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Facilities Committee Meeting Minutes – Wednesday, March 20, 2024

Written by Janice Meridith on . Posted in Facilities Committee Minutes.

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, March 20, 2024 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 3-20-24 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, March 20, 2024, at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Charles Cook, Commissioner

Dave Ford, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

LaDonnah Roberts, Deputy Executive Director

Charlie Dorminy, HBS Legal Counsel

Todd Kline, Director of Engineering                                     

Pam Crosby, Director of Procurement

David Owens, Director of Finance

Janice Meridith, Executive Commission Admin. 

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 February 14, 2024

Commissioner Cook made a motion seconded by Ford to approve the minutes from the Facilities Committee Meeting held on February 14, 2024.  Motion carried 3-0-0.

  1. Contract Award – Academy Creek RAS/UV Upgrades – A. Burroughs

Mr. Burroughs advised that BGJWSC was awarded an ARPA grant for the installation of a UV disinfection system to replace the existing gaseous chlorine disinfection used at Academy Creek. The plant also needs new Return Activated Sludge (RAS) pumps to increase the flow rate of RAS through the facility. Due to years of failed screening equipment at the plant, there are numerous rags in the lines that continually clog up pumps. While increasing the flow rate, staff elected to have a chopper style pump installed to eliminate the need for consistent deragging of these pumps. To accommodate the larger pumps with chopper capabilities, a complete electrical system upgrade for RAS Stations 1 and 2 is also necessary.  Three (3) bids were submitted to JWSC on Wednesday, February 7, 2024, with the lowest bidder being Reeves Young, LLC in the amount of $5,780,000.  Staff recommended acceptance of an additive alternate for a canopy over the UV system of $80,000 to bring the suggested award amount to $5,860,000.  At the February Facilities Committee meeting, there were several questions about the project and staff was requested to look at ways to value engineer the project to reduce costs. Staff considered two main options for reducing the scope of work. First, staff considered eliminating the conversion of the east channel of the chlorine contact chamber into a future post aeration basin. Secondly, staff considered eliminating the parallel outfall line leaving the chlorine contact chamber. Upon discussion with Trojan, the UV equipment manufacturer, it was deemed infeasible to eliminate the parallel outfall line. Staff requested Reeves Young to price the reduction in scope to eliminate the work in the east side of the chlorine contact chamber only. This reduction will reduce a portion of the demolition, concrete, and bypassing requirements of the project while also shortening time onsite for the contractor. Reeves Young provided a cost reduction of $326,000.00 for this option. This would reduce the cost of the project to $5,534,000.00. The Engineer of Record, Goodwyn Mills Cawood, LLC, has provided a letter from Reeves Young concerning the reduction, a letter of recommendation, and a certified bid tabulation recommending award of this project to Reeves Young in the amount of $5,454,000. This amount does not include the canopy over the UV system.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend awarding a contract to Reeves Young, LLC for the construction of the Academy Creek RAS and UV Upgrades in the amount of $5,534,000.  Motion carried 3-0-0. 

  1. Contract Award – Academy Creek RAS and UV Construction Phase Services – A. Burroughs

Mr. Burroughs noted that the Engineer of Record for this project is Goodwyn Mills Cawood, LLC (GMC). Staff requested a proposal from GMC to perform construction administration and inspection services for the RAS and UV Upgrades project to coincide with the proposed award of the construction contract. GMC provided construction administration and inspection services for the most recent Academy Creek WPCF Upgrade project and has worked on projects previously with Reeves Young elsewhere in Georgia and South Carolina.  The proposal of $285,000.00 is a budgetary number and will be billed at hourly rates throughout the project as work is performed.  At the February Facilities Committee meeting, there were several questions about the project and requested staff look at ways to value engineer the project to reduce costs. As such, this item was deferred until a determination on the construction contract could be made. Through the value engineering process, savings in construction time were identified that has reduced the recommended budget for construction phase services to $269,000. This is a “Not-to-Exceed” budget.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend awarding a contract to Goodwyn Mills Cawood, LLC for construction administration and inspection services for the Academy Creek RAS and UV Upgrades in the amount of $269,000. Motion carried 3-0-0.

