Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD May 26, 2020 The Murfreesboro Water Resources Board met on Tuesday, May 26, 2020 via Zoom consistent with the Governor’s Executive Order. It has been determined that holding the meeting electronically is necessary to protect the public health, safety, and welfare in light of the COVID-19 pandemic. Present at the meeting were Board members: Mr. John Sant Amour, Mr. Ron Crabtree, Dr. Al Carter, Mr. Brian Kidd, 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, Roman Hankins, Sharon Seibert, Donald Hughes, Jimmy Stacey, Matt Powers, Alan Cranford, Joe Russell, John Strickland, Randy McCullough, Brent Fowler, Jay Bradley, Linda Sullivan, Mike Bernard, Tazio Qubeck, Emily Kelly, Ronnie Martin, 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 20-03, Air Compressor Replacement at SRWTP – Staff submitted Task Order 20-03 for the Water/Wastewater Mechanical/Electrical Services Contract to remove, pour a new pad, purchase and replace the two air compressors for the lime and soda ash system. The Task Order pricing includes demolishing two existing air compressors, furnish and install two new Gardner Denver air compressors, test run, labor, filters, and miscellaneous materials. The cost for the project is $21,868.72. The project is budgeted in the capital budget at $20,000. Staff requests to take the additional $1,868.72 from another item in the capital budget that was underbudget. Staff recommended the Board recommend to the City Council approving JBS Task Order 20-03 in accordance with the JBS estimate. B. Consider custodial services contract renewal – Murfreesboro Water Resources Department received bids to provide custodial services to Operations Maintenance (1725 S. Church St.), Administrative Offices (300 NW Broad St.), and Engineering (220 NW Broad St.). The contract was awarded to Culp’s Cleaning Service effective July 1, 2017 and we are satisfied with their quality of work and timely service. Staff recommended extending the contract term for the final two-year period as allowed by the contract. The Department budgeted $48,100 for the first year which included an initial deep cleaning fee. All terms and conditions of the contract remain the same and staff anticipates year four and five costs to be $46,000. Page 29 Water Resources Board Minutes May 26, 2020 Page 2 C. Consider Barton Lawn Care Contract Change Order 1 – Operations and Maintenance received bids for the Lawn Care Service for MWRD’s Operations and Maintenance Division and the contract was awarded to Barton Lawn Care. Staff is requesting approval to add a Change Order #1 to the existing contract to include grass cutting for the following new pump stations. 3699 Caroline Farms 1031 Black Oak Dr. 5353 Bridgemore Blvd. 5208 Pointer Place Staff recommended the Board approve the additional sites for lawn care services. Barton Lawn Care agreed to cut each pump station for $30. Staff estimates cutting the pump stations 18 times per year. The yearly additional cost will be $2,160. D. Consider abandonment of water easement at A+ Storage – The developer of A+ Storage is requesting the abandonment of an existing water easement. This easement was recorded by plat and was intended for a proposed fire hydrant to serve the property. The developer will dedicate a new water easement during the construction of the project at the proper location of the fire hydrant. Staff recommended that the Board recommend to the Planning Commission and City Council approval of abandoning this existing water easement. E. Consider 2018/2019 Sanitary Sewer Rehab Project Change Order #3 – 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. Bids were received July 11, 2019 and the project was award to SBW Constructors in the amount of $3,842,301. At the January 28, 2020 meeting, Change Order #1 was approved in the amount of $150,812 to be added to the project along with an additional 73 days for the construction. At the March 2020 meeting, Change Order #2 was approved in the amount of $79,645 along with an additional 44 days for the construction. Staff requested S&ME to prepare Change Order #3 to balance the contract for the quantities not used and the additional work necessary to complete the sewer relocation at Northfield Blvd which was approved with Change Order #2. There is no additional time adding to the contract with this change order. Staff recommended that the Board recommend to the City Council approval of Change Order #3 for a decrease in the amount of $64.55 to the contract. 