Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD August 22, 2023 ______________________________________________________________________________ The Murfreesboro Water Resources Board met on Tuesday, August 22, 2023, in the conference room of the Operations and Maintenance Building, 1725 South Church Street. Present at the meeting were Board members: Mr. Ron Crabtree, Mr. Brian Kidd, Ms. Kathy Nobles, Mr. Warren Russell, Ms. Madelyn Scales-Harris, Ms. Sandra Trail, and Mr. Kirt Wade. Also present were Darren Gore, Valerie Smith, Michele Pinkston, Roman Hankins, Alan Cranford, John Strickland, Matt Powers, Jeff Broach, and Donald Hughes along with other members of the public. The absence of Mr. John Sant Amour, Chairman, required a Pro-Tem Chairman to be named for the current Board Meeting. A Vice-Chairman will be elected at the next meeting. Madelyn Scales-Harris made a motion for Kirt Wade to Chair the current meeting. Sandra Trail seconded. The motion carried by the following vote: Mr. Crabtree – Aye Ms. Nobles – Aye Mr. Russell – Aye M. Kidd – Aye Mr. Wade – Aye The Consent Agenda was presented to the Board for approval: A. Consider Overall Creek Pump Station contingency allocations B. Consider Crushed Stone contract C. Consider SRWTP Switchgear Improvements CCF No. 4 D. Consider SRWTP grass cutting and landscaping 2nd amendment E. Consider WRRF polymer contract amendment F. Consider Access Control System annual support G. Rockwell Automation TechConnect Support Information Madelyn Scales-Harris made a motion to accept the Consent Agenda as presented and it was seconded by Sandra Trail. The motion carried by the following vote: Mr. Crabtree – Aye Ms. Nobles – Aye Mr. Russell – Aye Ms. Trail – Aye Mr. Kidd - Aye Ms. Harris – Aye Mr. Wade – Aye Page 13 Water Resources Board Minutes August 22, 2023 Page 2 Madelyn Scales-Harris made a motion to accept the July 25, 2023 Board Minutes and it was seconded by Sandra Trail. The motion carried by the following vote: Mr. Crabtree – Aye Ms. Nobles – Aye Mr. Russell – Aye Ms. Trail – Aye Mr. Kidd – Aye Ms. Harris – Aye Mr. Wade – Aye Board considered Envirosight’s Rovver Mainline Inspection System purchase. Staff requested approval to replace the pipe CCTV inspection equipment, Cobra Technologies, on the third and final vehicle as the hardware and software are no longer supported. The Envirosight’s Rovver X Basic Mainline Inspection System equipment was previously purchased and is currently being installed in two other CCTV vehicles. The requested inspection equipment has a life span of fifteen years. The cost of the referenced equipment on the Sourcewell Contract is $147,517. The total amount budgeted in FY 2024 Capital Budget is $155,000. Staff requests the Board recommend City Council to approve the Sourcewell purchase of Envirosight’s Rovver X Basic Mainline Inspection System from Sansom Equipment Company. Brian Kidd made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. Board considered Magnolia Village sewer main replacement participation. Staff requests to increase the participation amount from $14,344 to $49,757 with BNA Homes, Inc. (BNA) for replacing a sanitary sewer main along Minerva Drive. The increase is due to unaccounted for full-depth crushed stone backfill and temporary asphalt surfacing. At the August 2022 Board meeting, a memo was presented for approval to participate with BNA, the developer of the Magnolia Village Subdivision at the corner of Minerva Drive and Doctor Martin Luther King, Jr. Boulevard (MLK), to replace the existing sewer main along Minerva Drive. The two sections of sewer main within the project limits needed to be replaced. The developers were responsible for extending water and sewer services to each of the six lots created as shown on the attached plan as well as a public sewer main extension along MLK. The City required the developer to mill and overlay new asphalt along Minerva Drive in front of these newly created lots. Typically, this sewer replacement would be a project for our O&M Construction crew or our sewer rehabilitation contract. However, at that time O&M had a back log of projects to complete and could not replace this sewer main prior to the developer being ready to repave Minerva Drive. The offer by BNA to replace the sewer main contingent on the Department participating by purchasing materials was deemed the most cost effective and time saving path forward for both parties. Page 14 Water Resources Board Minutes August 22, 2023 Page 3 As a result of staff recommendation, the Board approved a participation amount of $14,344 for the PVC pipe materials and manholes, which was all that was submitted to staff for approval by BNA. Just recently, BNA realized that they had failed to account for the full depth crushed stone backfill that is required over the sewer due to the pipe being under a roadway. Additionally, BNA failed to account for an asphaltic binder course that is required over the trench to allow for roadway traffic until such time the milling and full asphalt overlay occurs on Minerva Drive. BNA requested a total of $64,905 for the unaccounted-for stone and asphalt materials; however, after review by MWRD staff, a revised total participation amount of $49,757 is all that is recommended. BNA has accepted the Department’s revised participation amount, which increases the original $14,344 by $35,413. Staff recommends approval of the additional participation for the stone and asphalt. It is requested that the total participation come from the Department’s working Capital Reserves. There are adequate reserves to fund this amount. Kathy Nobles made a motion to approve. Brian Kidd seconded. The motion unanimously passed. The full-scale biosolids thermal drying design was awarded to Smith Seckman Reid, Inc. (SSR) October 2022 in the amount of $1,407,635. At