Facilities Committee Meeting Minutes – Wednesday, August 17, 2022

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, August 17, 2022 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 8-17-22 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, August 17, 2022 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                  

ALSO PRESENT:                  

Todd Kline, Director of Engineering

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

Charles Dorminy, HBS Legal Counsel

Janice Meridith, Executive Commission Administrator                                                                                      

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 July 20, 2022

Commissioner Cook made a motion seconded by Commissioner Duncan to approve the minutes from the Facilities Committee Meeting held on July 20, 2022.  Motion carried 3-0-0.

2. Pump Station 4044 Property Acquisition – C. Dorminy

Mr. Dorminy advised that Pump Station 4044 is in need of rehabilitation and that the current location is not suitable nor would the neighboring landowner negotiate to sell additional land to suit the rehabilitation.  JWSC staff proposed relocating the station to a parcel to the immediate east of the existing parcel, owned by PrimeSouth Bank.  An appraisal and survey were obtained.  The new parcel will consist of .029 acres and will include an access easement through the parking lot of Prime South Bank.  The parcel is already encumbered by existing easements which will benefit the proposed use and diminishes the appraised value.  The appraised value was found to be $4,725.  JWSC staff recommends purchasing the parcel from PrimeSouth at the appraised value.  Mr. Burroughs and Mr. Kline provided a map of the area and recalled all of the background details for the Committee.  It was noted that the current wet well will be converted to a manhole.  The pump station will be relocated, and a nearby grinder station is to be converted to gravity main. 

Commissioner Cook made a motion seconded by Commissioner Duncan to recommend the Brunswick-Glynn Joint Water and Sewer Commission Facilities Committee forward to the full Commission the deed and appraisal with a recommendation for approval and authorization of the Chairman to execute any and all documents necessary to complete the purchase.  Motion carried 3-0-0.

3. Glynn County Animal Control Facility Lease IGA Amendment No. 1 – C. Dorminy

Mr. Dorminy provided that currently JWSC is leasing the former Animal Control Facility located on Highway 17 North in Glynn County.  The facility is currently serving as an administrative office and as storage for the ongoing system-wide meter replacement project.  By implementing the changes as detailed in Amendment No. 1, the JWSC will lease only Unimproved portions of the Premises along with a number of Improvements.  The facility will continue to serve the JWSC as storage for the system-wide meter replacement project.  The County desires to use the building on the property, which is not being used by JWSC.  There is also possible use by the Glynn County Police Department for training and special operations.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission Facilities Committee forward to the full Commission the Amended Intergovernmental Agreement with Glynn County for the lease of the former Animal Control Facility, with a recommendation to approve the same.  Motion carried 3-0-0.

4. Infrastructure and Easement Dedications – T. Kline

• Lanes-N-Games Bowling Alley – Dedication of Water Infrastructure
• 412-414 Hawkins Island Drive – Sewer Easement

Mr. Kline presented the request for acceptance of the Water Infrastructure at the Golden Isles Lanes-N-Games Bowling Alley and the Sewer Easement at 412-414 Hawkins Island Drive.  The Owner of Record for each portion of the infrastructure and easement described within has submitted legal documents to: 1) define and execute the transfer of ownership; and, 2) convey an easement for access and maintenance.  The infrastructure is understood to have complied with applicable standards at the time of construction. JWSC inspection records indicate the infrastructure is functioning and in acceptable condition.  All requirements of the JWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted. Staff recommends acceptance and approval of the described water infrastructure and sewer easement.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee forward these projects with associated Dedications and Easement to the full Commission for approval and acceptance.  Motion carried 3-0-0. 

