Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD September 24, 2019 The Murfreesboro Water Resources Board met on Tuesday, September 24, 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. Kathy Nobles, Ms. Sandra Trail, and Ms. Madelyn Scales-Harris. Also present were Darren Gore, Valerie Smith, Doug Swann, Adam Tucker, Anita Heck, Steve Tate, Ryan Potts, Jimmy Stacey, Matt Powers, Alan Cranford, Joe Russell, Linda Sullivan, Jay Bradley, Brent Fowler, Mark Lee, Ronnie Martin, Andy McCrary, and Travis Wilson along with other members of the public. The Consent Agenda was presented for the following considerations: A. Consider JB&S Task Order 19-07 for Water/Wastewater Mechanical/Electrical Services Contract, Replacement Mag Meter & Vault Lid at Lake RW Intake – Staff submitted Task Order No. 19-07 to remove existing raw water meter lid at the Auxiliary Raw Water Pump Station, replace the existing flow meter installed in 1999 with an Endress+Hauser Mag meter like the ones at the SRWTP, install a new traffic rated precast vault lid and relocate the existing pedestal. The project will take approximately 8-10 weeks for completion. The cost for the project is estimated at $61,720.93. There is $70,000 budgeted in the FY20 Capital Budget. The project is $8,270.07 under budget. Staff recommended the Board recommend to the City Council approving JB&S Task Order 19-07 in accordance with the estimate. B. Consider JB&S Task Order 19-09 for Water/Wastewater Mechanical/Electrical Services Contract, Installing Brackets for Aluminum Grating – Staff submitted Task Order No. 19-09 to remove and reinstall the angle brackets to support new grating above the raw water trough feeding the softening basins. During the process of getting quotes for new grating it was determined that the spacing of the existing angle brackets were not evenly spaced and would require special cutting of new grating. In addition, the existing grating is longer and more difficult for operators to handle. The new layout will allow a more manageable grating length and reduce the overall cost of the grating as it will be at a standard length. The FY19 Capital Budget had $10,000 that was transferred to the FY20 Capital Budget amount of $30,000 for a total of $40,000. The cost to remove and reinstall angle brackets is $10,250. This leaves $29,750 for funding to replace the grating. Page 12 Water Resources Board Minutes September 24, 2019 Page 2 Staff recommended the Board recommend to the City Council approving JB&S Task Order 19-09 in accordance with the estimate. C. Consider JB&S Task Order 19-10 for Water/Wastewater Mechanical/Electrical Services Contract, GAC Contractor Area Drains Pipe Replacement – Staff submitted Task Order No. 19-10 to remove existing cast iron drain piping and replace with new cast iron piping for the GAC contractor room. This piping was installed in 1967 and 1978. The two areas are clogged and can no longer be cleaned as well as leaking in several places. This work was not anticipated and is not in the budget. The cost to demolish and replace is $15,264.34. Funding is requested to come from working capital reserves. Staff recommended the Board recommend to the City Council approving JB&S Task Order 19-10 in accordance with the estimate. D. Consider abandonment of sewer easements in Chestnut Hill Subdivision – The Developer is requesting the abandonment of two, 15-foot sanitary sewer easements located between Lots 60 & 61 of Chestnut Hill Subdivision Section 5, Phase 2. This easement was recorded by plat and was intended for a proposed gravity sewer main to serve properties to the south. During the design and review stage of the next phase of the subdivision, the Developer requested to install 5-6 lots with a step tank and gray water pump and pump uphill to Berryhill Drive instead of installing approximately 384 feet of ductile iron gravity sewer between Lots 60 & 61 to serve the proposed 5 lots. Staff has agreed to allow the installation of the step tank, gray water pumps and small forcemain instead of the gravity sewer, therefore, these easements are no longer necessary. Staff recommended that the Board recommend to the Planning Commission and City Council approval of abandoning these existing sewer easements. E. Consider purchase of Dell VXRAIL system – Murfreesboro Water Resources currently has a server that is 8 years old and obsolete with no ability to purchase parts for repair. This server is currently housing multiple virtual servers that are vital to the Customer Service and AMI departments. This server currently has a failed power supply and network interface card, loss of another power supply or network interface card will result in a completely failed unit where data and applications will not be accessible to the extent of, taps cannot be sold, Customer Service will be unable to provide information to customers, data will not be collected from wireless water meters, etc. The proposed system is built utilizing two servers for complete redundancy should one server fail all data and applications will be preserved and the departments unaffected in operations. The price includes complete setup and 3-year warranty of both servers. Staff recommended the Board recommend to City Council approving the purchase of the VXRAIL from Waypoint in the amount of $195,749.82. Funding is included in the current capital budget. Page 13 Water Resources Board Minutes September 24, 2019 Page 3 F. Consider Change Order #4 for Sanitary Sewer Rehabilitation 2016/2017 project – Since approving award of the contract for this project to SBW Constructors, LLC in the amount of $3,492,251 in June 2017, the Board has approved three Change Orders to add to the original scope of work. Change Order #1 was approved July 2017 