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2015 08 19 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY August 19, 2015 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on Wednesday, August 19, 2015, at 9:06 A.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 Director Rick Davis General Manager Karen Horner General Counsel Leticia Brysch Assistant Secretary President Bradley Smith convened the August 19, 2015, Baytown Area Water Authority (BAWA) Board Regular Meeting with a quorum present at 9:06 A.M., all members were present with the exception of Directors Baldwin and Benoit who were both absent. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on July 15, 2015. A motion was made by Director Frank McKay III and seconded by Vice President Mike Wilson approving the July 15, 2015, BAWA Board Regular Meeting minutes. The vote was as follows: Ayes: President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent) Approved 2. PUBLIC HEARINGS a. Conduct a public hearing concerning the Baytown Area Water Authority (BAWA) FY 2015 -16 Proposed Budget. At 9: 07 A.M., President Bradley Smith opened and BAWA Board Regular Meeting Minutes August 19, 2015 Page 2 of 7 conducted a public hearing concerning the Baytown Area Water Authority (BAWA) FY 2015 -16 Proposed Budget. General Manager Davis stated the there was no changes to the FY 2015 -16 budget since the last meeting and that the operating revenues were $12,442,262 with expenditures of $14,705,038. He further stated that the capital budget was $10,902,470 with the amount of debt budgeted to be paid of $3,187,573 and that includes the debt payments of BAWA East. With there being no one registered to speak, President Bradley Smith closed the public hearing regarding agenda item 2.a. at 9:08 A.M. 3. PROPOSED RESOLUTIONS a. Consider a resolution adopting the Baytown Area Water Authority (BAWA) FY 2015 -16 Budget. A motion was made by Vice President Mike Wilson and seconded by Director Frank McKay III approving Resolution No. 2015 -10. The vote was as follows: Ayes: President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent) Approved RESOLUTION NO. 2015 -10 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ADOPTING A BUDGET FOR THE ENSUING FISCAL YEAR, BEGINNING OCTOBER 1, 2015, AND ENDING SEPTEMBER 30, 2016; MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider a resolution awarding a contract to Rightway Connections of Texas, Inc., for the installation of a new plant fiber optic cabling system. A motion was made by Director Frank McKay III and seconded by Vice President Mike Wilson approving Resolution No. 2015 -11. The vote was follows: Ayes: President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None BAWA Board Regular Meeting Minutes August 19, 2015 Page 3 of 7 Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent) Approved RESOLUTION NO. 2015 -11 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING THE PAYMENT OF SIXTY - EIGHT THOUSAND SEVEN HUNDRED FIFTY -FIVE AND NO 1100 DOLLARS ($68,755.00) TO RIGHTWAY CONNECTIONS OF TEXAS, INC., THROUGH THE TEXAS DEPARTMENT OF INFORMATION RESOURCES FOR THE PURCHASE AND INSTALLATION OF NEW PLANT FIBER OPTIC CABLING; MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. President Bradley Smith stated that the agenda would be taken out of order and agenda item 4.a. would be considered toward the end of the meeting; therefore agenda items 5.a., 6.a., and 4.b. were considered. 5. REPORTS a. Receive an update regarding the Baytown Area Water Authority (BAWA) East Plant Project. Deputy General Manager Bottoms presented the update regarding the Baytown Area Water Authority (BAWA) East Plant Project and stated that they received the easement from Bayer, the temporary access agreement from NRG which extends to the end of the year, and the wetlands delineation from the Corps of Engineers. He stated that the City of Baytown has a current agreement with the City of Houston for water supply in which Baytown requested from Houston the allowance to have negotiations with Chambers Liberty Navigation District who has water rights. He stated that initially the City of Houston said yes to the negotiations and now says no; therefore, the City of Baytown is working with the City of Houston whereas they want a 50% reservation fee which for this plant would estimate at $2 million per year. Deputy General Manager Bottoms stated that the City of Baytown offered to pay 25% of the fee which is approximately $1 million although currently don't pay for any type of reservation fee. He further stated that he feels that the 50% fee is over the top and are working towards paying for only the water used, so they are meeting with an individual that has a relationship with the City of Houston's Mayor Office to assist with getting a resolution in this regard. Director McKay inquired as to why the City of Baytown had to go through the City of Houston for this water service, if the water is coming from a separate canal. Deputy General Manager Bottoms stated that the City of Baytown has to go through the City of Houston because Baytown has an agreement with Houston which is in place through the year 2040 to purchase 90% of water from them. BAWA Board Regular Meeting Minutes August 19, 2015 Page 4 of 7 Director Wilson inquired if the requested type of fee is customary for other authorities. Legal Counsel, Karen Horner stated that the City of Baytown use to have a fee similar to a take or pay in which there was a certain price and either you take that price or you paid for it. She further stated that they did away with the take or pay around the timeframe of year 93 or 94 and this is sort of going back to that old theory. Director McKay further inquired if the legal routes were examined with respects of separating the BAWA East as a separate entity to where it's not under the same contract. In response to Director McKay's inquiry, Legal Counsel Karen Horner stated that they did not examine separating BAWA East a separate entity. Deputy General Manager Bottoms further stated that the agreement is with BAWA and the BAWA East is a BAWA facility project. 