Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD July 23, 2019 The Murfreesboro Water Resources Board met on Tuesday, July 23, 2019 in the conference room at the Operations and Maintenance Building, 1725 S. Church Street. Present at the meeting were Board members: Mr. John Sant Amour, Dr. Al Carter, Mr. Ron Crabtree, Ms. Sandra Trail, Ms. Kathy Nobles, Mr. Kirt Wade, and Ms. Madelyn Scales-Harris. Also present were Darren Gore, Valerie Smith, Doug Swann, Michele Pinkston, Anita Heck, Adam Tucker, Steve Tate, Donald Hughes, Alan Cranford, Joe Russell, John Strickland, Mr. Randy McCullough, Mike Bernard, Lynda Sullivan, Ronnie Martin, and Travis Wilson along with other members of the public. Item G was removed from the Consent Agenda. Items A through F of the Consent Agenda were presented for the following considerations: A. Consider sole source purchase of Pit Raider & Nutri Pro odor control products – In 2013, O&M noticed an increase in the number of odor complaints from the Saratoga Drive area. After investigating the matter, it was found the odor was coming from the Kensington Drive Pump Station which is fed by Tortuga Court Pump Station. The force main between these two pump stations is long and often experiences low velocity. These factors create an odorous and corrosive conditions. O&M conducted a trial of Pit Raider, a sole source proprietary odor control product, to improve these conditions. It is a bacteria-based hydrogen sulfide treatment combined with a nutrient supplement furnished by State Chemical Products. The trial demonstrated Pit Raider reduced hydrogen sulfide to a minimal level, virtually eliminating the odor and greatly reducing corrosive effects to the manholes. The chemicals were purchased and distributed through the Kensington Pump Station to control ongoing odor issues. Odor complaints greatly diminished, and the Department works closely with a state chemical representative to minimize costs by maintaining optimal feed rates during summer dry and winter wet months. Staff recommended the Board recommend to City Council to approve the sole source purchase of Pit Raider and Nutri Pro odor control from State Industrial Products. State Chemical pricing for the Pit Raider and Nutri Pro will remain the same through the FY 2019/2020. The Department has budgeted $50,000 in the operating account. B. Consider abandonment of sewer easement along Florence Road – This easement abandonment request is from Shane Hastings, partial owner of the property along Florence Road encumbered with the easement. The family is requesting the abandonment of the existing 20-foot sanitary sewer easement. This easement was recorded in May of 2017 and was intended for a Page 14 Water Resources Board Minutes July 23, 2019 Page 2 proposed sewer forcemain easement which was to be installed to serve the new Shelton Square Subdivision. During the design and review stage of the project, Mr. Bob Parks purchased this easement from the Hastings, however, when staff submitted the project to the Tennessee Department of Transportation (TDOT) for review and approval of the sewer forcemain crossing of I-24, TDOT required the design of the forcemain to change and to cross I-24 further to the north. Therefore, this easement is no longer necessary. Staff recommended that the Board recommend to the Planning Commission and City Council approval of abandoning this existing sewer easement. C. Consider Ransom Drive P.S. Replacement Final Change Order – In May 2015, the Board approved the Engineering necessary for the design to replace the existing Ransom Drive Pump Station (PS#9) and forcemain as well as some gravity sewer main replacement. Bids were received on June 13, 2017 for the pump station replacement and brought to the Board at the June 2017 meeting with the recommendation to reject the bids. The project rebid May 10, 2018 and was awarded to SBW Constructors, LLC in the amount of $934,832. At the January 2019 meeting the Board approved of the use of a portion of the Miscellaneous Allowance through a Work Directive. It was approved to use $5,174 of the $10,000 Allowance amount. The project is now complete and Civil Infrastructure Associates (CIA) has sent a recommendation letter and final balancing change order for approval. Even with the use of the Miscellaneous Allowance, the contract amount will be reduced by a total of $73,219.75 for a final contract amount of $861,612.25. Staff recommended that the Board recommend to City Council approval of this final balancing change order. D. Consider Equipment Operator reclassification – As a result of a resignation last fiscal year and an accompanying voluntary demotion from an Equipment Operator to a Worker, staff is requesting the Board to allow reinstating the Equipment Operator position for the Operations & Maintenance division. Darryl Williams was an Equipment Operator working the Jordan and Coleman Farm irrigation operations. He was transferred to O&M in June of 2017, maintaining his position as Equipment Operator working on a vacuum truck. In July of 2018, Mr. Williams voluntarily requested a demotion to a Worker position which allowed him to drive a dump truck at O&M. In August of 2018, Mr. Williams resigned from the Department. His original position as Equipment Operator was never replaced and the reclassification from his vacant Worker position to an Equipment Operator was not included as part of the Department’s FY20 budget. Staff recommended to reclassify a Worker job classification to Equipment