2023 09 20 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE BAYTOWN AREA WATER AUTHORITY
September 20, 2023
The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular
Meeting on September 20, 2023, at 4:52 P.M., in the Council Chamber of the Baytown City Hall,
2401 Market Street, Baytown, Texas with the following in attendance:
Frank McKay III Secretary
Jimmy Smith Director
Alyssa Linares Director
Brant Gary Interim Assistant General Manager
Scott Lemond General Counsel
Angela Jackson Assistant Secretary
Secretary Frank McKay III convened the September 20, 2023, BAWA Board Regular Meeting
with a quorum present at 4:52 P.M., all members were present with the exception of President
Brenda Bradley Smith and Vice President Mike Wilson, who were both absent.
1. MINUTES
a. Consider approving the minutes of the Baytown Area Water Authority Regular
Meeting held on August 16, 2023.
A motion was made by Director Jimmy Smith, and seconded by Director Alyssa Linares to
approve the meeting minutes of the Baytown Area Water Authority Regular Meeting held on
August 16, 2023, as submitted. The vote was as follows:
Ayes: Secretary Frank McKay III, Director Jimmy Smith, Director Alyssa Linares
Nays: None
Other: President Brenda Bradley Smith (Absent), Vice President Mike Wilson (Absent)
Approved
2. PROPOSED RESOLUTIONS
a. Consider a resolution authorizing the fourth contract amendment to the Untreated
Water Supply Contract with the City of Houston to increase contract quantities.
Director of Public Works and Engineering Frank Simoneaux presented Agenda Item 2.a. and
stated that Resolution No. 2023-15 authorizes the Fourth Contract Amendment to the Untreated
BAWA Board Regular Meeting Minutes
September 20, 2023
Page 2 of 5
Water Supply Contract with the City of Houston to increase contract quantities from 26 MGD to
32 MGD (20 MGD for the Fritz Lanham plant and 12 MGD for the East plant). The amendment
adds 6 MGD allocation to the East Plant take point. Mr. Simoneaux also stated that the additional
contract quantity will allow for the planned expansion of treatment capacity at the East Plant.
Secretary Frank McKay III asked to clarify if this item is for the expansion to which Director
Frank Simoneaux confirmed that is and clarified that the only term that changed is that they
increased our allowed quantity by 6 MGD at the East Plant. Director Alyssa Linares asked if this
amendment will affect the renewal date of the contract and Mr. Simoneaux stated that the
renewal date will remain the same through (2040).
A motion was made by Director Jimmy Smith, and seconded by Director Alyssa Linares to
approve Resolution No. 2023-15, related to Item 2.a. The vote was as follows:
Ayes: Secretary Frank McKay III, Director Jimmy Smith, Director Alyssa Linares
Nays: None
Other: President Brenda Bradley Smith (Absent), Vice President Mike Wilson (Absent)
Approved
RESOLUTION NO. 2023-15
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
AREA WATER AUTHORITY AUTHORIZING THE FOURTH CONTRACT
AMENDMENT TO THE UNTREATED WATER SUPPLY CONTRACT WITH
THE CITY OF HOUSTON TO INCREASE CONTRACT QUANTITY; AND
PROVIDING FOR THE EFFECTIVE DATE THEREOF.
b. Consider a resolution authorizing payment to United Rentals (North America), Inc.,
through the Purchasing Cooperative Contract with Choice Partners for emergency pump
rental services at the Baytown Area Water Authority Fritz Lanham Water Treatment
Plant.
Public Works and Engineering Assistant Director of Utilities Sterling Beaver presented Agenda
Item 2.b. and stated that Resolution No. 2023-16 authorizes a payment to United Rentals (North
America), Inc., through the Purchasing Cooperative Contract with Choice Partners for
emergency pump rental services at the Baytown Area Water Authority Fritz Lanham Water
Treatment Plant with United Rentals (North America), Inc., in the amount of S 132,594.17 for
emergency pump rental services.
Mr. Sterling stated that on August 12, 2022, the Fritz Lanhan Water Treatment Plant experienced
interruption to the backwash pump station causing the associated backwash pumps to be pulled
for repair. Staff ordered a 14" rental pump from United Rentals (North America), Inc., to
maintain filter backwash operations and sustain redundancy while the repairs are being
BAWA Board Regular Meeting Minutes
September 20, 2023
Page 3 of S
completed. Extended repair lead times and the need to maintain backwash pumping capacity to
sustain plant operations have resulted in rental charges exceeding $50,000. Due to long lead
times and the associated completion of the pump repairs, the monthly rental pump charges are
expected to total $132,594.17. The pump rental will be discontinued when the permanent pumps
are repaired.
Secretary Frank McKay III asked if the pump was covered under the warranty to which Assistant
Director Beaver responded that Preventive Maintenances (PM) services are not typically covered
by warranty. The repair is what is covered under warranty for a period of one-year. Secretary
McKay further asked what was repaired to which Superintendent Michael Gay relayed that there
were two backwash pumps that were repaired. Pump No. 731 which needed to be rebuilt, and
Pump No. 732 that needed the pump and motor rebuilt. They both took a ten-month turnaround
time to receive the pumps back from service. Thus, the rental was needed to keep the plant
functional during this time frame.
