Facilities Committee Meeting Minutes – Wednesday, September 16, 2020

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, September 16, 2020 at 1:00 p.m. in the Commission Meeting Room.

Facilities Committee Minutes 9-16-20 with Attachments

To read the minutes please open or download the pdf from the link above, or you may see more below.

Brunswick-Glynn County Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, September 16, 2020 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director

ALSO PRESENT:                  

Donald Elliott, Commissioner

Charlie Dorminy, HBS Legal Counsel

 LaDonnah Roberts, Deputy Executive Director

 Pam Crosby, Director of Procurement

Todd Kline, Director of Engineering

Janice Meridith, Exec. Commission Administrator                                   

MEDIA PRESENT:               

None Present                             

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 August 19, 2020

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on August 19, 2020.  Motion carried 3-0-0.

2. Easement and Infrastructure Dedications – T. Kline

Mr. Kline commented that this dedication was for a group combined into one memo.  The group of dedications includes:

• PS 4059 – 3058 Old Cypress Mill Road / Millcrest
• PS 4016 – City of Brunswick – Oak Park Subdivision, Norman Street
• PS 4031 – City of Brunswick – 1200 Glynn Ave (near Marshside Grill)
• Elevated Storage Tank – City of Brunswick @ Prince / MLK
• PS 3129 – Satilla Sands
• Coastal Club Apartments – Dedication and Satellite Agreement

Mr. Kline briefly described each set of documentation provided for every dedication in this grouping.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend that the full Commission review and approve the documents supporting the acceptance of infrastructure for the properties described herein as public for ownership, operation, and maintenance.  Motion carried 3-0-0.

3. Contract Award Pump Station 4021 – A. Burroughs

Mr. Burroughs advised that there were three (3) bids received on the original IFB, all of which came in significantly higher than the budget.  He commented that a good portion of the excess was necessary to pour a new valve vault that needed to be upsized.  After reviewing the bids, staff reworked the scope of work, reduced the scope for the contractor, and placed the project out for re-bid.  The items removed from the scope of work for bid will be completed by JWSC in-house staff.  After the project was re-bid, three (3) bids were received of which the apparent low bid was provided by Southern Civil, LLC in the amount of $447,991.00.  Mr. Burroughs commented that this pump station is the one located near Sonic on Altama Avenue, which is a very tight site.  With the project costing more than the budgeted amount, staff must also request additional funding to cover the cost.  Mr. Burroughs highlighted the items that will be involved in the rehab of this pump station.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend awarding the contract for Pump Station 4021 Rehabilitation and Upgrades to Southern Civil, LLC in the amount of $447,991.00.

Commissioner Elliott asked if JWSC has worked with Southern Civil previously.  Mr. Burroughs advised that they are the current contractor for the Ridgewood Water Production Facility, and they have done other work for JWSC in the past.

Motion carried 3-0-0.

Mr. Burroughs then gave a brief overview of pump station operations for the Commissioners to have a better understanding.  He provided a visual presentation which covered: types of pump and lift stations, details of how a pump station works, components of a pump, submersible pumps, etc.

4. Contract Award Project 906 Academy Creek WPCF Rehab Project – A. Burroughs

Mr. Burroughs provided that the proposals for this project were received the week before.  Four (4) firms out of the five (5) originally pre-qualified submitted bids.  A pre-bid site visit was held on August 6, 2020 with representatives from all five (5) of the pre-qualified firms in attendance.  Bids were submitted to JWSC on Wednesday, September 9, 2020.  After receiving bids from the four (4) firms, staff reviewed the pricing on the alternate items and recommended moving forward with the Base Bid, Alternate 1, Alternate 2, Alternate 3, and Alternate 5.  The overall low-bid was submitted by Ruby-Collins, Inc. in the amount of $10,139,000.00.  Staff determined that this bid is reasonable and acceptable, and is in line with the cost estimate prepared by the design engineering firm Goodwyn Mills Cawood (GMC).   Mr. Burroughs explained what was involved with the Base Bid and the four (4) Alternates recommended to move forward with.  Included in the package, Mr. Burroughs provided the Commissioners with a copy of the Goodwyn Mills Cawood Letter of Award Recommendation and the Certified Detailed Bid Tab as prepared by GMC.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend awarding the contract for the Academy Creek WPCF Rehab Project – Project No. 906 to Ruby-Collins, Inc., in the amount of $10,139,000.00.

