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2023 10 18 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY October 18, 2023 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on October 18, 2023, at 4:37 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 Jimmy Smith Director Carol Flynt Assistant General Manager Scott Lemond General Counsel Angela Jackson Assistant Secretary President Bradley Smith convened the October 18, 2023, BAWA Board Regular Meeting with a quorum present at 4:37 P.M., all members were present with the exception of Secretary Frank McKay III and Director Alyssa Linares, who were both absent. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on September 20, 2023. A motion was made by Director Jimmy Smith, and seconded by Vice President Mike Wilson to approve the meeting minutes of the Baytown Area Water Authority Regular Meeting held on September 20, 2023, as submitted. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Jimmy Smith Nays: None Other: Secretary Frank McKay III (Absent), Director Alyssa Linares (Absent) Approved 2. PROPOSED RESOLUTIONS a. Consider a resolution awarding the bid for purchase and replacement of HVAC units at the Baytown Area Water Authority to American Mechanical Services of Houston, LLC. Director of Public Works and Engineering Frank Simoneaux presented Agenda Item 2.a. and stated that Resolution No. 2023-17 authorizes the award of a bid for purchase and replacement of BAWA Board Regular Meeting Minutes October 18, 2023 Page 2 of 5 HVAC (Heating, Ventilation, and Air Condition) units at the Baytown Area Water Authority (BAWA) Main Administration Building to American Mechanical Services of Houston, LLC., in the amount not to exceed $236,455.00. Further Mr. Simoneaux stated that the City received two bids and the bids were opened on August 14, 2023, and American Mechanical Services of Houston, LLC. provided the best value to the City. Director Jimmy Smith questioned if the Baytown Sun advertisement is the only means to advertise bids, to which Director Simoneaux responded that there are other means of advertising bid projects. The bids are posted through QuestCDN, and potential bidders can also sign up online with the Purchasing Department to receive notices as bids come available. Further Mr. Simoneaux stated that it is not an issue of potential vendors not knowing, but that historically the bidding climate has shown that it is hard to get interest for certain projects. A motion was made by Vice President Mike Wilson, and seconded by Director Jimmy Smith to approve Resolution No. 2023-17, related to Item 2.a. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Jimmy Smith Nays: None Other: Secretary Frank McKay III (Absent), Director Alyssa Linares (Absent) Approved RESOLUTION NO. 2023-17 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AWARDING THE BID FOR THE PURCHASE AND REPLACEMENT OF HVAC UNITS AT THE BAYTOWN AREA WATER AUTHORITY, LOCATED AT 7425 THOMPSON ROAD, BAYTOWN, TEXAS, TO AMERICAN MECHANICAL SERVICES OF HOUSTON, LLC; AUTHORIZING PAYMENT IN THE AMOUNT NOT TO EXCEED ONE HUNDRED SIXTY THOUSAND AND NO/100 DOLLARS ($160,000.00); 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. Public Works and Engineering Director Frank Simoneaux introduced Lindsay Kovar and Ian Pietz, Representatives with BGE, Inc. (Owner's Advisor) who presented the status report for the Baytown Area Water Authority (BAWA) East Plant Expansion Project. (Exhibit A) BAWA Board Regular Meeting Minutes October 18, 2023 Page 3 of 5 Director Mike Wilson asked what item was removed due to valued engineering to which Mr. Ian Pietz responded that the Maintenance Building was removed because the budget did not allow for it. 4. MANAGER'S REPORT a. The next Baytown Area Water Authority meeting is scheduled for Wednesday, November 15, 2023, at 4:30 p.m., in the Council Chamber located at City Hall, 2401 Market Street, Baytown, Texas 77520. Interim Assistant General Manager Carol Flynt presented the Managers Report by stating the next BAWA meeting is scheduled for Wednesday, November 15, 2023, at 4:30 P.M., in the Council Chamber. 5. ADJOURN A motion was made by Vice President Mike Wilson, and seconded by Director Jimmy Smith to adjourn the October 18, 2023, Baytown Area Water Authority Board Regular Meeting at 4:58 P.M. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Jimmy Smith, Nays: None Other: Secretary Frank McKay III (Absent), Director Alyssa Linares (Absent) Approved �'00 PREA jk 9� Angela a kson, Assi t == City of Baytown S d o BAWA Board Regular Meeting Minutes October 18, 2023 Page 4 of 5 Exhibit A — Item 3.a Baytown Area Water Authority East Expansion Project Status Report SAWA East SWTP Phase 2 Expansion —OA Services • Data Collection and Review • Basis of Design Report )BOD) • Project Management and Execution Plan (PME P) • Request for Qualifications RFQ) • Request for Proposals fRFPi 6 to 12 MGD Expansion Basis of Design Report • PryunM ta[Wb,. ^emenunumu _ _ irtYmwysix Man _ - MupuMynµ[ImueN�meY - rcuaNeY•n14WM e�un<enw tKe nwn "'f � '..iq ,wnnm lw ease • Uleriu4we keMNW lurlMe enlwlanypnYrvNxlte� _. M SAWA East SWTP Phase 2 Expansion — Agenda • Owner Advisor Services Overview • Components of expansion from 6 to t] MGD •Design Request Items • Basis of Design Report • Tentative RFQ and REP Schedule • RFQ Evaluation Criteria Design Request Items Tentative RFQ and RFP Schedule RM xyir .Mean, O L 31,=3 a M. RFp Odube St, M3 u R.500 wdnmJ meeerq Now. I., M23 ., pe kx OwFlma N-.30. A33 Sbnt SW M .. 10. 202s SCO EW tun W SMn.4n U.. Jerry 1; M2a I.. RFP J.n., 30. =1 . R.RarpeY MaelbpCenhMnLW ki . Il.MFI Fadu✓y 19. 3034 . SWma Faoeu W,1 302G T.v. M Iwe.F. it epuY.]I Msy 2030N ...uNslen NMMeun My 311 mO RFQ Evaluation Mt BAWA Board Regular Meeting Minutes October 18, 2023 Page 5 of 5