Director Alyssa Linares questioned if regular scheduled maintenance is conducted on the pumps
to which Superintendent Gay responded that there are weekly, monthly, quarterly, and yearly
preventative maintenance schedules depending on the type of pump used. They were regularly
serviced. The last time the pumps needed service was six years ago. Therefore, we are getting a
six -year life span from these pumps.
Lastly, Secretary McKay questioned if it would make more sense to purchase a new pump and
Superintend Gay responded that repair was more fiscally responsible than a new purchase, and
he also stated that turn around time for a new pump is a minimum of six -months.
A motion was made by Director Alyssa Linares, and seconded by Director Jimmy Smith to
approve Resolution No. 2023-16, related to Item 2.b. The vote was as follows:
Ayes: Secretary Frank McKay III, Director Jimmy Smith, Director Alyssa Linares
Nays: None
Other: President Brenda Bradley Smith (Absent), Vice President Mike Wilson (Absent)
Approved
RESOLUTION NO. 2023-16
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
AREA WATER AUTHORITY AUTHORIZING THE PAYMENT OF ONE
HUNDRED THIRTY-TWO THOUSAND FIVE HUNDRED NINETY-FOUR
AND 17/100 DOLLARS ($132,594.17) TO UNITED RENTALS (NORTH
AMERICA), NC. FOR EMERGENCY PUMP RENTAL SERVICES AT THE
BAYTOWN AREA WATER AUTHORITY FRITZ LANHAM WATER
TREATMENT PLANT, THROUGH CHOICE PARTNERS COOPERATIVE;
BAWA Board Regular Meeting Minutes
September 20, 2023
Page 4 of 5
MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING
FOR THE EFFECTIVE DATE THEREOF.
3. REPORTS
a. Receive a report on status of the Baytown Area Water Authority East Expansion
Project.
Director of Public Works and Engineering Frank Simoneaux opened up Agenda Item 3.a. and
stated that he has a correction to present to the Board from last months meeting. Previously there
was discussions of combining the Request for Qualifications (RFQ) and the Request for
Proposals (RFP) into one action item, and after further review it was determined that under the
law they have to do two separate action items. Mr. Simoneaux introduced Lindsay J. Kovar, PE
with BGE to give an update. Ms. Kovar provided the following update for the Baytown Area
Water Authority East Expansion Project:
• Project Management and Execution Plan (PMEP) draft was submitted on September 18eh
to BAWA for their review. This document is needed to provide guidance to the bidders
on what is expected of them on how to handle documents; how do we expect them to
communicate; how do we expect of them to maintain a schedule; if there is a change this
is how we expect you to handle it; and that you want this document to be provided with
the RFQ process to ensure that the Design Build Teams that submit bids are qualified to
meet those guidelines.
• Basics of Design Report (BOD) draft has also been submitted and that a meeting was
held approximately a month ago to discuss the alternatives and clarified that the intent of
the Basis of Design Report is designed to present alternatives for consideration of items
that can get you where you want to be. However, ultimately the Design Build Team will
do the design, but this document is to narrow the focus and scope of what the Design
Build Team would be doing.
• Cost estimates are currently under review is also being done in addition to these PMEP
and the Basics of Design Report.
Secretary Frank McKay III asked for clarification understanding the intent of the Basics of
Design regarding benefits verses cost. Director Frank Simoneaux clarified that BGE will not be
designing the project, we will hire a design build team. What we are discussing now are options
that impact the cost. Therefore, this process is designed to figure out what is absolutely needed;
what is preferred; what are the wants; and how those items fit within the budget to have an
affordable project.
Director Alyssa Linares questioned if the Design Quest items is essentially a wish list to be
presented to the Design Build Team and Ms. Kovar confirmed and stated that not necessary all
items will make it to the design, but that those are the items they're looking at.
Mr. Simoneaux further added there will be some options for the Design Build Team to propose
on, then determined the best cost options.
BAWA Board Regular Meeting Minutes
September 20, 2023
Page 5 of 5
Lastly, Ms. Kovar presented the schedule for the RFQ and stated that they are planning to start
the RFQ's in the first week of November 2023 and the bid opening is planned for mid -January
2024. However, Staff has requested if the timeline could be shortened, but Ms. Kovar stressed
that it might limit their bid responses due to the tight timeline due to the holidays. However, they
will see what they can do to make the process go a little faster.
4. MANAGER'S REPORT
a. The next Baytown Area Water Authority meeting is scheduled for Wednesday,
October 18, 2023 at 4:30 p.m., in the Council Chamber located at City Hall, 2401 Market
Street, Baytown, Texas 77520.
Interim Assistant General Manager Brant Gary presented the Managers Report by stating the
next BAWA meeting is scheduled for Wednesday, October 18, 2023, at 4:30 P.M., in the
Council Chamber.
5. ADJOURN
A motion was made by Director Alyssa Linares, and seconded by Director Jimmy Smith to
adjourn the September 20, 2023, Baytown Area Water Authority Board Regular Meeting at 5:07
P.M. The vote was as follows:
Ayes: Secretary Frank McKay I11, Director Jimmy Smith, Director Alyssa Linares
Nays: None
Other: President Brenda Bradley Smith (Absent), Vice President Mike Wilson (Absent)
Approved
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