Hrsd Norfolk Service Agreement

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Hrsd Norfolk Service Agreement Powered By Docstoc
					                                     MINUTES
                                OF THE MEETING OF
              THE HAMPTON ROADS SANITATION DISTRICT COMMISSION
                 1424 AIR RAIL AVENUE, VIRGINIA BEACH, VIRGINIA
                                 OCTOBER 23, 2007


No.   Topic                                                                        Page

1.    Awards and Recognition - Introduction of Special Assistant for Enforcement    3
      Compliance

2.    Approval of Minutes                                                           3

3.    Consent Agenda                                                               3-4

      a.      Management Reports                                                    3
      b.      Investments                                                           3
      c.      Bills                                                                 3
      d.      Engineering Agreement Amendments                                      4
      e.      Construction Contract Change Orders                                   4

4.    CARS Implementation                                                           4
      Briefing

5.    South Trunk Sewer Section C 24-Inch Force Main Relocation                     5
      (Sentara Parking Garage Conflict)
      Agreement with Sentara Norfolk General Hospital

6.    West Point Collection System Sanitary Sewer Evaluation Study (SSES)          5-6
      General Engineering Services
      Engineering Agreement Amendment

7.    West Point Taylor Avenue & Thompson Avenue Trunk Sewer Replacement           6-7
      General Engineering Services
      Engineering Agreement Amendment

8.    Williamsburg Treatment Plant Oxidation Tower Repairs                          7
      General Engineering Services
      Engineering Agreement Amendment

9.    HRT Norfolk Light Rail Transit                                               7-8
      Engineering Agreement Amendment

10.   Chesapeake-Elizabeth Treatment Plant Solids Handing                          8-9
      Motor Control Center Replacements
      Architectural/Mechanical/Electrical Projects
      Engineering Agreement Amendment

11.   Boat Harbor Treatment Plant Incinerator Afterburner System                    9
      Boat Harbor Treatment Plant Relocation of High Voltage Electric Service
      Construction Contract

12.   Lake Ridge Interceptor Force Main Section B – HDD Contract                   10
      Construction Contract
                                             HRSD MINUTES


   No.     Topic                                                                     Page


   13.     Luxembourg Avenue Pump Station Electrical System Replacements             10-11
           Funding

   14.     Clifford Street Gravity Sewer Repair (HRSD Mid-City Relocation, SF-217)   11-12
           Funding

   15.     Regional Hydraulic Model and Other Consent Order Requirements             12-13
           Briefing

   16.     Regional SSO Legal Services                                                13
           Additional Funding

   17.     December Commission Meeting Date                                           13

   18.     Old Business – None.                                                       13

   19.     New Business                                                               14

   20.     Commissioner Comments                                                      14

   21.     Public Comments                                                            14

   22.     Closed Meeting – Discussion with Legal Counsel and staff regarding:        14

   23.     Reconvened Meeting                                                        14-15

           a.      Legal Matters Concerning Litigation                                14
           b.      Legal Matters Concerning Potential Litigation                      14
           c.      Personnel Matter – Annual Review of General Manager’s              15
                   Performance and Consideration of Compensation

   NEXT COMMISSION MEETING DATE: November 27, 2007




10/23/07                                       Page 2 of 15
                                           HRSD MINUTES

PRESENT:
                                                                                Present for Item
                        Name                                Title
                                                                                     Nos.
                Bland, R. Tyler            Commission Chairman                       1-23
                Carson, Parris D.          Commission Vice-Chairman                  1-23
                Conti, Richard C.          Commissioner                              1-23
                Davis, B. Anne             Commissioner                              1-23
                Elofson, Frederick N.      Commissioner                              1-23
                Johnson, Gerald S.         Commissioner                              1-23
                Lakdawala, Vishnu          Commissioner                              1-23
                Miller, Douglas E.         Commissioner                              1-23

ABSENT:         None.


   1.      AWARDS AND RECOGNITION

           This item deferred to the November meeting.

   2.      APPROVAL OF MINUTES

           Action: Approve the minutes as presented.