6. MANAGER'S REPORT a. Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday, September 16, 2015, at 9:00 A.M., in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520. General Manager Davis presented the agenda item and stated that the next Baytown Area Water Authority meeting is scheduled for Wednesday, September 16, 2015, at 9:00 A.M., in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520. 4.b. Consider the election of officers: President, Vice President, and Secretary; and the appointment of an Assistant Secretary. President Bradley Smith presented the agenda item and recommended that the City Clerk be appointed as the Assistant Secretary. Additionally, Director McKay requested that the current officers of President, Vice President, and Secretary remain the same for another term. The current officers were: Brenda Bradley Smith, President; Mike Wilson, Vice President; Wayne Baldwin, Secretary; and the City Clerk serves as the Assistant Secretary. A motion was made by Vice President Mike Wilson and seconded by Director Frank McKay III approving the appointment of the City Clerk as the Assistant Secretary for the BAWA Board. The vote was as follows: Ayes: President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent) Approved BAWA Board Regular Meeting Minutes August 19, 2015 Page 5 of 7 A motion was made by Vice President Mike Wilson and seconded by Director Frank McKay III approving the election of officers to remain the same as current of the BAWA Board. The vote was as follows: Ayes: President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent) Approved 4. a. Receive presentations, review qualifications, and discuss consulting firms for the Baytown Area Water Authority (BAWA) - SCADA Upgrade Project. Director of Engineering, Jose Pastrana presented the agenda item and stated that the first firm to present their presentation for the SCADA Upgrade Project was Shrader Engineering. Representatives of Shrader included: Mr. Chal Shrader, Principal; Mike Lai, Project Manager; John Paul Dixon, Lead Instrumentation Engineer; and Craig Shrader, Civil Engineer. Mr. Chal Shrader presented their presentation and stated that they've designed systems for the Baytown area for over 30 years which included the west wastewater plant expansion. He stated that they are the engineer of records for preparing electrical construction documents for the media on the distribution system of the new water plant that's in design. He stated that they know this SCADA system and the SCADA Master Plan well in which they consider the SCADA Upgrade Project to be a significant step in the implementation of the SCADA Master Plan. He stated that many of the items in the master plan were taken from their original meetings and confirmed with the City that they will put in the format that those documents can be inserted into the SCADA Master Plan as a guide by for future construction especially in the new water plant. Additionally, he stated that he would oversee this project and its entirety. Mr. Lai presented an overview of the team members that would be working with them on this project and stated that the team included the representatives listed above, Eric Burrer, Mark Friday, Jason Burleson, as well as, contractors McDonald Electric, B L Technology, Inc., and Pump and Power Equipment. Mr. Dixon presented an overview of the technical design of the project and stated that their design replaces the existing PLC's with new Allen Bradley PLC controllers. He stated that the design will allow cost savings as it relates to energy optimization, recording, and trending power usage. He stated that all of the team members including their sub - consultants are familiar with the VT SCADA system which helps to produce a successful project. Additionally, he stated that they will create reports with the SCADA software in which allows for the operator to personally customize for its purposes. BAWA Board Regular Meeting Minutes August 19, 2015 Page 6 of 7 During further discussion as it relates to SCADA and housing the data, Director McKay inquired if there would be duplicate data or one main location. hi response to Director McKay's inquiry, Mr. Dixon stated that there would be a local server at each of the facilities and a main server at city hall. He further stated that if everything's on the network the communication amongst all servers can technically exist but is determined by the City's ITS department. Mr. Dennis Wells stated that they have purchased all the servers for BAWA which will have a full redundant failover system with full back up separate from the original facility. Mr. Wells further stated that the goal for BAWA and BAWA East is to have both servers set up to directly mirror each other on a 24/7 basis. The second firm