Facilities Committee Meeting Minutes – Wednesday, August 16, 2023

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, August 16, 2023 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 8-16-23 with Attachments

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

Brunswick-Glynn Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, August 16, 2023, at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Tripp Stephens, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director

ALSO PRESENT:                  

Todd Kline, Director of Engineering

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

Pam Crosby, Director of Procurement

Janice Meridith, Executive Commission Admin.                                                                                       

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

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the 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 July 19, 2023

Commissioner Stephens made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on July 19, 2023.  Motion carried 3-0-0.

2. FY2024 Watershed Protection Plan – A. Burroughs

Mr. Burroughs advised that JWSC is required by NPDES permit to maintain a watershed protection plan (WPP) for each of the JWSC-operated water pollution control facilities (WPCF).  The plans require both dry and wet weather sampling at multiple locations throughout the watershed that each plant discharges into. The plans require quarterly dry and wet weather sampling plus additional metals and bacterial sampling.  Samples are taken from 7 locations in the Academy Creek watershed, 3 locations in the Dunbar Creek watershed, and 2 locations in the South Port watershed. JWSC has a longstanding relationship with Integrated Science & Engineering (ISE) for the completion of the sampling protocol, analysis, and production of the annual reports required by permit for these watershed protection plans.  ISE provided WPP services to Glynn County prior to the formation of the JWSC.  The combined total for all three WPCF’s is $65,300 and is budgeted for in the individual plant Technical Services budget.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Facilities Committee recommend the full Commission approve a contract award to Integrated Science & Engineering for the Fiscal Year 2024 Watershed Protection Plan in the amount of $65,300.00. Motion carried 3-0-0.

3. Contract Award – PS 4044 Rehab – A. Burroughs

Mr. Burroughs stated that Pump Station 4044 is located adjacent to Altama Connector and receives flow from the areas around the Glynn Place Mall, Home Depot, and residential areas in the vicinity. It receives flow from two upstream stations as well.  The proposed construction consists of construction of a new pump station including a new wet well, force main, electrical systems, and SCADA systems on a parcel adjacent to Prime South.  The existing station will be demolished above ground with the wet well turned into a receiving manhole for the new station. This project was started 3.5 years ago, and the budgeted amount then was $550,000 and an engineer’s cost estimate of $1,396,142.  The lone bid received on July 11, 2023, was from Popco, Inc. in the amount of $1,980,656.90 which far exceeded both the original budgeted amount and engineer’s cost estimate. After various questions by the Commissioners and detailed discussion regarding the critical requirements, condition, and location of this pump station, the Committee recognized staff’s recommendation to move forward with the negotiated price presented by Popco with a 330-days contract time to completion.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Facilities Committee recommend the full Commission award a contract to Popco, Inc. for the rehab of Pump Station 4044 in the amount of $1,980,656.90.  Motion carried 3-0-0.

Committee Chairman Turnipseed requested that the Facilities Committee review and discuss future projects prior to the bidding process.

4. Contract Award – PS 3101/4001/4002 Rehab – A. Burroughs

Mr. Burroughs advised that the rehab of Pump Stations 3101, 4001, and 4002 were all identified as high priority projects in the Master Plan due to the condition of the electrical systems. This project was previously bid with the lowest bid at $3,853,309.  The bids far exceeded the budget of $1,425,000 and the engineer’s estimated cost of $1,659,000. The project scope was reviewed by staff and reduced to include only the items as specified in the Master Plan.  The proposed construction consists of electrical upgrades, minor building rehab, and temporary flow bypassing at all three stations.  The lone bidder for the revised project was Popco, Inc. in the amount of $2,334,460.  Staff worked with Popco to find potential ways to reduce the project cost.  The solution presented was for JWSC to provide flow bypassing utilizing existing equipment, which resulted in Popco’s bid being reduced to $1,755,317.  The revised bid still exceeded the budgeted amount and engineer’s estimated cost, however JWSC staff recommended moving forward with the project due to the current pricing environment.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Facilities Committee recommend the full Commission award a contract to Popco, Inc. for the rehab of Pump Stations 3101, 4001, and 4002 in the amount of $1,755,317.  Motion carried 3-0-0.

