HomeMy WebLinkAboutminutes (3) MINUTES
CLAY COUNTY UTILITY AUTHORITY
February 1, 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 1:58 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Mr. Gardella 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, Mr.
McNees, and Mr. Starnieri in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Teri
es Shoemaker, Chief Engineer Paul Steinbrecher, Chief financial Officer Jeff Wesselman, Assistant Chief
a Financial Officer Karen Osborne, Service Availability Manager Melisa Blaney, Environmental Compliance
co Manager Heather Webber, Public & Government Affairs Liaison Dennis Ragosta, SCADA Manager John
o McCleary, Contract & Procurement Specialist Darrin Parker, Administrative Assistant Operations Alicia Baker,
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3 and Administrative Assistant Engineering Lori Stewart and Grady H. Williams, Jr., legal counsel to the CCUA.
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Item No. 4—Approval of Minutes
a. Board of Supervisors Regular Meeting, January 18, 2022
After discussion, Mr. Hodges moved, seconded by Ms. Lebesch, and carried 7-0, to approve the minutes
of the Regular Meeting held on January 18, 2022.
Item No. 5 —Approval of Consent Agenda
a. Approval of Financial and Operational Activities
After discussion, Mr. Starnieri moved, seconded by Mr. Hodges, and carried 7-0, to approve the
Financial and Operational Activities and Developer Agreements, Warranty Deeds & Easements as
follows;
1) Approval of Payment of Warrants
Warrants totaling $2,054,976.04
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—Non
f. Detailed Descriptive Warrant Report
February 1, 2022
2) Request for Asset Disposal Authorization—None
b. Approval of Capital Budget Activities -None
c. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement KH21/22-03 —Water Service to 6771 Linwood Drive (Terry Hall Homes,
Inc.) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $2,411.67
2) Developer Agreement KH21/22-04 — Water Service to 579 SE 41st Street (Christian Binet) - 1
ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $6,145.35
3) Developer Agreement KU21/22-47 — Wastewater Service to 3070 Woodveil Lane — Doctors
Lake Septic to Sewer Project (Suzanne F. Pollio-Anderson & Alan E. Anderson) - 1 ERC
wastewater, 1 ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit
provided by Contract No. 35200)
4) Developer Agreement KU21/22-48 — Wastewater Service to 2458 River Place Lane — Doctors
Lake Septic to Sewer Project (Richard J. O'Connell, Jr. & Colleen P. O'Connell) - 1 ERC
wastewater, 1 ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit
provided by Contract No. 35200)
5) Developer Agreement KU21/22-49 — Wastewater Service to 3019 Woodveil Lane - Doctors
Lake Septic to Sewer Project (Steven Rodesney and Janet A. Rodesney, Trustees of the
Rodesney Family Revocable Trust) - 1 ERC wastewater, 1 ERC environmental impact, 1 ERC
debt service—$0.00 ($3,777.00 Credit provided by Contract No. 35200)
6) Developer Agreement KU21/22-50 — Wastewater Service to 2490 River Place Lane - Doctors
Lake Septic to Sewer Project (John & Erika Lippincott) - 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by Contract No.
35200)
7) Developer Agreement MU21/22-07 — Water & Wastewater Infrastructure for Commercial
Connector Road(Bentod, Inc) - $1,281.08 (infrastructure only)
8) Developer Agreement RU21/22-01 —Almadon Office & Warehouse Phase 1, 4170 County Road
218 (Almadon LLC) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service - $22,932.86
9) Grant of Easement—2595 Windwood Lane-Grantors- Paul & Edna Sandefer
10) Grant of Easement-Water-Ade (Water-Ade Properties, LLC)
11) Grant of Easement—326 Eventide Drive-Grantors-James & Lou Ellen McGill
12) Grant of Easement-462 Lombard Street-Grantors-IAR Property, LLC
13) Grant of Easement-468 Lombard Street- Grantors-IAR Property, LLC
14) Grant of Easement - Willow Springs Subdivision Phases 2 & 3 (Forestar (USA) Real Estate
Group, Inc.)