to present their presentation was Prime Controls. Representatives of Prime Controls included: Jason McNeil, President and Owner; Ray Gonzalez, Account Manager; Garret Crowell, Project Engineer; Michael Nivon, Project Manager. Mr. Jason McNeil presented the presentation and stated that they are a control systems integration engineering and construction firm with over 18 years of experience in water and wastewater. He stated that they chose the Rockwell product as the PLC which is an Allen Bradley unit that was a product specified in the master plan upgrade. He stated that they are familiar with BAWA by having done some work at the plant, as well as, some testing in the design phase for this particular project. He stated that they currently have 317 full time employees with 121 being engineering staff to include automation specialist and are fully staffed locally in the City of Houston. Mr. McNeil stated that they are SCADA control contracted and have all in house staff to complete the project without the use of subcontractors. He stated that they typically setup a service contract to maintain and be available for 24/7 service calls. In conclusion, Mr. McNeil stated that they are the most experienced SCADA control contractor and design firm in the state of Texas as it relates to this specific style project and they provide services based on a total system responsibility approach. Mr. Garret Crowell presented the technical approach of the project and stated that they are familiar with this project with a plan to have a multi -layer network to segregate out the SCADA communications from the PLC communications per Rockwells recommendations for it. He stated that the main PLC panel will be located in the administration building along with the SCADA servers and that the main SCADA ethernet switch will communicate to the raw water pump station, the chemical pump station, the chemical building and the high service pump station. He stated that they will use the device level ring network so that the PLC's will communicate with the various output/ input boxes. He further stated that they are proposing an additional layer which will be a backup in -plant radio system that would link the four main PLC's together just in the case a fibro optic cable failure and the radio systems will take over without operational issues. The third firm to present their presentation was Jones and Carter. Representatives included: Gary Rabalias, Vice President for Jones & Carter; Sean McMillan of Jones & Carter, and Kyle Jones of CDM Smith. Mr. Rabalais stated that their team has many years of experience with surface water treatment plant. He stated that they blend three (3) different aspects of their team to include experience in BAWA Board Regular Meeting Minutes August 19,2015 Page 7 of 7 surface water treatment, SCADA design and programming, and construction, installation, and startup. fie stated that in regards to his experience that be led with the building of the existing plant and did a plant assessment resulting in developing a capital improvement plan for it. In addition to his experience, he stated that he's the project manager of BAWA's new East Plant, Additionally, he stated that Mr. Millan would present details of different examples that provide value and advantages to this type of project, Mr. Millan stated that they would incorporate a phased approach to maintain plant operations throughout the upgrade. He stated that in looking at the project, one of the challenges that they noticed is that the locations of the control systems needed to be restructured. fie stated that there was a recommendation that the current Morlicon systern being used is obsolete and should be discarded. He stated that their recommendation is to maintain the current Modicon system and add new controllers to convert the existing communication system to a more modern network which will sti I] allow for future upgrades and costs savings on hardware and labor. During further discussion, Mr. Kyle Jones presented their firm's construction capabilities. He stated that lie's been doing system integration for over 12 years and is familiar with the challenges that come along with it, lie stated that they will provide local electricians and programmer.,;. Additionally, fie stated that their main objective is to not shut down the plant so their plan includes extensive discussions about the project and taking advantage of the opportunity to work during the hours when the plant is not in operations. President Bradley Smith further inquired of staffs recommendation for the board. Deputy General Manager Bottoms stated that staff's recommendation for the board was to complete the score sheet rating the firms on their presentations and have them available hir discussion and selection consideration at the next meeting. For clarity purposes, President Bradley Smith inquired stated that typically when making a selection on a design bid build, an engineering firm would be hired to do the design and then the Finn would prepare specifications for the project to go Out for bid and from there select a contractor to construct the project. She further stated that if this was design bid build. the board would select an engineer for the design based on qualifications therefore costs would not be considered. 7. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the August 1 9, 2015, Baytown Area Water Authority (BAWA) Board Regular Meeting at 1022 A,M.