           Moved:          Anne Davis
           Seconded:       Parris Carson
           Ayes:           8
           Nays:           0

           Brief: The draft minutes of the September 25, 2007 Commission Meeting were presented for
           Commission action.

   3.      CONSENT AGENDA

           Action: Approve or confirm as appropriate the items listed in the Consent Agenda.

           Item(s) Removed for Discussion: None

           Moved:          Vishnu Lakdawala
           Seconded:       Parris Carson
           Ayes:           8
           Nays:           0

           a.     Management Reports (Attachment 1)

           b.     Investments (Attachment 2)

           c.     Bills (Attachment 3)



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                                            HRSD MINUTES

           d.     Engineering Agreement Amendments (Attachment 4)

           e.     Construction Contract Change Orders (Attachment 5)

   4.      CARS IMPLEMENTATION

           Action: No action is required.

           Brief: HRSD began implementation of its new Customer Care and Billing System the weekend
           of July 4, 2007. During July HRSD converted and implemented: Model I billings for
           Gloucester, Isle of Wight, Portsmouth, Virginia Beach and Williamsburg; Model II billings for
           Chesapeake, Norfolk and Smithfield; and Model III billings for Suffolk. Newport News Water
           Works (NNWW) and Norfolk also launched their new systems in July, which presented
           additional challenges.

           Billing for those jurisdictions implemented in July continued as the following were added in
           August: Model I billings for Aquasource, C&P, Mathews, Private Wells, Windsor, and West
           Point Commercial. In September conversion and implementation was completed for the
           NNWW group of Model I billings (Hampton, Newport News, Poquoson, and York County).
           During October work related to James City County Service Authority and Urbanna should be
           completed. King William will be implemented in November.

           Customers have used the following payment options since July 9, 2007: cash, check, remittance
           processing, one-time payment on the HRSD Web site and credit cards (for a fee charged by the
           third-party vendor, Official Payments). Following conversion, the legacy automated payment
           system was not able to be supported as initially planned. On October 11, 2007, customers were
           able to register for the new and expanded automated payment options at www.hrsd.com.

           Staff continues to address the billing delays resulting from deficient files, missing sub-meter
           credits and issues associated with customers enrolled in the old AutoPay program. As the
           normal billing schedule resumes some customers are receiving back-to-back bills. These issues
           are prompting such a high volume of calls that some customers are finding it difficult to reach a
           customer service representative. The Call Center staff has been increased from six to eight, but
           the limitations of the telephone system are causing more busy signals than staff considers
           acceptable. The service provider is working to identify possible solutions. Staff is providing
           information to customers via letters, bill messages, the HRSD Web site and an introductory
           message on the telephone system.

           Collection and field activities have been suspended during conversion and implementation.
           Delinquency notices, accrual of finance charges or interruption of water service has been
           discontinued. Staff expects to resume these activities in November.

           Discussion: Staff explained the difference between the various billing models. Special notices
           were mailed to customers explaining the delay in billing. A question was asked as to how many
           accounts were affected by late bills. Staff said less than ten percent of the 460,000 accounts
           have been affected. Staff will document lessons learned from this project to apply to future
           projects of this scale. Commissioner Davis commended staff for going above and beyond the
           call of duty to implement the new billing system.



10/23/07                                      Page 4 of 15
                                            HRSD MINUTES

   5.      SOUTH TRUNK SEWER SECTION C 24-INCH FORCE MAIN RELOCATION
           (SENTARA PARKING GARAGE CONFLICT)
           AGREEMENT WITH SENTARA NORFOLK GENERAL HOSPITAL

           Action: Approve entering into an agreement with Sentara Norfolk General Hospital
           (Sentara) to reimburse appropriate construction funds associated with the relocation of a
           portion of the South Trunk Sewer Section C 24-Inch Force Main in conflict with the proposed
           parking garage to be constructed by Sentara.

