Facilities Committee Meeting Minutes – Wednesday, March 19, 2025
For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, March 19, 2025 at 1:00 p.m.
Facilities Minutes 03-19-2025 with Attachments
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Brunswick-Glynn Joint Water & Sewer Commission
1703 Gloucester Street, Brunswick, GA 31520
Commission Meeting Room
Wednesday, March 19, 2025, at 1:00 PM
FACILITIES COMMITTEE MINUTES
PRESENT:
Committee Chairman Ben Turnipseed
Commissioner Dave Ford
Commissioner Wayne Neal
Executive Director Andrew Burroughs
ALSO PRESENT:
LaDonnah Roberts, Deputy Executive Director
Todd Kline, Director of Engineering
Pam Crosby, Director of Procurement
David Owens, Director of Finance
Christa Free, Procurement Coordinator
MEDIA PRESENT: None
Chairman Turnipseed called the meeting to order at 1:00 PM.
Chairman Turnipseed provided an 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
- Minutes from February 19, 2025, Facilities Committee Meeting
Commissioner Ford made a motion seconded by Chairman Neal to approve the minutes from the Facilities Committee Meeting held on February 19, 2025. Motion carried 3-0.
- Contract Award – SPLOST Exit 29 WPF & EST – Div 2– A. Burroughs
Mr. Burroughs reminded the Board that in January 2025 JWSC awarded bids for Division 1 and Division 3 of this project. The work was bid as three separate Divisions. Division 1 was a conversion of a fire well into a water production facility through the addition of treatment chemicals and a ground storage tank. Division 3 was for some distribution system improvements to loop some neighborhoods more effectively and stop them from being single-fed. Division 2 is for the construction of a 500,000 gallon elevated storage tank. When JWSC bid all three together, no bids were received for Division 2. Initially, JWSC allowed for three different styles of water tanks to be included. When the work was rebid, JWSC narrowed it down to just the composite style tank, and two bids were received. Bids were received on March 6, 2025. The low bid was from Landmark Structures at $7,767,000 for the construction of Division 2. Thomas & Hutton, the Engineer of Record, had a $9.6 million Opinion of Probable Cost on Division 2. This will, if awarded, consume the bulk of the remaining Tier One SPLOST funds awarded at SPLOST 2022. There will be $361,942 uncommitted for SPLOST 2022 funding for Tier One. A letter of recommendation to award this contract to Landmark Structures from Thomas & Hutton is attached to the memo, as well as a bid tab. A mathematical error was discovered in the Caldwell Tanks bid. That was adjusted, but it did not impact who the low bid was on the contract. Landmark is currently constructing a tank adjacent to the Hyundai Meta site.
Considering the values of this item plus item three on our agenda (construction phase services contract for this work and the other two divisions), if both contracts are awarded at the values shown, JWSC will exceed the allotted SPLOST Tier One funds. JWSC does have the potential for, if collected, an additional $2 million in SPLOST Tier Two funding from Glynn County, if collected, which appears likely.
Commissioner Ford made a motion seconded by Commissioner Neal that the Facilities Committee recommend awarding a contract to Landmarks Structures, LLC in the amount of $7,767,000 for Division 2 of the Exit 29 Water Production Facility & Elevated Storage Tank project. Motion carried 3-0.
- Contract Award – SPLOST Exit 29 WPF & EST Construction Phase Services – A. Burroughs
On April 20, 2023, JWSC awarded a contract for design, engineering and bid preparation to Thomas & Hutton for engineering services for the SPLOST Exit 29 Water Production Facility and Elevated Storage Tank project. Mr. Burroughs stated that, at that time, a percentage of construction cost was requested for the construction phase services, such as submittal reviews, and payout reviews as well as onsite observation of the construction. Thomas & Hutton’s percentage at the time of that RFP was 3%. However, at the time of that solicitation, the project was intended and written into the RFP as being awarded under one contract. Since this work is now separated into three separate contracts with three separate vendors, Thomas & Hutton has requested an adjustment to 3.8%, as allowed by their engineering contract, for the construction phase services. Based on the total cost of the project being $12,825,011, 3.8% of that is $487,350. JWSC did have to re-bid Division 2 as previously described, and there were some permitting fees that were not included in the original proposal. The total cost, including the rebid and the permitting fees, for this request is $493,608. Again, this would commit all of the Tier One funding and $131,666 of the Tier Two SPLOST funding.
