Facilities Committee Meeting Minutes – Wednesday, June 17, 2020

For your consideration, please read the minutes from the Facilities Committee Meeting that was held on Wednesday, June 17, 2020 at 1:00 p.m. in the Commission Meeting Room.

Facilities Committee Minutes 6-17-20 with Attachments

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

Brunswick-Glynn County Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, June 17, 2020 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

Donald Elliott, Commissioner

Charlie Dorminy, Legal Counsel, H.B.S.

Todd Kline, Director of Engineering

LaDonnah Roberts, Deputy Director

Ellis Zettler, Asset Management Manager

Janice Meridith, Exec. Commission Administrator

MEDIA PRESENT:               

Pamela Permar-Shierling, The Islander

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 May 20, 2020

Commissioner Cook made a motion seconded by Commissioner Duncan to approve the minutes from the Facilities Committee Meeting held on May 20, 2020.  Motion carried 3-0-0.

2. Infrastructure Dedication Pump Station 4062 – T. Kline

Mr, Kline provided that this was a parcel or property dedication of Pump Station 4062, which is a simple transfer of ownership of the parcel to the JWSC from the property owner of record Driggers Homes.  The owner provided a Quit Claim for the transfer.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend that the full Commission review and approve the documents supporting the transfer of ownership for the parcel located at 310 Crispen Blvd. (aka. Pump Station 4062) for public ownership, operation, and maintenance.  Motion carried 3-0-0.

3. Pump Station 4003 Contract Award  – A. Burroughs

Mr. Burroughs provided that this is the contract award for the SPLOST Project for the City of Brunswick Pump Station 4003 which is located on “K” Street.  This station was built in the 1960’s and is in need of some significant rehab.  As part of this Project includes a new wet well, new pumps, an odor control system, and some small sections of gravity main to relocate the influent point.  Five bids were received on the Project, with the low bidder being Petticoat-Schmitt Civil Contractors out of Jacksonville, Florida at a cost of $1.99M.  This bid is under the budget from the SPLOST Project.  Mr. Burroughs noted that originally when this Project was scoped staff had discussed installing gravity sewer down Reynolds Street to eliminate this pump station.  Staff has spoken with some local contractors and were told that to complete the Project in that way would have cost from $6M to $10M and likely would have taken at least 2 years to complete.  By scoping the Project as it is now, JWSC has saved a substantial amount of money on this Project which has a 240 day construction time.  Mr. Burroughs provided that the bids were spaced out which was due to the cost of installing the wet well, however staff has contacted Petticoat-Schmitt and confirmed that their numbers are good and that they are ready to move forward.

Commissioner Cook asked if JWSC has used this contractor before, and Mr. Burroughs responded that JWSC has not but has spoken to a few of the consultants who have used them on their projects and they advised that they would be happy to recommend Petticoat-Schmitt for this work.  He also provided that a recommendation letter from Chris Burke at Hussey Gay Bell was included recommending this Project be awarded to Petticoat-Schmitt.

Chairman Turnipseed asked Mr. Burroughs to explain the alternate bid item.  Mr. Burroughs stated that as part of the odor control system to be put in, a specific brand of odor control system, BIORIM was specified but an alternate odor control system by BIOAIR was approved as they are essentially the same.  The bids came back with those 2 items priced within a couple thousand dollars of each other.  Since the base bid BIORIM was $2,000 cheaper staff recommended going with the base bid and not the alternate.

Chairman Turnipseed noted that this was a lump sum contract with just the last 2 items as allowances.  Mr. Burroughs replied yes, there was some minimum on filling the wet well and on the 55 feet of sewer, but the vast majority was lump sum.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend awarding the contract for Lift Station 4003 Upgrades 2016 SPLOST Project No. 703 to Petticoat-Schmitt Civil Contractors, Inc., in the amount of $1,998,690.00.  Motion carried 3-0-0.