           Moved:          Gerald Johnson
           Seconded:       Douglas Miller
           Ayes:           8
           Nays:           0

           Brief: Funding was approved at the April 24, 2007 Commission meeting for study, design and
           construction oversight for URS Corporation for relocation of a 700-foot section of HRSD’s 24-
           inch South Trunk Sewer Section C force main. In 1988, the City of Norfolk closed the section
           of Colley Avenue adjacent to the Sentara Norfolk General Hospital and realigned Colley Avenue
           to create a parking lot for the hospital’s use. At that time, an easement was not granted to HRSD
           for the force main. At present, HRSD’s 24-inch South Trunk Sewer Section C force main, along
           with the City of Norfolk’s gravity sewer main and a waterline, presently lies under the Sentara
           Norfolk General Hospital parking lot, which will be in conflict with a proposed parking garage.
           A 20-foot wide multi-utility corridor on Sentara’s property has been proposed for the HRSD
           force main, the gravity sewer main, and the waterline. The City of Norfolk’s Economic
           Development Department is coordinating with Sentara to vacate hospital parking along
           Brambleton and to construct a parking garage adjacent to the hospital.

           HRSD staff has been coordinating with Sentara Norfolk General Hospital staff and Sentara’s
           consultants since early March of this year. The current schedule is for Sentara to advertise for
           construction bids in early November 2007 such that construction can commence on the parking
           garage in early 2008 and be completed within twelve months. HRSD staff has been negotiating
           with Sentara on cost sharing for the relocation of the 24-inch force main, which has been valued
           at approximately $339,000.

           Upon Sentara’s evaluation of construction bids, a funding request will be brought to the
           Commission for approval.

           Discussion: Staff further explained that the HRSD force main will be relocated into an
           easement granted by Sentara Norfolk General Hospital.

   6.      WEST POINT COLLECTION SYSTEM SANITARY SEWER EVALUATION STUDY
           GENERAL ENGINEERING SERVICES
           ENGINEERING AGREEMENT AMENDMENT

           Action: Approve Amendment No. 4 to the General Engineering Services Engineering
           Agreement with HDR Engineering, Inc. for the West Point Collection System Sanitary Sewer
           Evaluation Study with an authorization of $62,200 appropriated from the Capital Reserve to
           the Capital Budget.


10/23/07                                     Page 5 of 15
                                            HRSD MINUTES

           Moved:          Gerald Johnson
           Seconded:       Richard Conti
           Ayes:           8
           Nays:           0

           Brief: This new CIP project will perform an Inflow/Infiltration (I/I) study on the West Point
           Collection System to determine the general location and relative significance of the I/I. The
           West Point Treatment Plant has routinely exceeded its designed and permitted flow over the past
           several years due to excessive I/I. This project will gather data and produce information to
           locate, determine the size of, and prioritize the significant sources of I/I in the West Point
           Collection System by gathering and analyzing rain and pump station flow data for comparison
           with billable flow data. Pump station flow data will be gathered using intelligent pump run time
           monitors installed at each of the eight major pump stations in the West Point System. The data
           will then be analyzed to produce information to be compiled into a report that will be used to
           prioritize future I/I reduction projects in the West Point Collection System. The report will be
           included as part of the I/I abatement plan revised and submitted to the Department of
           Environmental Quality. The report will also be used to develop future projects to reduce I/I in
           the West Point Collection System.

           Negotiations concerning scope and fee were conducted with HDR Engineering, Inc. under the
           General Engineering Services Engineering Agreement to perform the West Point Collection
           System Sanitary Sewer Evaluation Study (SSES) in the amount of $62,200. This agreement
           may be amended if initial investigations uncover the need for an increase in scope.

           Discussion: A question was asked if system-wide studies would be performed as a result of the
           consent agreement. Staff replied that the Middle Peninsula was not included in the consent
           agreement. However, this study is parallel to the requirement in the consent agreement that the
           localities perform studies on their collection systems.

   7.      WEST POINT TAYLOR AVENUE AND THOMPSON AVENUE TRUNK SEWER
           REPLACEMENT
           GENERAL ENGINEERING SERVICES
           ENGINEERING AGREEMENT AMENDMENT

           Action: Approve Amendment No. 5 to the General Engineering Services Engineering
           Agreement with HDR Engineering, Inc. for the West Point Taylor Avenue and Thompson
           Avenue Trunk Sewer Replacement with an authorization of $57,300 appropriated from the
           Capital Reserve to the Capital Budget.