in the amount of $195,360, Change Order #2 was approved February 2018 in the amount of ($57,699.52) and Change Order #3 was approved June 2018 in the amount of $766,057.29 for a current contract amount of $4,395,968.77. Staff is ready to close out this 2016/2017 Sewer Rehabilitation project, so we are bringing this final balancing change order for your review and final approval. Final Change Order #4 is an increase in the contract amount of $33,921.70 for a total contract value of $4,429,890.47. There were several factors for this increase, however, the Department did not fund the total amount of this increase. S&ME has explained that a portion of the additional expense was reimbursed by local Developers and then a portion of the increase was due to the repair of 5 manhole liners that were damaged by a City contractor. The liners had to be repaired in order for the warranty to remain valid. One other miscellaneous item was for heavy cleaning on a section of sewer main that the Department needed but did not have the equipment to handle. This change order will also reconcile the extended time it took to complete this project and add 177 days to the contract. Staff recommended the Board recommend to City Council approval of this Final Change Order #4 with SBW Constructors. A motion was made by Dr. Carter to accept the Consent Agenda as presented and it was seconded by Madelyn Scales-Harris. The Board voted unanimously to approve. The August 27, 2019 Board Minutes were unanimously accepted as written. The Board considered a trough construction joint repair project at SRWTP. In 2017, staff brought a project to the Board for repairing the 200-foot long trough that transports water to the softening basins. This trough had numerous leaks that were flooding the pipe gallery with water. The Board and Council approved using Tyfo® Fibrwrap® system using Tyfo Weld to cover 200- feet of the trough. This work was completed over a year ago and there are two leaks that were not able to be resolved using this method. These two leaks are coming from two major construction joints. Staff has spoken with Fibrwrap representatives and after months of review, they are not able to provide a solution that is cost effective and acceptable to staff and SSR. Staff and SSR began looking at other options for repair and are recommending Industrial Repair, Inc. They specialize in construction joint repair and replacement as well as coatings. The product and application are similar to what TVA has used and most of the repairs have exceeded 20 years of service. This specifically addresses the replacement of the existing construction/expansion joint with a material designed to expand and contract while ensuring water does not pass through the joint. The cost of the material, labor and installation is $7,250 and has a one-year warranty. Page 14 Water Resources Board Minutes September 24, 2019 Page 4 For Industrial Repair, Inc. to perform the work, the trough must be clean and dry. The trough is a critical point in the treatment process as the plant cannot operate if the trough is not in service, unless the trough is bypassed with piping. The bypass piping diverts the water out of the trough through pipe directly to a softening basin inlet. The only company that does this in our area is Xylem Dewatering Solutions, Inc. located in Antioch. The plan is to have the trough out of service for two weeks. There are three other projects that need to be completed when the trough is clean and dry. The plan is to coordinate all three projects so that they will be completed during the two-week operation of the bypass piping operation thereby reducing the overall costs of the three projects. The estimate for the trough construction joint project is $7,250 from Industrial Repair, Inc. The estimate for the dewatering portion of the project from Xylem Dewatering Solutions, Inc. is $47,269.47. The total cost for this project is $54,519.14. Funding is requested to come from reserves. Staff recommended the Board recommend to the City Council approving the work associated with trough repairs using Industrial Repair and Xylem Dewatering Solutions. Kathy Nobles made a motion to approve. Dr. Carter seconded. The motion unanimously passed. The Board considered Walter Hill Dam Rehabilitation Project Change Order 2. Haren Construction Company, Inc. (HCCI) has made significant progress on the repairs of the Walter Hill Dam since remobilizing onsite following the removal of the stop work order. Since remobilizing, HCCI reinstalled their siphon piping to lower the water level behind the dam to make repairs on the dam cap. Since the water level has dropped two feet below the top of the dam, water is no longer spilling over the face of the dam. Without the constant presence of water flowing over the face of the dam, the dam face is fully visible. Smith Seckman Reid, Inc. (SSR) and HCCI have since observed algae growth on the face of the dam. Upon further investigation, it was found that the growth was coming from water leaking through what appears to be a large construction expansion joint that runs the entire length of the dam’s face. It was determined the best way to address the issue was to pressure inject the crack/joint while the Contractor is already onsite in hopes of remediating the leak. The Tennessee Department of Environment and Conservation (TDEC) Division of Water Resources Safe Dams has stated that they want water going over the dam or through the weep holes only. HCCI believes if the weather cooperates, the minimum cost of work would increase the contract price by $17,815.50 in addition to the full remaining contingency balance of $15,000. If the weather does not cooperate, HCCI estimates the price could increase in the contract up to