HomeMy WebLinkAbout05.a Minutes 07.02.24 MINUTES
CLAY COUNTY UTILITY AUTHORITY
July 2, 2024
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 Starnieri called the meeting to order at 2:00 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Mrs. Taylor offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3—Roll Call
Roll Call was taken with Chairman Starnieri, Vice-Chairman Lebesch, Mr. Gardella, Mr. McNees, Mrs. Taylor,
and Mr. Petty in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse,
Chief Engineer Paul Steinbrecher, Chief Financial Officer Jeff Wesselman, Chief Human Resources Officer
Kim Richardson, Assistant Chief Engineer Joe Paterniti, Service Availability Manager Melisa Blaney,
Procurement Manager Angelia Wilson, Customer Service & Billing Manager Diana Strickland, Communication
& Public Relations Specialist Kasandra Ortiz, Contract and Procurement Specialist Darrin Parker,
Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Annecia Asberry, and
Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Approval of Minutes
a. Board of Supervisors Regular Meeting, June 18, 2024
After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve the
minutes of the Regular Meeting held on June 18, 2024.
Item No. 5—Approval of Consent Agenda
After discussion, Vice-Chairman Lebesch moved, seconded by Mrs. Taylor, and carried 6-0, to approve
the Consent Agenda as follows;
1) Approval of Payment of Warrants
Warrants totaling $2,656,115.02
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases—None
c. Schedule of items initiated under Emergency Contract-None
d. Schedule of payments from the Emergency Account -None
e. Schedule of claims paid under the Sewage Backup Response Policy—None
f. Statement from Grady H. Williams, Jr. LL.M.
2) Request for Asset Disposal Authorization—None
3) Sole Source Designation—None
July 2, 2024 1
b. Approval of Capital Budget Activities
1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts or Contract Renewals—None
2) Approval of Supplemental Agreements and Change Orders
a. Request approval of Task Order No. 9 with Vortex Services for the Fiscal Year 2023-
2024 Manhole Rehabilitation CCUA Bid No. 18/19-A7(b)
c. Approval of Financing Requests—None
d. Approval of Contract Usage—None
e. Approval of Developer Agreements, Warranty Deeds & Easements
1) Developer Agreement CU23/24-15 — Waffle House Restaurant— 2540 County Road 220
(Waffle House, Inc.) — 3 ERC's water, 2.5 ERC's wastewater, 3 ERC's AWS, 3 ERC's
SJRWMD, 2.5 ERC's environmental impact, 2.5 ERC's debt service - $15,573.23
2) Developer Agreement KU23/24-40 — Water Service to 105 Old Jennings Road (First
Coast Women's Services, Inc.) — 1.25 ERC's water, 1.25 ERC's AWS, 1.25 ERC's
SJRWMD, 1.25 ERC's debt service - $5,056.98
3) Developer Agreement KU23/24-42 — Baptist Health Clay Campus Emergency
Department Expansion — 1771 Baptist Clay Drive (Southern Baptist Hospital of Florida,
Inc.) — 6 ERC's water, 6 ERC's wastewater, 6 ERC's AWS, 6 ERC's SJRWMD, 6
ERC's debt service - $31,694.65
Item No. 6—Customer Account Adjustments—None
Item No. 7—Executive Director's Business
a. Request by the Clay Economic Development Corporation
Executive Director Jeremy Johnston introduced Ms. Laura Pavlus of the Clay Economic Development
Corporation who provided a presentation on the Clay Economic Development Corporation's efforts
during the past year. She also requested a 50% increase in the amount of support CCUA's provides to
their organization. Their request will be considered during the Joint Budget Committee meeting for
possible inclusion in the proposed 2024/2025 Fiscal Year Budget.
b. Enterprise Resource Platform Update
Mr. Johnston provided an update on the deployment of CCUA's new Enterprise Resource Platform. He
shared a solution has been reached between CCUA, SpryPoint, and Invoice Cloud to address the ACH
Debit / Autopay issue from CCUA's legacy system. The solution required a modification to Invoice
Cloud's Statement of Work (SOW) along with a disclosure of a potential risk. The risk involved the
potential of having multiple people registered to an account and one of those people paying CCUA
without the others knowledge through the payment method registered with the account. While this is a
risk, payments would always be directed to CCUA and not a third party. If encountered, CCUA would
engage the customers through our existing policy and procedure to issue a refund for any overpayments.
Seeing the risk with the ACH Autopay solution being minimal to CCUA, he authorized Invoice Cloud to
proceed with the modification to their SOW. Mr. Johnston requested ratification of his action. After
discussion, Vice-Chairman Lebesch moved, seconded by Mr. McNees, and carried 6-0, to ratify the
modification to Invoice Cloud's Statement of Work, as presented by Mr. Johnston.
July 2, 2024 2
c. Recommended Revision to the Selection of the Civil and Environmental Engineering Professional
Services RFQ NO. 2023/2024-A01
Procurement Manager Angelia Wilson presented a recommendation for a revision to the selection of the
Civil and Environmental Engineering Professional Services associated with RFQ NO. 2023/2024-A01 to
resolve a protest from J. Collins Engineering Associates, LLC. On June 18, 2024, the Board approved
the ranking and award to the top ten (10) firms that submitted proposals to provide continuing
professional Civil and Environmental Engineering Professional Services. Those contracts will allow the
selected consultants to provide CCUA with specialty services related to planning studies, evaluations,
and implementation of the Capital Improvement Program on an as needed basis. On June 20, 2024, J.