15) Grant of Easement - Clay Electric Distribution Line at CCUA's Ridgecrest WTP-Grantor-Clay
County Utility Authority
16) Assignment of Easement - 2595 Windwood Lane-Grantors-Paul &Edna Sandefer
Item No. 6—Customer Account Adjustments -None
Item No. 7—Business discussed at Committee Meetings -None
February 1, 2022 2
Item No. 8—Executive Director's Business
a. 2020/2021 Biennial Engineering Evaluation and Report Presentation
Mr. Johnston introduced Mr. Timothy Norman, P.E. of Mittauer & Associates, Inc. Mr. Norman
presented and reviewed the CCUA's 2020/2021 Biennial Engineering Evaluation & Report (BEE&R)
which was prepared by his firm. The BEE&R identifies recommendations and comments on the
operation, maintenance,expansion, condition, funding, future needs, and management of the utility
system. This report was for the Board's reference and information only; no action was requested or
required on this item.
b. CCUA Strategic Planning Phase I presentation by CDM Smith
' Mr. Johnston introduced Project Manager, Ms. Lisa Sterling of CDM Smith who presented the CCUA
Strategic Plan Phase I which was prepared by her firm. Ms. Karen Counes of the firm also provided
additional information on the interview and information collection process and the findings contained
within their report. This report was for the Board's reference and information only; no action was
requested or required on this item.
c. Customer Water Demand Report for December
Chief Operations Officer Teri Shoemaker provided a presentation regarding the Customer Water
Demand for December 2021. This report was for the Board's information only; no action was requested
or required on this item.
d. December Financial Package
Chief Financial Officer Jeff Wesselman presented the Financial Statements for December and reported
that operating income is $1,125,327 over budget due to a favorable revenue and favorable expense
variance. Operating revenue is $257,167 over budget and operating expenses are $868,159 under
budget. CCUA has gained 234 active water accounts and 225 active sewer accounts during fiscal year
2021/2022. After discussion, Ms. Lebesch moved, seconded by Vice-Chairman Roark, and carried 7-0,
to accept the Financial Statements for December 2021, as presented by Mr. Wesselman.
e. Request for rejection of all Bids for ITB# 2019/2020-A08 - Spencer's Crossing Wastewater Treatment
Facility Clarifier No. 1 Foundation Stabilization
Procurement Manager Angelia Wilson presented a request for rejection of all Bids for ITB# 2019/2020-
A08 - Spencer's Crossing Wastewater Treatment Facility Clarifier No. 1 Foundation Stabilization. On
December 15, 2021, CCUA received two (2) bid responses for ITB# 2019/2020-A08. The responses
were from Consel Construction Specialty Services, Inc., and PBM Constructors Inc. All solicitations
require each responder to complete the Non-Collusion Affidavit to ensure fairness in the competitive
bidding process. After reviewing both bid responses, staff found that each Prime Contractor used the
other Contractor as a Subcontractor. CCUA's enabling legislation and public procurement policies
encourages competitive bidding without collusion. The fact each Contractor is listed as a subcontractor
for the other does not give the appearance of a competitive bid submittal. Therefore, staff requested the
Board reject the two bid responses based upon a non-competitive bid. After discussion, Mr. Starnieri
moved, seconded by Mr. Gardella, and carried 7-0, to reject the bids for ITB# 2019/2020-A08, as
recommended by staff.
