HomeMy WebLinkAboutRegular Minutes - 11/15/2022 MINUTES Reviewed for Redaction
CLAY COUNTY UTILITY AUTHORITY
November 15, 2022
The Board of Supervisors of the Clay County Utility Authority (CCUA) met in Regular Session in the Board
meeting room at the Administrative Office of the Clay County Utility Authority, 3176 Old Jennings Road,
Middleburg, Florida, on the above-stated date.
Item No. 1 —Call to Order
Chairman Davis called the meeting to order at 2:00 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Vice-Chairman Roark offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3—Roll Call
Roll Call was taken with Chairman Davis, Vice-Chairman Roark, Mr. Gardella, Mr. Hodges, Ms. Lebesch, and
Mr. Starnieri in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse,
Chief Financial Officer Jeff Wesselman, Chief Human Resource Officer Kim Richardson, Chief Engineer Paul
Steinbrecher, Assistant Chief Engineer Joe Paterniti, Senior Design Engineer Kevin Ledbetter, Procurement
Manager Angelia Wilson, Construction& Inspection Services Manager Warrick Sams, Public & Governmental
Affairs Liaison Dennis Ragosta, Compliance Manager Heather Webber, Risk& Safety Manager Lynn Valentin,
Senior Service Availability Engineer Darrell Damrow, Service Availability Specialist II Jina Gibbs
Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori Stewart, and
Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition
a. Bradley Morgan—5 years
b. Darrell Damrow— 10 years
c. Jina Gibbs— 15 years
Mr. Johnston acknowledged Wastewater Treatment Plant Operator Bradley Morgan who has been
employed for five years and introduced and presented a certificate to Senior Service Availability
Engineer Darrell Damrow and Service Availability Specialist II Jina Gibbs who have been employed by
CCUA for ten and fifteen years respectively.
Item No. 5—2022/2023 Committee Appointments
Chairman Davis made the following committee appointments for the 2022/2023 Fiscal Year.
Audit/Finance Personnel
Dan Hodges, Chairman Anna Lebesch, Chairman
Chris McNees David Gardella
Darin Roark Jim Starnieri
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Item No. 6—Approval of Minutes
a. Board of Supervisors Regular Meeting,November 1, 2022
After discussion, Mr. Starnieri moved, seconded by Mr. Hodges, and carried 6-0, to approve the minutes
of the Regular Meeting held November 1, 2022.
Item No. 7—Approval of Consent Agenda
After discussion, Ms. Lebesch moved, seconded by Mr. Gardella, and carried 6-0, to approve the
Consent Agenda as follows;
a. Approval of Payment of Warrants
Warrants totaling $3,989,545.53
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases
c. Schedule of items initiated under Emergency Contract-None
d. Schedule of payments from the Emergency Account
e. Schedule of claims paid under the Sewage Backup Response Policy -None
f. Detailed Descriptive Warrant Report
g. Statement from Grady H. Williams, Jr. LL.M.
Request for Asset Disposal Authorization- Equipment
b. Approval of Capital Budget Activities
1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts
a. Recommended Selection of the Disaster Response & FEMA Assistance Continuing
Services Request for Qualifications No. 2021/2022-A25
2) Approval of Supplemental Agreements and Change Orders -None
c. Approval of Financing Requests
1) Consideration of a request from Ms. Rosa Gomez for financing of Water and Wastewater
connection fees for service to her property located at 2723 Greenwood Lane, Middleburg,
Florida
d. Approval of Contract Usage
1) Sourcewell New and Used Construction and Paving Equipment, Parts, and Service
Contract No. 032119-CAT, Sourcewell Facility Systems Contract No. 030421-SCS.
General Services Administration Scientific Management and Solutions Equipment
Contract No. GS-07F-0078U, National Cooperative Purchasing Alliance Cloud
Administrative Solutions Contract No. 01-103
e. Approval of Developer Agreements, Warranty Deeds & Easements
1) Developer Agreement CU22/23-1 — Jenning Farms — 314 Single Family Homes (LGI
Homes — Florida, LLC) — 314 ERC's water, 314 ERC's wastewater, 314 ERC's AWS,
314 ERC's SJRWMD, 314 ERC's environmental impact, 314 ERC's debt service -
$228,801.75
2) Developer Agreement KH22/23-2 — Water Service to 421 SE 43rd Street (Gault
Properties, LLC) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$2,445.47
3) Developer Agreement KU22/23-8 — Clay Mini Storage — 2530 County Road 220 (GD
Middleburg, LLC) — 3.5 ERC's water, 1.5 ERC's wastewater, 3.5 ERC's AWS, 3.5
ERC's SJRWMD, 1.5 ERC's environmental impact, 1.5 ERC's debt service - $19,476.63
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4) Developer Agreement MU22/23-4 — Cross Creek Subdivison — Phase 2D-1 — 50 Lots
(D.R. Horton, Inc. — Jacksonville) — 50 ERC's water, 50 ERC's wastewater, 50 ERC's
reclaimed, 50 ERC's AWS, 50 ERC's SJRWMD, 50 ERC's debt service - $9,351.50
5) Developer Agreement SS22/23-1 — Kindlewood Townhomes — 106 Townhomes
(Kindlewood Investors, LLC) — 74 ERC's water, 74 ERC's wastewater, 2.5 ERC's
reclaimed, 74 ERC's AWS, 74 ERC's SJRWMD, 74 ERC's debt service - $404,440.75
6) Grant of Easement—410 SE 31 st Way—Grantor- (Kimberly & Daniel Coffey)
7) Grant of Easement — 5041 Lakeshore Drive West — Grantor- (St. Michael & All Angels
Anglican Church, Inc.)
