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Facilities Committee Meeting Minutes – Wednesday, December 14, 2022

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, December 14, 2022 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 12-14-22 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, December 14, 2022 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, 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

Janice Meridith, Executive Commission Administrator

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

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

Brian Turner – Rose Cottage Lane – Mr. Turner addressed the Committee with advice that the Hamilton HOA is in support of the approval of repaving Rose Cottage Lane.  He noted that this is a private road for which the HOA funds necessary maintenance. He briefly highlighted the events assumed to have caused damages to Rose Cottage Lane. According to Mr. Turner’s notes Rose Cottage Lane has been damaged since the trenching was done improperly by the contractor, and there was no damage prior to the roadwork done. He added that the other roads in their neighborhood do not have the same problems.  There was brief discussion pertaining to the current age of the road having been paved about 25 years ago, how long it has been since the pipe installation, and standard terms of warranty on paved roadways.

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

APPROVAL

  1. Minutes from Facilities Committee Meeting November 16, 2022

Commissioner Cook made a motion seconded by Commissioner Duncan to approve the minutes from the Facilities Committee Meeting held on November 16, 2022.  Motion carried 3-0-0.

  1. Bid Rejection – PS3101, PS4001, and PS4002 Rehab Project – A. Burroughs

Mr. Burroughs noted this IFB was released on November 3rd with only one bid being received.  The one bid was from POPCO in the amount of $3,853,900.00 and included the rehab scope of work for all three pump stations. Each of the pump station rehabs is funded separately.  With a combined budgeted amount of $1,425,000.00 and an engineer’s cost estimate of $2,575,800.00, the bid price of $3,853,900.00 submitted by the only bidder, POPCO, Inc., exceeds both by a substantial amount.  Staff recommended that the JWSC reject the bid for the project as specified.  Staff will work with the consulting engineer to rework the scope of the project and re-advertise the project in the near future.

Commissioner Cook made a motion seconded by Commissioner Duncan that the Facilities Committee recommend the full Commission reject the bid for IFB 23-013 for Rehabilitation of PS3101, PS4001, and PS4002, amend the scope and re-advertise the project.  Motion carried 3-0-0.

  1. Paving Services for Rose Cottage Lane – A. Burroughs

Mr. Burroughs stated that the force main from Pump Station 2030 runs along Rose Cottage Lane and was installed approximately six years ago.  The roadway has experienced trench settlement along the force main route.  JWSC has paved a smaller section of the roadway in the past two years, but additional settlement has occurred. Staff received two quotes for the work which includes approximately 1,300 linear feet of full width milling and resurfacing with 1.5 inches of asphalt along Rose Cottage Lane.  Staff contacted paving contractors throughout southeast Georgia and northeast Florida to complete this work and received quotes from two (2) contractors.  J. Hiers Company, Inc. quoted $87,750.00, and Allen Owens Construction and Paving, Inc.’s quote came in at $103,718.50.  Mr. Kline provided the GIS map on the monitors to aid in the explanation and to further clarify some details.

Commissioner Cook made a motion seconded by Commissioner Duncan that the Facilities Committee recommend that the full Commission award a contract in the amount of $82,750.00 to J. Hiers Company, Inc. for the paving of Rose Cottage Lane.

After further discussion of repaving the road and the assumed work quality of the contractor who repaved the road 6 to 7 years ago, Chairman Turnipseed commented that compaction tests should be done after the milling of the road.  Commissioner Duncan suggested that JWSC talk to Glynn County about warranties on paving jobs regarding responsibility to do repairs on issues and what is considered “reasonable”. He also noted that this road is no different than any other public or private road, and he cannot support placing this expense on JWSC’s ratepayers.  After discussion and reconsideration, the Committee voted against the motion with intent to revisit the matter with the full Commission on Thursday.  Mr. Burroughs will obtain more information on warranties and the Glynn County Standards for paved roadways.

Motion carried 0-3-0.  (Chairman Turnipseed, Commissioner Duncan and Commissioner Cook unanimously voted against the motion.)

