Water Resources Board

MINUTES MURFREESBORO WATER RESOURCES BOARD June 25, 2024 _____________________________________________________________________________________ The Murfreesboro Water Resources Board met on Tuesday, June 25, 2024, 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, Mr. John Sant Amour, Ms. Madelyn Scales-Harris, and Ms. Sandra Trail. Also present were Darren Gore, John Strickland, Doug Swann, Alan Cranford, Matt Powers, Jennifer Tag, Josh Upham, Adam Todd, Linda Sullivan, and Travis Wilson, along with other members of the public. The Consent Agenda was presented to the Board for approval: A. Consider Change Control #7 for 316 Robert Rose Drive B. Consider quote for relocating Engineering filing system to 316 Robert Rose C. Consider AMI annual equipment & software support D. Consider Salem Barfield Sewer Upgrades contingency allocation E. Consider purchase of semi tractor for WRRF F. Consider 316 Robert Rose Access Control System purchase G. Consider 316 Robert Rose camaras purchase Sandra Trail made a motion to accept the Consent Agenda as presented and it was seconded by Madelyn Scales-Harris. The motion carried unanimously. The May 28, 2024 Board Minutes were accepted as presented. Stormwater staff requested the Board recommend to Council the final draft of revisions to City Code, 27.5. The revisions are intended to make the City Code compliant with a new stormwater permit and incorporate a variety of updates. The final draft is a result of numerous staff meetings and a public input period. The most significant changes from earlier versions include: A. Stream buffers (WQPA): Earlier versions of the draft proposed combining a floodway buffer with the water quality protection area. This option was removed. B. Land development: Previously, the draft set a threshold of 10,000 square feet of disturbance for when all development/redevelopment sites will require stormwater control measures. However, now only development/redevelopment sites draining to impaired streams will have a threshold of 10,000 square feet of disturbance. For all other sites, the threshold will be the construction of 10,000 square feet of imperviousness. Lastly, the final draft proposes to include one lot, single family homes only if the disturbance is one acre or more. Page 26 Water Resources Board Minutes June 25, 2024 Page 2 Brian Kidd made a motion to approve. Warren Russell seconded. The motion unanimously passed. The Board considered an additional Task Order to cover the management of the American Rescue Plan (ARP) Grant and to amend the existing Task Orders to the Master Services agreement with LJA for the 2023/2024 Sewer Rehab and Hobas Rehab projects. The Department was awarded $10,115,421.57 in grant funds for the projects listed below: Project Total Project Cost Grant Total Required Match Hobas CIPP Rehab $9,945,158.00 $3,555,906.45 $1,706,083.00 2023/24 Sewer Rehab $6,942,454.00 $2,482,285.04 $1,274,543.00 2021 Sewer Rehab $4,077,230.08 $4,077,230.08 $0.00 Totals $20,964,842.08 $10,115,421.57 $3,034,626.00 Funds have not been received despite LJA and staff’s effort to meet the ARP grant requirements. LJA uploaded the last piece of information required for reimbursement of the completed 2021 Sewer Rehabilitation project on April 29, 2024. Since then, Ernst & Young has had additional RFIs. LJA has responded, and the GMS shows ‘Approved’. The time that LJA has spent on grant management has been paid from the Construction Administration (CA) and Resident Project Representative (RPR) budgets respectively for each project. However, grant management was not in the original scope of work. Therefore, these amendments are to reimburse those budgets. In addition to grant management, the T.O. amendments also include CA and RPR funds for additional work added to the project immediately prior to bidding the sewer rehab project, additional TDEC ARAP permitting for the manhole installations on the Hobas project next to the rivers/creeks, additional CSX permitting for work within CSX right of way, map book revisions, and RPR app revisions. Total T.O. cost is $1,665,733. Total construction cost is $20,964,842. The Engineering and Grant Management fees are a little less than 8.0% of construction. The Grant Management T.O. and Rehab T.O. Amendments, $244,470, will be funded from working capital reserves. Staff recommended approval of the LJA T.O. Amendment Nos. 1 and 2 as well as the new Grant Management T.O. Brian Kidd made a motion to approve. Sandra Trail seconded. The motion unanimously passed. The Board considered the 316 Robert Rose Drive HVAC, roof, and window replacement bid. The building was built in approximately 2005 and the Department purchased it in September 2022. Prior to the purchase of the building, the only inspection completed was a structural inspection by Bob Warren. During a site visit in August 2023, CMTA completed an inspection of the HVAC units, duct work, ventilation system and attic. The recommendation was to replace 12 of the 13 HVAC units, as they have reached their useful life, as well as provide additional attic ventilation, repair/replace ductwork in the crawlspace and repair the dormers. Since this time, through staff and contractor observations, it was Page 27 Water Resources Board Minutes June 25, 2024 Page 3 determined that most of the windows in the building are non-functional, rotted, or in a state of disrepair. To avoid having to make these replacements after the move, staff thought it would be best to replace them now. Johnson & Bailey designed the replacement of the HVAC units, roof, and windows for the new Administration Building. Two bids were received out of 18 companies interested in the project. Interstate AC Service only bid on the HVAC portion of the project. Stacker Building Group (SBG) was the only responsible bidder. Staff recommended awarding the contract to SBG with a 10% owners contingency included. Accepting Add Alternate No. 1, Deductive Alternate No. 1 and 10% owner’s contingency, the total contract price will be $728,089. It was requested the work be funded from Working Capital Reserves. Brian Kidd made a motion to approve. Kathy Nobles seconded. The motion unanimously passed. The Board considered the purchase of 13 HVAC units for the 316 Robert Rose Drive Admin Building. The City received bids to replace the roof, HVAC units and windows at the new Admin building. That bid does not include the HVAC units as the Department is providing the units to the contractor to avoid contractor mark-up. The purchase of 13 HVAC units from Trane U.S., Inc. (Trane) is proposed through the Omnia Contract in which the City has access, and Trane participates. During a site visit in August of 2023, after the purchase of the building, CMTA completed an inspection of the HVAC units, duct work, ventilation system and attic. The recommendation was to replace 12 of the 13 HVAC units, as they have reached their useful life as well as provide additional attic ventilation, repair/replace ductwork in the crawlspace, and repair the dormers. The remaining unit, not specified for replacement in the recommendation from CMTA, is 6 years old and staff felt it best to replace all units. The City Purchasing Department solicited a proposal from Trane for the purchase of 13 HVAC units through the Omnia Contract. The Purchasing and Legal Departments have prepared an agreement for this purchase in the amount of $98,763. This purchase agreement was presented to City Council for approval at the June 20 meeting and was approved. Staff recommended the purchase of the units with funding from Working Capital Reserves. Warren Russell made a motion to approve. Sandra Trail seconded. The motion unanimously passed. Staff presented the Water Resources Dashboard Performance for May 2024. Staff presented the Financial Reports for eleven months ending May 31, 2024. There being no further business, the meeting was adjourned. _____________________________ John Sant Amour, Chairman Page 28