AGENDA SPARTANBURG SANITARY SEWER DISTRICT COMMISSION REGULAR MEETING. MEETING PLACE: 200 Commerce Street. Tuesday, February 28, 2012, 2:15 p.m.

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1 AGENDA SPARTANBURG SANITARY SEWER DISTRICT COMMISSION REGULAR MEETING MEETING PLACE: 200 Commerce Street, 2:15 p.m. This is a regular meeting of the Spartanburg Sanitary Sewer District Commission. Written notice of the date, time, and place for this meeting, along with the agenda, has been posted on the bulletin board, and copies have been forwarded to local and nearby news media (including Spartanburg Herald-Journal, The Spartan Weekly, Greenville News, The Greer Citizen, Hometown News, WSPA-TV 7, WYFF-TV 4, WLOS-TV 13, WHNS Fox Carolina, WORD News Radio, WOLT-FM Radio, Tribune Times, and the Times Examiner) at least 24 hours prior to this meeting. 1. PRAYER 2. APPROVAL OF MINUTES OF REGULAR MEETING OF JANUARY 24, AWARDS Last month Corey Reid was recognized as Maintenance Person of the Year by the Blue Ridge Foothills District of the Water Environment Association of South Carolina. Spartanburg Water received a first place award for Outstanding Campaign Committee from the United Way of the Piedmont. 4. MONTHLY FINANCIAL REPORT Newt Pressley will present a financial summary of SSSD expenditures and revenues for the seven-month period ending January 31, BID FOR FINGER STREET PIPE BURSTING PROJECT (PHASE 2) Bids were received on February 15, 2012, for furnishing labor and materials, equipment, tools, services, supervision, and incidentals required to complete the work per the specifications, drawings, and scope of work provided by SSSD. A tabulation of bids follows:

2 Page 2 Portland Utilities Construction $455, Portland, TN McClam & Associates Inc. $421, Little Mountain, SC American Infrastructure Technologies Corp. (AIT) $383, Hanceville, AL KRG Utility $374, Lenoir, NC L-J Inc. $371, Columbia, SC Cajenn Construction $354, Hoboken, GA Wateree Construction $348, Sumter, SC Trussell Brothers Constructions $337, Columbia, SC Eudy Pipe Services Inc. Rockwell, NC Tugaloo Pipeline Inc. Westminster, SC No Bid No Bid Based on the results of bid evaluations, management recommends approval of an award to Trussell Brothers Constructions for the Finger Street Pipe Bursting Project (Phase 2) work, based on their lowest responsive bid in the amount of $337,544. Project funding is provided under SSSD s Collection System Rehabilitation Funds.

3 Page 3 6. WORKERS COMPENSATION INSURANCE Spartanburg Water s workers compensation insurance renews on April 1, The current carrier, Liberty Mutual Insurance, has submitted a renewal quote of $173,448. Management recommends renewal of the workers compensation insurance with Liberty Mutual Insurance for an amount not to exceed $173,448. The allocation between companies is $131,820 for SWS and $41,628 for SSSD. 7. SEWER SERVICE LINE MAINTENANCE From time to time questions arise from Spartanburg Water s customers regarding the policy and practices with privately owned sewer service lines. By policy and practice, Spartanburg Water does not maintain privately owned sewer service lines. Since sewer is collected by gravity in most cases, the sewer lateral may not always be nearby. In some instances a customer s sewer service line may traverse beyond their property line and/or go underneath a public road before it connects to the sewer lateral. In those situations, it is difficult for the customer to understand their responsibility beyond their property line or during times that their sewer service lined fails underneath a public road. Staff has polled other utilities in South Carolina about their policies and practices with regard to privately owned sewer service lines. This is a policy that staff would like to discuss with the Commission. 8. POTENTIAL COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECT EBEL COURT AND NEBO STREET In the late 1980s the District managed the Meadowbrook Pine Ridge Area sewer line extension, a CDBG-funded project, for Spartanburg County Planning. A facultative lagoon was eliminated, and collection lines in a lowto-moderate income (LMI) area between Highway 176 and Union Street were installed. When the bids exceeded the construction budget, a portion of the project was deleted from the contract. That portion was approximately 3200 LF of 8-inch gravity sewer that would extend from the Meadowbrook Subdivision to Ebel Court and Nebo Street just off Union Street and would serve 14 existing residences.

4 Page 4 The residents along Ebel Court and Nebo Street have been experiencing septic tank problems for several years. In 2007 and 2008, engineering staff prepared and submitted CDBG applications on behalf of the Community Leaders in this neighborhood. Both times the project was denied funding. In November, Spartanburg County Planning staff contacted the engineering department again and asked that staff resubmit the project for the upcoming funding cycle. Upon review of the submitted funding applications, the Ebel Court and Nebo Street project has been selected by the Community Development Advisory Board to be presented to Spartanburg County Council at their March meeting for approval of funding. As in the past, Spartanburg County Planning has requested the District provide the project management services and the local match (10%) of the total project cost. The estimated total project cost is $297,000, thus the local match is $29,700. If the County Council approves this project for funding, the funds will become available in July If the Commission elects to support this project, funds would be from the Capital Improvement Fund. 9. FAIRFOREST GREASE AND SEPTAGE RECEIVING STATION SUMMARY CHANGE ORDER Bids were received on May 28, 2009 for construction of a three-bay grease and septage receiving station with state-of-the-art tracking instrumentation, screening, pumping station and piping, and a divided holding tank. Commission awarded the bid to D. R. Terry Construction of Simpsonville in June The project was completed in April Change Order No. 1 was a 36-day time extension for the delays caused by the re-evaluation of the instrumentation and controls proposed subcontract. Additional costs related to poor subsurface conditions were offset by a credit adjustment for electrical, instrumentation, and controls subcontract. The change order was executed as per current District policy. Change Order No. 2 was a 30-day time extension for inclement weather. Additional costs for valves, piping, and electrical equipment were offset by credit for power and water not used, deletion of gate and operator, and