           Moved:          Anne Davis
           Seconded:       Vishnu Lakdawala
           Ayes:           8
           Nays:           0

           Brief: This new CIP project will replace approximately 1,020 linear feet of existing 8-inch
           terracotta gravity sewer and five manholes along Taylor Avenue and 700 linear feet of 10-inch,
           1,150 linear feet of 8-inch terracotta gravity sewer and seven manholes along Thompson Avenue
           that are leaking and are a major source of Inflow/Infiltration (I/I).



10/23/07                                     Page 6 of 15
                                             HRSD MINUTES

           This agreement covers only the preliminary engineering study and report. There are no detailed
           drawings available for these trunk sewers and little is known about their actual physical
           condition. There is also some concern about the Thompson Avenue Trunk Sewer’s capacity to
           handle projected flows. This study will compile information to determine whether complete
           replacement and upsizing of the trunk sewers are required or if a repair or rehabilitation project
           is appropriate and more cost effective.

           Negotiations concerning scope and fee were conducted with HDR Engineering, Inc. under the
           General Engineering Services Engineering Agreement to perform preliminary engineering for
           the West Point Taylor Avenue and Thompson Avenue Trunk Sewer Replacement in the amount
           of $57,300. This agreement may be amended if initial investigations uncover the need for an
           increase in scope.

           Discussion: A question was asked if the 2008 budget estimate was for additional work outside
           of the Engineering Agreement. Staff said that was correct.

   8.      WILLIAMSBURG TREATMENT PLANT OXIDATION TOWER REPAIRS
           GENERAL ENGINEERING SERVICES
           ENGINEERING AGREEMENT AMENDMENT

           Action: Approve Amendment No. 5 to the General Engineering Services Engineering
           Agreement with CH2M Hill for the Williamsburg Treatment Plant Oxidation Tower Repairs
           with an authorization of $19,961 appropriated from the Capital Reserve to the Capital Budget.

           Moved:           Gerald Johnson
           Seconded:        Douglas Miller
           Ayes:            8
           Nays:            0

           Brief: This new CIP project will provide for the repair or replacement of the existing cover on
           oxidation tower No. 3 and the repair and recoating of deteriorated concrete and steel rotating
           assemblies inside of all three oxidation towers at Williamsburg Treatment Plant.

           This authorization is for the preliminary analysis to determine the required concrete and steel
           repair methods, the extent of the repairs and establish the cover repair or replacement option.
           Negotiations were conducted with CH2M Hill under the General Engineering Services
           Agreement for this work in the amount of $19,961, which includes the field investigation and
           the technical memorandum detailing the recommendations.

   9.      HRT NORFOLK LIGHT RAIL TRANSIT
           ENGINEERING AGREEMENT AMENDMENT

           Action: Approve Amendment No. 1 to the HRT Norfolk Light Rail Transit Engineering
           Agreement with HDR Engineering, Inc. in the amount of $242,058 appropriated from the
           Capital Reserve to the Capital Budget.

           Moved:           Vishnu Lakdawala
           Seconded:        Frederick Elofson



10/23/07                                      Page 7 of 15
                                             HRSD MINUTES

           Ayes:            8
           Nays:            0

           Brief: This existing CIP project will coordinate with the City of Norfolk and HRT to adjust
           existing interceptor facilities impacted by the Norfolk Light Rail project. In February 2007, the
           Commission approved $236,337 for design services, contingent upon written verification from
           HRT that their project funding had been approved and with a project schedule. At that time,
           HRSD expressed interest in including the work with the HRT construction project drawings in a
           manner similar to VDOT projects. This written response was received on August 29, 2007;
           however, it was received too late to facilitate HRSD work being included in the light rail project.
           HRT and the City of Norfolk were also not willing to include this work.