that time, the design of the instrumentation and controls (I&C) was a part of their scope of services. Recently, due to unforeseen circumstances, that component of design needs to be reassigned to MR Systems. MWRD has a master services agreement with MR Systems for professional engineering services. MR’s area of expertise involves not only I&C design, but full integration services for instrumentation and controls during construction of the proposed improvements. MR Systems was the controls integrator for the WRRF plant expansion in 2017. The benefit of MR Systems taking on the design component of this project will afford cost savings as they will also be the integrator during construction. Having the designer be the integrator during construction avoids gaps in overlooking necessary elements or not specifying the most current state-of-the-art components that may result in change orders. The cost of design services from MR Systems will be absorbed through a commensurate reduction in the design fee associated with SSR’s professional services. Staff recommends the Board recommend to City Council approval of MR Systems design services task order 23-0001. MR Systems design fee is hourly not to exceed $43,927 with a construction administrative service fee of hourly not to exceed $8,000. Sandra Trail made a motion to approve. Warren Russell seconded. The motion unanimously passed. Page 15 Water Resources Board Minutes August 22, 2023 Page 4 Board considered the 2023/2024 Sanitary Sewer Rehabilitation bids. At the September 2022 Board meeting, it was approved for LJA to design the upcoming sewer rehabilitation project and provide construction administration and inspection. This project has been designed and LJA put together an estimated cost breakdown of the project shown in the middle column of the table below. The funding for these estimated costs were approved by the Board at the May 2023 meeting. Bids were received July 13. Although multiple contractors attended the mandatory pre-bid meeting, SBW Constructors was the only bid received. The Base Bid total is $8,681,449. The Alternate A Bid total is $6,942,454. Alternate A is significantly less than the base bid due to it including cured-in-place pipelining (CIPP) of three deep HOBAS pipe sections on the Hutchinson Farm versus digging and replacing them via open-cut. Note: the three sections included in this rehab project were removed from the HOBAS rehabilitation project currently under construction. Table 1: Estimated Costs compared to Base Bid and Alternate A Bid Amounts Work Description Estimated Bid Amounts Costs BASE: HOBAS ALTERNATE A: OPEN CUT (OC) HOBAS CIPP HOBAS Repair Work $2.92M (OC) $3.36M $1.62M NON-HOBAS Rehab Work $3.4M $4.93M TOTAL FUNDING BY MWRD $6.32M $8.29M $6.55M Warranty Work (Funding by Others) $0.19M $0.39M TOTALS $6.5M $8.68M $6.94M Staff and LJA were concerned that CIPP was not a conservative method to rehabilitate the 1,420 feet of HOBAS pipe and was unsure if a lining contractor would provide a bid price. The base bid was therefore established using the most conservative approach – dig and replace via open-cut. The CIPP was kept in the bid as an alternate to see if a bid price could be secured. As the bid results indicate, CIPP pricing was provided, and the contractor has indicated they are confident that this methodology will be capable of providing the necessary repairs. Staff is therefore recommending Alternate A in awarding the bid. If for some reason the CIPP fails, staff would not recommend the open-cut method due to the very high costs. Staff would recommend letting these segments stay in their current condition and replace them only in the event of a pipe failure. The NON-HOBAS work, or the work that is customarily bid in the Department’s rehabilitation projects, was designed to be of an equivalent size and commensurate scope to our normal annual rehab projects. The pricing came in very high; in some cases 100% of bid prices received in 2021. LJA talked Page 16 Water Resources Board Minutes August 22, 2023 Page 5 with SBW Constructors and staff reviewed other recent rehabilitation bid results that LJA obtained. There is no specific reason why prices are so much higher other than what staff has witnessed in the construction industry, which are: • Inflationary cost increases in conjunction with higher fuel prices and supply chain challenges • A flooded market that is continuing to receive a large cash influx due to the American Rescue Plan (ARP) grants • Limited contractor pool that has significant backlog of work The warranty work paid for by Developers, staff has begun to collect the increased participation to cover the additional costs of the rehab. If the developers chose not to cover the additional cost different between our estimate and the actual costs, then their project will be removed from the contract. The project costs $6,942,454 with the Alternate A bid pricing. Approximately $390,000 is reimbursable from developers for warranty work. $3,000,000 is designated in the Department’s FY24 budget through a combination of a reserved sinking fund and working capital reserves. A portion of the construction is proposed from ARP Funds which must be encumbered by November 2024; however, if ARP funded is exceeded prior to this project, then an additional $3,552,454 is required from working capital reserves. Staff recommends approval to award the project to SBW Constructors using the Alternate A Bid pricing. $6,942,454 expense with approximately $390,000 reimbursable from developers for warranty work. Sandra Trail made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. Staff discussed the Water Resources Dashboard Performance for July 2023. There being no further business, the meeting was adjourned. _____________________________ Kirt Wade, Pro-Tem Chairman Page 17