Facilities Committee Meeting Minutes – Wednesday, July 14, 2021

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, July 14, 2021 at 1:00 p.m. in the Commission Meeting Room.

Facilities Mins 7-14-21 Docs

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Brunswick-Glynn Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, July 14, 2021 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Admin. 

ABSENT:                               

Charles Cook, Commissioner                                                                                       

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 June 16, 2021

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to approve the minutes from the Facilities Committee Meeting held on June 16, 2021.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.) 

2. Contract Award – Priority Basin Clean & CCTV – A. Burroughs

Mr. Burroughs advised the Committee that the 2021 Priority Basin Clean and CCTV Project calls for investigation of sanitary sewer conveyance line segments in both the Mainland and St. Simons Island service districts.  This will assist JWSC in addressing various I & I related issues throughout the system.  Segments selected for inspection were identified as the highest priority basins for I & I contributions in the 2020 Master Plan Update.  Mr. Burroughs further noted that the Invitation for Bids was released on Monday, May 24^th. A pre-bid teleconference was held on Wednesday, June 9^th, with seven prime contractors and five subcontractors or supplier support-related in attendance.   Three bids were received, of which Southeast Pipe Survey, Inc., was the apparent low bidder in the amount of $272,250.15.  A bid tabulation was provided for the Committee to review.  This project was funded from the R & R Reserve with a budget amount of $425,000.00.  Staff recommends award of a contract to Southeast Pipe Survey, Inc., in the amount of $272,250.15 with a contract time of 240 days for project completion.

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to move that the Facilities Committee recommend the full Commission approve the award of a contract for 2021 Priority Basin Clean and CCTV to Southeast Pipe Survey, Inc., in the amount of $272,250.15.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.)

3. Contract Award – Canal Road Water Main Installation – A. Burroughs

Mr. Burroughs informed the Facilities Committee that the Canal Road to Glynco Parkway Water Main Extension project calls for installation by horizontal directional drill for approximately 600 linear feet of 12” HDPE water main and connection to existing water main stub along Glynco Parkway.  The overall project will improve water reliability to the area including the Airport, FLETC, and the Canal Crossing Shopping Center.  JWSC Water Distribution staff members are installing the majority of the pipe via open cut along Glynco Parkway, but this bid will allow for directional drilling of the line underneath the back entrance to FLETC.  Three options were provided for bid on this project with different size pipe castings and without casings.  Mr. Burroughs also provided that the Invitation for Bids was released on Tuesday, June 1^st. A pre-bid teleconference was held on Friday, June 18^th with seven contractors or supplier support-related firms in attendance, from which two bids were received on Friday, July 9^th.  T.B. Landmark Construction, Inc. was the apparent low-bidder on all three options.  Given the need to complete the final portion of the project in a timely manner, JWSC staff recommended award of a contract for Option 1 to T.B. Landmark Construction, Inc., to be completed within a 45-day contract period.

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to move that the Facilities Committee recommend the full Commission approve the award of a contract for the Canal Road to Glynco Parkway Water Main Extension project to T.B. Landmark Construction, Inc., in the amount of $206,890.00.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.) 

4. Contract Award – Dunbar Creek WPCF Engineering – A. Burroughs

Mr. Burroughs stated that the original Request for Engineering Services for Academy Creek WPCF and Dunbar Creek WPCF Rehab Projections on March 8, 2019.  Only the engineering design at Academy Creek WPCF was awarded at that time.  Staff is now prepared to move forward with design of the improvements to Dunbar Creek WPCF.  The highest scoring firm at the time of the original RFP was Goodwyn Mills Cawood.  Staff has been very satisfied with their work on the design and construction oversight at the Academy Creek WPCF project.  Since 2019 JWSC has revised the scope of work for the Dunbar Creek WPCF Rehab and solicited Goodwyn Mills Cawood to update their original pricing from the 2019 proposal. Staff has reviewed the updated proposal for the engineering portion of the Dunbar Creek WPCF Rehab Project.  The updated proposal for engineering totals $790,000 with $431,000 being for design and bidding and $359,000 being for construction management services and inspections.  Out of the twelve tasks designated for this project, the first ten are proposed to be completed in two-hundred seventy (270) days; Tasks eleven (11) and twelve (12) shall run concurrently with the Bidding and Construction phases of this project; and the Engineer will have thirty days to complete Task eight (8) following final completion of construction.  The estimated construction time is 365 days.  Staff has found the work of Goodwyn Mills Cawood to be satisfactory at Academy Creek; they are familiar with the individuals that are proposed to perform design of this project; and with the cost proposal being in line with expectations for the scope provided, Staff recommended moving forward with an award to Goodwyn Mills Cawood in the amount of $790,000 for Engineering Services for Dunbar Creek WPCF Rehab Project.

