2015 09 16 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE BAYTOWN AREA WATER AUTHORITY
September 16, 2015
The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular
Meeting on Wednesday, September 16, 2015, at 9:03 A.M., in the Council Chamber of the
Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance:
Brenda Bradley Smith
Mike Wilson
Frank McKay
Rick Davis
Karen Horner
Leticia Brysch
President
Vice President
Director
General Manager
General Counsel
Assistant Secretary
President Bradley Smith convened the September 16, 2015, Baytown Area Water Authority
(BAWA) Board Regular Meeting with a quorum present at 9:03 A.M., all members were present
with the exception of Directors Baldwin and Benoit who were both absent.
1. PROPOSED RESOLUTIONS
a. Consider a resolution authorizing an Interlocal Participation Agreement with The
Local Government Purchasing Cooperative for cooperative purchasing.
Legal Counsel, Ms. Karen Horner presented the agenda item and stated that BAWA is able to
do Cooperative Purchasing Agreements with various entities in order to satisfy the requirements
for heavy bidding. She further stated that currently there's no contract with BuyBoard, but in
order for BAWA to be able to be able to take advantage of cooperative purchasing through the
BuyBoard, BAWA is required to enter into the proposed agreement.
A motion was made by Vice President Mike Wilson and seconded by Director Frank McKay
III approving Resolution No. 2015 -12. 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
September 16, 2015
Page 2 of 4
RESOLUTION NO. 2015 -12
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
AREA WATER AUTHORITY ELECTING TO BECOME A COOPERATIVE
MEMBER IN THE LOCAL GOVERNMENT PURCHASING COOPERATIVE;
AUTHORIZING THE PRESIDENT TO EXECUTE AN INTERLOCAL
PARTICIPATION AGREEMENT WITH THE LOCAL GOVERNMENT
PURCHASING COOPERATIVE; AND PROVIDING FOR THE EFFECTIVE
DATE THEREOF.
2.
a. Consider selecting a firm for the design of the BAWA SCADA Upgrade Project.
Director of Engineering, Mr. Jose Pastrana presented the agenda item and stated that after a
detailed review and careful consideration, staff recommends changing the delivery method for
the BAWA SCADA Upgrade Project from a design-build to a design- bid - build; therefore staff is
requesting that the board accept only the engineering aspects of the project and rank the three (3)
qualifying firms accordingly. For explanation and clarity purposes, Mr. Pastrana stated that the
design build process is when someone is hired to do the design and build at the same time and
that the design- bid -build process is when the builder could be different from the designer. He
stated that the design- bid -build process is in two parts in which a consultant firm is selected for
the design phase and bid process is for the selection of the builder phase in which after the design
the project is put out for bid with the lowest bidder from the bid being selected to build it.
During further discussion, there was an inquiry regarding the reason for the change. Mr. Pastrana
stated that because there were some technicalities involved, the legal department advised staff
that it would be better to design- bid -build the project and staff agreed.
Director McKay recommended selecting Prime as the firm to design the project because they had
all the people to do the aspects of the work already in their company compared to the other firms
who had to partner with others to complete their team. President Bradley Smith reminded the
directors that the original scenario for choosing a firm was according to the design build process
in which is no longer the plan; therefore the board is engaging to select an electrical engineer to
do the design.
During further discussion, Director McKay inquired if the systems would be able to
communicate together. Assistant Director of ITS, Mr. Dennis Wells stated that they have
established a SCADA Master Plan and everything planned for the future falls under the SCADA
master plan. He stated that Allen Bradley was selected as the primary PLC and VT SCADA was
the software selected to monitor and manage the SCADA system. Mr. Wells further stated
that any selected will adhere to the city's requirements according to the master plan.
BAWA Board Regular Meeting Minutes
September 16, 2015
Page 3 of 4
A motion was made by Director Frank McKay III and seconded by Vice President Mike
Wilson approving to select the firm Prime Controls to provide the design for the BAWA
SCADA Upgrade Project. The vote was as follows:
Ayes: Director Frank McKay III
Nays: President Brenda Bradley Smith, Vice President Mike Wilson
Other: Secretary Wayne Baldwin (Absent), Director Brandon Benoit (Absent)
Rejected
A motion was made by Vice President Mike Wilson and seconded by Director Frank McKay
III approving to select the firm Schrader to provide the design for the BAWA SCADA Upgrade
Project. 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
3. REPORTS
a. Receive an update regarding the Baytown Area Water Authority (BAWA) East
Plant Project.
Mr. Pastrana presented the agenda item and stated that the Corps of Engineers approved the
wetlands delineation. He stated that they are in final negotiation phase of clearing and grubbing
which will clear everything with the exception of the wetlands area. He stated that the clearing
and grubbing can start within fifteen days once the contract is finalized. Deputy General
Manager Bottoms stated that the contract was awarded with expectations of receiving the Corp
of Engineers permit, but since it took longer than expected to receive the contractor's prices are
being renegotiated with the possibility of a rebid.
During further discussion, Deputy General Manager Bottoms stated that since October of last
year they've been in the negotiation stage with the City of Houston and have received an offer
from them. He stated that the issue with the agreement as it is being presented is that it calls for a
50% reservation fee which will be $2 million dollars per year for water that's not being utilized.
He stated that for every day that there's no water agreement the project is delayed a day. He
further stated that another option would be to not reserve 18 MGD but rather something smaller
as opposed to nothing at all because the plan is to expand at some point therefore, the water will
be needed for the expansion. He further stated that not reserving water could be dangerous as
BAWA Btmrd Regular Mooing Minutes
Septeniber 16. 201
Page 4 of
water will beciane more scarce and although CUriently the city does not pay a reservation fee, the
city only pays for what is used and has an agreement with the City of I louston that says the city
will purchase 9010O of its water from theist. fic stated that initially the city of Baytown was
expecting to be able to purchase water through the Chambers Liberty Navigation District rather
than the City of Houston but the City of f louston decided not to allow that and because of such,
the City of Baytown and the City of Houston are in the process of trying to negotiate and
make an agreement. Additionally, he stated that the request has been submitted to TCEQ to re-
rate the filters in order to increase the capacity, 'Mr. Pastrana stated that the re-rating has been
approved, but in getting the approval there was another deficiency at the plant that was
discovered which may Ifinit the total capacity, Mr. Pastrana further stated that they arc working
on getting the deficiency resolved.
4: MANAGER'S REPORT
a. Reminder that the next Baytown Area Water Authority meeting is scheduled for
Wednesday, October 21, 2015, at 9:00 A.M. in the City Council Chamber, 2401 'IVIarket
Street, Baytown, Texas 77520,
General Manager Davis stated that the next Baytown Area Water Authority meeting is scheduled
for Wednesday, October 21, 2015, at 9:00 A,M. in the City Council Chamber, 2401 Market
Street, Bavtown.Texas 77520.
5. ADJOURN
With there being no further business to discuss, President Bradley Smith adjourned the
September 16, 2015, Baytown Area Water Authority (BAWA) Board Regular Meeting at 9:58
A.M.
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Brysch. Assist, Secretary
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