4. Coastal Club Revised Comprehensive Agreement – C. Dorminy

Mr. Dorminy explained this this is the Coastal Club Amended and Restated Comprehensive Agreement, which is the same as was presented in May when the JWSC requested revisions to the proposed Amendment.  A small committee of 3 Commissioners and staff met with the Developer’s representatives to discuss the alternatives.  After that meeting, the Amended Agreement was revised to be in accordance with the recommendations from that committee.  Mr. Dorminy briefly reviewed the changes made.  The scope of the Projects have slightly changed which Mr. Burroughs will explain, and this was no longer including a wet well.  Regarding transferability of the credited amount that was included in the revised Agreement and allows a transfer of the credited amount to another company owned by the Developer; the ability to transfer or sign the credit will expire in 3 years from the date they received the credit; and also liquidated damages were included along with a schedule and any liquidated damages would come off of that credited amount and any excess would be payable by the Developer.  The liquidated damages will be $2,500 per day.  Another change is Projects 1 and 2 must be completed prior to the JWSC approving any Certificates of Occupancy for the Development.  The Developer has to submit all documents needed to complete the bid package for Project 3 by September 1, 2020, and they must achieve substantial completion of Project 3 before February 1^st or 6 months after selection of the contractor.  The JWSC is going to bid Project 3 and award the contract, and then the Developer will do the Project.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee forward the Amended and Restated Comprehensive Agreement with Hillpointe Residential, LLC to the full Commission with recommendation for approval.

Commissioner Cook asked Mr. Dorminy to define “substantially complete.”  Mr. Burroughs commented that substantially complete is the ability to actually pump the water necessary; there may be site dressing issues or painting or something that needs to be done above ground but the water will flow as designed.  Mr. Dorminy added that the definition within the Agreement is the time at which the Project has progressed to the point where the Project is sufficiently complete in accordance with the final engineering plans so the Project can be utilized for the purpose for which it was intended.

Chairman Turnipseed asked where the last revisions were made in the Comprehensive Agreement, what the Developer is going to be paying for without JWSC’s involvement, and what the Developer is paying for that JWSC is handling.  Mr. Burroughs provided that the scope was on page 4; the Developer is currently underway with Project 1 and doing the PVC force main at the time to Pump Station 4059 which is the upstream station directly across from the Development; downstream Project 2 at Pump Station 4056 they will be installing new pumps and panels in order to handle the flow capacity necessary; and Project 3 will have to be bid out as it originally to have a new wet well, however the scope was changed to install larger pumps capable of handling that flow instead of doing the flow attenuation in the wet well.  He further noted that Project 3 will be bid out per JWSC Standards and the Developer will manage the Project with the low responsible bidder.  The Developer will be managing the contract and paying for the construction.

Motion carried 3-0-0.

DISCUSSION

1. Asset Management Update – E. Zettler

Mr. Zettler presented the quarterly Asset Management Update to the Committee.  He referred the Commissioners to a report he had prepared that included visual graphs for their review.   The larger items that have been focused on and progress made on were discussed with the first being that 100% of the water distribution mains and gravity mains in the sewer system have all been analyzed and have all received a consequence of failure grade and about 70% have received a probability of failure grade.  Mr. Zettler explained that these grades are used to score assets as far as pipe and other parts to prioritize their need for repair or identify what the possibility is for failure.  The higher the score the higher the priority.  This project included over 8,000 gravity mains, 1,500 force mains, 13,000 water mains, 186 pump stations, and 12 wells were all graded upon criteria that was decided on by NASCO scoring or by a committee of staff.  Mr. Zettler then discussed another priority of the Asset Maintenance Program which was to ensure the WWTP and SPM Department’s vertical hierarchy was reorganized into a more coherent product that produced better data for analysis.  The pie chart graphs on page 2 were referenced and he briefly reviewed those noting the changes in preventative maintenance and system maintenance and repair.  The AM Program was tasked with monitoring and fostering a shift from reactive maintenance to preventative maintenance within all departments.  The progress that is being made with warehouse inventory and rolling stock was also highlighted, as well as future implementations for improvements. 