Collins Engineering Associates, LLC. filed a Formal Written Protest requesting that CCUA include it in
the awarded firms, advocating in essence that it was a virtual tie between the successful tenth (10th)
ranked firm, which was included in the award, and J Collins which was the eleventh (11th) ranked firm.
Staff previously recommended the top ten firms which was approved by the Board action on June 18th.
During the seven (7) day timed period provided for mutual agreement to settle a solicitation protest
under Section 9 of CCUA Resolution No. 2020/2021-06 and s. 120.57(3), Florida Statutes, CCUA
management, staff, and legal counsel reviewed and proposed a settlement of the formal protest by
revising the selected ranking list from the ten (10) to the top eleven (11) ranked firms. During the
evaluation process, the eleventh (11th) firm was found to be only 0.75% behind the tenth (l0th)-ranked
firm in the total scoring. Given this slight marginal difference, the staff is agreeable to expand the
approved list to include the eleventh (11th) firm to resolve the protest from J. Collins Associates, LLC.
As a result of this proposed settlement, J. Collins Engineering Associates, LLC. will withdraw the
formal protest, conditioned upon the Board's acceptance of this recommended settlement and the
inclusion of J. Collins Engineering Associates, LLC. as a selected and awarded firm. After discussion,
Mr. Gardella moved, seconded by Mrs. Taylor, and carried 6-0, to approve the proposed protest
resolution with the revised ranking to include the eleven (11) top-ranked firms, and authorize the
negotiation and execution of contracts with Ardurra Group Inc., Jones Edmunds and Associates, Inc.,
CDM Smith, Inc., Dewberry Engineers Inc., Carollo Engineers Inc., Kimley-Horn and Associates Inc.,
Jacobs Engineering Group, Inc., Tetra Tech Inc, Mittauer & Associates Inc., Wright-Pierce Inc., and J.
Collins Engineering Associates, LLC, as presented by Mrs. Wilson.
d. Proposed Award to Beck Auto Sales Inc. for ITB NO. 2023/2024-A08 -Vehicles
Mrs. Wilson presented a proposed award and requested authorization to purchase vehicles from Beck
Auto Sales Inc. per ITB No. 2023/2024-A08 - Vehicles. Staff advertised the ITB on CCUA's Bonfire
Procurement Platform and in the Florida Times Union on June 4, 2024. At the June 25, 2024, Bid
Opening, CCUA received one (1)bid from Beck Auto Sales Inc., for the following vehicles:
2024 Ford Maverick XLT FWD Hybrid $29,690.00
Four Corner Strobes (Clear) $699.00
2024 Ford Maverick XLT FWD 2.0 EcoBoost $30,267.00
Four Corner Strobes (Clear) $699.00
Staff evaluated the bid for conformance with the solicitation requirements and determined Beck Auto
Sales Inc., submitted a responsible bid. Mrs. Wilson requested approval of the Bid Opening Minutes and
authorization to purchase seven (7) budgeted vehicles from Beck Auto Sales Inc., per ITB No.
2023/2024-A08. After discussion, Mr. McNees moved, seconded by Vice-Chairman Lebesch, and
carried 6-0, to approve the minutes and purchase, as presented by Mrs. Wilson.
July 2, 2024 3
e. Proposed Master Service Agreement with Charles River Laboratories for the Mutagenicity Testing for
Project Quench (Potable Reuse Plant Project) Water Quality Sampling
Mrs. Wilson presented a proposed Master Service Agreement with Charles River Laboratories for the
Mutagenicity Testing for Project Quench (Potable Reuse Plant Project) Water Quality Sampling. On
May 21, 2024, the Board approved the Professional Service Agreement for Charles River
Laboratories to perform mutagenicity testing for the Potable Reuse Demonstration Project. However,
Charles Rivers Laboratories subsequently proposed a counteroffer Master Service Agreement (MSA).
The MSA has been reviewed and approved by CCUA's legal counsel on June 13, 2024. After
discussion, Mr. Gardella moved, seconded by Mrs. Taylor, and carried 6-0, to approve the Master
Service Agreement, as presented by Mrs. Wilson.
f. Other
Mr. Johnston reminded the members the Joint Budget Committee meeting will be held at noon on July
16, 2024. He also informed the Board the Rate Study has been submitted for a quality control review.
He thanked Mr. Wesselman for his service and wished him well in his future endeavors.
Item No. 8—Business discussed at Committee Meetings -None
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
Mrs. Taylor thanked Jeff for his service and thanked everyone here at CCUA for all they do. She shared she
hopes everyone has a fun and safe 4th of July.
Mr. Gardella thanked everyone for their efforts and reminded everyone to be safe on the 4th of July.
Vice-Chairman Lebesch thanked Jeff for his service to CCUA and the Board and wished everyone a safe 4th of
July.
Mr. McNees thanked Jeff and shared how much he appreciates the briefs by the Executive Director prior to the
meeting and wished everyone a happy 4th of July.
Mr. Petty thanked Jeff and shared he is excited to see the fuel savings from the hybrid vehicles.
Chairman Starnieri thanked Jeff and wished him well. He also reminded everyone to have a safe and happy 4th
of July.
Item No. 13 —Adjournment
Chairman Starnieri adjourned the meeting at 2:40 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary