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Facilities Committee Meeting Minutes – Wednesday, February 14, 2024

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, February 14, 2024 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 2-14-24 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, February 14, 2024, at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Charles Cook, Commissioner

Dave Ford, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

LaDonnah Roberts, Deputy Executive Director

Todd Kline, Director of Engineering                                     

Pam Crosby, Director of Procurement

David Owens, Director of Finance

Janice Meridith, Executive Commission Admin. 

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News 

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 December 20, 2023

Commissioner Cook made a motion seconded by Ford to approve the minutes from the Facilities Committee Meeting held on December 20, 2023.  Motion carried 3-0-0.

  1. Equipment Purchase – Dunbar Creek WPCF Influent Pumps – A. Burroughs

Mr. Burroughs advised that JWSC operates four submersible influent pumps at Dunbar Creek to pump the wastewater throughout the treatment process. Following the high flow event in December that resulted in a significant sanitary sewer overflow, staff pulled one of the three influent pumps that were installed simultaneously and sent it to the manufacturer for inspection. Staff requested Xylem to examine the removed pump and quote the necessary repairs to return the pump to a like new condition. The cost to repair the fully depreciated 20-year-old existing pump is $31,360.04. Staff requested a quote for a replacement pump which came in at $51,579.71 for one (1) new more energy-efficient style.  There are two additional pumps that are the same age and in similar condition to the one removed from service.  Staff requested a quote for three (3) replacement pumps to check for quantity price savings.  Xylem provided pricing of $43,785.69 each for three (3) pumps plus freight for a total cost of $141,451.07.  Including freight, the cost per pump is $47,150.36 for a purchase of three (3) pumps providing JWSC with savings of $13,288.06 as compared to total pricing for purchases of one at the time. Based on the need to ensure the plant is operating correctly during high flow events, staff recommends purchasing three (3) Flygt pumps from Xylem Water Solutions for a cost of $141,451.07.  These pumps are the direct replacement models of the existing pumps and take advantage of the volume discount.

Commissioner Cook made a motion seconded by Commissioner Ford that the Facilities Committee recommend that the full Commission approve the purchase of three new Flygt influent pumps for Dunbar Creek from Xylem Water Solutions USA, Inc. in the amount of $141,451.07.

After some discussion on replacing the pumps, the Committee requested staff to provide the replacement pumps’ head curve to review at the Commission meeting.  The Commissioners realize the need to be sure the pump sizes are correct for increasing the Dunbar Creek plant capacity from 4 to 5 MGD and chose not to recommend the purchase until they review the head curve.

Commissioner Cook made a motion seconded by Commissioner Ford to modify the motion and defer this item until the Commissioners see the head curve at the Commission Meeting.  Motion carried 3-0-0.

  1. Academy Creek RAS and UV Upgrades – A. Burroughs

Mr. Burroughs advised that BGJWSC has two projects located at the Academy Creek WPCF that are funded separately. Given the type and location of the work, staff elected to have this work bid out together. JWSC was awarded an ARPA grant for the installation of a UV disinfection system to replace the existing gaseous chlorine disinfection used at the facility. The plant also needs new Return Activated Sludge (RAS) pumps to increase the flow rate of RAS through the facility. Due to years of failed screening equipment at the plant, there are numerous rags that continually clog up pumps. While increasing the flow rate, staff elected to have a chopper style pump installed to eliminate the need for consistent deragging of these pumps. To accommodate the larger pumps with chopper capabilities, a complete electrical system upgrade for RAS Stations 1 and 2 is also necessary.  A mandatory pre-bid meeting and site visit was held on Monday, January 22, 2024, and was attended by nine (9) prime construction firms. Three (3) bids were submitted to JWSC on Wednesday, February 7, 2024. The apparent low bidder was Reeves Young, LLC in the amount of $5,780,000. The apparent low bid on this project significantly exceeds the budgeted amount for construction.

Mr. Burroughs noted there are also extra work items included in the bid documents in the amount of $208,380 that would be billed against whichever project code the additional work is provided.  If awarded, the additional funding required that is currently unbudgeted would be $3,110,000. Additive alternates for a catwalk between the filter structure and existing chlorine contact chamber where the UV equipment will be installed and for a metal canopy to be installed over the new UV equipment were included in the bid. These items are $50,000 and $80,000, respectively. The Engineer of Record, Goodwyn Mills Cawood, LLC, has provided a letter of recommendation and certified bid tabulation recommending award of this project to Reeves Young in the amount of $5,780,000. The Committee had a thorough discussion on points of concern such as: exceeding the budgeted amount set back in 2020, significant items causing such as increase, possibility of any mistakes on the bid causing the huge increase, etc. Staff was requested to look at ways to value engineer the project to reduce costs.

Commissioner Ford made a motion seconded by Commissioner Cook to defer the full project as quoted to the next Facilities Committee Meeting. Motion carried 3-0-0.