8) Grant of Easement—6535 Connie De Street—Grantor-(Bryan& Sandra Northway)
9) Grant of Easement—7468 Donald Street—Grantor-(Bryan & Sandra Northway)
10) Grant of Easement — Armstrong Commercial —Discovery Trails - Grantor- (Armstrong
Venture, LLC. and Armstrong Development, Inc. and Armstrong Development Florida,
Inc.)
11) Grant of Easement - Armstrong Commercial — Discovery Trails — Grantor - (Armstrong
Venture, LLC. and Armstrong Development, Inc. and Armstrong Development Florida,
Inc.)
Item No. 8—Customer Account Adjustments—None
Item No. 9—Business discussed at Committee Meetings -None
Item No. 10—Executive Director's Business
a. Recommended Selection of the Architectural and Engineering Design and Permitting Services RFQ No.
2022/2023-A03
Procurement Manager Angelia Wilson requested approval of the ranking of the firms that submitted
proposals to provide continuing professional Architectural and Engineering Design and Permitting
services. The contracts will allow the consultant to provide CCUA with specialty services related to site
and master planning, space planning and budgeting, commercial, industrial, and office building and
structural designs, interior design including buildout, renovation, remodeling accessibility and life
safety on an as needed basis. The term of the existing architectural and engineering continuing contracts
is due to expire on January 15, 2023. Staff will require these types of services from time to time as the
utility continues to grow. Staff advertised the project on CCUA's Bonfire Procurement Platform and in
the Florida Times Union on September 7, 2022, for consultants interested in providing professional
services for continuing services associated with planning, study, surveying, investigation, design,
permitting, bidding, construction, and post-construction phase services. On October 17, 2022, staff
received two (2) responses to the RFQ, which were subsequently evaluated and scored by the project
evaluation committee. Listed below is the ranked shortlist of the overall proposals.
Bhide and Hall Architects, P.A. 85.3
Walker Architects, Inc. 82.3
After discussion, Mr. Starnieri moved, seconded by Mr. Gardella, and carried 6-0, to approve the ranked
list and authorize the negotiation and execution of a contract with Bhide and Hall Architects and Walker
Architects, Inc.,as presented by Mrs. Wilson.
b. Request for approval to begin negotiations for an Enterprise Resource Planning (ERP) Consultant
Professional Service Agreement with Collaborative Solutions Inc.
Chief Financial Officer Jeff Wesselman and Mrs. Wilson presented a request for approval to begin
negotiations for an Enterprise Resource Planning (ERP) Consultant Professional Service Agreement
November 15, 2022 3
with Collaborative Solutions Inc. ERP systems are business management software that allow an
organization to leverage a suite of integrated applications to manage core business processes. ERP
systems streamline and automate these business processes to create a leaner, more efficient operation
through superior resource tracking, centralized database management, customizable reporting, and
overall improved information systems capabilities. Moving to modern ERP systems will allow CCUA to
streamline processes to industry standards, automate manual processes, increase transparency, improve
performance management and operational decision making, and improve the overall customer
experience. Due to the magnitude of this project, staff considers engaging expert professionals with
these systems essential to the success of CCUA's project. These information system professionals will
define system requirements, successfully integrate systems, implement best practice business processes,
identify, and minimize risk factors, configure the software, and train our staff. On August 26, 2022, Staff
began the interview process with three (3) firms with expertise in ERP installation, integration,
implementation, testing, deployment, and education. Staff considers Collaborative the best firm with the
most comprehensive proposal to serve as CCUA's professional experts for the ERP project.