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 total contract amount with this change order will be $4,072,693. Page 30 Water Resources Board Minutes May 26, 2020 Page 3 Funding Source Budgeted Engineering Construction Remaining Amount Expenditures Expenditures Rate Funded Operating Budget 2018-19 $1,000,000 $0 $568,000 $(432,000) Working Reserves 2018- 19 $1,500,000 $0 $1,500,000 Rate Funded Operating Budget 2019-20 $1,000,000 $0 $1,000,000 $(3,842,301) Working Reserves 2019- 20 $1,000,000 $0 $(2,842,301) Change Order #1 $(150,812) $(150,812) Change Order #2 $(79,645) $(79,645) Change Order #3 $64.55 $64.55 Total $4,500,000 $(432,000) $(4,072,693) $(4,693) F. Consider Water/Wastewater Electrical/Mechanical Services Contract Extension – Staff accepted bids on February 21, 2018 for one base-bid task order (18-01) along with supplemental unit prices for outside labor and equipment services. The bid was awarded to John Bouchard and Sons Co. (JB&S), and the agreement was executed on May 17, 2018. The agreement allowed for the provision of extending the supplemental unit prices an additional three, 12-month terms. Staff is requesting approval from the Board to extend the agreement with JB&S an additional twelve months to May 17, 2021. Task order 18-01 was the basis for awarding the bid. Task Orders 18-02 through 20-03 are task orders using the supplemental unit pricing provided by JB&S over the last two years. Staff has been satisfied with JB&S. They have been able to complete work MWRD maintenance staff could not due to lack of resources. Staff recommended the Board recommend to the City Council to extend the agreement with John Bouchard & Sons Co. for an additional 12-month period from May 17, 2020 to May 17, 2021. A lot of the costs associated with John Bouchard’s help can be classified as reactive maintenance due to unforeseen repairs and equipment breakdowns and will likely be requested as funded from working capital reserves. However, the Department’s 5-yr capital improvements plan, does account for $1.5M in rate funded vehicle and equipment replacement that may fund a portion of the costs associated with JB&S services. A motion was made by Brian Kidd to accept the Consent Agenda as presented and it was seconded by Dr. Carter. The Board voted unanimously to approve. The April 28, 2020 Board Minutes were unanimously accepted as presented. The Board considered O&M sewer inspection and asset management software purchase. Operations and Maintenance purchased Cobra Technologies Asset DMS Software in 2003 to collect, report, and analyze sewer pipeline inspection data. The hardware and software met the department’s Page 31 Water Resources Board Minutes May 26, 2020 Page 4 needs for many years. Difficulties started to develop when Trio Vision purchased Cobra Technologies in 2016. The company suffered many changes including turnover of management, technical support, and sales staff personnel. The software is experiencing detrimental errors daily resulting in loss productivity. Trio Vision is not providing adequate technical support to address these issues and O&M was compelled to search for another solution. O&M evaluated two of the market leaders, WinCan and ITpipes. Staff is recommending the purchase of WinCan. With WinCan’s 15-year track record and the market’s largest installed base, it supports emerging technologies like GIS and Cityworks integration, virtual 3D, side scanning and laser profiling, as well as popular defect catalogs like PACP and WRc. The initial cost of the WinCan software is more expensive; however, when considering the annual maintenance cost over three years it is the more cost-effective option. Initial Hardware & Software Cost (including installation) WinCan ITPipes $53,138 $34,900 Annual Maintenance Costs After 3rd annual fee, WinCan is less expensive than ITPipes WinCan ITPipes $6,028 $14,500 $6,028 $14,500 $6,028 $14,500 $18,084 $43,500 The cost of the referenced software from Sansom Equipment Company is in the amount of $53,138. Funding is requested to come from reserves using the $100,000 allowance in the Department’s 5-yr Capital Improvements Plan for IT/Computer Systems Hardware Upgrades. Staff recommended the Board to recommend the City Council to approve the purchase of this software. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered Final Bulk Water Purchase & Sale Agreement with Marshall County, TN. Darren Gore met with Marshall County representatives at Consolidated Utility District’s (CUD) office on Thursday October 10, 2019. Marshall County currently has a moratorium on building in their water system due to lack of capacity and inability to serve new development. Marshall County anticipates constructing a new drinking water plant but would like to purchase water for an interim period prior to Page 32 Water Resources Board Minutes May 26, 2020 Page 5 completing this project. Marshall County is connected to CUD’s water systems and had originally approached CUD about purchasing 200,000 gpd of drinking water from them. CUD’s board is reluctant to sell water to them due to the outstanding, unexecuted Water Supply contract with the Corps of Engineers on J. Percy Priest reservoir. Staff discussed our ability to supply an additional 200,000 gpd into CUD’s system and there are no challenges that are foreseen. MWRD’s future requirement, under water restrictions during a drought in 2035, is a yield of 15.14 MGD; 200,000 gpd represents 1.3% of that total. MWRD is currently contracted with the Corps for 12.9 MGD during a drought period; 200,000 gpd represents 1.6% of that total. The final terms in the contract are summarized be as follows: • Contract is a three-party contract between Marshall County, Consolidated Utility District of Rutherford County and the City of Murfreesboro. • Contract is limited to 7-yrs with six, one-year automatic renewal options subject to the following requirements: o Requirements for extending the agreement into the fifth year will require Marshall County approved drinking water treatment plant plans from the Tennessee Department of Environment and Conservation that affords the County the ability to provide sufficient quantities of water to offset the quantity supplied by City and transported by CUD. o Requirements for extending the agreement into the sixth and seventh year will require Marshall County letting the bid and starting construction for an approved drinking water treatment plant that affords the County the ability to provide sufficient quantities of water to offset the quantity supplied by City and transported by CUD. • Contract terms limit the flow to a maximum of 216,000 gallons per day. • Terms restrict the flow to coincide with MWRD’s nonessential use reductions goals when a drought or other emergency is declared by the Mayor. • Contract terms define the sale of water to be based on MWRD’s wholesale rate, or $2.35 per 1,000 gallons, subject to change annually based MWRD’s cost of service study, system audit, or other appropriate method. • Contract terms afford CUD the ability to charge a transportation rate of $1.17 per 1,000 gallons, subject to change annually based on CUD’s cost of service study or other study. Marshall County’s Board of Public Utilities has agreed to the terms of the contract as has Consolidated Utility’ Board of Commissioners. Selling 216,000 gallons per day to Marshall County at $2.35 per 1,000 gallons equals $185,235 per year in water sales revenue. Staff recommended that the Board approve the final contract for bulk water purchase and sale to Marshall County. Kathy Nobles made a motion to approve. Dr. Carter seconded. The motion unanimously passed. The Board considered Department participation in upsizing water main in West Point Section 3. There are two proposed industrial development projects within the area known as West Point Commercial Subdivision, which is west of Salem Hwy and south of I-24. Warrior Drive, within this commercial subdivision is proposed to be extended for economic development purposes under State Page 33 Water Resources Board Minutes May 26, 2020 Page 6 Industrial Access Grant through TDOT. This TDOT funding does not include utilities within the roadway. The roadway extension and waterline upgrade will assist with these two industrial projects currently moving through the process and also make an additional 40 acres available for additional economic development opportunities. The City is the recipient of the TDOT grant and will enter into a project development agreement with the developer to construct the public infrastructure and utilities required to be installed within the roadway. The roadway extension is speeding up the timing of when the public infrastructure and utilities would normally be installed. When staff received the news about these development projects and the possibility of being large water users, we requested that Smith Seckman Reid (SSR) perform some water modeling for the area. SSR has an existing water model for the Department and staff provided the proposed water and fire flow demands of these large users. The water modeling determined that the existing 8” water mains along the existing portions of Warrior Dr. and Beasie Rd. can remain, but to provide the anticipated fire flows for the developments and area, a 12” water main would be required for the remaining portion of Warrior Drive. SEC, Inc. has submitted cost estimates for both 8” and 12” water main installations, 8” being the standard and typical water main size installed for a commercial development. The difference in the 8” and 12” water main is $109,477, which would be the Department’s participation amount and contribution to assist this industrial development. Staff has estimated the water connection fees for the two proposed developments. The total estimated daily water usage is estimated at 144,000 gallons per day (gpd) or 553 single family units (sfu’s) where 260 gpd equals 1 sfu. The standard water connection fee per sfu is $1200, which would be a total of $664,615 in water connection fees; therefore, the standard water connection fees for these two developments alone will more than fund the cost of the participation. This participation recommendation is somewhat 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. Page 34 Water Resources Board Minutes May 26, 2020 Page 7 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. Staff recommended the Board recommend to City Council approval of the water participation for the larger water main. It is requested that participation in the amount of $109,477 come from the Department’s working capital reserves. There are adequate reserves to fund this amount. Brian Kidd made a motion to approve. Dr. Carter seconded. The motion unanimously passed. Staff updated the Board regarding the Overall Creek Pump Station Upgrades. The Board previously approved various upgrades to the Overall Creek Pump Station due to equipment age. The approved upgrades included new variable frequency drives (VFDs) designed to utilize the existing soft starters as backup devices, improvements to the existing pump controls by upgrading the existing control panel with a new programmable logic controller (PLC), a new Human Machine Interface (HMI), new local network switch, and new 240 watt, 24 volt DC power supply; a new stand-alone bubbler level system; a new backup ultrasonic level system; and a new cellular remote terminal unit (RTU). JBS Task Order 18-06 and MRS agreement were approved at the December 11, 2018 Board meeting. SSR Task Order 1841009.0 was approved at the June 26, 2018 Board meeting. During SSR design, staff requested additional upgrades to the station to improve station functionality, operation, and maintenance. These additional upgrades include replacement of old and problematic check valves, a new permanent bypass pumping connection, and structural evaluation and design of a new wet well cleaning access way. These upgrades were requested and authorized on August 20, 2018. Following the approval of the upgrades to the existing OCPS, the Board approved a needed expansion of the OCPS to essentially double the station’s capacity. As part of this expansion, the existing pump control panel must again be upgraded or replaced to accommodate the new pumps. Doing the panel upgrade now, rather than waiting for the expansion project, is more cost efficient. In addition, the station experienced a failure of one of the existing soft starters which is designed to serve as a backup to the new VFDs. Staff identified that the soft starters are now obsolete and replacement parts cannot be purchased. Doing this work now is necessary to avoid potential complete failure of the soft starters which could result in sanitary sewer overflows. It is anticipated that SSR will perform the additional design services related to the upgrades due to their previous design services for the upgrades project. It is also anticipated that John Bouchard & Sons will perform the additional construction activities using the Master Services Agreement and MR Systems will perform additional controls and integration services using the Master Services Agreement. Page 35 Water Resources Board Minutes May 26, 2020 Page 8 The original approved total project cost is $310,000 consisting of $125,000 for electrical upgrades, $110,000 for instrumentation and controls upgrades, $20,000 for possible HVAC upgrades, $20,000 for possible bypass pumping, and $35,000 for engineering services. The original approved total “as bid” project cost is $385,692.06 consisting of $135,966.50 for electrical upgrades, $105,796.00 for instrumentation and controls upgrades, $15,517.00 for possible HVAC upgrades, $56,981.00 for bypass pumping, and $34,650 for engineering services. The estimated recommended additional upgrades cost is $173,680.90 consisting of $102,248.90 for soft starters removal and replacement, $56,987.00 for control panel upgrades, and $14,445 for additional engineering services. The total estimated project cost with additional services is $559,372.96. Staff presented and discussed the Water Resources Dashboard Performance for April 2020. Staff presented the Financial Reports for the year ending April 30, 2020. There being no further business, the meeting was adjourned. John Sant Amour, Chairman Page 36