Operator. Page 15 Water Resources Board Minutes July 23, 2019 Page 3 E. Consider Sodium Hypochlorite chemical contract extension – Invitations to Bid on chemicals for use at the Water Resource Recovery Facility (WRRF) were advertised and released on May 12, 2017. Staff reviewed the bid submissions and determined the lowest responsible and responsive bidder. With the approval of the Board and the Council, Dycho Company Inc. was contracted through FY19 to supply Sodium Hypochlorite. The contract included the option for renewal for additional one-year terms. Staff recommended that the Board recommend to City Council approval of a one-year contract extension for the purchase of Sodium Hypochlorite from the lowest bidder, Dycho Company Inc. Supplier Chemical Price/Gallon Estimated Annual Expense Dycho Company Inc. Sodium Hypochlorite $0.855 $75,000 The expense for the product is reflected in the 2019-20 Operating Budget. The contract price will be good through June 30, 2020. F. Consider precast manhole structures contract renewal – On July 12, 2018 bids were opened at O&M to provide precast manhole structures to Murfreesboro Water Resources Department. Two vendors submitted bids and the contract was awarded to the lowest bidder, Foley Products. The contract with Foley Products expires August 31, 2019. Staff is pleased with the services provided by Foley Products and recommended the Board recommend to City Council to extend the agreement. The contract may be renewed, by mutual written agreement, for two additional two-year periods for a maximum of 5 years at the option of the City. Foley has agreed to extend the contract and the Legal Department is drafting the amendment. The Operations & Maintenance Department uses an estimated 10 precast manhole structures on sewer projects yearly with an estimated cost of $13,000. All terms and conditions of the contract will remain the same. A motion was made by Kirt Wade to accept Items A through F of the Consent Agenda as presented and it was seconded by Dr. Carter. The Board voted unanimously to approve. The May 28, 2019 Board Minutes were unanimously accepted as presented. The Board considered bids for the 2019 Sanitary Sewer Rehabilitation Contract. At the December 6, 2018 Board meeting the Board approved the Engineering, Construction Administration & Resident Inspection necessary for this next sanitary sewer rehabilitation project with S&ME. Page 16 Water Resources Board Minutes July 23, 2019 Page 4 This project includes 168 linear feet of open cut sewer main replacements, 17,240 linear feet of cured in place pipe (CIPP), lining and/or repairing 136 manholes which is approximately 1335 vertical feet of manhole lining and 170 sewer lateral linings. The design is complete, and bids were received on July 11th. Two bids were received out of a total of five possible prime contractors. S&ME recommends awarding the project to SBW Constructors, LLC (SBW) in the amount of $3,842,301. They were the lowest responsible and responsive bidder for the project, they also were the contractor on the two previous rehabilitation projects and were very good to work with. Staff recommended that the Board recommend to the City Council awarding the contract to SBW. Funding for the Engineering, Construction Administration, Inspection and Construction was approved from a combination of 2018/2019 and 2019/2020 Budget & Working Capital Reserves. The Department has not dipped into these fiscal years for the rehab funding to date. We have been working from the 2017/2018 Budget & Reserves allotments. Kathy Nobles made a motion to approve. Ron Crabtree seconded. The motion unanimously passed. The Board considered Walter Hill Dam Change Order No. 1. Change Order No. 1 for the Walter Hill Dam Maintenance project is necessary to adjust the contract time from 60-day completion to a 347-day completion project, as well as add an additional $75,505.55 to the original contract price of $492,000. The time is necessary due to high flow conditions experienced in the East Fork Stones River (EFSR) last fall, and the additional cost is required due to underwater repair and maintenance work that is outside the original scope of the contract. Staff offered the following justification and recommendation to approve Change Order No 1: • Time – September through December of 2018 was unseasonably wet and as such created much higher flows in the EFSR that disallowed Haren Construction from completing the dam maintenance project. Haren was issued a stop work order on December 21, 2018. The TN Wildlife Resource Agency and Corps of Engineers permit disallowed any work to occur instream within the river from January 15, 2019 through July 1, 2019 due to the spawning season of certain endangered species in the river. Haren has just remobilized and is starting work on the dam remediation activities and the extension of time is due primarily to the time frame that they were prohibited from working. • Cost – The original scope of work involved lowering the water level behind the dam six feet. Lowering the water level this low renders the raw water pump station upstream of the dam nonoperational due to inability for the pumps to maintain suction. The auxiliary raw water pump station on the lake was intended to solely supply water to the plant when the water level was Page 17 Water Resources Board Minutes July 23, 2019 Page 5 lowered; however, due to two Variable Frequency Drive (VFD) failures at the auxiliary raw water pumping station, this station is effectively