           In an effort to remain cost effective and timely, HRSD and HDR have reviewed the Preliminary
           Engineering Report and determined that three proposed relocations were not immediately critical
           relocations that can be postponed or included in future projects. Additionally, this work must
           now be designed as a free standing construction contract to be administered by HRSD and
           independent of the HRT. In order to directly bid these relocations, the scope of work is
           modified to include additional work for plan sheets, generation of technical specifications and
           contract documents.

           The previously approved Amendment No. 1 for design services had not been executed pending
           the contingency placed at the February Commission meeting. Therefore, the revised scope of
           work and associated revised engineering cost estimates, necessary due to required coordination
           with HRT and the limited time for completion, are now being presented. The revised Scope of
           Work for engineering services increases the total effort required from the previously approved
           $236,337 by $5,721 to $242,058. HRSD staff agrees with the magnitude of the scope and cost
           changes to the Engineering Agreement No. 1.

   10.     CHESAPEAKE-ELIZABETH TREATMENT PLANT SOLIDS HANDLING
           MOTOR CONTROL CENTER REPLACEMENTS
           ARCHITECTURAL/MECHANICAL/ELECTRICAL PROJECTS
           ENGINEERING AGREEMENT AMENDMENT

           Action: Approve Amendment No. 10 to the Architectural/Mechanical/ Electrical Projects
           Engineering Agreement with CEGG Associates, L.C. for the Chesapeake Elizabeth Treatment
           Plant Solids Handling Motor Control Center Replacements in the amount of $34,093
           appropriated from the Capital Reserve to the Capital Budget.

           Moved:           Gerald Johnson
           Seconded:        Richard Conti
           Ayes:            8
           Nays:            0

           Brief: This new CIP project will replace the incinerator main switchboard, three motor control
           centers (MCC) at the solids handling incinerator building, and one MCC for the final effluent
           scum handling facilities. The solids handling MCCs are for the centrifuge pumping system, the
           incinerator #1 system, and the solids handling chemical feed system.




10/23/07                                      Page 8 of 15
                                             HRSD MINUTES

           The existing Arrow Hart MCC-200s were installed in the late 1960s, and spare parts are very
           limited if available. The MCC structural integrity has deteriorated over time due to exposure to
           the environment. The medium voltage cable and transformer feeding MCC-200 were replaced
           during the Chesapeake Elizabeth Treatment Plant Improvements Phase I project. The MCC-200
           feeds the incinerator and must be replaced to keep the incinerator in operation. If this is lost, the
           incinerator building, scum concentrator, and gravity thickeners would be down until parts for the
           existing MCC-200 could be located and installed.

           Negotiations were conducted with CEGG Associates, L.C. under the Architectural/
           Mechanical/Electrical Projects Engineering Agreement for design services for this referenced
           work in the amount of $34,093.

   11.     BOAT HARBOR TREATMENT PLANT INCINERATOR AFTERBURNER SYSTEM
           BOAT HARBOR TREATMENT PLANT RELOCATION OF HIGH VOLTAGE
           ELECTRIC SERVICE
           CONSTRUCTION CONTRACT

           Action: Approve the award of a construction contract with E.H. Ives Corporation for the
           Boat Harbor Treatment Plant Relocation of High Voltage Electric Service in the amount of
           $44,425 appropriated from the Capital Reserve to the Capital Budget.

           Moved:           Gerald Johnson
           Seconded:        Frederick Elofson
           Ayes:            8
           Nays:            0

           Brief: This existing CIP project consists of the relocation of 13.2 kV electrical service,
           coordination with Dominion Virginia Power (DVP), site preparation for DVP metering
           enclosure, and site restoration. This work is necessary to eliminate the utility conflict between
           the existing electrical service and the location of the proposed incinerator afterburner equipment
           which will be installed under separate contract. This work was removed from the Boat Harbor
           Treatment Plant Incinerator Afterburner System project and bid prior to the rest of the project to
           allow for better construction conditions on site and to improve the project schedule.

