Facilities Committee Meeting Minutes – Wednesday, April 15, 2020

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, April 15, 2020 at 1:00 p.m. in the Commission Meeting Room.

Facilities Committee Minutes 4-15-20 with Attachments

To read the minutes, please open or download the pdf from the link above, or you may see more below.

Brunswick-Glynn County Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, April 15, 2020 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

Donald Elliott, Commissioner

Todd Kline, Director of Engineering

Janice Meridith, Exec. Commission Administrator

MEDIA PRESENT:               

None Present                                      

Chairman Turnipseed called the meeting to order at 1:00 PM.

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

There being no citizens that wished to address the Committee, Chairman Turnipseed closed the Public Comment Period.

APPROVAL

  1. Minutes from Facilities Committee Meeting March 18, 2020

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on March 18, 2020.  Motion carried 3-0-0.

  1. Contract Award and Change Order No. 1 – Magnolia Park Water System Rehab – A. Burroughs

Mr. Burroughs advised that the City and JWSC staff have been reviewing the bids received for the water distribution system rehab in Magnolia Park which is to be done prior to the City’s SPLOST 2016 Project of resurfacing the roadways in the subdivision.  The lowest bid received for the water distribution system rehab was from Georgia Asphalt Producers in the amount of $2,547,261.10, which was much higher than JWSC’s estimates.  This is the same contractor that will be doing the resurfacing project for the City.  Through the City, negotiations were made with Georgia Asphalt Producers for the price of not-to-exceed $1,650,000.00 for the water system rehab, which was acceptable for JWSC.  An Intergovernmental Agreement between the City of Brunswick and JWSC is required since the City will be managing the contract for the total project.  Mr. Burroughs also provided that an immediate change order was being requested in the amount of $897,261.10, due to Section 4 of the Intergovernmental Agreement showing the cost of the water system rehab as $2,547,261.10; and it was necessary for the total amount bid by the contractor to be what was shown in the contract.  The total cost for the water system rehab after the change order is not-to-exceed $1,650,000.00.  The City will manage the entire Project and will invoice JWSC for their portion as per the Intergovernmental Agreement.

Chairman Turnipseed asked what JWSC’s original estimate was on the water system portion of the contract.  Mr. Burroughs responded that the original scope was for the lines to be laid in the center of the roads and the estimate for that scope was $1,100,000.00; however, the scope had changed and everything would now be placed in the shoulder making it necessary to replace additional curb and gutter driveways.

Commissioner Cook inquired if since the City is managing the project would JWSC have someone on site to oversee.  Mr. Burroughs advised that JWSC has full inspection rights and would be there daily while the work was being done.

Chairman Turnipseed asked if the unit values had been proportionately adjusted for the change order since the contract was in unit values.  Mr. Burroughs commented that the schedule of values had not been received as of yet, but the unit values would be adjusted accordingly prior to the work starting.

Commissioner Cook inquired as to the duration of the work, and Mr. Burroughs confirmed that the contract time was 548 days which is a year and a half.  Chairman Turnipseed commented that this was a SPLOST project for the City, but not JWSC’s portion, and Mr. Burroughs added that JWSC’s portion was being funded from the R&R Reserves.  The Chairman then asked about how the work was going to be done, and Mr. Kline provided that the subdivision would be completed in phases.  The water lines would be done in one phase, and the paving for that phase would be done right behind that.  The same process would be used for each phase of the neighborhood, and that there would be some overlap time in between paving and the next water lines.

Chairman Turnipseed and Mr. Burroughs then briefly discussed who the subcontractor doing the water lines would be, and the Chairman asked if the IGA provided for JWSC to approve the subcontractor.  Mr. Kline advised that he was not aware of JWSC having the right of approval, and Mr. Burroughs added that JWSC could make recommendations, but that it is the City’s contract.  Commissioner Elliott inquired who inspects the materials used and the quality of the workmanship, and Mr. Kline provided that for the water and sewer side JWSC does the inspection.  Commissioner Elliott then inquired to confirm that the subcontractor could not use sub-standard materials or do a sloppy job, and Mr. Kline advised they could not and that JWSC would ensure of that.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend approval of an Intergovernmental Agreement with the City of Brunswick for the Magnolia Park Water System Rehab and approval of Change Order No. 1 to the Intergovernmental Agreement to adjust the Division II price to not-to-exceed $1,650,000.00.  Motion carried 3-0-0.

