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2020 06 17 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY June 17, 2020 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on June 17, 2020, 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 (In Person) Mike Wilson Vice President (Teleconference) Frank McKay III Secretary (Teleconference) Brandon Benoit Director (Teleconference) Harland Forrest, Jr. Director (Teleconference) Nick Woolery Presiding Manager Karen Horner Interim General Counsel Angela Jackson Deputy Assistant Secretary President Bradley Smith convened the June 17, 2020, BAWA Board Regular Meeting with a quorum present at 4:38 P.M., all members were present. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on May 20, 2020. A motion was made by Vice President Mike Wilson, and seconded by Secretary Frank McKay III, made a motion to approve the minutes of the Baytown Area Water Authority May 20, 2020, meeting as submitted. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Harland Forrest, Jr., and Director Brandon Benoit Nays: None Approved 2. BAWA FISCAL YEAR 2020-21 PROPOSED BUDGET a. Conduct a public hearing concerning the Baytown Area Water Authority Fiscal Year 2020-21 Proposed Budget. At 4:39 P.M., President Bradley Smith opened the public hearing regarding the Baytown Area Water Authority (BAWA) Fiscal Year 2020-21 Proposed Budget. BAWA Board Regular Meeting Minutes June 17, 2020 Page 2 of 4 Assistant General Manager Nick Woolery presented the item and stated that the BAWA proposed budget has not changed from the previously presented budget and recapped that said budget shows total revenues at $14,561,823, total expenditures at $14,473,677, and a total of ending days of operations of 107 days. At 4:41 P.M., President Smith closed the public hearing regarding the Baytown Area Water Authority (BAWA) Fiscal Year 2020-21 Proposed Budget. b. Consider a resolution adopting the Baytown Area Water Authority Fiscal Year 2020-21 Proposed Budget. A motion was made by Vice President Mike Wilson and seconded by Director Brandon Benoit to approve Resolution No. 2020-07, related to Item 2.b. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Harland Forrest, Jr., and Director Brandon Benoit Nays: None Approved RESOLUTION NO. 2020-07 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ADOPTING A BUDGET FOR THE ENSUING FISCAL YEAR, BEGINNING OCTOBER 1, 2020, AND ENDING SEPTEMBER 30, 2021; MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. PROPOSED RESOLUTIONS a. Consider a resolution authorizing the closeout, acceptance, and release of retainage to Allco, LLC, for the Baytown Area Water Authority High Service Pump Station Improvements Project. Assistant Public Works Director Sterling Beaver presented the item and stated that the proposed resolution authorizes the closeout, acceptance, and release of retainage for the Baytown Area Water Authority High Service Pump Station Improvements Project to Allco, LLC, in the amount of $266,933.51. The scope of work included four new 500HP pumps, associated controls, SCADA, and electrical modifications to accommodate the new pump station. He further noted that the original contract was awarded to Allco LLC, and was not to exceed $5,343,000.00. Actual constructed quantities, including three change orders, resulted in a final contract amount of $5,338,670.10, which left a net balance of $4,329.90 in unused funds; which will be returned to the fund after final payment. Mr. Beaver stated that staff recommended approval of the closeout. BAWA Board Regular Meeting Minutes June 17, 2020 Page 3 of 4 Director McKay requested clarification on the amount of the funds that are being requested. Mr. Beavers clarified that the amount of $266,933.51 is the retainage amount that was being held by the Authority through the duration of the project and now that the project has been completed, those funds are being released back to the contractor. A motion was made by Secretary Frank McKay III, and seconded by Vice President Mike Wilson a motion to approve Resolution No. 2020-08, related to Item 3.a. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Harland Forrest, Jr., and Director Brandon Benoit Nays: None Approved RESOLUTION NO. 2020-08 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ACCEPTING THE BAYTOWN AREA WATER AUTHORITY HIGH SERVICE PUMP STATION IMPROVEMENTS PROJECT; AUTHORIZING FINAL PAYMENT OF THE SUM OF TWO HUNDRED SIXTY-SIX THOUSAND NINE HUNDRED THIRTY-THREE AND 51/100 DOLLARS ($266,933.51) TO ALLCO, LLC, FOR SAID PROJECT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider a resolution authorizing Change Order No. 10 with Pepper Lawson Waterworks, LLC, for the BAWA 6 MGD Surface Water Treatment Plant. Assistant Director of Public Works and Engineering Andrea Brinkley presented the item and stated that Change Order No. 10 is in the amount of $78,010.45, and is made up of four items, the first two which deal with TCEQ requirements: 1. The first item of work is an increase in the amount of $10,542.15, to complete a correction and revision of air scour piping at the Green Leaf Backwash Filter, to create the double wall pipe necessary to meet the Texas Commission on Environmental Quality (TCEQ) requirements TAC §290.42(d)(2)(B). 