  1. Contract Award – Highway 17 North Pump Station – A. Burroughs

Mr. Burroughs provided that in November 2022, the BGJWSC acquired a parcel from Golden Shores MHP to construct a new pump station that would continue to serve Golden Shores MHP and would allow further expansion of sewer service along the Highway 17 North corridor to include adjacent parcels and areas across Highway 17. One bid for the construction was submitted to JWSC on Wednesday, February 21, 2024, from Popco, Inc., in the amount of $1,172,044.78. Construction firms that did not submit stated current workload as the primary reason for not participating. The low bid was reviewed by staff and deemed reasonable compared to recent projects of a similar nature.

Commissioner Cook made a motion seconded by Commissioner Ford that the Facilities Committee recommend awarding a contract to Popco, Inc., for the construction of the Highway 17 North Pump Station in the amount of $1,172,044.78. Motion carried 3-0-0. 

  1. Contract Award – PS 4105/4107 Force Main Improvements – A. Burroughs

Mr. Burroughs advised that BGJWSC operates PS 4107 on Cate Road and PS 4105 on Winstead Drive to convey sanitary sewer from the areas around Exit 38 to the Academy Creek WPCF.  The existing force main from PS 4107 is 6” in diameter and terminates at the intersection of Cate Road and Perry Lane Road. The flow then proceeds through gravity sewer to PS 4105. The existing force main leaving PS 4105 is 8” in diameter and terminates at the intersection of Glyndale Drive and Old Jesup Road. Staff proposed increasing the force main diameters to 12” and relocating the termination of the PS 4105 force main to a manhole near the intersection of Crispen Boulevard and Eagles Pointe Drive. These improvements will significantly reduce the head on the pumps at these stations and improve flow capacities through the sites.  Two bids were submitted to JWSC on Thursday, February 27, 2024, with the apparent low bid from TB Landmark Construction, Inc., in the amount of $2,325,582.00. The low bid was reviewed by staff and deemed reasonable compared to recent projects of a similar nature. The remaining funding currently allocated for this project is $1,701,053 leaving a shortfall of $624,799.00.  The overages for this project will be funded from uncommitted Capital Improvement Fees.

Commissioner Cook made a motion seconded by Commissioner Ford that the Facilities Committee recommend awarding a contract to TB Landmark Construction, Inc., for the construction of the PS 4105 and 4107 Force Main Improvements in the amount of $2,325,852.00. Motion carried 3-0-0.

  1. Contract Award – Palm Drive Water Main Improvements – A. Burroughs

Mr. Burroughs provided that The SPLOST 5 referendum included funding for water main improvements in Sea Palms. Based on the updated BGJWSC water model, it was determined that the most successful use of these funds was to improve the water main crossings of Frederica Road into the three entrances to Sea Palms. Modeling shows improvements in water pressure and fire protection by upsizing these crossings. The BGJWSC has already improved the crossing at Colonial Drive in advance of the Frederica Road paving project completed by Glynn County. The crossing near North Windward will be completed as part of a cooperative project with the development of Greenside Villas. That project will need water access across Frederica Road and is located approximately 325 feet north of North Windward Drive. This system will be looped into the Sea Palms distribution system and provide the prescribed benefits. The remaining crossing is Palm Drive.  Staff solicited bids for the installation of JWSC-provided pipe across Frederica Road at Palm Drive with Shamgar, Inc., providing the lowest bid at $120,815. Upon realizing the scope of work required on this project was misunderstood Shamgar advised they were unaware that this work had to be completed at night due to traffic conflicts, and that they would need to consider whether they could complete the project for the bid amount. BGJWSC bid documents clearly stated on Page 4 that “this project will require night work”. Shamgar notified staff on Tuesday, March 12 that they would be unable to complete the project due to loss of dollars, and they retracted their bid. Frederica Road cannot be shut down during the daytime hours, so the entire project will be done at night. The second lowest bidder on the project was TB Landmark Construction, Inc. in the amount of $244,542.  The remaining funding currently allocated for this project is $140,892 leaving a shortfall of $103,650. The overages for this project will be funded from the R&R Reserve.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend awarding a contract to TB Landmark Construction, Inc., for the construction of the Palm Drive/ Frederica Road Water Main Crossing in the amount of $244,542.00. Motion carried 3-0-0.