5. Equipment Purchase – FEMA-Funded Generators – A. Burroughs

Mr. Burroughs stated that this project is funded in part by the Georgia Emergency Management Agency/Homeland Security Hazard Mitigation Program.  He recalled for the Committee that on July 22, 2020, the JWSC award of HMGP 4338-0035 was approved for the purchase and installation of eight (8) fixed generators for the BGJWSC to ensure continuity of critical services to the community. The total approved cost was $1,357,735 with a federal share of $1,018,301, a state share of $135,774, and a local share of $203,660.  The Recipient-Subrecipient agreement for the program award was approved and executed in November of 2020.  There are eight (8) JWSC locations that were approved under this agreement for the stationary generators to be placed. Initially, the project scope was for a turnkey solution performed by a single contractor who would provide the equipment and installation services for a turnkey project.  During the final project evaluation and development process, information received indicated that the lead times on the generators would be nearly a year in some instances due to current and anticipated future supply chain delays.  Based on this, the staff decision was to split the project into two (2) phases with Phase One being the actual direct purchase and delivery of the generators, and with Phase Two being the installation by an external contractor.  The grant award will require both a budget increase and time extension from GEMA based on the current market conditions.  Additionally, JWSC staff has applied for project HMGP-4400-0035 for sixty-seven (67) transfer switches and five (5) portable generators that is pending approval.  Based on the delays and additional costs of the current twenty-two (22) transfer switch project, the HMGP-4400-0035 will also require both a budget increase adjustment and time extension. It was advisable to include the five (5) portable generators as part of the solicitation to determine the increased costs and timeline to address the pending application.  Based on the estimated and awarded budget amounts, it was assumed both grant awards will require both budget increase amounts and time extensions from GEMA which staff has addressed with GEMA.  However, without actual bid amounts and timelines for these two variables of the overall project cost and timeline could not be confirmed. The IFB was released on July 1, 2022 for which two bids were received on August 1, 2022. The bid included both the purchase of the eight (8) stationary generators and the five (5) portable units.  Bids were received from Cummins, Inc. (in the amount of $1,893,826.19) and Yancey Power Systems (in the amount of $2,321,500.00), with lead times varying from 52 weeks to 82 weeks, depending on the equipment and manufacturer.  Staff recommends that JWSC move forward with the purchase of eight (8) stationary and five (5) portable generators to continue work progress under the requirements of the approved HMGP-4338-0035 subrecipient agreement and the pending HGMP-4400-0035 award.  Once approval is made and purchase orders have been issued for the equipment, JWSC will be able to request both budget increase adjustments and time extensions from GEMA for both HGMP projects.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend that the full Commission approve the purchase of thirteen (13) generators with Cummins, Inc., in the amount of $1,893,826.19.  Motion carried 3-0-0.

6. Contract Award – On-Call Boring Services – A. Burroughs

Mr. Burroughs stated that outsourcing of boring services is needed to increase efficiency in the repair and replacement of existing galvanized water mains in heavily congested areas.  JWSC Engineering and Operations identified the following elements needed to fulfill the requirements for boring services:

• Services to be performed by the selected contractor include the following four sizes: 2”, 4”, 6” & 8”
• JWSC will purchase and provide the piping materials
• Selected contractor will furnish all labor, tools, equipment, and incidentals to bore complete in place pipes
• Selected contractor will schedule the boring work within three weeks of purchase order approval by JWSC
• All permits (including traffic control with City of Brunswick or Glynn County) will be the responsibility of the selected contractor

Out of the three bids received on July 19, 2022 the apparent low bidder was D and C Directional Boring, LLC.  A summary of the submitted bids was provided for the Committee’s review.  Due to the market’s current challenges with staffing and mobilization costs, the term of the pricing will remain in effect for six (6) months after the commencement of the contract.  Services will be provided on an as needed basis and for the purposes of both routine repairs and small project needs.  Boring services that are components of larger scale projects will continue to be procured as parts of those overall projects and not included as part of this contract.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission award a contract to D and C Directional Boring, LLC as listed in the attached bid tabulation.  Motion carried 3-0-0. 

