and Canby Utility’s board-established policies. Knudson reviewed the complete process, beginning with preparing the scope of work for the project and the request for proposals (RFP) to the seven-member Consultant Evaluation Committee’s recommended selection of Stantec. The notice of intent to award was issued on November 27, 2024; no protests were received. Canby Utility staff entered into negotiations with Stantec to finalize the scope of work, project schedule, and fee for the requested services. Staff also consulted with Canby Utility’s legal counsel to prepare the final professional services agreement for the project. Knudson highlighted features of the agreement. These included two major work elements and separate fees associated with each: Conceptual Engineering and Project Definition for $1,481,983.10 and Year 1 Owner’s Representative Services for $414,390.22. The total fee awarded under this contract is $1,896,373.32. Since the water supply project will continue over several years, the Owner’s Representative Services will be a year-to-year agreement, and the board is only being asked to authorize Year 1 services. Near the end of the project's first year, s

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