  1. Contract Award – Brockington Area Sewer Line Repair – A. Burroughs

Mr. Burroughs advised that JWSC is repairing about 800 feet of 12-in sewer line in the Brockington neighborhood.  The bidders were allowed to select and offer their preferred method for repair, whether trenchless or open cut.  Six bids were received of which the low bidder was Gulf Coast Underground, LLC in the amount of $98,327.00.  Gulf Coast is ready to begin work in early May 2020.  Mr. Burroughs also noted this project was approved as part of the 2020 Capital Projects Plan and the funding in the amount of $275,000.00 was previously approved.  The amount of $275,000.00 was based on a previous quote received prior to placing the project out for bid.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend awarding a contract with Gulf Coast Underground, LLC, in the amount of $98,327.00 for the Brockington Area line Rehabilitation Project. 

Commissioner Duncan commented about the various bids offered and the widespread difference on some significant items; and is hoping that staff will have some follow-up discussions with some of the bidders to discuss the differences and why they varied so much.  The concern is to ensure that all understood the scope of the project.  Commissioner Elliott and Commissioner Cook agreed.  Chairman Turnipseed agreed and also noted that what is not desired is for bids to be too unbalanced. 

Motion carried 3-0-0.

  1. Bid Rejection – SPLOST NM Ph III Pump Station Rehab – A. Burroughs

Mr. Burroughs stated that the Commission does have the option to reject bids especially when there seems to be some issues with them.   Three bids were received for the rehab work on Pump Stations 4035 and 4036.  Those are total pump station rehabs with new pumps, interior piping, new electrical and new odor control units located there.  This project is being funded through the 2016 SPLOST.  Out of the three bids received the lowest bid was $3.4M with the budget for this project being $2.75M and the engineer’s opinion of probable cost being $2.8M.  Staff did attempt to renegotiate with the bidders by bringing the scope of the project down to get it within budget, however those attempts were all unsuccessful.  Staff is requesting to reject these bids and place the project for re-bid with the reduced scope that was offered.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend that the full Commission reject all bids for the IFB 20-015 2016 SPLOST North Mainland Phase II Pump Station Improvements.  

Chairman Turnipseed recommended that if the full Commission approved this, staff should hold off on taking bids for this project until bids have been received for Pump Station 4003.  This is in consideration that there may be more contractors submitting bids after the Coronavirus Pandemic is over.  Mr. Burroughs agreed.

Motion carried 3-0-0.

  1. Infrastructure Dedication – West Point Plantation – T. Kline

Mr. Kline presented the request to accept the dedication of Pump Station 2038, the water system infrastructure and the pump station parcel at West Point Plantation.  At the time of development the sewer was platted but the water system was not, this will officially make the full infrastructure and parcel property of JWSC, who has been maintaining and operating the water and sewer system there since the West Point Plantation development was created.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend that the full Commission approve terms of the Release Agreement with West Point Plantation, LLC, and acceptance of Pump Station 2038 and water system as public infrastructure for ownership, operation and maintenance.  Motion carried 3-0-0.

  1. Water Distribution Surplus Items – A. Burroughs

Mr. Burroughs presented the request to declare as surplus some of the old inventory located at the Harrington Warehouse.  This inventory was part of the United Water transfer and contains items JWSC does not need and cannot use.  The total estimated value of the 163 items is $8,739.55.  Staff is preparing to launch the Cityworks Storeroom platform at this warehouse location, and is recommending declaring this inventory as surplus and authorizing its disposal in a manner most beneficial to JWSC.  The inventory will be placed on GovDeals for sale, and if not sold there after a period of time it will be disposed of.

Chairman Turnipseed asked if JWSC was able to use any of the fittings, and Mr. Burroughs advised JWSC does not use these styles of fittings nor the particular sizes.  Commissioner Duncan asked if now that the inventory at Harrington has been evaluated, will there be any issues rolling it out to the materials management system.  Mr. Burroughs explained the process and that there would not be any issues.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend that the full Commission review and approve the Water Distribution Surplus Items be declared as surplus and disposed of in a manner most beneficial to the JWSC.  Motion carried.  3-0-0.

