Facilities Committee Meeting Minutes – Wednesday, June 15, 2022

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, June 15, 2022 at 1:00 pm in the Commission Meeting Room.

Facilities Minutes 6-15-22 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, June 15, 2022 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

LaDonnah Roberts, Deputy Executive Director

Todd Kline, Director of Engineering

Charles A. Dorminy, 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 May 18, 2022

Commissioner Cook made a motion seconded by Commissioner Duncan to approve the minutes from the Facilities Committee Meeting held on May 18, 2022.  Motion carried 3-0-0. 

2. Academy Creek WPCF UV Equipment Purchase – A. Burroughs

Mr. Burroughs presented the Facilities Committee with the request for approval to purchase UV equipment for the Academy Creek WPCF Rehab Project.  Currently the facility uses gaseous chlorine for disinfection of the wastewater effluent prior to release to the receiving stream.  With the most recent NPDES permit update, the plant now tests for Enterococci instead of Total Coliforms.  Enterococci appears to have some resistance to chlorine gas and has caused dosing rates to more than double at the facility.  If managed properly, chlorine gas is safe for disinfection, but there are potential safety concerns with continuing to use chlorine gas as a disinfectant at the dosing rates required.  The JWSC applied for and was awarded a State Fiscal Recovery Funds Grant from the State of Georgia Governor’s Office of Planning and Budget in the amount of $1,900,000 to install an ultraviolet disinfection (UV) system to eliminate the usage of chlorine gas at the facility. The RFP was released on April 12, 2022.  Two proposals were received and then scored by three (3) staff from JWSC Operation and Senior Leadership.  Trojan Technologies was the highest scoring proposal at 89.0.  Strengths of the TrojanUVSigna equipment as identified by the evaluation team were lower UV bulb count reducing ongoing maintenance needs, adequate disinfection effectiveness, and the ability to Buy American preferences for the federal grant funding available for this project.  The Wedeco proposal provided a specification clarification that their unit is manufactured in German from components not available from US sources.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission purchase UV disinfection equipment from Trojan Technologies in the amount of $1,125,000 for installation at the Academy Creek Water Pollution Control Facility.

When asked about possibilities of keeping the old equipment, Mr. Burroughs replied that maintaining chlorine is not cost effective.  The UV equipment provides and environmental benefit.  The expected useful life of the equipment is estimated at 20 years plus.  There will be no outlay of cash by JWSC.

Motion carried 3-0-0. 

3. Dunbar Creek WPCF Rehab Phase 2 Services Contract Award – A. Burroughs

Mr. Burroughs recalled that the JWSC entered into a progressing design-build contract with BRW Construction Group, LLC (BRW) on January 25, 2022 for the Dunbar Creek Water Pollution Control Facility (WPCF) Rehab project. This agreement was for Phase One Services for the project which included 30% design and pricing for 10 stated items in the contract.  Phase Two Services, if approved by the Board, would include final design and construction of the items in the contract. The items included in the scope of work are shown below:

1. Separation of RAS Lines into Individual Aeration Basins to Improve Individual Control
2. Review of Existing Aeration System and Needed Improvements
3. Dissolved Oxygen Control Loop to Automate Blower Controls for AB1 and AB2
4. Installation of UV System in Existing Post‐Aeration Basin
5. Installation of Filtration Equipment in Existing Post‐Aeration Basin
6. Odor Control Improvements for Influent Headworks
7. Internal Plant Reuse Water System and In‐Plant Distribution System
8. Examination of Existing Clarifiers and Possible New Clarifier to Increase Treatment Capacity to 5 MGD – Alternate 1
9. Roadway Improvements to Reroute Plant Entrance from Existing Location to Current Secondary Entrance from Sea Island Road – Alternate 2
10. Aeration Basin No. 2 Painting

BRW has provided a Guaranteed Maximum Price (GMP) for the above scope of work with two additional alternates to cover Items 8 and 9.  Total GMP for the base work is $3,660,309.84.  The alternate for a new clarifier is $3,384,286.18 and for the new roadway is $497,442.16.  At this time, staff does not feel the addition of a new clarifier would be a cost-effective approach.  The new entrance road off of Sea Island Road would eliminate the need for equipment and passenger vehicles to pass through the Glynn Haven neighborhood to access the treatment plant.  This is a liability reduction for the JWSC and would be a betterment for the community.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission award a contract to BRW Construction Group, LLC in the amount of $4,157,751.30 for Phase Two Services at the Dunbar Creek Water Pollution Control Facility for completion of the Base Scope of Work and Alternate No. 2.  Motion carried 3-0-0.

