Facilities Committee Meeting Minutes – Wednesday, October 19, 2022

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, October 19, 2022 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 10-19-22 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, October 19, 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

Charles Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

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 September 14, 2022

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on September 14, 2022.  Motion carried 3-0-0.

2. Contract Award – Glynn Place Mall and Oglethorpe Elevated Storage Tanks Rehabilitation Project – A. Burroughs

Mr. Burroughs provided that the Invitation for Bid on the Elevated Storage Tank Rehabilitation for Glynn Place Mall and Oglethorpe Sites was released on September 1, 2022.  The scope of work entails construction related to the repair and painting of two elevated storage tanks.  The tanks will be taken down to bare metal and repainted.  A pre-bid conference was held on September 20, 2022, resulting in four bids received of which all included the cost of extra as-needed work items and a bid alternate for a higher quality finish coat.  The extra work items would be charged out as needed.  Staff recommended awarding a contract for the rehabilitation of both the Glynn Place Mall and Oglethorpe tanks to Tank Pro in the amount of $1,396,617.00 and moving forward with the alternate items as well.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission award a contract in the amount of $1,396,617.00 to Tank Pro, Inc. for the Elevated Storage Tank Rehabilitation project for the Glynn Place Mall and Oglethorpe sites.

In response to questions asked by the Commissioners, Mr. Burroughs provided the following. The tanks will both have the JWSC logo painted on them.  A curtain will be placed during the blasting and spraying processes to protect the nearby properties.   The two tanks are on different systems and both tanks can be worked on at the same time.

Motion carried 3-0-0.

3. Contract Award – Inspection Services EST Painting – A. Burroughs

Mr. Burroughs stated that this contract award is for the inspection services for the rehabilitation of the Glynn Place Mall and Oglethorpe elevated storage tanks as approved in the previous agenda item.  Chapman Technical Services has provided ongoing inspection services for all JWSC elevated and ground storage tanks for several years.  Through these inspections, the JHWSC has been able to effectively prioritize tanks for maintenance and rehabilitation.  Given Chapman’s familiarity with the elevated storage tanks that are being rehabilitated, staff solicited a proposal from Chapman to perform construction inspection services while the tanks are being rehabilitated.   Tank inspection services are a specialty service and Chapman brings considerable experience in providing these services.  JWSC staff recommends awarding a contract for construction inspection services for both the Glynn Place Mall and Oglethorpe tank rehabilitations in the amount of $27,000.00.  Mr. Burroughs also noted that this cost is actually a reduction of $2,500 in inspection costs in comparison to the most recent tank rehab inspection contract.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission award a contract in the amount of $27,000.00 to Chapman Technical Services, LLC for construction inspection services for the Elevated Storage Tank Rehabilitation for the Glynn Place Mall and Oglethorpe sites.  Motion carried 3-0-0.

4. Contract Award – Engineering Services for Brunswick Villa Area Sewer Extension Project – A. Burroughs

Mr. Burroughs advised that the Brunswick Villa area of Glynn County encompasses the neighborhoods and streets off Townsend Street between Altama Avenue and the railroad spur.  There are approximately 200 homes and businesses in the area without access to public sewer.  The area does have access to public water, although an analysis needs to be completed to determine if there are any necessary fire flow improvements.  The Request for Proposals was released on September 2, 2022 with a pre-proposal teleconference held on September 22, 2022.  Six proposals were received of which a three-member panel reviewed and scored each proposal.  Kimley-Horn and Associates, Inc. was the highest scoring proposal at 93.  One item that was included in this proposal is full-time construction inspection services. Mr. Burroughs stated that in recent years, most JWSC projects have included construction inspections by the consultant capped at a budget of 20 hours per week of construction. This proposal includes full-time construction phase services at a budget of 40 hours per week of estimated construction.  He added that the 40 hours of inspection services provided will allow JWSC staff to be working at other jobs.  Staff recommended awarding a contract for engineering and construction phase services for Brunswick Villa Area Sewer Extensions to Kimley-Horn and Associates, Inc., in the amount of $486,780.  The amount and timeline for completion of services is in line with staff estimates.  The proposal submitted by Kimley-Horn and Associates provided preliminary evaluations for gravity and low-pressure sewer options, a commitment to responsiveness and timeliness during the engineering process and had experienced inspections staff prepared to handle the full-time workload.  The engineering contract for production of a bid ready package will be 180 days.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission award a contract in the amount of $486,780.00 to Kimley-Horn and Associates, Inc. for engineering and construction inspection services for the Brunswick Villa Area Sewer Extensions project.  Motion carried 3-0-0.