a maximum amount Not to Exceed $64,454.99 plus the full contingency amount. In the worst-case scenario, HCCI increased the total linear footage of the pressure injection in case the pressure grouting causes the water to seep through other locations in the face of the dam that are not currently leaking. Change Order No. 2 was created to modify the contract time from 347-day substantial completion to a 407-day completion. The final completion will subsequently be adjusted from 377 days to 437 days. Page 15 Water Resources Board Minutes September 24, 2019 Page 5 The contract price prior to this change order was $567,503.55. Change Order No. 2 will bring the total approved amount to $631,958.54. Funding is recommended to come from reserves. Staff recommended the Board recommend to the City Council approving Change Order No. 2 in accordance with the Not to Exceed estimate. Ron Crabtree made a motion to approve. Madelyn Scales-Harris seconded. The motion unanimously passed. The Board considered sole source purchase of JMS Mega-VAC hoseless sludge removal system. The treated water trough that transports water from the flash mix to the softening basins is a critical component of the treatment process. Currently the plant must shut down multiple times during the year for the trough to be cleaned and during this period, no water can be produced. The time the plant is shut down is approximately 4 to 6 hours for cleaning the trough. This can greatly impact the water level in the distribution system. Staff has been looking for several years to find a product that would practically eliminate the need to take the trough out of service for cleaning. Through research and product evaluation, staff has selected the JMS Mega-VAC (Hoseless Sludge Removal System). The Mega-VAC does not have an attached hose. Hose systems are an additional maintenance cost and would not be effective in the small trough. The Mega-VAC uses a Telescoping Seal Assembly that is designed to optimize sludge removal, improving system efficiency, and lowering maintenance. This JMS feature allows the sludge to be carried through the telescoping pipe to the discharge outlet. The JMS Mega-VAC system is more compact than other systems giving maintenance personnel more room to work in a tight space. It is also the only system with a dual drive assembly and the only option for a turnkey installation. Also, the same personnel that install the equipment are available for adjustments or troubleshooting. This project is one of three projects that will be completed in coordination with the Trough Construction Joint project. The cost for purchasing the JMS Mega-VAC (Hoseless Sludge Removal System) is $164,400. The System is in the FY20 Capital Budget in the amount of $165,000. Staff recommended that the Board recommend to the City Council purchasing the JMS Mega-VAC from Bar Environmental in accordance with their quote. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered sole source purchase of variable frequency drives at WRRF. Maintenance staff, with advice from the manufacturer, have determined that the six original Variable Frequency Drives at the WRRF’s old oxidation ditches are at the ends of their lifecycles. To ensure adequate treatment capacity, they need to be replaced. The Oxidation Ditches at the Water Resource Recovery Facility are a key unit of the treatment process. The system relies on Variable Frequency Drives (VFD’s) controlling the nine 200 HP Aerators Page 16 Water Resources Board Minutes September 24, 2019 Page 6 which mechanically introduce oxygen into the mixed liquid. The six original VFD’s were commissioned in 2009. This request is for the purchase of the equipment only. The cost of installing the Variable Frequency Drives, through the Department’s standing contract with John Bouchard & Sons, is estimated at $65,000. Staff recommended the Board recommend to City Council approving the purchase of six VFD’s in the amount of $366,705.90 from Irby Electrical Distributor a Sonepar Company. This purchase was budgeted in the Department’s rate funded capital account in the amount of $480,000. Sandra Trail made a motion to approve. Madelyn Scales-Harris seconded. The motion unanimously passed. The Board considered Department participation for installing an upsized sewer main extension through Westlawn Commercial Subdivision. Parks-Harney Holdings, G.P., owns property on the north side of Shores Road along Veterans Parkway and wishes to extend sewer through this commercial development. In following the Sub-Area Master Plan (SAMP) for sewer, the development qualifies for participation and staff recommends participating with the developer to extend an existing 10” sewer main at a deeper depth than required for the proposed development. The goal is to extend sewer to serve an area south of Shores Road. SEC, Inc., has submitted a request for sewer participation and submitted a sewer cost estimate to determine the participation amount. This recommendation is consistent with the Department’s participation policy, within our approved Policies, Procedures & General Design Requirements adopted in 2009 by the Board & Council: 1. Prior to dedication and acceptance of the improvements by the City, the Developer requesting reimbursement must present to the City Council a detailed statement of the actual eligible costs and the City Council in its discretion may amend the agreement, and the reimbursement amount, to reflect the actual project costs. 2. Should a project be eligible for participation by the City due to upsizing of a water or sewer line, the Department reserves the right to publicly bid the project or the portion of the project eligible for participation. 