Facilities Committee Meeting Minutes – Wednesday, February 16, 2022

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, February 16, 2022 at 1:00 p.m. in the Commission Meeting Room.

Facilities Meeting Minutes 2-16-22 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, February 16, 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

Charles A. Dorminy, Legal Counsel

Janice Meridith, Executive Commission Administrator                                                                                 

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 January 19, 2022

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on January 19, 2022.  Motion carried 3-0-0. 

2. Contract Award – Engineering Services for PS3101, PS4001, PS4002 Upgrades –A. Burroughs

Mr. Burroughs advised the committee that PS3101, PS4001 and PS4002 require upgrades to increase the reliability, replace outdated electrical systems, and improve bypass capability.  He added that by combining the design and construction management services under one (1) engineering services contract for the three (3) stations, the JWSC hopes to gain efficiencies in both design and construction administration services. By doing this, the goal is to gain consistency in design, increase effectiveness in project management and reduce the overall costs for all three (3) projects.  A three (3) member panel with representation from JWSC Operations, Engineering and the Senior Leadership teams reviewed and scored the six (6) proposals received on January 25, 2022.  Kimley-Horn and Associates, Inc., was the highest scoring proposal at 91.  After reviewing the proposals, staff recommended moving forward with an award to Kimley-Horn and Associates, Inc., in the amount of $160,000.00. The proposal submitted by Kimley-Horn and Associates details plans to provide three (3) concepts for each site for JWSC staff review along with a project schedule and detailed timeline for communication response throughout both the design and construction administration phases of each project. Overall, staff sees the Kimley-Horn proposal as the best value offered by the proposer pool with a strong mix of qualifications, project approach and pricing. The engineering contract will be 120 days.  Mr. Burroughs provided the budgeted amounts for the upgrades to the three stations, and noted that these projects are funded from the R&R.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission award a contract for Engineering Services to Kimley-Horn and Associates, Inc., in the amount of $160,000.00 for upgrades needed for Pump Stations 3101, 4001, and 4002.  Motion carried 3-0-0. 

3. Change Order – PS4116 Final Balancing – T. Kline

Mr. Kline presented Change Order #2 request from Southern Civil, LLC contractor for JWSC Capital Project #2027.  He noted that this change order is for the final adjustments on the PS4116 Rehabilitation & Force Main Upgrade Project.  The final payment and project closeout details are provided below.

• Notice to Proceed: 06/03/21 (120 days, original contract)
• Contract Amount (Funding): $498,499.00 (Glynn County)
• CO #1 GA Power Service Pole Relocation, approved 11/05/21: ($5,805.00)
• CO #2 Pay Item 1-B (Sitework), Final Adjusting: ($15,750.00)
• Date of Substantial Completion: 01/11/22 (222 days, accrued)

Proposed deduction for quantities not used: ($15,750.00); Adjusted final contract amount: $488,554.00;  Days over approved contract time; delay/weather days requested: 91 days; 90 days;  Retainage held to date: $24,924.95;  Pay Application #7 (Final), including retainage: $33,674.95.

Mr. Kline commented that this change order shall constitute the full and final settlement of this contract for Capital Project #2027.  Additionally noted was that the deduct amount of $15,750.00 is due to the contractor not using bypass pumping which was included in the original contract.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water & Sewer Commission Facilities Committee forward the above described Change Order #2 to the full Commission for approval.  Motion carried 3-0-0. 

4. Change Order – Bergen Woods Offsite Final Balancing – T. Kline

Mr. Kline presented Change Order #1 request from Georgia Asphalt Producers, Inc. contractor for JWSC Capital Project #2007.  He noted that this change order is for the final adjustments on the Bergen Woods Off-Site Improvements Project.  The final payment and project closeout details are provided below.

• Notice to Proceed: 08/05/21 (60 days, original contract)
• Contract Amount (Funding): $282,151.00 (CIF’s)
• CO #1 Final Adjusting: ($24,911.00)
• Date of Substantial Completion: 12/14/21 (70 days, accrued)

Proposed deduction for quantities not used: ($24,911.00);  Adjusted final contract amount: $257,240.00;  Days over approved contract time; delay/weather days requested: 10 days; 10 days;  Retainage held to date: $25,724.00;  Pay Application #4 (Final), including retainage: $25,724.00.

Mr. Kline commented that this change order shall constitute the full and final settlement of this contract for Capital Project #2007.  When asked, Mr. Burroughs noted that this is the force main to the safety complex.  The committee commented that this is a good process to follow for closing projects. 

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water & Sewer Commission Facilities Committee forward the above described Change Order #1 to the full Commission for approval.  Motion carried 3-0-0. 

5. Infrastructure Dedication – Oyster Grove – T. Kline

Mr. Kline stated that the Developer of a new 23-lot single-family subdivision located at the end of Redfern and Ledbetter Drive on St. Simons Island wishes to dedicate and convey the following to JWSC:

• Water system measuring approximately 1,508 linear feet with an estimated value of $95,000
• Sanitary Sewer system measuring approximately 1,479 feet with an estimated value of $150,000
• Wastewater Pump Station with design capacity of 97 gallons per minute and estimated value of $70,000, and described in the attached Warranty Deed
• Four (4) Utility Easements as described in the attached Water and Sewer Utility Easement and companion Final Plat

Mr. Kline also provided that the Owner of Record of the infrastructure described within, aka ETS Family Limited Partnership, aka Stroud Family LP, has submitted legal documents to define and execute the transfer of ownership, and conveyance of the easements for access and maintenance. The infrastructure is understood to have complied with applicable standards at the time of construction. JWSC inspection records indicate the infrastructure is functioning and in acceptable condition.  All requirements of the JWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted. Staff recommends the acceptance of the described water and sewer infrastructure and easements for JWSC ownership, operation, and maintenance. 

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee forward the above described dedication and easement documents to the full Commission for approval and acceptance.  Motion carried 3-0-0. 

6. Intergovernmental Lease Agreement w/ Glynn County – Former Animal Control Facility – L. Roberts / C. Dorminy

Mrs. Roberts and Mr. Dorminy presented the committee with the request that the Facilities Committee forward the Intergovernmental Agreement with Glynn County for the lease of the former Animal Control Facility to the full Commission for approval.  The County has agreed to Lease the former facility (located at 4765 Highway 17 North) to the JWSC for the cost of utilities. The JWSC intends to use the facility to serve as a center of operations for the ongoing system-wide meter replacement project. The facility will serve as both an administrative office and as storage for the project. The JWSC anticipates this project will require about two years for completion.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water and Sewer Commission Facilities Committee forward to the full Commission the Intergovernmental Agreement with Glynn County for the lease of the former Animal Control Facility, with a recommendation to approve the same.  Motion carried 3-0-0.

DISCUSSION

1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the Wastewater Flow Reports with the Commissioners.  This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. For the month of January 2022 the influent flow at Academy Creek was at 5.9 and the effluent flow was also 5.9, with the plant operating at 43% of its capacity.  The influent flow at Dunbar Creek was at 2.5 and the effluent flow was 2.9, with the plant operating at 73% capacity.  The influent flow at South Port was at 0.323 and the effluent flow was at 0.373, with the plant operating at 25% capacity.  JWSC’s wastewater treatment plants are operating very well and are within permit limits.

2. Capitol Project Report – T. Kline / A. Burroughs

Mr. Kline and Mr. Burroughs presented an update on the Project Report for projects currently in process.  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 also 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 Committee business, Chairman Turnipseed adjourned the meeting at 2:10 p.m.