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2023 05 17 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY May 17, 2023 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on Wednesday, May 17, 2023, at 4:30 P.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas, with the following in attendance: Brenda Bradley -Smith President Mike Wilson Vice President Frank McKay III Secretary Jimmy Smith Director Alyssa Linares Director Jason Reynolds General Manager Scott Lemond General Counsel Angela Jackson Assistant Secretary President Brenda Bradley -Smith convened the May 17, 2023, BAWA Board Regular Meeting with a quorum present at 4:30 P.M., all members were present. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on April 5, 2023. A motion was made by Director Jimmy Smith and seconded by Vice President Mike Wilson to approve the minutes of the Baytown Area Water Authority Regular Meeting held on April 5, 2023, as submitted. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Jimmy Smith, and Director Alyssa Linares Nays: None Approved 2. PROPOSED RESOLUTIONS a. Consider a resolution authorizing an Engineering Services Agreement with BGE, Inc., for the Baytown Area Water Authority (BAWA) East Surface Water Plant Phase 2 Expansion Project. Public Works and Engineering Director Frank Simoneaux introduced agenda item 2.a. to the Board and stated that the first step in the process of the plant's expansion for the design build method is BAWA Board Regular Meeting Minutes Mayl7, 2023 Page 2 of 7 to hire an Owner's Advisor. Staff has gone through the procurement process of advertising for engineering firms to provide such services. They received responses from two (2) qualified firms and Staff recommended BGE. BGE Representative Lindsey Kovar was present at the meeting and introduced herself the firm's team. She presented the steps of their progressive design build pro- curement process as follows: 1) Implementation Plan a. Procurement Documents b. Project Management and Execution Plan (PMEP) c. Basis of Design Report 2) RFQ process a. Hold Informational Meeting b. Promote Interest in Project c. Hold Meetings with Interested Parties d. Answer Questions 3) Short List a. Review Submittals/Score Teams b. Create Short List of Qualified Design -Build Teams 4) Document Prep (RFP Process) a. Draft Progressive Design -Build Contract b. Submittal Requirements c. Interview Expectations 5) Interview a. Short List Applicants One -On -One Interviews 6) Selection a. BAWA will Select a Design -Build Team b. Negotiate a Contract for Phase 1 Services After presenting those steps, Ms. Kovar discussed over the design and design construction. • Phase l: Getting to a Guaranteed Maximum Price (Design) - 60-90% Design Phase Early Work Packages - Cost Modeling Schedule Off -Ramp • Phase 2: Finalizing the Project (Design Construction) - Finalize Design - Procurement - Main Portion of Construction - Owner/Owner's Advisor/Design Build Team Collaboration on Issues - Quality Assurance - Startup/Testing/Training A question was raised by the Directors regarding the length of time of the entire process. Ms. Kavar answered that question by presenting the following timeline: BAWA Board Regular Meeting Minutes May17, 2023 Page 3 of 7 Phase 2: Procurement Finalize Doctunents RFP Process Project (3 Months) (6 Months) (24 Months) a a : v ;J iw RFQ Process Phase 1: GMP (3 Months) (12 Months) Ms. Kavar noted, however, that Phases 1 and 2 were up for discussion and would change once they negotiated with the Design Build Team. With that said, Ms. Kavar proceeded to explain the Owner's Advisor role by listing the following practical services that they would provide: • Assist in Project Management; • Partnering and Dispute Resolution; • Procurement Document Development; • Cost Validation and Schedule • Technical Support for Pre -Design Management; and Documents, Design Review/Validation, • Contract Negotiation Support. and Answering Questions; The benefits of those services were listed to include the following: • Provide Technical Support to Owner; • Extension of Staff, • Mediator Between Owner and Design- • Industry Relationships; and Build Team; • Risk Management. Secretary Frank McKay III inquired over where BGE would add the most value. Ms. Kavar an- swered with their knowledge. BGE had been through this process before with surface water ex- pansions, design, and construction. They already knew the risk factors and what dispute resolutions worked. Their knowledge could help steer certain situations. Secretary McKay brought up various scenarios where he questioned whether BGE's assistance could help. On those scenarios men- tioned, Ms. Kavar assured it would be their job to review that and catch those things before they happen. In addition, Secretary McKay questioned what phases their contract would cover. Ms. Kavar re- sponded that the contract would cover getting the City of Baytown to Phase 1. Secretary McKay posed a few additional questions which Ms. Kavar answered by providing certain scenarios where they could come in and provide the services she previously listed. Furthermore, Ms. Kavar reiter- ated what their contracted Owner Advisor's services would be. She lastly gave further details on the basis of the design report and the project management and execution plan (PMEP) A motion was made by Secretary Frank McKay III and seconded by Director Alyssa Linares to approve Resolution No. 2023-09, related to Item 2.a. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Jimmy Smith, and Director Alyssa Linares Nays: None Approved RESOLUTION NO.2023-09 BAWA Board Regular Meeting Minutes May 17, 2023 Page 4 of 7 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING THE GENERAL MANAGER TO EXE- CUTE AN ENGINEERING SERVICES AGREEMENT WITH BGE, INC., FOR THE BAYTOWN AREA WATER AUTHORITY EAST SURFACE WATER TREAT- MENT PLANT PHASE 2 EXPANSION PROJECT; AUTHORIZING PAYMENT IN AN AMOUNT NOT TO EXCEED TWO HUNDRED FIFTY-FOUR THOUSAND FOUR HUNDRED SIXTY-SIX AND NO/100 DOLLARS ($254,466.