5. Contract Award – Administration Bldg. Painting Services – A. Burroughs

Mr. Burroughs advised that as a part of the FY2023 Capital Projects Plan, funds were budgeted to make improvements to JWSC facilities.  Improvements are to be made to the Academy Creek warehouse, the Harrington warehouse, and the Administration Building.  These were to be handled through smaller contracts due to the disparate nature of the improvements.  JWSC obtained estimates for labor and materials to repair stucco issues and painting of the Administration Building located at 1703 Gloucester Street.  Mr. Burroughs noted that C. Merrill Construction is the contractor currently performing the renovation construction services for the new Glynn County Elections Board offices located in the old CVS portion of this building, and they also provided the best quote for repairing and painting of the JWSC portions.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission award a contract in the amount of $30,000.00 to C. Merrill Construction for stucco repair and painting services for the Administration Building.  Motion carried 3-0-0.

6. Change Order No. 1 – Arco Water & Sewer Improvements Project – T. Kline

Mr. Kline highlighted the project background and provided that JWSC received and reviewed Change Order No. 1 recommendation letter from Thomas & Hutton Engineering Co. (EOR).  He noted that the bulk of this change order is around water line.  The Contractor has requested additional funding in the amount of $166,003.78 to install an additional 2,600 linear feet of 8-inch PVC water main that was shown on the plans but omitted from the original bid form.  The Contractor provided a materials-only increase of $5.42 per linear foot above the original bid unit cost.  The request also includes three new items: six-inch gravity main to facilitate shared extension to two properties; flowable fill for roadway repair at Glynn County designated critical intersections; and clearing and grubbing to accommodate the sewer re-design made possible through the acquisition of easements which will remove quantities of roadway replacement from the contract.  A net savings in these items is expected and would be quantified once the re-design option is complete.  The Contractor has also requested an additional 135 days of contract time due to supply chain delays for manhole structures/materials, permitting, sewer re-route design changes and easement acquisition.  To prevent additional delays and ensure water service is extended to all residents as originally intended, Staff recommends approval of the Contractor’s request for additional funding and time extension to the construction contract in the amount of $166,003.78 and 135 days.  Chairman Turnipseed commented that this was an oversight on the EOR’s part, yet the quantities were estimated on the bid form and the EOR should not be required to cover the extra cost.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend approval of Change Order No. 1 to the Arco Area Water & Sewer Extension to UWS, INC to increase the contract amount by $166,003.78 and contract time by 135 consecutive calendar days.  Motion carried 3-0-0. 

7. Contract Award – Paving Services for PS 2002 Force Main Replacement –
8. Burroughs

Mr. Burroughs advised that Pump Station 2002 is located on Arnold Road near the intersection with Ocean Boulevard.  The existing force main leaving the station has reached the end of its useful life and needs replacement.  T.R. Long Engineering designed improvements to the force main for replacement in the northern shoulder of Arnold Road.  Bids were solicited for this work, but project cost6s came in significantly over budget due to the difficulty of installation in the already crowded right of way.  T.R. Long redesigned the force main in the north travel lane of Arnold Road to avoid much of the congestion.  JWSC construction crews intend to self-install approximately 1,000 feet of 12-inch PVC force main from the station to the intersection with Demere Road beginning October 31, 2022.  There will have to be an additional contract to directionally drill approximately 300 feet of force main along Demere Road and make the three force main connections to swap over to the new force main.  JWSC staff will use a “rolling” process to not close the entire road by temporarily patching the open cut sections each day with cold mix and maintaining one lane of travel throughout the project.  Once the work is completed, it will be necessary to mill the patches and fully repave Arnold Road.  Staff has confidence that installation of this section of force main will be completed and ready for full roadway resurfacing prior to November 14, 2022.  Staff contacted paving contractors throughout southeast Georgia and northeast Florida to complete this work and received quotes from two contractors, Allen Owens Construction and Paving, Inc. and Platinum Paving and Concrete.  Allen Owens Construction and Paving provided the lower cost and was able to commit to the job on November 14^th.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission award a contract in the amount of $95,375 to Allen Owens Construction and Paving, Inc. for the paving of Arnold Road due to the Pump Station 2002 Force Main Replacement project.  Motion carried 3-0-0. 

DISCUSSION

1. Water Production Report – A. Burroughs

Mr. Burroughs presented the Water Production Report for the month of September 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. September 2022 had much more rain than August.  The influent flow at Academy Creek for September was 10.4 MGD as compared to August at 5.7. The effluent flow for September went up from 6.5 to 10.7 MGD, with the plant operating at 79% of its capacity.  The influent flow at Dunbar Creek was up at 4.2 from the previous 3.1 MGD and the effluent flow increased to 4.1 MGD, with the plant operating at 103% capacity (Violation due to heavy rainfall causing excessive flows).  The influent flow at South Port was at 0.247 and the effluent flow remained at 0.449, with the plant operating at 30% capacity.  JWSC’s wastewater treatment plants are operating very well. 

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

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

There being no further business, Chairman Turnipseed requested a motion to adjourn the meeting. 

Chairman Turnipseed adjourned the meeting at 2:16 p.m.