shut-down until the VFD’s are replaced. The time frame for these replacements is 8 weeks. Staff considers this too long and puts us back into the same season as last year that created the higher flows prohibiting the dam remediation from occurring. As a least cost, least risk solution, Haren Construction has proposed to perform the work underwater with divers and not lower the water level behind the dam. This increased cost is $75,505.55. Haren is leveraging an existing relationship to get the divers on the project as soon as possible. There is 2.5% markup on this by Haren for the proposed increase in lieu of the standard 5% markup. Staff recommended the Board recommend to City Council approval of Change Order No. 1 which adds 287 days to the contract time and adds $75,505.55 to the contract price to the Walter Hill Dam Maintenance Project. The original bid for the Walter Hill Dam Maintenance contract was $492,000. The additional cost of $75,505.55 is a 15% increase. There is a $15,000 contingency fund in the contract that could absorb some of the added cost, but staff would recommend keeping the contingency fund whole until the project is completed for other potential unforeseen costs. The additional funding is requested to come from the Department’s working capital reserves. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered condemnation of sanitary sewer easement on Armstrong Valley Road. Cornerstone Development, LLC, the developer of Westwind Reserve, requires off-site sanitary sewer easements from three property owners. Two of them have been obtained by agreement. The third owner is willing to grant the easement but has a mortgage with a California lender with MERS as the lender’s agent. The developer is concerned about the time that may be required to deal with MERS, and that ultimately the lender may not agree. This third owner does not object to condemnation. The developer will agree to bear all costs of the condemnation and will indemnify the City from any damage claim. A portion of the sewer improvements that will be installed within these easements for this development are shown on the Departments 201 Wastewater Facilities Plan (Plan) and will serve a larger basin (Basin 97). The design of this sewer and associated costs are not finalized, but staff anticipates the developer to ask for participation in the near future, since staff in following the Plan has asked for a larger/deeper sewer main than necessary for the proposed development. Staff recommended the Board recommend City Council to approve condemnation, subject to a contract and indemnity agreement with the developer in form approved by the City Attorney. Sandra Trail made a motion to approve. Ron Crabtree seconded. The motion unanimously passed. The Board considered testing of Hobas Pipe involving the Southwest Interceptor failure. Page 18 Water Resources Board Minutes July 23, 2019 Page 6 In February 2019, a structural failure occurred on the Southwest Interceptor pipeline on the Hutchinson property. The Department expended $314,055 in an emergency contract through Garney Construction to repair the failure and reinstate service through the interceptor. At that time, observers from MWRD, SSR and Garney all indicated that the installation of the pipeline and the backfill surrounding the pipeline were correct per the material specifications and the Contract Documents. There still remains some question as to whether the installed material met the original specifications provided by the material manufacturer, Hobas. In order to verify the mechanical properties of both removed sections of piping as well as those of the materials that were installed under the emergency repair, staff and SSR recommends specimens from both sets of materials be tested. Staff recommended approval for testing services by Applied Technical Services, Inc. to determine if structural failure of 36” Hobas pipe was due to deficiency in the original piping material. The cost of testing is quoted at $11,720. An additional $1,000 is budgeted for shipping the pipe to their offices in Marietta, GA. Several materials testing vendors were solicited, and this is the best quote that staff was able to obtain. Funding is requested to come from working capital reserves. Dr Carter made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered Customer Information System (CIS) software upgrade. In June 2014 MWRD went live with Advanced Utility Systems (AUS) Customer Information System (CIS) Infinity software, version 3 (V3). The implementation was a culmination of an almost two- year process, beginning with development of an Information Technology (IT) Strategic Plan in the fall of 2012. Concurrent with the implementation of the CIS software, we launched online access for customers via Infinity.Link and moved from paper to digital with our Service Order system via Infinity.Mobile. Replacing our legacy CIS software with state-of-the-art off-the-shelf software was the first step in our IT Strategic Plan. Staff followed up the CIS install with Interactive Voice Response (IVR) phone module in early 2015, new financial software (Tyler Munis) in July 2015, and Advance Metering Infrastructure (AMI) in June 2017. CIS, Link and Mobile have all performed well. They have improved our staff and customer experience. MWRD has now been using the software for five years. Staff recommends upgrading to the latest version of the CIS and online access software. We will continue to use the Mobile module with the new versions. Version 