Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD February 23, 2021 The Murfreesboro Water Resources Board met on Tuesday, February 23, 2021 in the conference room at the Operations and Maintenance Building, 1725 S. Church Street. Consistent with the Governor’s Executive Order, members of the Water Resources Board participated by electronic means as has been determined necessary to protect the public health, safety, and welfare in light of the COVID-19 pandemic. Present at the meeting were Board members: Dr. Al Carter, Mr. John Sant Amour, Mr. Ron Crabtree, Mr. Brian Kidd, Ms. Sandra Trail, Ms. Kathy Nobles, Mr. Kirt Wade, and Ms. Madelyn Scales-Harris. Also present were Darren Gore, Michele Pinkston, Valerie Smith, Doug Swann, Roman Hankins, Steve Tate, Sharon Seibert, Matt Powers, Alan Cranford, Joe Russell, John Strickland, Donald Hughes, Randy McCullough, Alandria Barker, Travis Wilson, Mike Bernard, Linda Sullivan, Brent Fowler, Jay Bradley, and Adam Todd along with other members of the public. The Consent Agenda was presented for the following considerations: A. Consider Operations and Maintenance forklift purchase – The existing unit is used to quickly and easily load and unload trucks, and transport and stack inventory. Staff researched various forklifts of similar type and decided the Mitsubishi Cushion Tire Forklift (5,000 lb capacity) was the best fit for the department. It is included on the Sourcewell Contract through Mitsubishi Caterpillar Forklift America Inc and the local dealer is The Bailey Company located in Nashville. Staff recommended the Board recommend to the City Council to approve the purchase of the forklift in the amount of $19,735 from The Bailey Company. Funding was approved within MWRD’s FY21 Rate Funded Capital Budget. B. Consider Advanced Metering Infrastructure vehicle purchases – Staff is requesting to replace a 2010 and 2008 Ford F-150’s (Unit 105 & Unit 107). Due to the high mileage and high cost of maintenance Jack Hyatt, manager of Fleet Services, approved the replacement of these vehicles. Staff obtained three quotes on similar vehicles from these dealerships. • Ford of Murfreesboro - $32,237 • Dodge of Columbia - $27,152.35 • Wilson County Motors - $26,622 Wilson County Motors provided the lowest quote and are also included on the State of Tennessee Vehicle Contract. Page 8 Water Resources Board Minutes February 23, 2021 Page 2 VEHICLE DETAILS Description Cost Budgeted 2021 Chevrolet Silverado 1500 (4WD) – O&M $26,622 $35,000 2021 Chevrolet Silverado 1500 (4WD) - AMI $26,622 $35,000 TOTAL $53,244 $70,000 Staff recommended the Board to recommend the City Council to approve the purchase of these two vehicles. The total cost in the amount of $53,244 was budgeted in the FY21 Capital Budget. C. Consider Water Treatment Plant chemical bid extensions – Bids were publicly opened on April 9, 2018 for water treatment chemicals to be used at the Stones River Water Treatment Plant. Section 1.3.4 of the bid documents states “The successful bidder shall provide the chemical(s) as specified. Pricing shall be effective for the term of the contract, which is through June 30, 2019 with the option to renew for up to three additional one-year terms.” The following companies have now renewed their contract for the third term through June 30, 2022. The bids are as follows: Hawkins, Inc. (formally American Development Company): CHEMICAL UNIT PRICE EST. ANNUAL EXPENSE Hydrogen Peroxide $0.33/lb $26,000 Gulbrandsen Technologies, Inc.: CHEMICAL UNIT PRICE EST. ANNUAL EXPENSE Polyaluminum Hydroxichloride $0.1977/lb $20,000 Bids were publicly opened on March 25, 2019 for water treatment chemicals to be used at the Stones River Water Treatment Plant. Section 1.3.4 of the bid documents states “The successful bidder shall provide the chemical(s) as specified. Pricing shall be effective for the term of the contract, which is through June 30, 2020 with the option to renew for up to three additional one-year terms.” The following companies have now renewed their contract for the second term through June 30, 2022. The bids are as follows: Hawkins, Inc. (formally American Development Company): CHEMICAL UNIT PRICE EST. ANNUAL EXPENSE Calcium Thiosulfate $0.508/lb $12,000 Phosphate $0.842/lb $45,000 Sodium Permanganate $0.762/lb $285,000 Polydyne: CHEMICAL UNIT PRICE EST. ANNUAL EXPENSE Polyelectrolyte Coagulant Aid $0.91/lb $40,000 Bids were publicly opened on March 23, 2020 for water treatment chemicals to be used at the Stones River Water Treatment Plant. Section 1.3.4 of the bid documents states “The successful bidder shall provide the chemical(s) as specified. Pricing shall be effective for the term of the contract, which is Page 9 Water Resources Board Minutes February 23, 2021 Page 3 through June 30, 2021 with the option to renew for up to three additional one-year terms.” The following companies have now renewed their contract for the