           The project was advertised on September 9, 2007 and bid on October 2, 2007. Five bids were
           received as listed below:

                      Bidder                                              Bid Amount
                      E.H. Ives Corporation                                   $44,425
                      R.E.W. Corporation                                      $51,300
                      J.C. Driskill, Inc.                                     $57,360
                      Saunders Contracting Services, Inc.                     $75,753
                      York River Electric, Inc.                              $150,791

                      Engineer’s Estimate                                    $ 68,000

           CET Engineering Services evaluated the bids and recommends award to E.H. Ives Corporation
           in the amount of $44,425.


10/23/07                                        Page 9 of 15
                                             HRSD MINUTES

   12.     LAKE RIDGE INTERCEPTOR FORCE MAIN SECTION B – HDD CONTRACT
           CONSTRUCTION CONTRACT

           Action: Reject all bids submitted for the Lake Ridge Interceptor Force Main Section B –
           HDD contract.

           Moved:           Douglas Miller
           Seconded:        Parris Carson
           Ayes:            8
           Nays:            0

           Brief: This construction project is a portion of an existing CIP project and a part of an Interest
           Participation Agreement (IPA) with the City of Virginia Beach. The construction consists of the
           horizontal directional drill (HDD) of approximately 1,200 linear feet of force main under the
           North Landing River and Elbow Road. The other portion of the CIP project, the Land Contract,
           will then connect the previously constructed projects, Lake Ridge Interceptor Force Main
           Section A and Section C.

           The project was advertised on July 22, 2007 and bid on September 4, 2007. Three bids were
           received as listed below:

                     Bidder                                           Bid Amount
                     Sunland Construction, Inc.                           $1,872,939
                     T.A. Sheets Mechanical Contractors                   $2,100,000
                     Trafford Corporation                                 $2,498,000

                     Engineer’s Estimate                                  $1,863,000

           On September 25, 2007, a recommendation by staff to award the contract to the low bidder,
           Sunland Construction, Inc., was rejected by the Commission due to a qualification to the bid and
           a subsequent bid protest by the second low bidder, T.A. Sheets Mechanical Contractors.

           After further review of the plans and specifications, several modifications will be made that will
           not only change the engineer’s estimate but also resolve the issue that caused the qualification to
           the bid. It is the intent, if the Commission agrees with rejecting all bids, to re-advertise the
           project in November.

           Discussion: A question was asked if there were substantive changes. Staff said the plans and
           specifications have been clarified for the cleanup process to prevent potential damage to the
           wetlands. T.A. Sheets, the second low bidder who filed a protest, has been notified that all bids
           will be rejected and the project re-advertised.

   13.     LUXEMBOURG AVENUE PUMP STATION ELECTRICAL SYSTEM
           REPLACEMENTS

           Action: Approve funding for the replacement of the motor control center at the Luxembourg
           Avenue Pump Station in the amount of $27,160.75 appropriated from the Capital Reserve to
           the Capital Budget.


10/23/07                                      Page 10 of 15
                                            HRSD MINUTES


           Moved:           Vishnu Lakdawala
           Seconded:        Gerald Johnson
           Ayes:            8
           Nays:            0

           Brief: The existing motor control center (MCC) was installed in 1950 and has exceeded its
           predicted life. The existing internal MCC bus is deteriorating and spare parts are difficult to
           impossible to find.

           In accordance with HRSD competitive sealed bidding procedures, a public notice was posted
           and bids solicited directly from potential bidders. A total of six bids were received and evaluated
           based upon the requirements of the Invitation for Bid. The responsive and responsible bidder
           submitting the lowest cost is City Electric Supply. A summary of the bids received and
           evaluated is as follows:
             Bidder’s Name                                        Total Bid Cost

             City Electric Supply                                   $27,160.75
             Hanover controls & Supply, Corp.                       $27,300.00
             Mayer Electric                                         $27,320.00
             Wesco Distribution Inc.                                $27,520.00
             Hampton Roads Electrical Supply                        $27,700.00
             Jo-Kell, Inc.                                          $28,593.00

             Engineer’s Estimate                                    $30,000.00

   14.     CLIFFORD STREET GRAVITY SEWER REPAIR (HRSD MID-CITY RELOCATION,
           SF-217)

           Action: Approve the reimbursement of construction related costs to the City of Portsmouth
           for repairs to the Clifford Street Gravity Sewer Main with an authorization not to exceed
           $40,000 appropriated from the Improvement Reserve to Improvement Budget.

