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2007 12 19 BAWA MinutesA • • MINUTES OF THE REGULAR SESSION MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY December 19, 2007 - 8:00 a.m. The Board of Directors of the Baytown Area Water Authority, Harris County, Texas, met in regular session on Wednesday, December 19, 2007 in the Conference Room, 7425 Thompson Road, Baytown, Texas, with the following in attendance: Peter Buenz, President Dan Mundinger, Vice President Robert L. Gillette, Secretary Board Members Dan Conejo and Knox Beavers were absent. Peter Buenz, President, opened the meeting at 8:00 a.m. with a quorum present, and the following business was conducted: Consider the approval of the minutes of the regular meeting of the Board of the Baytown Area Water Authority held on September 19, 2007. Board Member Mundinger moved to approve the minutes of the meeting held on September 19, 2007. Board Member Gillette seconded the motion. The vote follows: Ayes: Board Members Mundinger and Gillette President Buenz. Nays: None. The motion carried. Consider Proposed Resolution awarding the bid to Altivia for the Annual Liquid Chlorine Contract. Tony Brown explained that the Proposed Resolution awards the bid to Altivia for the Annual Liquid Chlorine Contract. He told the Board that three bids were sent out and two were received back for which Altivia had the low bid at $79,667 (133 tons @ $599 per/ton). The bids were opened Monday, November 26, 2007, at 10 a.m. Mr. Brown told the Board that the previous contract, awarded back in December of 2006, also went to Altivia. It was awarded at $69,293 (133 tons @ $582 per/ton); therefore, the bid received is at a slight increase over the prior year's bid. After engaging is limited discussion about the experience of Altivia, Board Member Mundinger moved to approve the Resolution as submitted. Board Member Gillette seconded the motion. The vote follows: Ayes: Board Members Mundinger and Gillette President Buenz. • • • Page 2 of 4 Minutes of the Regular Session Meeting BAWA - December 19, 2007 Nays: None. The motion carried. RESOLUTION NO. 2007-0011 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ACCEPTING THE BID OF ALTIVIA CORPORATION FOR THE ANNUAL LIQUID CHLORINE CONTRACT AND AUTHORIZING PAYMENT BY THE BAYTOWN AREA WATER AUTHORITY, IN THE AMOUNT OF SEVENTY-NINE THOUSAND SIX HUNDRED SIXTY-SEVEN AND NO/100 DOLLARS (S79.667.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Consider Proposed Resolution awarding bid to PVC Technologies for the Annual Ferric Chloride Contract. Tony Brown explained that the Proposed Resolution awards the bid to PVS Technologies for the Annual Ferric Chloride Contract. He told the Board that seven bid packs were mailed and only 2 bids were received for which PVS Technologies had the low bid at $113,700 (500,000 lbs @ $0.2274/lb.). The bids were opened Monday, November 26, 2007 at 10 a.m. Mr. Brown told the Board that the previous contract was awarded in December of 2006 to Genesis Chemical for 160,000 lbs. @ .2211/1b.; therefore, the bid received is at a slight increase over the prior year's bid. With no discussion on this item, Board Member Mundinger moved to approve the Resolution as submitted. Board Member Gillette seconded the motion. The vote follows: Ayes: Board Members Mundinger and Gillette President Buenz. Nays: None. The motion carried. RESOLUTION NO. 2007-0012 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ACCEPTING THE BID OF PVS TECHNOLOGIES, INC., FOR THE ANNUAL FERRIC CHLORIDE CONTRACT AND AUTHORIZING PAYMENT BY THE BAYTOWN AREA WATER AUTHORITY, IN THE AMOUNT OF ONE HUNDRED THIRTEEN THOUSAND SEVEN HUNDRED AND NO/100 DOLLARS ($113,700.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. Page 3 of 4 • • Minutes of the Regular Session Meeting BAWA - December 19, 2007 Consider Proposed Resolution declares an emergency and authorizing the General Manager to negotiate and execute a contract for the BAWA HVAC System. Fred Pack, Director of Public Works, explained that the Proposed Resolution declares an emergency and authorizes the General Manager to negotiate and execute a contract for the BAWA HVAC system. Mr. Pack told the Board that BAWA has experienced an emergency condition in that its HVAC system is no longer operational and requires immediate corrective action in order for BAWA to maintain its state certification as a Bac-T laboratory. As such pursuant to Section 49.274 of the Texas Water Code, BAWA may negotiate a limited duration contract for the necessary repairs. Mr. Pack reminded the Board that BAWA retained Shrader Engineering to design the HVAC system. This resolution authorizes the General Manager to negotiate and execute a contract with a responsible bidder who can provide materials and services which will result in the best and most economical completion of the work in an amount not to exceed $200,000. With limited discussion on this item, Board Member Gillette moved to approve the Resolution as submitted. Board Member Mundinger seconded the motion. The vote follows: Ayes: Board Members Mundinger and Gillette President Buenz. Nays: None. The motion carried. RESOLUTION NO. 2007-0013 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY DECLARING AN EMERGENCY AND AUTHORIZING THE GENERAL MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT FOR THE BAWA HVAC SYSTEM; AUTHORIZING PAYMENT BY THE BAYTOWN AREA WATER AUTHORITY IN AN AMOUNT NOT TO EXCEED TWO HUNDRED THOUSAND AND NO/100 DOLLARS ($200,000.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. MANAGER'S REPORT Receive and discuss the investment report for the calendar quarter ended September 30, 2007. Ms. Rhonda Daugherty, Director of Finance, presented the investment report for the calendar quarter ended September 30, 2007. The Board received the report as presented. General Manager, Garry Brumback asked the Board that they consider prospective individuals that may be interested in serving on the BAWA Board in the future. With this consideration the Board engaged in discussion about the requirements for being a BAWA Director. Mr. Brumback told the Board that he would see that the requirements for appointment as a Director were made available to them by the next meeting. 6 Page 4of4 • • Minutes of the Regular Session Meeting BAWA — December 19, 2007 Mr. Tony Brown told the Board that during the first two months of this budget year that water sales are good. He also gave an update on the Reytec Project telling the Board that the project continues to encounter problems with crossing the Seabrook Canal. The problems encountered have at times completely stopped the project. Currently, only small clean-up jobs are being worked on while attempts are made to get through the crossings. The Board engaged in discussion about the engineering work needed to cut through these crossings. Staff explained that Pate Engineering (the City's Engineering Firm) has had to go back and re -do the engineering work in order that the project be able to continue since Reytec has not be able to do this work successfully and has had problems in going under the canal. There are two crossings where the canal must be crossed. Only one crossing has been successfully crossed. The City has sent a letter to Reytec suggesting that Pate Engineering do the work for the second crossing as well. The current status is that we are waiting for a response to this letter. The Board asked that an update be given at the next meeting regarding this project. ADJOURN With no additional business the meeting adjourned at 8:21 a.m. Ka arnell, Assistant Secretary for Kelv auf, Interim Assistant Secretary