Facilities Committee Meeting Minutes – Wednesday, November 15, 2023

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, November 15, 2023 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 11-15-23 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, November 15, 2023, at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

Todd Kline, Director of Engineering

Charlie Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

Pam Crosby, Director of Procurement

Janice Meridith, Executive Commission Admin.

 ABSENT:                               

Tripp Stephens, 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 October 18, 2023

Commissioner Cook made a motion seconded by Chairman Turnipseed to approve the minutes from the Facilities Committee Meeting held on October 18, 2023.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

2. Contract Award – Dunbar Creek WPCF Construction Materials Testing Services – A. Burroughs

Mr. Burroughs advised that the BGJWSC has an ongoing project to rehabilitate portions of the Dunbar Creek WPCF.  As part of Change Order No. 3, the design-build contractor, BRW Construction, will be installing a third clarifier at the facility. BRW Construction currently subcontracts engineering services to Hussey Gay Bell for design services for the project. The design-build team is responsible for ensuring that constructed improvements meet the required performance specifications for the project. However, there are no clauses in the contract for special inspection services to be performed by a third party.  Staff spoke with the design-build team concerning the need for third party inspection of the clarifier construction and installation. Proper construction is critical to the long-term success of the new clarifier. The design-build team reached out to Terracon Consultants, Inc.  of Jacksonville to receive a quote for slab and soil testing services, concrete testing services, and auger cast pile installation inspections. The quote is for a budget of $34,190.00.  This project is funded from the proceeds of the Series 2021 bond issuance.

Commissioner Cook made a motion seconded by Chairman Turnipseed that the Facilities Committee recommend that the full Commission enter into a contract with a not-to-exceed budget of $34,109 with Terracon Consultants, Inc. for inspection and testing services for the clarifier construction at Dunbar Creek WPCF.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

3. Change Order No. 3 – ARCO Water & Sewer Improvements – T. Kline

Mr. Kline provided that the JWSC Staff received and reviewed a Change Order No. 3 recommendation letter dated November 7, 2023, from Thomas & Hutton Engineering Co (EOR). The Contractor has requested that the remainder of the contract be paid on a monthly lump sum basis in accordance with the percentage of completion of the project. Additionally, the Contractor has requested an additional 150 days to complete the contract. The request for additional time has been made for “modifications and dealing with continued supply chain issues for additional materials.” The only changes to the project at this time are in the form of a request to place sewer lines South of 6th Street in alleyways instead of under paved roads, as originally contemplated. The EOR Recommendation states that this will result in less disturbance to roadways, less costs in placing the sewer lines, and reduced length of lateral service lines that customers will be required to install to connect to the unified system. Staff has reviewed the Change Order and finds it acceptable. The change to the lump sum basis of payment will not affect the total cost or scope of the project.  To prevent further change orders, streamline the construction and ensure completion of this project as intended, Staff recommends approval of Change Order No. 3 to the Arco Area Water & Sewer Extension to UWS, INC to allow for the requested changes in sewer line installation, the change to lump sum basis, and the extension of the contract time by 150 days.

Commissioner Cook made a motion seconded by Chairman Turnipseed that the Facilities Committee forward to the full Brunswick-Glynn Joint Water and Sewer Commission Change Order No. 3 to Project #2016 ARCO Area Water & Sewer Extension to allow for the UWS, Inc. requested changes in sewer line installation, the change to lump sum payment basis, and the extension of the contract time by 150 days and recommend approval of the same. Motion carried 2-0-1. (Commissioner Stephens was absent for the vote.)

4. Digital Concrete Locate Agreement – T. Kline

Mr. Kline provided that LiveOak Fiber, LLC (Live Oak) is a private utility company that is currently engaged in a project to comprehensively install new fiberoptic utilities throughout all of Glynn County. LiveOak has currently installed approximately 1.5 million linear feet of conduit, with a balance of 1.5 million linear feet left to install by the second quarter of 2024. This aggressive schedule of construction in addition to the routine locate requirements for other projects has strained the capabilities of JWSC Locate staff. Efforts to utilize JWSC Operational staff to supplement the locate effort after hours has helped but another solution has proven to be necessary.  LiveOak currently contracts with Digital Concrete Imaging, LLC (DCI) for utility locating services on their current Glynn County fiber installation project. LiveOak proposes to utilize DCI to supplement existing JWSC water and sewer locate efforts, at no cost to the JWSC. The JWSC would maintain primary responsibility for locate provision and would not relinquish ownership of response to the GA811 system. The JWSC would provide DCI with GIS mapping and documentation to aid in their locate efforts, while DCI would focus on keeping ahead on locates required for the LiveOak installation.  Staff have met with DCI, reviewed their company’s abilities, and believe them to be capable of the provision of locate services. Staff believes that DCI may provide aid that could minimize damage to the water and sewer assets, as well as allow the JWSC Locate staff to better maintain the balance of other GA811 locate and GIS responsibilities.

Commissioner Cook made a motion seconded by Chairman Turnipseed that the Facilities Committee recommend the full Commission enter into a contract with Digital Concrete Imaging, LLC and LiveOak Fiber, LLC to perform supplemental utility locating at no cost to JWSC.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

DISCUSSION

1. 30% Design Review – Exit 29 WPF and EST – T. Kline

Mr. Kline presented Jacquelynn Smith with Thomas & Hutton to the Committee to discuss the SPLOST Exit 29 WPF and Elevated Storage Tank concept options.  The existing BGJWSC Fire Protection Well located within the Southport Parkway Wastewater Treatment Facility site in Glynn County is proposed to be converted into a domestic use well. In order to convert the existing facility from a Fire Protection Well to a Domestic Use Well, upgrades must be made to the facility.  Out of the options presented by Thomas & Hutton, the Committee preferred selection of Option #3.

2. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of October 2023 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. Chairman Turnipseed requested a map of the FLETC water and sewer system for November’s Facilities Committee meeting.

3. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the October 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. October 2023 had a lower recorded rainfall at Academy Creek than the month of September.  The influent flow at Academy Creek for October was 7.8 MGD as compared to September at 7.6. The effluent flow for October increased from September’s 6.8 MGD to 7.0 MGD, with the plant operating at 52% of its capacity.  The influent flow at Dunbar Creek for the month of October was 3.4 MGD, and the effluent flow was also at 3.4 MGD, with the plant operating at 85% capacity.  The influent flow at South Port was at 0.442 and the effluent flow reported at 0.552, with the plant operating at 37% capacity.  JWSC’s wastewater treatment plants are operating very well. 

4. 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 thoroughly presented the update by discussing each project along with excellent photographs and descriptive details. 

Commissioner Cook made a motion to adjourn the meeting.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)  Chairman Turnipseed adjourned the meeting at 2:40 p.m.