Commissioner Ford made a motion seconded by Commissioner Neal that the Facilities Committee recommend awarding a contract to Thomas & Hutton in the amount of $493,608 for construction phase services for the Exit 29 Water Production Facility & Elevated Storage Tank project. Motion carried 3-0.
- Contract Award – Academy Creek WCPF Sludge Dryer Repairs – A. Burroughs
JWSC operates a Fenton sludge dryer at Academy Creek. Mr. Burroughs explained that Fenton is no longer in business, so JWSC is unable to buy a Fenton dryer. Trying to find parts has been very challenging, and with the improvements JWSC is making at Academy Creek, significant stress has been put on the dryer that previously was not placed upon it. JWSC has run into some issues with some bearings and related items at the site. When the dryer runs it will run some solids up to about 95% solids before taking it to the landfill, versus 15 to 18% coming off the belt presses. The landfills have certain limitations related to permitting that limit the volume of wet sludge that they can accept from JWSC.
There is one company, AIT Services, Inc. that is operated by one of the original designers of the Fenton sludge dryer. JWSC cannot locate parts from any other provider, so JWSC requested a quote from AIT Services to provide parts and labor to repair the dryer.
Mr. Burroughs noted that a correction is needed in the second paragraph under Staff Report. The $139k number does not include expediting one of the parts to shorten the timeframe. That amount is for the parts for the sprocket. It would cost approximately $8,000 to expedite the part so that JWSC can get the dryer back online sooner. For AIT Services to provide the parts and labor then completely rehab the dryer with new bearings, new sprockets and swivels, the cost would be $147,200.68. Considering the difference in hauling costs when the dryer is running, this investment would have a two-month payback. JWSC is running over 100 tons a month through the landfill right now. Saving 75% of the cost of 100 tons a month adds up quickly. Staff is evaluating the potential of adding a second dryer, but that would be a longer-term decision.
Commissioner Ford made a motion seconded by Commissioner Neal that the Facilities Committee recommend a contract award in the amount of $147,200.68 to AIT Services, Inc. for the rehab of the Academy Creek sludge dryer.” Motion carried 3-0.
- Dedication of Easements and Infrastructure – T. Kline
Mr. Kline explained that there are two items under this approval item. The first one is Grace Crossing Phase 2C, and that is dedication of infrastructure and an easement. The second is a temporary (up to three years) construction easement only for JWSC’s Exit 42 elevated storage tank project.
Grace Crossing is a development within a greater development called Carriage Gate off Harry Driggers Boulevard. In the dedication documents, Mr. Kline noted that there are about 1700 linear feet of eight-inch PVC water main and appurtenances such as hydrants, valves, etc., as well as a little over 1100 linear feet of eight-inch PVC gravity main. Also included are manholes and utility easements over the private rights-of-way. Record drawings are attached to the packet that show the water and sewer improvements. These were inspected all along the way, as all new construction is, by JWSC water personnel. This development will add 32 new customers to JWSC.
The temporary construction easement is near Exit 42 on I-95. Mr. Kline displayed GIS and indicated the proposed tank site. He stated that JWSC does have an existing easement that runs through there with existing water and sewer going through it. However, JWSC will access the tank site for construction with this temporary easement. This would give JWSC two legal access points.
Mr. Burroughs noted that permanent access will be along the general easement area. There will be a public right-of-way dedicated, but this will just allow JWSC and the contractor to access it during construction. He also noted that this is a good example of the Development Authority helping to facilitate this outcome, and he thanked them for their efforts.
Commissioner Neal made a motion seconded by Commissioner Ford that the Facilities Committee recommend the full Commission approve and accept these requests to accept infrastructure and easements with associated documentation. Motion carries 3-0.
DISCUSSION
- Water Production Report – A. Burroughs
Mr. Burroughs presented the Water Production Report for the month of March 2025 to the Facilities Committee. This report provides the Committee with 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.
- WPCF Plant Flows Report – A. Burroughs
Mr. Burroughs reviewed the March 2025 Monthly Wastewater Flow Report with the Committee. This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. JWSC’s wastewater treatment plants continue to operate very well.
- 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, and the Capital Project Gantt Chart of project timelines. Mr. Kline and Mr. Burroughs presented the update by highlighting projects along with excellent photographs and descriptive details on scopes of work completed as well as portions remaining for final project completion.
Chairman Turnipseed asked if there was any further business to discuss. Hearing none, Commissioner Neal made a motion seconded by Commissioner Ford to adjourn. Motion carries 3-0.
Chairman Turnipseed adjourned the meeting at 2:27 p.m.