February 1, 2022 3
f. Request for rejection of Submissions for RFQ#2020/2021-A22—IT Consultant -Network Support
Mrs. Wilson presented a request for rejection of Submissions for RFQ# 2020/2021-A22 — IT Consultant
- Network Support. To ensure communications network and safeguard data for CCUA's Information
Technology staff developed RFQ#2020/2021-A22 entitled IT Consultant- Network Support. The
purpose of this RFQ is to obtain staff augmentation to assist with services such as network
administration and troubleshooting, desktop system installation and support, network server
administration and network hardware purchase consultation. The RFQ requested that proposers supply
staff with high-level certifications in computer network design and computer network security. These
certifications demonstrate the knowledge and experience necessary to work with CCUA's complex
systems where availability, security, and efficiency are kept in a delicate balance. On October 20, 2021,
CCUA received one (1) submission in response to RFQ#2020/2021-A22, which was subsequently
evaluated by the project evaluation committee. The committee mutually agreed that the respondent did
not present the required certifications nor present resumes of staff with the experience requested in the
mandatory requirements of the RFQ. Therefore, staff recommended the Board reject the submitted
response based upon the submission not complying to the mandatory requirements of the RFQ. After
discussion, Mr. Starnieri moved, seconded by Mr. Hodges, and carried 7-0, to reject the submission for
RFQ#2020/2021-A22, as recommended by staff
g. Proposed approval of Chemical Supplier Contract ITB#20/21-A5 annual contract renewals
Mrs. Wilson presented for approval Chemical Supplier Contract ITB# 20/21-A5 annual contract
renewals The contracts with Thatcher Chemical of Florida, Inc., and Odyssey Manufacturing Company
are scheduled to expire on March 8, 2022. The terms of the contracts allow for annual renewals for a
period of up to six (6) years, contingent upon the mutual agreement of both parties. Staff contacted the
parties to determine the interest to renew the contracts. Both firms are interested in renewing the
contracts and requested a rate increase. Per the contract, if parties agree to renew the agreement, CCUA
may consider a price increase in any of the renewal years based on verifiable changes in the
marketplace. Staff compared the rates to the verifiable changes in the marketplace and have determined
the rates to be consistent.
Chemical Supplier Description Unit Old Price New Price
Thatcher Chemical Sodium Bisulfite 38% Gallon $1.37 $1.85
of Florida, Inc. 40%
Sodium Hypochlorite
Odyssey (NaOCI)-12.5 Trade Gallon $0.567 $0.775
Manufacturing Co. Percent Non-Tanker
Deliveries
The annual cost for these two chemicals will increase by $196,390.62. Staff requested approval the
renewal for the Chemical Supplier Contracts, ITB #20/21-A5 to be extended for an additional one-year
term and approval of the rate increase as presented. After discussion, Ms. Lebesch moved, seconded by
Mr. Starnieri, and carried 7-0, to approve the renewal as presented by Mrs. Wilson.
h. Recommended selection of the contractors for Water/Wastewater Infrastructure General Construction
Services associated with RFP# 2021/2022-A03
February 1, 207'' 4
Mrs. Wilson and Chief Engineer Paul Steinbrecher presented a recommendation selection of the
contractors for Water/Wastewater Infrastructure General Construction Services associated with RFP#
2021/2022-A03. As a growing utility, CCUA frequently needs construction services both for new capital
infrastructure, and for repair and replacement of existing facilities. The typical cycle time to bid, award
and issue a notice to proceed for a construction contractor is four to six months. The process is labor
intensive for CCUA and requires resources from several departments including the procurement
department. This extended timeframe for procuring a contractor can delay critical project work. One
way to ensure transparency and competition while also reducing the procurement time and improving
efficiency is to competitively prequalify contractors for this type of work, and then to conduct an
expedited bid submittal process. In June 2021, the Board provided approval for staff to proceed with
preparation of documents for a Request for Proposal (RFP) enabling CCUA to enter continuing
contracts with a minimum of four (4) utility contractors limited to projects that are less than $4 million
in construction costs. Staff worked with assistance from Ardurra Engineering (formerly Constantine) to
develop a broad-based RFP with a standard construction contract with balanced risk terms. The contract
terms allow for CCUA to terminate an Agreement with any Contractor if they do not perform or are
nonresponsive. This RFP was focused on attracting contractors experienced in water and wastewater
utility work, especially plant work. CCUA selected $4 million as the typical maximum for projects to be
performed using these contracts. All construction projects reasonably expected to be greater than $4
million would be publicly advertised and procured outside of these contracts. Staff advertised the above-
referenced project on CCUA's Bonfire Procurement Platform to all qualified contractors on November
22, 2021. Having these contracts in place is expected to reduce procurement costs by $15,000 to $20,000
depending upon project complexity. Of equal interest is the reduction in cycle time to one to two months
from the typical cycle time of four to six months to complete these procurements and begin the work.