3. Participation in the cost to upsize water and/or sewer lines shall be in accordance with established policies in effect. The Department or Developer can prepare a schedule of upsize participation, based on recent bid results or agreed upon unit pricing, which the Department and the Developer may accept in lieu of publicly bidding, subject to approval of the Water and Sewer Board and City Council. 4. The Department will only participate on that portion of sewer deeper than twelve (12) feet deep, if the sewer is upsized and if the material changes. 5. Sewer must extend to the limits of construction at strategic locations for future extension. Page 17 Water Resources Board Minutes September 24, 2019 Page 7 Staff recommended the Board recommend to City Council approving the sewer participation in the amount of $60,659 for a larger and deeper sewer interceptor. Funding is recommended to come from the Department’s working capital reserves. Kathy Nobles made a motion to approve. Dr. Carter seconded. The motion unanimously passed. The Board considered a proposal from CIA for engineering design services for Cherry Lane Extension, Phase 2. Sandra Trail advised the Board she had a conflict and abstained from discussion and voting. In September 2016, the Board approved of a proposal from Wiser Company for the study and development of a sewer master plan for the Cherry Lane Extension. The sewer master plan was completed and will be used as a valuable tool in the design of the sewer improvements. The City and Wiser Company are still moving forward with the design and land acquisition for the project and has now separated the project into phases. It is typical for the Department to contract with the roadway design engineer (Wiser) for any water and sewer improvements necessary for the roadway construction; however, Wiser does not currently have an engineer on staff qualified to fully design the appurtenances shown in the sewer master plan i.e. gravity sewer, sewer pump stations and sewer forcemains. Staff requested a proposal from Civil Infrastructure Associates (CIA) to verify the sewer master plan and design the improvements necessary to serve the sewer basin encompassed with Phase 2 of the roadway. There is some design work necessary of the offsite sewer improvements (gravity sewer, sewer pump station and forcemain) that will be installed at a future date either by the Department or as development occurs in the area. This offsite design work is necessary in order to correctly design the improvements that will be built with the roadway (gravity sewer and repurified water main). Staff recommended the Board recommend to City Council approval of the engineering proposal for design services with CIA in the amount not to exceed $108,000 with funding from the Department’s working capital reserves account. Kathy Nobles made a motion to approve. Dr. Carter seconded. The motion unanimously passed. The Board considered outside city sewer customer request from Rutherford County Schools. Rutherford County Schools has requested sanitary sewer service to two pre-existing schools and one future campus outside of Murfreesboro’s City Limits. The two pre-existing schools are Daniel McKee on Halls Hill Pike and Buchanan Elementary School along Manchester Hwy. The future school campus that would contain an elementary, middle and high school is on Sledge Road south of the Buchanan Rd. interchange on Interstate 24. All of these sewer requests are within Consolidated Utility Districts water service area. The City has established a precedent in allowing Rutherford County schools outside of our corporate limits to be served by sanitary sewer under the following conditions: Page 18 Water Resources Board Minutes September 24, 2019 Page 8 1) The County school system owns and operates their own private pumping station servicing that school or campus, and 2) The County maintain their own private force main from the privately-operated pump station to the terminus manhole owned by Murfreesboro that it discharges into, and 3) The pump station and force main serve the school facility exclusively with no other properties or facilities allowed to tie on to the private system. Section 1.3.2 of Murfreesboro Water Resources Policy Procedures and General Design Requirement – Amendment No. 2, approved March 3, 2016, regarding Outside City Sewer Service states: Should annexation not be recommended, service as an outside the city customer may be possible by written agreement under the following utility extension policy: 1) Only properties within the Buchanan and Elam Road Interchanges Sanitary Sewer Assessment District, as defined in City Code Section 33-206 will be considered for outside the City sewer service, and 2) Only properties may be considered outside the City sewer customers where providing sewer services is deemed a higher benefit to the public than annexation affords (e.g., parks, schools, etc.). All three requests would fall under category 2); deemed a higher benefit than annexation affords. Staff recommended the Board recommend to City Council approval of these schools as Outside City Sewer Customers per MWRD Policy Procedures and General Design Requirement. These schools would be required to pay all current sewer connection fees upon connection to the sewer system which is now $24 dollars per student in addition to Sanitary Sewer Assessment District Fees. Both the Buchanan Elementary School and the Future School(s) along Sledge Road are within the Buchanan/Elam Sewer Assessment District and will be charged the equivalent of $1000 per single family unit. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. Staff presented and discussed the Water Resources Dashboard Performance for August 2019. There being no further business, the meeting was adjourned. John Sant Amour, Chairman Page 19