  1. Academy Creek WPCF Grit Screen Replacement – A. Burroughs

Mr. Burroughs provided that the Academy Creek Water Production Control Facility has been undergoing extensive rehab since December 2020.  Replacements of the bar screens was included, but no work was included on the grit removal system immediately downstream of the bar screens.  With the new bar screens online, a review of grit system operations has been performed.  It has been determined that with a replacement of the control panels for these systems would be beneficial.  Two quotes were received for the construction and install of new control panels as well as SCADA integration of the new panels. Pump & Process Equipment quoted $44,060.00, yet this quote does not include SCADA integration of the new panels. Electric Machine Control quoted $44,314.00 including the SCADA integration of the new panels.  It was noted that EMC has been the SCADA integrator for the JWSC for approximately 5 years. Given the closeness of the two quotes, staff recommends moving forward with a single contract award to Electric Machine Control in the amount of $44,314.00.  Having a single contractor will make integration more seamless and eliminate potential concerns of liability if something does not function as intended.

Commissioner Cook made a motion seconded by Commissioner Duncan that the Facilities Committee recommend the full Commission approve a contract award to Electric Machine Control, Inc. in the amount of $44,314.00 for grit system control panel replacement at the Academy Creek WPCF.  Motion carried 3-0-0. 

  1. ARCO Area Water & Sewer Expansion Project – Change Order No. 2 – T. Kline

Mr. Kline highlighted the details of the requested change order for the ARCO Area Water & Sewer Extension Project. The recommendation letter was received from Thomas & Hutton Engineering Co. on December 7th. The Contractor has requested additional funding in the amount of $43,170.00 and an additional 150 days of contract time. The increase in funding compensates for additional sewer installation to increase services.  The design modification solves potential issues of surcharging/back-ups in the future and eliminates the need for obtaining easements to facilitate the installation of sewer per the original plan.  The additional 150 days contract time is requested due to supply chain delays for manhole structures/materials, permitting, and sewer re-route design changes.

Commissioner Cook made a motion seconded by Commissioner Duncan that the Facilities Committee recommend approval of Change Order No. 2 to the Arco Area Water & Sewer Extension to UWS, INC to increase the contract amount by $43,170.00 and contract time by 150 consecutive calendar days.  Motion carried 3-0-0.

  1. Leasing of Airport Property – Canal Road Water Production Facility – T. Kline

Mr. Kline stated that the JWSC staff is requesting authorization to apply to lease airport property from the Glynn County Airport Commission for the future Canal Road Water Production Facility.  The application and real estate fee are for a sublease and future relinquishment of the existing site and additional property that is needed to build the Canal Road Water Production Facility improvements off Harry Driggers Boulevard to include a ground storage water tank and associated pump control building.  In addition to the existing site, an additional 100’ x 110’ property be acquired from the airport commission with the purpose to expand the existing JWSC Canal Road Well Site #BVWK117/W.  Mr. Burroughs added that this request is only to apply for the lease.  If the lease is approved, staff will come back to the Board for final approval.  The land would be deeded after the roundabout is completed by Glynn County.

Commissioner Cook made a motion seconded by Commissioner Duncan that the Facilities Committee recommend that the full Commission authorize the Chairman to execute necessary documents to apply for leasing of property from the Glynn County Airport Commission for the Canal Road Water Production Facility. Motion carried 3-0-0. 

DISCUSSION

  1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of November 2022 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.

  1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the monthly Wastewater Flow Reports with the Commissioners. This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. November 2022 was a much drier month compared to October.  The influent flow at Academy Creek for November was 5.6 MGD as compared to October at 6.1. The effluent flow for November went down from 6.5 to 5.8 MGD, with the plant operating at 43% of its capacity.  The influent flow at Dunbar Creek was down to 3.0 from the previous 3.2 MGD and the effluent flow decreased to 3.0 MGD, with the plant operating at 74% capacity.  The influent flow at South Port was at 0.407 and the effluent flow reported at 0.368, with the plant operating at 25% capacity.  JWSC’s wastewater treatment plants are operating very well. 

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

Mr. Kline and Mr. Burroughs presented an update on the November 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 requested a motion to adjourn the meeting.

Chairman Turnipseed adjourned the meeting at 2:06 p.m.

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Brunswick - Glynn Joint Water & Sewer Commission - 1703 Gloucester Street Brunswick, GA 31520 - 912-261-7100