  1. Change Order #1 – SPLOST NM Ph III Pump Station Rehab – Engineering – A. Burroughs

Mr. Burroughs provided that the North Mainland Phase III Project scope is to bring a force main down Harry Driggers Blvd., Canal Road, Ogden Drive and Old Jesup Road before tying in at Pump Station 4036.   Staff has requested a change to the designed force main route near Old Jesup and the Altamaha Canal due to various issues with the current route.  Mr. Burroughs explained that this change order request also includes another project to extend a 12-in water main down Canal Road, which is a separately funded project and not a part of SPLOST.  While the contractor is installing the new force main down Canal Road and disturbing that area, staff felt it was efficient to install of section of 12-in water main along Canal Road as well in order to save costs on mobilization there.  Mr. Burroughs noted that there were two requests on the change order; one is to allow funds for the re-routing of the force main, and the other is to allow for the design of the water main improvements in that area.  The force main improvements will be $26,500, and the water main improvements will be $36,000 for a total price of $62,500.

Chairman Turnipseed recommended delaying the action on the force main and talk to the contractor about staying with the original contract and tying into the existing 30-in line on the other side of the railroad.  He noted this might save some construction costs and also be using the 20-in line that is already in, and added comment that this is a railroad crossing and a canal crossing.  The Chairman then asked if both the force main and the water line were going to be surveyed at the same time, and if one is delayed does that result in a delay on the other.  Mr. Burroughs provided that both parts would be placed out for bid at the same time, and if one is delayed the other is delayed.  Commissioner Duncan asked if the portion for the water line needed to be rebid if staff wanted to proceed with it separately.  Mr. Burroughs responded that for the engineering, it did not have to be rebid since it would fall under the amount that would have to be publicly advertised.  Commissioner Duncan commented that for the water line connecting along Canal Road there did not appear to be any encumbrances that would limit the project, whereas on the sewer line there is a little more due diligence that needs to be evaluated on that.

Mr. Burroughs recalled that there is a 12-in water line project to go from the back gate of FLETC on Glynco Parkway down to Canal Road, and then to come down Canal Road to tie into the line by Canal Crossing.  If this design is done and put in as part of the bid on this project there would still be that section from the back gate of FLETC to Canal Road to install and it was intended to install this with in-house labor.

The Chairman recommended that the Committee delay action on this request, and get back with the engineer to see if we change, if we can get a proposal from them after we do this other and the staff looks at it.  Commissioner Duncan asked if this item is delayed until the next Committee meeting in May, would the staff have time to look at it and if that would be adequate for the project timeline.  Mr. Burroughs replied yes.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that this item is deferred until the May meeting of the Facilities Committee.  Motion carried 3-0-0.

  1. Change Order #1 – PS4105/4107 Expansion and Downstream Rehab Project– Engineering– A. Burroughs

Mr. Burroughs presented that JWSC has an existing design contract with Roberts Civil Engineering, and that this change order request is for additional funds for surveying.  Part of the PS4105/4107 Expansion and Downstream Rehab Project is to redesign a force main improvement, which will not be completed immediately, but will be as the flow comes into those basins.   The original price provided by Roberts included the amount from the intersection of Hautala Drive and Cate Road down to a new discharge location on Crispen Blvd.  Mr. Burroughs further advised that upon the initial engineering report provided and reviewed by staff, it appears that the entire length of the force main from Pump Station 4105 will have to be done.  Currently the force main comes down and turns on Hautala and goes underneath the Interstate.  The length of force main from the station to Hautala does need to be surveyed, as well as the short force main at Pump Station 4107, which will add 5,557 linear feet of survey for the requested change order amount.

Chairman Turnipseed commented that this originally was not going to be part of the design.  He suggested that if the design and surveying is already done then staff may want to take bids with and without this.  The Chairman also noted that the Bergen Woods development is up above this section of the system and there would be additional development in the area near I95, and asked Mr. Kline to update the Committee about the area and development expected in that area.  Chairman Turnipseed requested that before this is bid, to be sure the contractor knows that this has to be done by December.  He then asked Mr. Kline to present an estimate of the tap fees to be gained from this at the next Facilities Committee before it is put out for bid.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend approval of Change Order No. 1 to the PS 4105/4107 Expansion and Downstream Rehab Engineering Contract in the amount of $10,850 to the full Commission.  Motion carried 3-0-0.

DISCUSSION

  1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs provided the discussion on plant flows report for all three wastewater treatment plants, Academy Creek, Dunbar and Southport during the month of March 2020.  The numbers and percentages for various influent and effluent concentration levels reported for the three plants were all within permit limits.  This indicates that are all three plants are operating well within permit. 

  1. Project Report – A. Burroughs / T. Kline

Mr. Burroughs and Mr. Kline presented the current project report for the month of March to the Committee and updated the Commissioners on the progress of projects.

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:13 p.m.