On January 12, 2022, staff received six (6) responses to the RFP, which were subsequently evaluated
and scored by the project evaluation committee. The following is the ranked list of the overall proposals.
Wharton Smith, Inc. 92.33
R2T, Inc. 88.87
Petticoat-Schmitt Civil Contractors, Inc. 83.41
PBM Constructors, Inc. 77.80
Florida Design Contractors, Inc. 70.10
Golf Coast Underground, LLC. 56.00
Staff recommended the Board approve the award of four(4) continuing construction service contracts to
the highest-ranking contractors, Wharton-Smith, Inc., R2T, Inc, Petticoat-Schmitt Civil Contractors,
Inc., and PBM Constructors, Inc. The initial term of the contracts will be for three (3) years. The term of
the contracts may be renewed for up to two (2) additional one (1) year periods, contingent upon
satisfactory performance by the contractor, mutual agreement by both parties, and the availability of
funds. After discussion, Mr. Starnieri moved, seconded by Mr. McNees, and carried 7-0, to award the
contracts as presented.
i. Proposed Agreement with Ardurra for Detailed Design and Construction for the Peters Creek WRF
Chief Engineer Paul Steinbrecher and Kart Vaith, P.E. of the Ardurra Group, Inc. presented the
proposed Agreement for Detailed Design and Construction for the Peters Creek WRF. CCUA installed
the Peters Creek Water Reclamation Facility (WRF) as an initial 0.2 million gallons per day (mgd)
facility in 2008. The population served by the Peters Creek WRF began growing at a rapid pace in
recent years and expansion is now necessary. On July 2, 2021, CCUA approved the results of RFQ No.
February 1, 2022 5
2020/2021-A14, directing staff to begin negotiations with the highest ranked consulting firm, Ardurra,
for design of a new and expanded Peters Creek WRF with associated improvements. CCUA approved
Phase 1 of a proposed two (2) phase scope of work. CCUA staff and the Ardurra team have completed
Phase 1 of the project consisting of master planning for the regional service territory through buildout
and concept design for the first 1.5 mgd phase. CCUA staff determined that a four (4) phase expansion
from 1.5-mgd to 10-mgd in the final phase (beyond 25 years) would ensure that CCUA remains
prepared for future growth in this service area. The master plan evolved over several workshops with
senior staff and Ardurra into a larger regional plan that represents the best value alternative for long-
term implementation at both the Peters Creek and Governor's Park areas. Under a separate Continuing
Services Agreement with CCUA (Supplemental Agreement No. 6, approved on 6/15/2021), Ardurra was
tasked with evaluating the options available for phased implementation of a new WRF within the
Governor's Park development to serve Governor's Park/Ayrshire, and the surrounding area. While
developing these master plans in parallel, Ardurra explored, analyzed, and presented to CCUA staff a
concept which included replacing the proposed Governor's Park WRF with a pump station and pipeline
directing the flow from the Governor's Park area to the Peters Creek WRF. The result is a master
planned regional facility that can be built in phases and that will grow to serve all anticipated future
growth in CCUA's southeastern service territory which includes the Lake Asbury Master Plan
Area/Reinhold Development and Governor's Park/Ayrshire. The best value alternative includes the
design and construction of the following elements for startup by December 2024: A new 1.5-mgd Peters
Creek WRF (Phase 1), reclaimed water storage in a large tank, as well as longer term storage in the
ground via ponds/Rapid Infiltration Basins (RIBs) to which any excess reclaimed water will be directed
for groundwater recharge, supplemental reclaimed water wells adjacent to the RIBs/Ponds to recover
groundwater for use as reclaimed augmentation water to ensure adequate reclaimed water supply in
dry/high reclaimed water demand months, a master pump station at the Governor's Park site to convey
raw sewage from the regional development to the Peters Creek WRF, force main and reclaimed water
mains to convey, respectively, sewage and reclaimed water between Peters Creek and Governor's Park
developments, booster pumping at Governor's Park to ensure adequate reclaimed pressure after
transmission to that development region. The Ardurra team developed an opinion of cost of $39.5
million. Due to price volatility that we are currently observing in the marketplace, we will develop more
refined costs before the project is bid to best implement our selected alternative. The negotiated fee for
the eight tasks associated with the design and construction phase services as outlined in the Scope of
Services is $3,564,608. After discussion, Mr. McNees, moved, seconded by Mr. Hodges, and carried 7-
0, to approve the proposed regional planning and Scope of Services with Ardurra Group, Inc., as
presented.
j. Supplemental Agreement for Professional Surveying Services Agreement 17/18-A6 with Clary &
Associates, Inc. and Southeastern Surveying and Mapping Co. for the preparation of legal description
and maps of easements
Service Availability Manager Melisa Blaney presented proposed Supplemental Agreements associated
with Professional Surveying Services Agreement 17/18-A6 with Clary & Associates, Inc. and
Southeastern Surveying and Mapping Co. (SSMC) for the preparation of legal description and maps of
easements. The support is used to handle high workload times due to the time sensitivity of easement
requests. CCUA staff will issue specific assignments to Clary and SSMC through a purchase order
which will be billed against the total authorized not-to-exceed amount of$25,000 of each Supplemental
Agreement. The approved purchase orders for each assignment will include the number of hours for
each assignment which will be billed at the agreed upon rates provided in the Master Continuing
Services Agreement. After discussion, Mr. McNees moved, seconded by Mr. Starnieri, and carried 7-0,
to approve the Supplemental Agreements as presented by Ms. Blaney.
February 1, 2022 6
k. Proposed Supplemental Agreement No. 5 with Florida Aquastore & Utility Construction, Inc., for the
Maintenance and Repair of Tanglewood Water Treatment Plant Ground Storage Tank GST No. 1
Ms. Shoemaker presented proposed Supplemental Agreement No. 5 with Florida Aquastore & Utility
Construction, Inc., for the Maintenance and Repair of Tanglewood Water Treatment Plant Ground
Storage Tank GST No. 1 as outlined in their proposal dated January 13, 2022. After discussion, Mr.
McNees moved, seconded by Mr. Gardella, and carried 7-0, to approve Supplemental Agreement No. 5
in the amount of$46,323, as presented by Ms. Shoemaker.
1. Other
Mr. Johnston informed the members Clay Day is scheduled for February 17, 2022, in Tallahassee. He
also shared CCUA's Senior Design Engineer Kevin Ledbetter had an abstract accepted for presentation
at the upcoming Florida Water Resource Conference.
Item No. 9—Legal Business
a. Other-None
Item No. 10—Old Business/New Business -None
Item No. 11 —Public Comment-None
Item No. 12—Supervisor Comments
Mr. Starnieri said he appreciates the long-term utility planning and the work that goes into the agenda. He also
shared he watched a news story today regarding the water main break on Moody Avenue.
Mr. Hodges thanked staff and presenters for their efforts today and said he also appreciates the long-term
approach to the utility's growth.
Mr. Gardella said he enjoyed the excellent presentations today.
Ms. Lebesch echoed she also enjoyed the strategic planning presentations today.
Mr. McNees said he enjoyed hearing from the consultants today who offered valuable information from their
prospective on our projects.
Vice-Chairman Roark echoed everyone's comments and thanked everyone for all their hard work.
Chairman Davis shared CCUA has great teamwork, and it was evident in the joint presentations today.
Item No. 13 —Adjournment
Chairman Davis adjourned the meeting at 3:52 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
February 1, 2022