7. Academy Creek WPCF Rehab Change Order No. 2 – A. Burroughs

Mr. Burroughs provided that at the May Commission meeting, the JWSC approved Change Order No. 1 for the Academy Creek WPCF Rehab Project which requested adjustment of the funding and a time extension.  Over the last two months additional items have been found that need to be addressed to facilitate successful project completion. Three of these items are to modify the influent guide rails for odor control cover installation, the installation of conduit for future usage to facilitate the US and RAS improvements, and to install a sump pump control panel and audible alarm at the filter structure. The total for these three changes is $28,927.00. Staff also requested Ruby-Collins to provide a price for repaving the roadways in the plant. Several road patches have been made during construction and it would benefit the plant to be repaved. Ruby-Collins provided pricing to complete the repaving in the amount of $398,204.00.  Repaving of the plant was not included in the original scope of work.  Ruby-Collins is requesting a change order in the amount of $427,131.00 to complete these items.  There also remains a handful of vendor related items that are awaiting correction prior to project completion. This includes refabricating a portion of the odor control covers that were incorrectly measured by the vendor (no cost to JWSC), installation of a power supply panel to power the hydraulic lid on the sludge offloading facility (no cost to JWSC), and replacement of electronic components with the bar screens (no cost to JWSC), along with a handful of punch list items to be completed throughout the plant. Ruby-Collins has asked for a time extension of 92 days to complete the repaving and remaining punch list and vendor related items.  If approved, the updated substantial completion date would be October 31, 2022. This project is being funded by a GEFA Loan.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission approve Change Order No. 1 for the Academy Creek WPCF Rehab project in the amount of $427,131.00 and approve a time extension of 92 days for Ruby-Collins, Inc. to complete the project, Motion carried 3-0-0.

8. Pump Station 4110 Pumps Purchase – A. Burroughs

Mr. Burroughs stated that Pump Station 4110 is located on Harry Driggers Boulevard and near the entrance to the kayak launch and skate park located at the North Glynn Recreational Complex.  This station receives flow from the Harry Driggers Boulevard area and the areas along Highway 99.  This station has seen tremendous ragging issues over the past several months, and one of the existing pumps had a shaft snap from the increased torque. The other pump was pulled for inspection and appears to have reached the end of its useful life as well.  Currently this station is on bypass. Quotes were received from five manufacturers for replacement pumps. A summary of the prices and lead times were provided to the Committee.  Based on the combination of price and availability, staff recommends purchasing pumps from Gorman Rupp.  The Gorman Rupp pumps are above ground mounted suction lift pumps, use above ground valve and discharge piping which eliminates the need the need to upgrade the existing valve pit. The current valve pit includes 6” valves and is very tight. This station needs to be upgraded to 12” valves and discharge piping, which will occur above the ground with the suction lift setup. The existing valve pit will be demoed and used as a pad for the new suction lift pumps. The cost to install a new valve pit is not included in the costs above for the submersible pumps.  The cost of valves themselves will be required regardless of pump purchased.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission approve the purchase of two new pumps for Pump Station 4110 from Templeton & Associates in the amount of $129,500.00.  Motion carried 3-0-0. 

DISCUSSION

1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of July 2022 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.

2. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the monthly Wastewater Flow Reports with the Commissioners.  This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. July 2022 was a wet month resulting in increased plant flows and resulting in lower influent and effluent concentrations.  The influent flow at Academy Creek for July was 6.3 MGD as compared to June at 5.1.  The effluent flow for July went up from 6.0 to 7.4, with the plant operating at 55% of its capacity.  The influent flow at Dunbar Creek was up at 3.6 from the previous 2.8 and the effluent flow increased to 3.7, with the plant operating at 92% capacity.  The influent flow at South Port remained at 0.168 and the effluent flow was at 0.394, with the plant operating at 26% capacity.  JWSC’s wastewater treatment plants are operating very well and all three are within permit limits.

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

Mr. Kline and Mr. Burroughs presented an update on the July Monthly Project Report for Capital Projects currently in process.  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.

RECOGNITION:

Deputy Executive Director, LaDonnah Roberts introduced Mr. David Owens to the members of the Facilities Committee.  Mr. Owens has accepted the position and responsibilities of the Director of Finance for JWSC.

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:39 p.m.