5 Page 5 adjustment for electrical, instrumentation, and controls subcontract. This change order was executed as per current District policy. Change Order No. 3 was a 36-day time extension for inclement weather. Additional costs for canopy modifications, poor subsurface conditions in paved area, stilling wells, and safety features were offset by credit adjustment for electrical, instrumentation and controls subcontract. This change order was executed as per current District policy. Change Order No. 4 was a 19-day time extension and a $19, increase for database integration performed by instrumentation subcontract, a switch to brass solenoid valves and larger screen motors, additional solenoid valves, and related wiring and programming. This change order was executed as per current District policy. Change Order No. 5 was a 14-day time extension and a $23, net increase for a new potable water line to the grease receiving station This change order was executed as per current District policy. Change Order No. 6 was a $4, net increase for additional subcontractor work on the rebate program. This change order was executed per current District policy. The financial summary of the project construction is as follows: Construction Contract $1,584, Change Order No day time extension, subcontract evaluation, poor subsurface conditions 0 Change Order No day time extension, piping, valves, and electrical equipment 0

6 Page 6 Change Order No day time extension, canopy modifications, poor subsurface conditions, stilling wells, and safety features 0 Change Order No day time extension, database integration, solenoid valves, screen motors, related wiring, and programming 19, Change Order No day time extension, new potable water line to grease receiving station 23, Change Order No. 6 - Additional programming for rebate program 4, Final Construction Cost $1,631, The above is provided as information to the Commission. This change order was executed as per current District policy. 10. BEAUMONT VILLAGE COLLECTION SYSTEM REHABILITATION PROJECT SUMMARY CHANGE ORDER When the District assumed the City collection system in 2008, there was an agreement that the District and the City would jointly fund the rehabilitation of the Beaumont Mills collection system. The aged collection system consists of inadequately sized pipes, limited access points for repairs and maintenance, and infrastructure that has reached the end of its useful life. Camp, Dresser & McKee (CDM), now CDM Smith, was retained to provide design and construction management and oversight of the rehabilitation because of their success with a very similar project that they did for the City of Greenville. CDM Smith s approach to that project was to minimize analysis and engineering by utilizing closed-circuit television and a tool box

7 Page 7 of rehabilitation/repair/replacement techniques, concentrating on trenchless technologies to minimize disruption to property and residents daily routines. CDM Smith and staff established a specification and bid document that would allow the District, during the construction, to select the most appropriate and cost-effective means of rehabilitation given the condition of the infrastructure. CDM Smith, staff, and the contractor were empowered to field engineer repairs and rehabilitation as situations presented themselves, thus creating a very dynamic construction project. Contractor proposals were received on February 1, 2011 for the Beaumont Village Collection System Rehabilitation Project. Only contractors who scored above the 80 th percentile were considered qualified. CDM Smith reviewed only the bid forms provided by the qualified contractors and recommended the contract be awarded to Portland Utilities Construction Company, LLC of Portland, Tennessee. Portland had not only the highest ranking of qualifications, but also the lowest bid for the work to be performed. At the 50% construction point, CDM Smith reviewed the progress made, the remaining contract work, and the amount expended from the contract budget. Their evaluation indicated that the project scope could be expanded to include the rehabilitation of approximately 1400 LF of additional pipeline using the unit prices established in the bid documents. A financial summary of the construction funds expended for the Beaumont Village Collection System Rehabilitation Project is provided below: Change Order No. 1 is a 67-day time extension and a $219, increase based on the actual construction quantities, work change directives, claims for extra work, and credit for engineering services. Original Contract Amount $1,745, Change Order No. 1 Additions and deductions to unit quantities based on actual construction 219, Final Contract Amount $1,964,989.24

8 Page 8 Staff recommends the Commission authorize the execution of Change Order No. 1 on behalf of the Sewer District. The project funding will be from bond funds. 11. BEAUMONT VILLAGE COLLECTION SYSTEM REHABILITATION PROJECT PROFESSIONAL SERVICES AGREEMENT AMENDMENT Camp, Dresser & McKee (CDM), now CDM Smith, was awarded a professional services agreement to provide design and construction management and oversight of the Beaumont Village collection system rehabilitation project. When the construction was 50% complete, CDM Smith reviewed the progress made, the remaining contract work, and the amount expended from the contract budget. Their evaluation indicated that the project scope could be expanded to include the rehabilitation of approximately 1400 LF more pipeline using the unit prices established in the bid documents. The expanded scope increased the construction period an additional 67 days. The work took longer than expected, and the actual expanded scope construction period ran 83 days. During the entire construction period, CDM Smith provided on-site resident inspection, field engineering services, and contract administrative/management services. CDM Smith s field representative was proactive in handling customer complaints, often meeting face-to-face with the property owners to address their concerns. The cost of the expanded scope and additional engineering services equals $59, Original Professional Services Agreement Amount $279, Additional Engineering Services (expanded project scope) 59, Final Professional Services Agreement Amount $339, Staff recommends that Commission authorize the General Manager to enter into an amended professional services agreement with CDM Smith for the additional inspection, field engineering, and contract management based on previously approved hourly rates in the original agreement for a not-to-

9 Page 9 exceed adjustment of $59, and a new total of $339, The project funding will be from bond funds. 12. NEGOTIATIONS AND MISCELLANEOUS ADMINISTRATIVE MATTERS