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HomeMy WebLinkAboutminutes (3) MINUTES 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, es Chief Financial Officer Jeff Wesselman, Chief Human Resource Officer Kim Richardson, Chief Engineer Paul a Steinbrecher, Assistant Chief Engineer Joe Paterniti, Senior Design Engineer Kevin Ledbetter, Procurement co Manager Angelia Wilson, Construction & Inspection Services Manager Warrick Sams, Public & Governmental o Affairs Liaison Dennis Ragosta, Compliance Manager Heather Webber, Risk & Safety Manager Lynn Valentin, r 3 Senior Service Availability Engineer Darrell Damrow, Service Availability Specialist II Jina Gibbs Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori Stewart, and ce 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 November 15, 2022 1 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 I 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 November 15, 2022 2 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 31st 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 November 15, 2022 4 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. Wendell Davis, Chairman Janice Loudermilk, Recording Secretary November 15, 2022 6