5. Contract Award – North Mainland Water Loops – A. Burroughs

Mr. Burroughs noted that the proposed construction for the North Mainland Water Loops Construction Project consists of watermain interconnections which are located at separate areas within the JWSC service area. He provided the details for the following: 12” diameter PVC watermain to be installed along Hautala Drive; 12” diameter PVC watermain constructed along Bailey Road; 12” diameter PVC installed along Old Jesup Road; 16” diameter HDPE watermain installed under two water courses along Old Jesup Road; and, 10” diameter HDPE constructed along Perry Lane Road. Vallencourt Construction provided a bid of $2,996,458.60, and TB Landmark Construction, Inc. provided a bid of $3,110,253.00.  Mr. Burroughs noted that this Project will definitely improve water distribution in the North Mainland area.  It connects long dead-end lines and will help keep water flowing to the schools, hotels, and restaurants when part of the system may go down.  Commissioner Stephens requested staff go back to bidder to get a materials list of pipes needed for the Project and then obtain pricing and delivery from JWSC’s suppliers to compare Project pricing and use the most cost-effective materials source.  Staff recommended JWSC award a contract to the lowest bidder Vallencourt Construction.  Vallencourt Construction is a new contractor to JWSC and received good references from prior Projects.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Facilities Committee recommend the full Commission accept the bid for the IFB 23-011 Construction Services for N. Mainland Water Loops, in the amount of $2,996,458.60 and award a contract to Vallencourt Construction.  Motion carried 3-0-0.

6. Dedication of Private Infrastructure & Easement – T. Kline

• 113 Circle Drive – Easement

Mr. Kline provided that the Owner of the above-mentioned property wishes to convey an easement to JWSC. They have submitted necessary legal documents defining the transfer of ownership and conveying the easements for access and maintenance. All requirements of the JWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Facilities Committee recommend the full Commission approve and accept the 113 Circle Drive Easement dedication.  Motion carried 3-0-0.

Commissioner Stephens left the meeting at 2:30 p.m.

DISCUSSION

1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of July 2023 to the Facilities Committee. This report provides the Committee with the monthly and daily water production in millions of gallons for each of the BGJWSC water production facilities (wells). The following are Brunswick District production facilities:  Howard Coffin, Goodyear Park, Brunswick Villa, FLETC, I-95, Golden Isles I, Golden Isles II, Canal, and Ridgewood.  The South Mainland District wells include Fancy Bluff, Exit 29, and Brookman. Mallery, Airport, Harrington, and Hampton South are the wells located in the St. Simons Island District.

2. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the July Monthly Wastewater Flow Report with the Commissioners. This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. July 2023 had a higher recorded rainfall at Academy Creek than the month of June.  The influent flow at Academy Creek for July was 6.8 MGD as compared to June at 6.3. The effluent flow for July increased from June’s 5.7 MGD to 6.1 MGD, with the plant operating at 45% of its capacity.  The influent flow at Dunbar Creek for the month of July was 3.0 MGD, and the effluent flow at 3.1 MGD, with the plant operating at 78% capacity.  The influent flow at South Port was at 0.355 and the effluent flow reported at 0.472, with the plant operating at 31% capacity.  JWSC’s wastewater treatment plants are operating very well. 

3. Capital Project Report – T. Kline / A. Burroughs

Mr. Kline and Mr. Burroughs presented an update on the monthly Project Report for Capital Projects currently in process including those in the engineering phase and those in construction.  The Commissioners were provided with a packet containing: the Capital Project Photographs, Capital Project Report Spreadsheet, the Capital Project Gantt Chart of project timelines, and the Earned Value Analysis Report.  Mr. Kline and Mr. Burroughs thoroughly presented the update by discussing each project along with excellent photographs and descriptive details. 

There being no further business, Chairman Turnipseed adjourned the meeting at 2:50 p.m.