4. Dunbar Creek WPCF UV Equipment Purchase – A. Burroughs

Mr. Burroughs provided that throughout Phase One of the Dunbar Creek WPCF Rehab project, staff and BRW have discussed the JWSC separately purchasing large equipment to avoid sales tax and contractor markups on equipment purchases to reduce overall project costs. After several discussions between JWSC staff, BRW, and design engineer Hussey Gay Bell (HGB), the decision was made to move forward with installation of TrojanUVSigna equipment from manufacturer Trojan Technologies at the Dunbar Creek WPCF.  This decision was based upon disinfection effectiveness, life cycle costs, and experience using the Trojan system.  BRW solicited the attached proposal from Trojan Technologies for supplying the equipment in the amount of $351,165. Note that the supplier has agreed to hold the $351,165 price through the end of the week due to JWSC meeting calendar.  Official shop drawings will be submitted to BRW and the JWSC no later than 6 weeks after acceptance of the attached offer, and actual equipment delivery is expected 27-29 weeks after approval of shop drawings. Assuming schedules are met for production, equipment delivery would occur mid-to-late February 2023.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission purchase UV disinfection equipment from Trojan Technologies in the amount of $351,165.00 for installation at the Dunbar Creek Water Pollution Control Facility.  Motion carried 3-0-0. 

5. Dunbar Creek WPCF Rehab Filtration Equipment Purchase – A. Burroughs

Mr. Burroughs advised the Committee that JWSC would like to purchase another piece of large equipment for the Dunbar Creek WPCF Rehab.  This purchase would also help to avoid sales tax and contractor markups on equipment purchases to reduce overall Dunbar Creek WPCF Rehab project costs. After several discussions between JWSC staff, BRW, and design engineer Hussey Gay Bell (HGB), the decision was made to move forward with installation of AquaDisk cloth media filtration equipment from manufacturer Aqua-Aerobic Systems, Inc. at the Dunbar Creek WPCF.  This decision was based upon filtration effectiveness and experience using the Aqua-Aerobic system.  Dunbar Creek and Academy Creek both currently have Aqua-Aerobic filters in service. BRW solicited the attached proposal from Aqua-Aerobic Systems, Inc. for supplying the equipment in the amount of $671,005.  Official shop drawings will be submitted to BRW and the JWSC no later than 8 weeks after acceptance of the attached offer, and actual equipment delivery is expected 18 weeks after approval of shop drawings. Assuming schedules are met for production, equipment delivery would occur late December 2022.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission purchase cloth media filtration equipment from Aqua-Aerobic Systems, Inc. in the amount of $671,005.00 for installation at the Dunbar Creek Water Pollution Control Facility.  Motion carried 3-0-0.

6. Pump Station 2032 Replacement Pumps Purchase – A. Burroughs

Mr. Burroughs stated that JWSC Pump Station 2032 is located on Frederica Road near Bennie’s Red Barn. This station receives most of the flow from the north end of the island and pumps it to the Dunbar Creek gravity basin. The JWSC recently did gravity system rehab work upstream of this basin. Before the gravity rehab was complete, this station saw a tremendous amount of grit causing wear and tear on the pumps. Also, the wet well had residual grit that cause the bases to become unlevel and need replacement.  Both pumps have seen wear and tear and it appears more cost-effective to replace both pumps rather than trying to rehab the current ones given their poor condition. Currently, the station is on bypass. Quotes were received from three manufacturers for these replacement pumps. Manufacturers, pricing, and lead times were reviewed with the Committee as shown in the chart below:

Based on availability, staff narrowed the search down to the Flygt and Grundfos pumps. Due to the increased horsepower requirements for the Grundfos pumps, new variable frequency drives (VFDs) would be necessary as the existing ones are not rated sufficiently. SP&M uses VFDs at this station to hold the level at the station consistent to avoid air stripping of hydrogen sulfide as the influent comes into the wet well. The existing VFDs are sufficient for the specified Flygt pumps and given the immediate availability of those pumps, this station could be returned to normal operations very soon instead of the 18 week lead time required for the KSB pumps.  Funding for this agreement will be in the Systems Pumping and Maintenance Lift Station Pumps budget as approved by the Commission.  Given the immediate availability of the Flygt pumps and the ability to use existing electrical equipment, staff recommend purchasing two Flygt 45 hp pumps for installation at Pump Station 2032.

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 2032 from Xylem Water Solutions in the amount of $60,154.30,  Motion carried 3-0-0.

7. Academy Creek Clarifier Gearbox Purchase – A. Burroughs

Mr. Burroughs presented to the Committee that the Academy Creek Water Pollution Control Facility (WPCF) has six clarifiers that help separate solids from wastewater following biological treatment in the aeration basins. Each clarifier has a mechanical drive that rotates a set of rakes on the bottom of the clarifier to force solids into the sludge collector. It also has a skimmer arm on top to push floating scum to the scum trough for removal. Prior to the installation of the new bar screens at Academy Creek, large amounts of rags were making their way into the treatment system and ultimately settling out in the clarifiers. It appears that enough of these rags became wrapped around the rake arm to significantly increase the torque that the mechanical drive was experiencing. This led to a failure of the worm gear inside the drive gear box. Staff has been working to locate a replacement worm gear for the gear box. Initials quotes for the worm gear were approximately $27,000.  Upon inspection it appears that there is more rehab needed to the gear box than originally anticipated.  Staff went back to Ovivo to request a price to replace the entire gear box rather than rebuilding it and received quote 220519BGJWSC in the amount of $47,672 to be purchased through Triple H Specialty Company in Georgia.  Estimated delivery of the new gear box is 16-18 weeks. Assuming schedules are met for production, equipment delivery would occur in October 2022.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission purchase a clarifier gear box from Ovivo USA, LLC in the amount of $47,672.00 for installation at the Academy Creek Water Pollution Control Facility.  Motion carried 3-0-0.