Chairman Turnipseed advised that funding will come from SPLOST V funds and from the GEFA Loan.

Motion carried 3-0-0.

5. Funding of Magnolia Park S/D Water System Improvements – C. Dorminy

Mr. Dorminy recalled for the Commissioners that the City of Brunswick (COB) is constructing roadway and drainage improvements within Magnolia Park Subdivision.  He advised that the COB has negotiated pricing with their apparent low bidder resulting in a JWSC total contribution of not to exceed $1.65M plus temporary road patching for a total of $1,781,261.00.  Additionally, the JWSC and City entered into an Intergovernmental Agreement (IGA) for engineering services for the Magnolia Park improvements in April 2018. That IGA provided for a 50/50 split of engineering services costs up to a total of $117,050.00.  The JWSC amount needs to be increased to account for additional construction phase engineering services to include $30,000.00 of anticipated costs pursuant to the attached Construction Phase Services Proposal dated August 13, 2020.  Mr. Dorminy then reviewed and explained the attached IGA, exhibits, and documents.  The IGA also provides that the JWSC will bear any costs associated with enforcing its part of the Georgia Asphalt contract, including enforcing liquidated damages provisions for the water project timeline.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn County Joint Water and Sewer Commission Facilities Committee forward to the full Commission the Intergovernmental Agreement with the City of Brunswick for JWSC-requested water system improvements associated with the Magnolia Park Subdivision Project with a not to exceed contribution amount of $1,781,261.00 with a recommendation for approval.

Chairman Turnipseed asked about the unit prices on the original Exhibit “B” as compared with the revised Exhibit “B” within the IGA.

Motion carried 3-0-0.

Commissioner Cook made a motion seconded by Commissioner Duncan to further move that the Brunswick-Glynn County Joint Water and Sewer Commission Facilities Committee forward to the full Commission with a recommendation for approval the expenditure of $30,000 for additional construction phase engineering services in accordance with the Construction Phase Services Proposal dated August 13, 2020.

Chairman Turnipseed questioned if the engineer had the Construction Phase Services in the original bid, and Mr. Kline responded that some of the costs were provided, and the remaining were provided in unit costs.

Motion carried 3-0-0.

DISCUSSION

1. Wastewater Flow Reports – A. Burroughs

Mr. Burroughs reviewed the Wastewater Flow Reports with the Commissioners.  Starting with Academy Creek, he noted that there were some testing issues providing high numbers as compared to the permit requirements.  He commented that once sample numbers are recorded, they must stay and cannot be changed.  After a brief discussion on several details, Mr. Burroughs moved on to review the flow reports for the Dunbar and Southport Plants.  Overall, all plants are operating well within permit limits. 

2. Project Report – A. Burroughs / T. Kline

Mr. Kline then gave an update on the following including some photographs of the project sites:  Project 417 – Ridgewood Water Production Facility; Project 702 – North Mainland Sewer Improvements; Project 704 – Canal Road to Glynco 12-inch Water Main Loop; Project 801 – FEMA Hazard Mitigation – Academy Creek; Project 805 – L Street Water Improvements; Project 2002 Altama Avenue CIPP; Project 2003 – Sea Palms CIPP; Project 2005 Coastal Club Apts. Offsite PS & FM Improvements; Project 2007 – Bergen Woods Offsite Force Main Improvements; Project 2016 – Arco Area Water and Sewer Extension; Project 2021 Galvanized Replacements; Project 2022 – PS4118/4119 Upgrades; and Project 2024 – Master Plan Update.   Mr. Burroughs completed the Project Report update on the remaining projects.  Mr. Burroughs and Mr. Kline also provided a Gantt Chart indicating the project timelines, as well as an Earned Value Analysis for the Capital Projects.

Mrs. Roberts provided an update on Project 2018 – Meter Replacement Program.  She displayed the “Neptune 360 Demo” which is to be used as an internal tool only and is not the same as customer software and what they will see on their phone and PC.  Mrs. Roberts explained the dashboard to the Commissioners, and noted that the software has many uses and the dashboard has many features.  The 250 (actual 262) new meters were installed in two (2) routes/locations:  North Mainland and St. Simons Island.

There being no further Committee business, Chairman Turnipseed adjourned the meeting at 2:30 p.m.