           Moved:           Anne Davis
           Seconded:        Vishnu Lakdawala
           Ayes:            8
           Nays:            0

           Brief: This repair project to the City of Portsmouth’s Clifford Street Gravity Sewer Main was a
           result of ground settlement that occurred following a repair to a section of this main during the
           Mid-City Relocation project in November 2005. The contractor working on HRSD’s adjacent
           force main for a line-stop installation undermined the soil support for the City’s 8-inch diameter
           clay gravity sewer main. HRSD’s contractor made an emergency repair to this line by installing
           a 16-foot section of PVC pipe and connecting flexible Fernco couplings. The gravity main was
           immediately placed back in service without closed circuit television (CCTV) inspection. In
           March 2007, the City of Portsmouth discovered unacceptable settlement of the repaired section
           of gravity main during scheduled CCTV inspection, which was brought to HRSD’s attention.
           HRSD staff and the City of Portsmouth staff concluded that the settlement of the gravity line


10/23/07                                      Page 11 of 15
                                            HRSD MINUTES

           was due to improper bedding and backfill compaction by the contractor who made the original
           repair.

           The City of Portsmouth advertised for the replacement of 25-feet of settled gravity main and
           accepted bids from five bidders as follows:

                     Bidder                                           Bid Amount
                     WB&E Construction                                    $23,625
                     Wilkins & Associates                                 $34,170
                     Tri-State Utilities                                  $34,340
                     JCB Construction                                     $57,540
                     Inner-View, Ltd                                      $71,250

           The City awarded work to WB&E Construction in the amount of $23,625. The maximum
           reimbursement to the City of Portsmouth will be established at $40,000 to allow for the
           contractor requesting additional funds for changed conditions or unknowns. The City will direct
           bill HRSD for the contractor’s work. HRSD staff will be present during repair work on the
           gravity main due to the proximity of an HRSD force main.

           Discussion: A question was asked about how long was the warranty period. Staff said the
           warranty period is one year. Another question was asked why the contingency amount exceeded
           the normal 15 percent. Staff said the City of Portsmouth wants to move forward very quickly
           with this project and there are still a number of variables that may affect the cost of repairs.

   15.     REGIONAL HYDRAULIC MODEL AND OTHER CONSENT ORDER
           REQUIREMENTS

           Action: No action is required.

           Brief: At the August 28, 2007 Commission meeting, $500,000 was appropriated to the Regional
           Hydraulic Model and Other Consent Order Requirements program to fund HRSD’s consultant,
           Camp, Dresser & McKee, Inc. (CDM), to assist HRSD in responding to the immediate deadlines
           required in the August 3, 2007 EPA Administrative Order (AO). Through staff’s diligent work
           and CDM’s expertise, HRSD was able to submit the first round of required documents by the
           EPA’s October 1, 2007 deadline, keeping HRSD in compliance.

           In the August request, staff had planned to bring a revised funding request to the October
           meeting, but this was not possible due to the significantly higher than anticipated workload and
           evolving scope of work due to on-going EPA negotiations. Staff must ensure that HRSD
           complies with the two different regulatory orders that are in effect. The original Request For
           Proposal (RFP) and capital budget estimate for the Regional Hydraulic Model was based on the
           State’s Special Order By Consent.

           Staff provided a project summary with a schedule by phase and a comparison of the original
           capital budget to the proposed CDM estimate. Staff will return in November to request
           appropriation for specific work orders pursuant to each phase of work in the original RFP. In
           addition, CDM attempted to break out the costs related to the EPA AO and other additional
           work orders that are required, but not budgeted in the original RFP. Staff noted that there are


10/23/07                                     Page 12 of 15
                                            HRSD MINUTES

           several items in CDM’s estimate that are placeholders since some work orders are dependent on
           the results of previous work orders or are conservative estimates to meet the stringent
           requirements in the AO. CDM compared these estimates to similar projects they have worked
           on around the country. These estimates are helpful in prioritizing items to be negotiated with
           EPA, especially if there is a cost versus benefit dichotomy.