first term through June 30, 2022. The bids are as follows: Univar: CHEMICAL UNIT PRICE EST. ANNUAL EXPENSE Fluorosilicic Acid $0.1490/lb $20,000 The price of the chemicals will be reflected in the FY22 Operating Budget. The contract price will be good through June 30, 2022. Staff recommended the Board recommend to City Council approving the renewal of the chemical bid extensions as provided. D. Consider Water Resources Recovery Facility (WRRF) aerator 1B replacement, John Bouchard and Sons Task Order 21-01 – Task Order 21-01 with John Bouchard & Sons (JB&S) through the Department’s standing Water- Wastewater Mechanical-Electrical services contract is for the replacement of aerator 1B’s impeller at the WRRF. The oxidation ditches at the WRRF are a key unit of the treatment process. The system relies on nine 200 HP Aerators mechanically introducing oxygen into the biological mixed liquid to create optimal habitats for beneficial microorganisms. Aerator 1B has experienced a major impeller failure. Maintenance staff, with advice from the manufacturer, have determined that the impeller needs to be replaced. Staff recommended the Board recommend to City Council approving JB&S Task Order 21-01 in the amount of $35,100 with funding from the Department’s working capital reserves. E. Consider WRRF main administration and laboratory building roof replacement – Maintenance staff determined that the over 30-year-old roof of the WRRF’s main laboratory and administration building needed to be replaced. Advice was sought from several contractors and the replacement was budgeted in the Department’s capital improvement plan. The City’s Purchasing Department issued an Invitation to Bid with a bid opening on February 3, 2021. Of the seven bidders, Perry Roofing Co. provided the lowest qualified bid. Staff recommended the Board recommend to City Council approving the roof replacement by Perry Roofing Co. in the amount of $71,400 with funding from the Department’s Rate Funded Capital Budget. A motion was made by Ron Crabtree to accept the Consent Agenda as presented and it was seconded by Kathy Nobles. The Board voted unanimously to approve. The January 26, 2021 Board Minutes were unanimously approved as presented. Page 10 Water Resources Board Minutes February 23, 2021 Page 4 The Board considered bids to replace repurified water meters along Medical Center Pkwy. Operations & Maintenance requested two separate bids for reclaim water meters. The specifications for one bid included 5/8-inch and 1-inch sized meters and the other for larger meters ranging in size from 1 ½, 2, 3, 4, and 8 inch. The purchased meters will replace approximately 110 reuse meters located along Medical Center Parkway that are not compatible with our AMI System. The new meters will allow AMI staff to collect hourly data remotely and reduce safety hazards. The bid opening was held at O&M on January 28, 2021. The table below shows the bid results. Reclaim Water Meters (Qty 8 - 5/8” & Qty 56 – 1”) Company Total Hayes Pipe $17,622.32 Badger Meter, Inc. $12,003.60 Sensus Omni T2 Reclaim Water Meters (Qty 6 -1 ½”, Qty 33 - 2”, Qty 3 - 3”, Qty 2 - 4”, Qty 2 – 8”) Company Total Hayes Pipe $78,660 Citco Water $66,361 Staff recommended the Board recommend to City Council approval of purchasing water meters from the low bidders, Badger Meter, Inc. and Citco Water. The total purchase price for the reclaim meters is $78,364 with funding in the Department’s approved FY21 Budget. Brian Kidd made a motion to approve. Sandra Trail seconded. The motion unanimously passed. The Board considered sole source procurement of Chlortec chlorine/bleach generator cells. In August 2018, staff asked the Board and Council to approve the purchase of a cell for the Chlortec (sodium hypochlorite or chlorine) generators. The water treatment plant has two Chlortec generators capable of producing up to 900 pounds of chlorine per day. Both generators were placed into service on December 18, 2008. Between 400 and 500 pounds per day of chlorine is required for the treatment process. Each Chlortec generator can produce up to 450 pounds of chlorine per day. One generator consists of two cells and both cells must be operational for the generator to operate. If one cell is out, the entire generator is out of service. Recently a leak was noticed on an existing cell. Maintenance staff inspected the cell and found a horizontal crack in it. They took a cell that had previously been removed and a small crack repaired. After putting this cell on, they found that it too was not operational. Staff has requested a quote for two cells. One to put in use now and one standby. De Nora has agreed to not start the warranty on the standby cell until it is placed into operation, significantly helping with the 7-9-week lead time. Page 11 Water Resources Board Minutes February 23, 2021 Page 5 Staff requested a quote from the De Nora Water Technologies, LLC, who