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EF- FECTIVE DATE THEREOF. b. Consider a resolution authorizing a Water Supply Agreement with Country Terrace Water Co. Public Works and Engineering Assistant Director of Utilities Sterling Beaver presented agenda Item 2.b. and stated the item was for the approval of the Water Supply Agreement with Country Terrace Water. It was a renewal as they already had an agreement in place that expired. As there were no additional requests made by Country Terrace nor any other changes, Staff recommended approval. A motion was made by Vice President Mike Wilson and seconded by Director Jimmy Smith to approve Resolution No. 2023-10, related to Item 2.b. However, there was discussion prior to the vote. Secretary McKay wondered why the BAWA Board would have this contract and not the City of Baytown's Utility Billing Office. Mr. Beaver explained Country Terrace was a BAWA wholesale customer for several years and did not have a contract with the City of Baytown. Aside from the City of Baytown, BAWA had seven (7) other similar contracts. The vote for the motion on the table was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Jimmy Smith, and Director Alyssa Linares Nays: None Approved BAWA Board Regular Meeting Minutes Mayl7, 2023 Page 5 of 7 RESOLUTION NO. 2023-10 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING A WATER SUPPLY CONTRACT - TREATED WATER WITH COUNTRY TERRACE WATER CO., SUBJECT TO THE APPROVAL OF THE CITY OF HOUSTON AND THE CITY OF BAYTOWN; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. DISCUSSION a. Receive a presentation related to Amendment No. 1 with Ardurra Group, Inc., for the Baytown Area Water Authority Raw Water Pumps Water Rehabilitation Project. Public Works and Engineering Director Frank Simoneaux introduced agenda Item 3.a. to the Board and stated that at their last meeting, Staff recommended an amendment with Ardurra Group, Inc., for the Raw Water Pumps Water Rehabilitation Project. Mr. Simoneaux recalled the BAWA Board had not been satisfied with Staff s presentation, so he wanted to come back and have the engineer provide more information. If the Board were to remain unsatisfied, he relayed that Staff would be ready to cancel. Ardurra Group Project Manager Yue Sun introduced herself and provided a presentation on the rehabilitation project. Ms. Sun relayed the project's scope of work would include the following: • Raw Water Pump Rehabilitation - Replacement of four (4) existing vertical turbine canal intake pumps; - Replacement of four (4) existing vertical turbine forebay pumps; - Addition of adjustable speed drives; and - New electrical buildings. The goal of the project was to replace those eight (8) pumps with new pumps along with adding those other variables to handle the wide range of flow coming to the plant. The following table was displayed to provide further detail on the four (4) canal pumps: PUMP NAME FLOW RATE (GMP) TOTAL DYNAMIC HEAD (TDH) HORSEPOWER (HP) Canal Bypass Pump 17,000 40 250 Canal Pumps 1 - 3 6,950 22 50 * Station Firm Capacity: 3 0. 0 MGD * Station Total Capacity: 54.5 MGD The forebay pump station with four (4) pumps would be identical in capacity to the canal pumps; however, the total capacity would be forty (40) million gallons per day (MGD). In their preliminary engineering evaluation of the project, the following was discovered: • Key Findings from HI Standards Compliance Analysis - 9.8.3.1.2.: Dividing walls were required for intakes with individual pump flows greater than 5,000 GMP. BAWA Board Regular Meeting Minutes May17, 2023 Page 6 of 7 • Adverse Impacts on Pump Performance - Pump operated away from the optimum design condition with a lower efficiency; - Additional load on the pump impeller lead to noise, vibration, and cavitation; and - Reduced flow capacity. Ms. Sun provided the following visual by the Hydraulics Institute Standards, Inc., to illustrate what happens when they have abnormal hydraulics. floe separa llni I.Open sump, pumps t d 2 operating, Illustrating problem flow patterns ll • Partitioned sump, pumps t & 2 operating, less tlk* to result Inflow problems Open Sump Partitioned Sump I wall to d flow tlon at ce Essentially, the walls of the partitioned sump created uniform flow patterns towards the pump. If they wanted to change from an open sump to a partitioned sump, they would add the dividing walls. From a cost perspective, Ms. Sun cautioned it would be prohibitive because they would build those walls in an existing intake. She relayed an alternative would be to engage a lab and conduct a Physical Laboratory Scale Modeling Study to look at other options. Ms. Sun provided an example of their project with the City of Houston's 69th Street Waste Water Treatment Plant. In that Houston Plant project, the lab study was conducted and Ms. Sun discussed the method they used to discover where the inefficiencies were. The study recommended they use "flow strength- ening veins" in the pumps' suction which resulted in no further issues. Ms. Sun relayed they would use that same concept for BAWA's Pumps Rehabilitation Project. With that ending the presenta- tion, the Directors posed a few questions and were ultimately satisfied with the information given. 4. MANAGER'S REPORT a. The next Baytown Area Water Authority meeting is scheduled for Wednesday, June 21, 2023, at 4:30 P.M., in the Council Chamber located at City Hall, 2401 Market Street, Baytown, Texas 77520. General Manager Jason Reynolds reported their next meeting is scheduled for Wednesday, June 21, 2023, at 4:30 P.M. BAWA Board Regular Meeting Minutes Mayl7, 2023 Page 7 of 7 5. ADJOURN With there being no further business to discuss; a motion was made by Director Jimmy Smith and seconded by Director Alyssa Linares to adjourn the May 17, 2023, BAWA Board Regular Meeting at 5:15 P.M. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Jimmy Smith, and Director Alyssa Linares Nays: None Approved \`�Utn+Nry��r 9 Angela Jac on, Assistant S& a G-+ City of Baytown ; t° a - S till lW"