  1. Equipment Purchase – PS 2001/2002/2033/2034 – A. Burroughs

Mr. Burroughs provided that BGJWSC has two (2) funded capital projects that address pump stations 2001, 2002, 2033, and 2034 upgrades outlined in the most recent update to the BGJWSC Master Plan. Due to rapidly increasing construction costs, staff elected to manage these projects differently than a single traditional construction contract. BGJWSC will pre-purchase materials and let individual contracts for services as needed to complete the work. Internal staff may be used to complete work as availability allows. Staff solicited pricing from multiple vendors for bypass pumping, construction of high voltage and low voltage electric panels, and various electrical components needed for the rehab of these four pump stations. Total project funding for PS 2033/2034 is $1,400,000 and PS 2001/2002 is $1,350,000. A breakdown of requested purchase approvals by project code was provided for the Committee’s review.

Commissioner Cook made a motion seconded by Commissioner Ford that the Facilities Committee recommend approving the purchases from Hydra Service, Inc., Georgia Power, Power & Pumps, Goforth Williamson, and World Electric as shown for the rehab of Pump Stations 2001, 2002, 2033, and 2034. Motion carried 3-0-0.

  1. Lease Agreement – Canal Road Water Production Facility – A. Burroughs

Mr. Burroughs provided that JWSC staff is requesting to proceed with the funding to sublease a section of the airport property from the Glynn County Airport Commission (GCAC) for the future Canal Road Water Production Facility.  Funding is required for a sublease and future relinquishment of the existing site and additional property needed to build the Canal Road Water Production Facility improvements off Harry Driggers Boulevard, including a ground storage water tank and associated pump control building.  JWSC requests that an additional 100’ x 110’ property be acquired from the GCAC in addition to the existing site.  To prevent additional delays and ensure the GCAC airport property is acquired for the Canal Road Water Production Facility project, staff recommends authorizing the Chairman to execute the necessary documents to approve funding for the leasing of airport property.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend the full Commission authorize the Chairman to execute the necessary documents to approve funding for leasing of property from the Glynn County Airport Commission for the Canal Road Water Production Facility. Motion carried 3-0-0.

  1. Dedication of Easements and Infrastructure – T. Kline
  • Autumns Wood Phase 3B – Dedication of Infrastructure
  • The Plantation at Golden Isles Easement – Quit Claims x 5
  • Superior Storage – Dedication of Easement and Infrastructure
  • Merritt Place Phase 3 – Dedication of Easement and Infrastructure

Mr. Kline provided that the Developers of the above noted projects have submitted legal documents to define and execute the transfer of ownership of water and sanitary sewer infrastructure to JWSC, except Superior Storage.  The required documents have not been received, and this item will be deferred until the next meeting.  For the remaining projects, the infrastructure is understood to have complied with applicable standards at the time of construction.  JWSC inspection records indicate the infrastructure was constructed to JWSC Standards, is functioning, and is in acceptable condition. All requirements of the JWSC Standards for Water and Wastewater System Design and Construction and Development Procedures have been met, and all related documents submitted. The Committee discussed each development and the infrastructure to be transferred.

Commissioner Ford made a motion seconded by Commissioner Cook that the Facilities Committee recommend the full Commission approve and accept these projects with associated documents and defer #3 Superior Storage until the next meeting.  Motion carried 3-0-0,

DISCUSSION

  1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of February 2024 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.

  1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the February 2024 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. February 2024 had a higher recorded rainfall at Academy Creek than the month of January.  The influent flow at Academy Creek for February was 8.2 MGD as compared to January at 7.5. The effluent flow for February increased from January’s 6.9 MGD to 7.6 MGD, with the plant operating at 56% of its capacity.  The influent flow at Dunbar Creek for the month of February was 3.5 MGD, and the effluent flow was also at 3.5 MGD, with the plant operating at 88% capacity.  The influent flow at South Port was at 0.348 and the effluent flow reported at 0.584, with the plant operating at 39% capacity.  JWSC’s wastewater treatment plants are operating very well. 

  1. 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 presented the update by highlighting projects along with excellent photographs and descriptive details.

Commissioner Cook made a motion seconded by Commissioner Ford to adjourn the meeting.  Motion carried 3-0-0.

Chairman Turnipseed adjourned the meeting at 2:32 p.m.