4 (V4) of CIS and Link offer several enhancements and improvements. Staff recommended that the Board recommend to City Council approval to upgrade MWRD’s CIS software and related online access module. Page 19 Water Resources Board Minutes July 23, 2019 Page 7 The total estimated cost for the software update is $343,000. This upgrade was originally budgeted in the FY19 Capital Expenditures at an estimated cost of $300,000. As the purchase was not approved and secured in FY19, funding for this upgrade will come from MWRD Reserves in FY20. Kirt Wade made a motion to approve. Dr. Carter seconded. The motion unanimously passed. The Board considered SSR Engineering Work Order 09-47-001.3, Waste Load Allocation Model additional cost. The original Waste Load Allocation Model that was recommended by the Tennessee Department of Environment and Conservation (TDEC) and was intended to predict impacts of additional Murfreesboro Water Resource Recovery Facility (MWRRF) effluent into the West Fork Stones River (WFSR) has failed. As such, AquAeTer has had to abandon the original WLA Model known as Water Quality Analysis Simulation Program (WASP) and effectively start over using another model known as CE-QUAL-W2. Starting over has added to the time and expense associated with the original $303,500 task order approved in June of 2017. AquAeTer is requesting an additional $75,000 to complete the WLA model and prepare the final report for TDEC’s review. Staff met with TDEC on June 5, 2017 and they approved the original work plan associated with the Waste Load Allocation. Staff recently met again with TDEC on June 20, 2019 to review the failed results of the WASP model and gain their approval and buy-in to change the WLA model to CE-QUAL-W2. In June 2013, the Board approved Smith Seckman Reid, Inc. (SSR) and AquAeTer to commence sampling of the East Fork and West Fork Stones River in support of renewing our existing NPDES permit application, introduce the option to TDEC for an additional outfall on the East Fork Stones River, and to demonstrate a favorable trend in biological health of the streams. The Board has approved annual bioassessment sampling since that time and the results have been outstanding. The WLA model approved in June of 2017 is intended to be the technical foundation that demonstrates the more effluent discharged into WFSR, the more the WFSR is enhanced. The data demonstrates that the biology in the stream is healthy and that the stream is in fact meeting its designated uses. The failure of the WASP model is an unfortunate setback, but the CE-QUAL-W2 is demonstrating very good prediction for the flow and temperature in the WFSR. Staff recommended the Board recommend to City Council approval of an additional $75,000 to complete SSR Engineering Work Order 09-47-001.3. Staff recommended funding coming from the Department’s working capital reserves. MWRD’s 5- yr CIP earmarked $500,000 for Stones River Water Quality studies and NPDES permitting for FY19. Staff has budgeted an additional $150,000 for FY20 through FY23. Sandra Trail made a motion to approve. Ron Crabtree seconded. The motion unanimously passed. Page 20 Water Resources Board Minutes July 23, 2019 Page 8 Staff gave a presentation on Sanitary Sewer Allocation for Future Land Use. The last 20-yrs of growth in Murfreesboro has dramatically increased the demands on the wastewater collection system. Regulation of the future allocation of wastewater collection may be necessary for the welfare of the City and its inhabitants. Federal and state regulations outside the City’s purview may restrain the City’s ability to obtain additional capacity to support future land use in the City’s urban growth boundary. Allocating wastewater treatment and/or sanitary sewer collection capacity may: • Promote and protect public health and safety • Enhance the economy by establishing reasonable, orderly, equitable and effective means to allocate wastewater collection capacity • Assist in uniform and balanced future development to serve the needs of the community and the City’s tax digest. Staff has prepared an analysis to review the Salem Hwy corridor and sanitary sewer service area that was master planned in 1999 and compare it to the current build-out in 2019 to see how much sewer has been allocated, and consequently determine how much sewer capacity is remaining for the areas yet to be developed in this corridor. Additionally, staff will review the annexed areas by zoning the City has experienced between 2009 and 2019 to determine future land uses that may be applied to sanitary sewer and wastewater allocation. Under Other Business, the Board considered Murfreesboro Municipal Airport Terminal Change Order No. 2. Staff previously brought a proposal to the Board to participate in the watermain replacement for the new terminal being constructed at the airport. The Department’s participation amount was $56,000 (80% of $70,000), with the City funding the remaining 20%, or $14,000. The scope of the watermain replacement has been expanded increasing the amount to $144,692. The Department’s participation amount would therefore increase to $115,753. Staff recommended the Board recommend to City Council approving Change Order No. 2 as presented. Ron Crabtree made a motion to approve. Dr. Carter seconded. The motion unanimously passed. Staff presented and discussed the Water Resources Dashboard Performance for June 2019. There being no further business, the meeting was adjourned. John Sant Amour, Chairman Page 21