           Discussion: A question was asked if this project included data gathering. Staff replied “yes.”
           This will be included in the sanitary sewer evaluations similar to the project just approved for
           West Point. It includes assessments of HRSD’s current infrastructure. This will be a very
           expensive endeavor but will produce valuable information to determine what must be replaced,
           enlarged and the impact on the municipalities that we serve. The regional partners will be
           included in the vendor evaluation for the hydraulic model. This will truly be a regional effort.

   16.     REGIONAL SSO LEGAL SERVICES

           Action: Approve additional funding for the Regional Sanitary Sewer Overflow (SSO) Legal
           Services in the amount of $300,000 appropriated from the Operating Reserve to the
           Improvement Budget.

           Moved:           Anne Davis
           Seconded:        Frederick Elofson
           Ayes:            8
           Nays:            0

           Brief: The FY08 budget included $100,000 for legal counsel related to enforcement issues and
           other related legal services. This budget was based on previous experience and was not
           increased significantly as the timing of EPA and DOJ action was not known at the time of the
           budget preparation. Additional funds are required to cover the cost of legal counsel related to
           the various EPA enforcement actions that are currently on-going. With an Administrative Order,
           a draft Consent Decree, a Section 308 information request and a Regional Consent Order with
           the state, the amount of legal counsel required has increased significantly over the past few
           months. This estimate is based on costs experienced during August and September 2007.

   17.     DECEMBER COMMISSION MEETING DATE

           Action: Approve changing the date of the regularly scheduled December Commission
           Meeting to December 18th.

           Moved:           Gerald Johnson
           Seconded:        Vishnu Lakdawala
           Ayes:            8
           Nays:            0

           Brief: This year the December Commission Meeting falls on the 25th. Commission approval is
           necessary to change the regularly scheduled meeting to December 18th.

   18.     OLD BUSINESS – None.




10/23/07                                     Page 13 of 15
                                             HRSD MINUTES

   19.     NEW BUSINESS

           Mr. Henifin distributed the final Comprehensive Annual Financial Report (CAFR) to the
           Commission for their records.

           Mr. Husselbee reminded the Commissioners of the wellness check schedule.

   20.     COMMISSIONER COMMENTS

           Commissioner Davis thanked Ms. Munnikhuysen for her help preparing a presentation for the
           Kiwanis’s Club. She stated that not only was the presentation thoroughly prepared but it was
           also fun!

           Commissioner Elofson stated he had recently toured the Boat Harbor and James River
           Treatment Plants. He encouraged other Commissioners to tour the treatment plants to help put a
           visual to the items they are voting on each month. He thanked the staff for their time.

   21.     PUBLIC COMMENTS – None.

   22.     CLOSED MEETING

           Action: Motion to go into Closed Meeting

           Moved:           Gerald Johnson
           Seconded:        Parris Carson
           Ayes:            8
           Nays:            0

           ROLL CALL VOTE to return to OPEN SESSION:

           Ayes:            8
           Nays:            0

   23.     RECONVENED MEETING

           a.      Legal Matters Concerning Litigation

           Action: No action required.

           b.      Legal Matters Concerning Potential Litigation

           Action: No action required.




10/23/07                                      Page 14 of 15
                                        HRSD MINUTES

           c.    Personnel Matter – Annual Review of General Manager’s Performance and
                 Consideration of Compensation

           Discussion: The Commissioners will address the General Manager’s compensation by
           separate letter.

   NEXT COMMISSION MEETING DATE: November 27, 2007

   Meeting adjourned: 11:38 am.


SUBMITTED:                                                APPROVED:



Jennifer L. Heilman                                       R. Tyler Bland, III
Secretary                                                 Chairman




10/23/07                                  Page 15 of 15

				
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