2. The second item of work is an increase in the amount of $1,169.10, related the provision of a cellular auto dialer for the fire alarm system. 3. The third item of work is for an increase in the amount of $56,248.55, for the modifications to the Disinfection basin to provide additional sample taps for disinfection residual sampling and additional piping modifications to adjust the location for the liquid ammonia sulfate chemical dosing at the Low Lift Pump Station. Both items are required per the Concentration Time Study, BAWA Board Regular Meeting Minutes June 17, 2020 Page 4 of 4 which is a technical determination of disinfection performance, as specified in 30 TAC §290.110(c)(1)(B). 4. The fourth item of work is for an increase in the amount of $10,050.65, for the portion of the Engineer of Record's costs associated with the Operations Building structural modifications to meet wind loading requirements. This cost represents 25% of the total costs, and 75%, or $30,151.95, which were BAWA's costs were previously approved by Change order No. 7. These costs are to be paid by the Engineer of Record via separate action following the approval of this change order. These changes are summarized below in the following chart: Item Description Unit Quantily Total 10.1 Revise Air Scour Piping at Green Leaf Filter 1 LS $10,542.15 10.2 Addition of Auto -Dialer & Programming 1 LS $1,169.10 10.3 Addition of sample taps & piping modifications 1 LS $ 56,248.55 10.4 Ops Bldg. CMU block & Steel beam modifications - 1 LS $10,050.65 OR share otal $ 78,010.45 President Bradley Smith asked if staff would categorize the first three items listed on the change order as a result of unforeseen circumstance and/or new regulatory requirements or would they be considered things that were required initially but were not addressed. Ms. Brinkley stated that on the first item, it was not a new thing, but something that staff would have wanted included early in the design as it is customary when treating water. She further noted that it is not uncommon to have belts and suspenders where there is a single wall and a double wall and it was a staff member that pinpointed the issue, which the engineers did not anticipate but were very quick to resolve. She noted that this is something that staff would have hoped would have been included early on in the process. Ms. Brinkley noted as it related to the third item, staff must submit a report TCEQ early on in the process for them to vet during the construction and modifications are made as needed; however, because the construction was completed in such rapid succession that it is difficult to say that anyone could have foreseen the need for this item. A motion was made by Vice President Mike Wilson, and seconded by Director Brandon Benoit to approve Resolution No. 2020-09, related to Item 3.b. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Secretary Frank McKay III, Director Harland Forrest, Jr., and Director Brandon Benoit Nays: None Approved RESOLUTION NO.2020-09 BAWA Board Regular Meeting Minutes June 17, 2020 Page 5 of 4 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING CHANGE ORDER NO. 10 WITH PEPPER LAWSON WATERWORKS, LLC, FOR THE BAWA 6 MGD SURFACE WATER TREATMENT PLANT PROJECT IN THE AMOUNT OF SEVENTY-EIGHT THOUSAND TEN AND 45/100 DOLLARS ($78,010.45); AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4. REPORTS a. Receive an update regarding the Baytown Area Water Authority East Plant Project. Assistant Director of Public Works and Engineering Andrea Brinkley gave the Board an overview of progress of the project. She noted that staff continues its training with the new plant, and while they have had some hiccups the project is moving along well. Mr. Woolery stated that staff will email the presentation to the members that were not physically present at the meeting. 5. MANAGER'S REPORT a. The next Baytown Area Water Authority meeting is scheduled for Wednesday, July 15, 2020, at 4:30 p.m., in the Council Chamber located at City Hall, 2401 Market Street, Baytown, Texas 77520. Presiding General Manager Nick Woolery noted that at this time there is a BAWA meeting scheduled for the month of July. Assistant Director of Public Works Sterling Beaver introduced and welcomed Mr. Trent Wacker as the new BAWA Operations Coordinator who will be responsible for the new BAWA East Plant. 6. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the June 17, 2020, BAWA Board Regular Meeting at 4:59 P.M. Leticia Brysch, Assistant City of Baytown