Prior to a motion being made the Committee further discussed the project with special regards to completion time.  The Commissioners spoke about a design-build process and the possibilities of reducing the anticipated project completion time.  Commissioner Duncan remarked that a construction of this size would benefit from design-build, and should be able to have completion within twenty-four (24) months easy.  Commissioner Turnipseed suggested that Mr. Burroughs discuss the project with Ruby-Collins and come up with a scope of a design-build approach.  He remarked that the approval request would not move forward today in order for staff to solicit bids for the entire job as in a design-build project.  It was agreed to defer this item until the next Facilities Committee Meeting.

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to move that the Facilities Committee defer this item until the next Facilities Committee Meeting. Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.) 

5. Change Order No. 1 – SPLOST 2016 North Mainland Phase III Force Main – A. Burroughs

Mr. Burroughs provided a brief background of the contract awarded to TB Landmark for the SPLOST 2016 North Mainland Force Main Phase III Project. He discussed the facts regarding current situations with significant material shortages, increased manufacturing/delivery lead times, as well as substantial cost increases.  While this North Mainland Project is funded by SPLOST, the water main installation is not funded by the SPLOST proceeds. TB Landmark is the contractor for JWSC on this project, and was able to order some of the materials prior to incurring significant price increases.  The suppliers are declaring force majeure and have either withdrawn quotes for piping or have issued price increases to existing bids.  Unfortunately the disruptions in the PVC and HDPE pipe supply chain have caused TB Landmark to make the request for Change Order No. 1 to the original contract.   Their request is for approval of an increase in the amount of $168,801.82, and also an additional 110 day time extension.

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to move that the Facilities Committee recommend approval of Change Order No. 1 to the SPLOST North Mainland Phase III Force Main Project to T.B. Landmark Construction, Inc. to increase the contract amount by $168,801.82 and contract time by 110 consecutive calendar days.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.)

DISCUSSION

1. Project List for Potential Bond Issuance – A. Burroughs

JWSC is considering the issuance of Revenue Bonds for funding several projects.  Mr. Burroughs highlighted the list of anticipated projects for the Facilities Committee, which was originally compiled last year for the SPLOST 7 which did not pass.  Mr. Burroughs informed the committee that there will be discrepancies on the projected costs previously estimated a year ago.  The projects under consideration include:  CIPP Gravity Sewers, Dunbar Creek WPCF Rehab, Transite Water Main Replacements, Arco Area Service Extension, Community Road Area Service Extension, and an Exit 42 Elevated Storage Tank.  The list and scope of the projects are not finalized.  

2. Wastewater Flow Reports – A. Burroughs

Mr. Burroughs reviewed the Wastewater Flow Reports with the Committee.  This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc.   The influent flow at Academy Creek was at 5.0 MGD and the effluent flow was 5.1 MGD, with the plant operating at 38% of its capacity.  The influent flow at Dunbar Creek was at 2.6 MGD and the effluent flow was 3.0 MGD, with the plant effectively operating at 76% capacity.  The influent flow at South Port was at 0.392 MGD and the effluent flow was at 0.402 MGD, with the plant operating at 27% capacity.  JWSC’s wastewater treatment plants are operating very well and are within permit limits. 

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

Mr. Kline gave an update on the Project Report for projects currently in process.  The Committee Members were provided with a packet containing: the Capital Project Report Spreadsheet, Capital Project Photographs, the Capital Project Gantt Chart indicating 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 of the current status.

EXECUTIVE SESSION

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to enter into Executive Session to discuss Property with no vote to be taken after.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.)

Return to Regular Session

Commissioner Duncan made a motion seconded by Commissioner Turnipseed to return to Regular Session.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.)

Commissioner Duncan made a motion to adjourn the meeting.  Motion carried 2-0-1.  (Commissioner Cook was absent from the meeting.)

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:40 p.m.