2. WPCF Plant Flows – A. Burroughs

Mr. Burroughs presented the Water Pollution Control Plants’ Flows report to the Committee.  The flows at Academy Creek were significantly lower than they have been in the past.  He noted that the effluent flows were at 6 MGD.  The work that staff has been doing on the SPLOST Phase II with the lining project and the manhole rehab in addition to the work that has been done to correct issues found during the Smoke Testing Project have all resulted in less flows at the plants.  Mr. Burroughs provided that the BOD and TSS levels were a bit higher due to there being less influent water for dilution. After briefly reviewing the graph for Academy Creek, he directed the Committee to the report for Dunbar Creek Plant and provided highlights for that plant as well as Southport. 

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

Mr. Kline presented an update on the following projects:

SR99 – Project is complete

Ridgewood WPF – moving along ahead of schedule, completion expected 12/13/20

North Mainland Sewer Improvements – In progress working with contractor to complete.  This is on Whitlock St. – completion expected to have been 2/29/20 – Under liquidated damages at $1,000 per day. Updated schedule is mid-July 2020.

PS 4035/4036 Upgrades – Revision of design is in progress as well as force main extension.  Survey is complete.  Are working on the redesign of the gravity main.

Pump Station 4003 – Discussed in today’s meeting with a recommendation of award.

Canal Road to Glynco 12-inch water main loops are raised complete.  Beginning with in-house design for that water extension and will be performed with construction in-house.  Expected completion October 2020.

Magnolia Water Improvements – Currently have MOU with City to facilitate the water on the Magnolia Project.  Currently in discussion, City has indicated that they are ready to move forward with awarding that project and discussions are in the works with JWSC to determine if to move forward with the water portion.

L Street Improvements – City Engineer indicated that there is still some striping and other small items left to complete the roadway improvement portion of Phase 1 from MLK to Goodyear, with hope that this section will be open within about a week to traffic.  The water section is being installed from Goodyear to Pinova’s entrance at this time.

SR27 Resurfacing – Project is complete.  Punchlist items and last few remaining items should be completed as well.

Pump Station 4021 – Redesign drawings in review with possible additional revisions to reach the most efficient and most cost effective design.

4105-4107 Basin Expansion Force Main Reroute – Survey has been completed and 4107 plans submitted and staff has made suggested revisions.  4105 is in same process.  Railroad permitting issues still being worked out.

Altama Avenue CIPP and Sea Palms CIPP – Lining work is in progress at Sea Palms and County expects to do the paving in July after lining is complete.

Coastal Club – Contractor is installing force main at this time on Project 1 of 3, and pumps on order for PS4056.

Academy Creek Roof Repair – Punchlist items are still outstanding, project is essentially complete.

Bergen Woods Offsite Force Main Improvements – Project is tied to an onsite apartment complex development, and are working on some internal issues.

Demere Eastbeach Roundabout – Good progress has been made.  County expects to have roadway passable before July 4.  Water tie in has been done.

Oak Grove Force Main – Nothing new to report.

ARCO Area Water & Sewer Extension – Bids on the design have been received and are under evaluation by the evaluation team.  8 proposals were received.

Master Plan Update – Ready to move forward.  Kickoff meeting the next morning at 10:00 a.m.

Tillman Water Line Replacement – Water Distribution is working to get that water main connected to “L” Street segment down to the water tank in that same area.

3. Project Report cont.

Mr. Burroughs presented an update on the following projects:

FEMA Generator Project – No word yet on the generators from FEMA on that grant, however they did receive the go forth on the transfer switches.

Academy Creek Oxygen Project – Was completed on June 1 and will come off of the report next month.

Water Pollution Control at Academy Creek – 100% design completion and bid package prepared with advertising for pre-qualified contractors to be placed on the next day.

Brockington – Complete. Awaiting invoicing.

PS4118 & 4119 Upgrade Project – In house project. Have received the pumps, rails, bases, and interior piping. Panels are to be picked up this week.  Awaiting Georgia Power to relocate their incoming line to that station.

Mr. Burroughs then presented the Earned Value Analysis Report.

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:19 p.m.