Collaborative's initial proposal included a fixed fee of$1,886,560. Staff budgeted $1,600,000 for this
project in this year's budget. Because this project will continue into the 2023/2024 fiscal year, staff will
budget the $286,560 difference within that fiscal year. After discussion, Mr. Starnieri moved, seconded
by Mr. Gardella, and carried 6-0, to authorize the Executive Director to begin negotiations for an
Enterprise Resource Planning Professional Service Agreement with Collaborative Solutions Inc., as
presented.
c. Proposed Supplemental Agreement No. 6 with Carollo Engineers, Inc. to Provide Construction
Administration, Startup Services, and Public Engagement Support for the Treatability Pilot Project
Chief Engineer Paul Steinbrecher presented a proposed Supplemental Agreement No. 6 with Carollo
Engineers, Inc. to Provide Construction Administration, Startup Services, and Public Engagement
Support for the Treatability Pilot Project. Carollo has previously been engaged for the conceptual and
detailed design, permitting, and bid phase services for these facilities in SA No 2. The project
construction was awarded to Wharton Smith Contractors on August 19, 2022, and the submittal process
and construction are beginning. This SA will separately cover all remaining construction phase support,
startup services, and supplemental public engagement support to develop public messaging strategy and
materials. The original agreement included $120,800.85 for construction administration and
$108,762.75 will be deducted from SA 2 and transferred to this SA for administration and tracking. The
difference between the original SA amount and the transferred amount accounts for the construction
coordination services completed in September that have been invoiced and paid. The work breakdown
structure for the new SA is in three tasks as follows:
Task Description Total
1 —Project Management $14,824.74
2—Construction Admin&Startup $116,739.44
3—Supplemental Public Outreach $94,803.88
Total $226,368.06
After discussion, Mr. Hodges moved, seconded by Vice-Chairman Roark, and carried 6-0, to approve
Supplemental Agreement No. 6, as presented.
d. Proposed Amendment 1 to the St. Johns River Water Management District Saratoga Springs Reclaimed
Water Pumping Facility Cost-Share Agreement Number 35865
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Senior Design Engineer Kevin Ledbetter presented proposed Amendment 1 to the St. Johns River Water
Management District Saratoga Springs Reclaimed Water Pumping Facility (RFP) Cost-Share Agreement
Number 35865. The Saratoga Springs RPF project includes the construction of one (1) 750,000-gallon
ground storage tank, a high service pump building, and an augmentation well for additional reuse supply.
CCUA received a SJRWMD cost-share grant for the project that will reimburse up to thirty-three percent
(33%) of the construction costs but shall not exceed the awarded $900,570. The Board approved the
cost-share agreement with the SJRWMD during the regularly scheduled meeting on October 6, 2020.
The SJRWMD's funding source for the Saratoga Springs project is shifting and will now consist of state
funds. Therefore,the SJRWMD has requested an amendment to the existing agreement. The amendment
will add the state-specific funding language to the original agreement. The amendment does not change
the cost-share funding amount awarded to CCUA. After discussion, Ms. Lebesch moved, seconded by Mr.
Hodges, and carried 6-0,to approve execution of Amendment 1,as presented.
e. Presentation: Construction and Inspection Quarterly Progress Report
Construction & Inspection Services Manager Warrick Sams presented the Construction and Inspection
Quarterly Progress Report to the Board. Members of the Board requested a letter be sent to the owners
of the home located next to the Meadowlake Water Treatment Plant thanking them for their cooperation
during the project. This report was for the Board's information; no action was requested or required on
this item.
f. Invitation for the Board of Supervisors to attend the 2022 Annual Holiday Luncheon
Mr. Johnston reminded the members the 2022 Annual Holiday Luncheon will be held in the Board room
on December 9, 2022, beginning at 11:00 A.M. Mr. Gardella and Mr. & Mrs. Starnieri confirmed they
would attend.
g. Other
Mr. Johnston informed the Board there is a copy of thank you letter to St. Luke's Catholic Church at
their station regarding their management of the parking during the recent carnival which was held at
their facility. He also informed the Board he has a workshop scheduled with several staff members on
January 20th to evaluate CCUA's disaster planning and storm response processes and procedures.
Item No. 11 —Legal Business
a. Other-None
Item No. 12—Old Business/New Business -None
Item No. 13 —Public Comment-None
Item No. 14— Supervisor Comments
Mr. Gardella congratulated everyone on their service milestones and shared he enjoyed the Construction and
Inspection Quarterly Progress Report.
Mr. Hodges also offered his congratulations, welcomed Mr. Muse, and said he also enjoyed the report provided
by Mr. Sams.
Mr. Starnieri echoed the congratulations and he also welcomed Mr. Muse.
November 15, 2022 5
Ms. Lebesch also echoed all the member's comments and wished everyone a very happy Thanksgiving.
Vice-Chairman Roark expressed his congratulations to staff on their years of service.
Chairman Davis requested to have Mr. Ragosta provide an update on the legislative special session and echoed
the other member's comments.
Item No. 15 —Adjournment
Chairman Davis adjourned the meeting at 2:52 P.M.
We ell Davis, Chairman
9c3:
e Loutrm. k, Recording Secretary
November 15, 2022 6