8. Standby Generator Rental Agreement – A. Burroughs

Mr. Burroughs presented to the Committee that each year, funds are allocated in the Systems Pumping and Maintenance hurricane preparedness budget to support the rental of portable generators to support the seasonal storm contingency plan. Historically, a rental contract has been established for five (5) portable generators and associated connection appurtenances to be onsite and available for use during the high activity times of the annual hurricane season. Staff is in the process of finalizing bid documents to purchase approved portable generators through a FEMA grant, but staff has been advised by engineers and sales personnel that delivery of new generators is likely to take 12 months or more due to supply chain issues. Under the Sourcewell cooperative purchasing agreement 062320-CAT, staff obtained a quotation from current generator CSA partner, Yancey Power Systems CAT, for five (5) portable generators and associated connection appurtenances to support the 2022 Storm Contingency plan.  The amount of the quotation is $123,102.50 for the full period from 06/01/2022 – 11/15/2022. The amount will be prorated on a weekly basis as the JWSC is able to delay delivery of the generators until 06/20/2022 and the amount will be prorated accordingly to $119,862.50.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission enter into a rental agreement with Yancey Power Systems in the amount of $119,862.50 as presented.  Motion carried 3-0-0.

9. Pump Station RTU Panel Purchase – A. Burroughs

Mr. Burroughs stated that the JWSC recently completed an overhaul of the pump station SCADA system and standardize on a specific panel configuration including specific components in each panel. The JWSC installed 136 of these panels during calendar year 2021 and have seen tremendous benefits to SP&M operations as a result. Moving forward, the JWSC expects all new pump stations to have one of these new SCADA panels installed if the pump station is to be dedicated to the JWSC for public ownership and operation.  Working with local utility contractors for the installation of pumping stations attached to the JWSC system provides staff an opportunity to facilitate a successful completion of private development projects that benefit the utility.  A recurring concern among private entities is the cost and timeframe associated with construction and installation of the new SCADA panels required for pump stations.  Given that the JWSC buys directly from the panel building shop and the integrator, we can purchase these panels for considerably less than contractors can and, according to the contractors, the costs associated with SCADA are prohibitive for their projects.  To facilitate successful completion and alleviate these concerns, the JWSC would like to maintain an inventory of no more than 3 complete SCADA panels at the Academy Creek warehouse that the private contractor may purchase from the utility for installation at the new pump station site. By doing so, the contractor can install the correct SCADA panels without having to pay considerable markups through the supply chain and the JWSC gets the specific SCADA panels it wants in the system.  Furthermore, the JWSC has a handful of pump stations that have not had their SCADA panels changed out yet due to currently planned capital projects. Having these panels on hand would benefit the schedule control on those upcoming pump station projects.  These items will be held in inventory and thus will be funded through general revenues and held as an asset in the inventory line item on the balance sheet each month until they are used. The contractor would purchase the panel directly from the JWSC. Upon use of one panel, the JWSC will maintain inventory quantities to ensure no delays in availability.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission approve the purchase of three new pump station RTU panels from Electric Machine Control in the amount of $63,932.46.  Motion carried 3-0-0.

10. Infrastructure and Easement Dedications – T. Kline

• Grace Crossing Phase 1

Mr. Kline presented the request for acceptance of the Easement and Private Infrastructure Dedication from the Grace Crossing Phase 1 development.  The Owner of Record of the infrastructure 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 and sewer infrastructure and easement.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission approve the dedication of infrastructure and one sewer easement for Grace Crossing Phase 1.  Motion carried 3-0-0.

DISCUSSION

1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report which is a new monthly report to be presented to the Commissioners at each Facilities Committee meeting.  This report provides the Committee with the monthly and daily water production in millions of gallons for each of the following facilities:  Howard Coffin, Goodyear Park, Brunswick Villa, FLETC, I-95, Golden Isles I, Golden Isles II, Canal, and Ridgewood.

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. May 2022 was a relatively dry month resulting in lower plant flows and resulting in lower influent and effluent concentrations.  The influent flow at Academy Creek for May was 4.9 MGD as compared to April at 6.8.  The effluent flow for April went down from 6.6 to 5.4, with the plant operating at 40% of its capacity.  The influent flow at Dunbar Creek was down at 2.9 from the previous 3.0 and the effluent flow was lower at 2.9, with the plant operating at 72% capacity.  The influent flow at South Port went to 0.171 and the effluent flow was at 0.369, with the plant operating at 25% capacity.  JWSC’s wastewater treatment plants are operating very well and are within permit limits.

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

Mr. Kline and Mr. Burroughs presented an update on the May 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.

EXECUTIVE SESSION – Property

Commissioner Duncan made a motion seconded by Commissioner Cook to enter into Executive Session to discuss property.  Motion carried 3-0-0.

Return to Regular Session 

Commissioner Duncan made a motion seconded by Commissioner Cook to return to regular session.  Motion carried 3-0-0. 

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

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:25 p.m.