  1. Academy Creek RAS and UV Upgrades – Construction Phase Services – A. Burroughs

Mr. Burroughs noted that the Engineer of Record for this project is Goodwyn Mills Cawood, LLC (GMC). In November 2021, BGJWSC entered into an agreement with GMC for the design of these improvements. At that time, no funding was provided for construction administration and inspection services.  Three (3) bids were submitted to JWSC on Wednesday, February 7, 2024. The apparent low bidder was Reeves Young, LLC in the amount of $5,860,000. Staff requested a proposal from GMC to perform construction administration and inspection services for this project to coincide with the proposed award of the construction contract. GMC provided construction administration and inspection services for the most recent Academy Creek WPCF upgrade project and has worked on projects previously with Reeves Young elsewhere in Georgia and South Carolina.  The proposal of $285,000.00 is a budgetary number and will be billed at hourly rates throughout the project as work is performed.  When asked about the inspections, Mr. Burroughs replied that JWSC will not be doing inspections on capital projects as per the Commission. The JWSC project manager will occasionally do walk throughs. Commissioner Ford requested information on the actual dollar amount JWSC has spent on inspections for projects in the last couple years.

Commissioner Ford made a motion seconded by Commissioner Cook to defer the Construction Services to GMC for RAS and UV Upgrades to the next Facilities Committee Meeting. Motion carried 3-0-0. 

  1. North Mainland WPCF Antidegradation Analysis – A. Burroughs

Mr. Burroughs advised that BGJWSC has been working with a large parcel owner on the northwest quadrant of Exit 42 to acquire property for a new wastewater treatment plant for flows in the Exit 42 and Highway 99 area. This area is primed for rapid commercial and residential growth on top of the existing customer base in the area. The first step in constructing a new facility is to begin the permitting process for the new discharge. BGJWSC had an existing wasteload allocation (WLA) for the discharge and has requested the updated WLA for the past few years but has not received it due to staffing shortages at the state level. The preliminary WLA was included in the Brunswick Harbor TMDL for dissolved oxygen issued in 2020. The first step in the permitting process is to receive an updated preliminary WLA and complete an antidegradation analysis for the proposed new facility. Staff requested a proposal from Four Waters Engineering (4Waters) to complete the requested antidegradation analysis. 4Waters was chosen for this work as they prepared the most recent BGJWSC Master Plan Update and have a detailed understanding of the current and projected flows for this region. They have also helped coordinate multiple permitting issues for the BGJWSC in the past. 4Waters provided a proposal with a lump sum cost of $29,275.00 for consideration.  This work would be paid for with the ARPA funding provided for Project No. 2211.

Commissioner Cook made a motion seconded by Commissioner Ford that the Facilities Committee recommend the full Commission enter into an agreement with Four Waters Engineering, Inc. in the amount of $29,275.00 for completion of the antidegradation analysis for the proposed North Mainland Water Pollution Control Facility. Motion carried 3-0-0. 

  1. Dedication of Infrastructure – T. Kline
  • Frederica Marsh Cottages – Easement and Infrastructure
  • Merritt Place Phase 3 – Easement and Infrastructure

Mr. Kline provided that the Developers of Frederica Marsh Cottages and Merritt Place Phase 3 have submitted legal documents to define and execute the transfer of ownership of water and sanitary sewer infrastructure to JWSC.  The infrastructure is understood to have complied with applicable standards at the time of construction.  JWSC inspection records indicate the infrastructure was constructed to JWSC Standards, is functioning, and is in acceptable condition. All requirements of the JWSC Standards for Water and Wastewater System Design and Construction and Development Procedures have been met, and all related documents submitted. The Committee discussed each development and the infrastructure to be transferred.  All details and documents submitted for Frederica Marsh Cottages as well as the infrastructure were deemed acceptable by the Committee. However, there were questions regarding the infrastructure at Merritt Place Phase 3 and it was decided to defer this dedication.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend the full Commission approve and accept the Frederica Marsh Cottages and to defer Merritt Place Phase 3.  Motion carried 3-0-0,

DISCUSSION

  1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of January 2024 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 January 2024 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. January 2024 had a lower recorded rainfall at Academy Creek than the month of December 2023.  The influent flow at Academy Creek for January was 8.2 MGD as compared to December at 7.5. The effluent flow for January increased from December’s 6.9 MGD to 7.6 MGD, with the plant operating at 56% of its capacity.  The influent flow at Dunbar Creek for the month of January was 3.5 MGD, and the effluent flow was also at 3.5 MGD, with the plant operating at 88% capacity.  The influent flow at South Port was at 0.348 and the effluent flow reported at 0.584, with the plant operating at 39% 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 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 presented the update by highlighting projects along with excellent photographs and descriptive details. 

Commissioner Cook made a motion seconded by Commissioner Ford to adjourn the meeting.  Motion carried 3-0-0.

Chairman Turnipseed adjourned the meeting at 3:05 p.m.

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