is the sole-source manufacturer of De Nora the Chlortec manufacturer. The cost for purchasing the two CT6-0450E-1 cell assembly is $46,177 each or $93,354 total. Funding to come from rate funded capital reserves. Staff recommended the Board recommend to City Council approving the purchase of the two Chlortec cells. Kathy Nobles made a motion to approve. John Sant-Amour seconded. The motion unanimously passed. The Board considered bids to replace granular activated carbon (GAC) media at SRWTP. Granular Activated Carbon (GAC) media is used in the water treatment process to remove disinfection by-products (DBPs), total organic carbon (TOC) compounds, pharmaceutical and personal care products (PPCPs) and taste and odor compounds during the peak seasonal times. The Stones River Water Treatment Plant has four GAC contactors used in the treatment process. The Department changes media in one contactor per year, unless unusual circumstances exist. The previous contract has expired and the GAC media is due to rebid. On January 18, 2021, the City released and advertised an Invitation to Bid for GAC media for use at the SRWTP. The Department received two bids and one no bid. The two bidders were Calgon Carbon Corporation and S4 Water Sales and Service, LLC. Univar submitted a no bid. The raw bid tabulation is as follows with bid prices including freight. A NB indicates there was no bid. Company Name Total Cost Per Contactor Calgon Carbon Corporation $122,840 S4 Water Sales and Service, LLC $126,180 Univar NB The cost for removing the existing GAC media, cleaning the contactor, and replacing the GAC media is $122,840. The price of the GAC will be reflected in the Fiscal Year 2022 rate funded capital budget. The contract price is good through June 30, 2022 at which time it may be renewed up to three additional one-year terms. Staff recommended the Board recommend to City Council approving the lowest responsible and responsive bid from Calgon Carbon Corporation. Ron Crabtree made a motion to approve. Kirt Wade seconded. The motion unanimously passed. The Board considered task order for engineering services with LJA Engineering, Inc. for FY21-22 sanitary sewer rehabilitation design and resident project representation (RPR). Page 12 Water Resources Board Minutes February 23, 2021 Page 6 Recently there have been some changes to S&ME. The entire business unit/project team that has been advising the Department regarding our sewer CCTV (closed-circuit TV) databases and our sewer rehabilitation since 2012, has left and joined LJA Engineering, Inc. Staff has received word from Keith Brown, Director of Business Operations with S&ME, that LJA Engineering will complete any ongoing work for Murfreesboro after being assigned the contracts by S&ME. With this move of the project team, staff requests approval of a new Master Services Agreement with LJA so our rehabilitation of the sewer system can continue and make a seamless transition. Staff also requests approval of a Task Order for design, construction administration and resident inspection for our next sewer rehabilitation project as the existing and current project is finishing up. LJA has preliminary estimates for their work, based on a construction project size of $3.0M, in an amount not to exceed $439,500 total. Of this total, $132,000 lump sum is for design, $7,500 is for surveying only as directed by staff, $95,000 for construction administration and $205,000 for resident inspection. Staff also intends to have a staff inspector assigned to the project since at times up to 4-5 crews can be working in different locations at the same time. By the time the project is bid, approved by the Board and Council, contracts are executed, and a pre-construction meeting is held, the next fiscal year funding will be available. Staff recommended that the Board recommend to the City Council approval of the Master Services Agreement (MSA) as well as Task Order No. 20210215, to design, bid, and provide construction administration and inspection not to exceed $439,500. Approval is contingent upon Legal approval of the MSA terms and conditions and Task Order form prior to City Council approval. Funding for the Engineering, Construction Administration, Inspection and Construction is proposed from a combination of the 2021/2022 Budget and Working Capital Reserves in the amount of $1.5M each respectively. Brian Kidd made a motion to approve. John Sant Amour seconded. The motion unanimously passed. Staff provided the Board MWRD 2020 Year-End Social Media Insights and Content Highlights showing the progress made with Facebook and Twitter Reach & Engagement for their information. Staff presented and discussed the Water Resources Dashboard Performance for January 2021. Staff presented the Financial Reports for the year ending January 31, 2021. There being no further business, the meeting was adjourned. Alphonse Carter, Jr., Vice Chairman Page 13