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03-29-93 v MINUTES OF THE MEETING OF THE COMMITTEE OF THE WHOLE OF ATLANTIC BEACH CITY COMMISSION HELD AT 6:30 PM ON MONDAY, MARCH 29, 1993, IN CITY HALL, 800 SEMINOLE ROAD, ATLANTIC BEACH PRESENT: William I . Gulliford, Jr. , Mayor Glenn A. Edwards, Commissioner Lyman T. Fletcher, Commissioner Adelaide R. Tucker, Commissioner J. Dezmond Waters, III, Commissioner AND: Kim D. Leinbach, City Manager Maureen King, City Clerk AND WATER & SEWER COMMITTEE MEMBERS: Ernie Beadle Bob Kosoy Harry McNally Alan Potter Raymond Salman Tim Townsend ABSENT: Alan C. Jensen, City Attorney ( Excused ) 1 . Interviews with consulting engineers as follows: a. Camp, Dresser & McKee 6:30 PM b. Flood Engineers, Inc. 7:30 PM c. Pitman, Hartenstein & Associates, Inc. 8:30 PM d. Waitz & Moye, Inc. & Briley, Wild & Associates 9:30 PM Mayor Gulliford called the meeting to order and confirmed that each commissioner had received a score sheet and list of sample questions for each firm. He suggested deferring action on final selection to allow time to do a financial investigation and check references of each of the firms. The Commission agreed with this approach. It was also suggested that the city request a certificate of insurance showing liability coverage for the life of the project. CAMP, DRESSER & MCKEE, INC. Stephen Sedgewick introduced himself and said he would be the Lead Project Officer. He provided each commissioner with a handout and introduced the members of the presentation team: Donald Maurer, Project Manager; and Bob Matthews, Financial Expert. Page Two Committee of the Whole Minutes - March 29, 1993 Mr. Sedgewick indicated the office of Camp, Dresser & McKee was established in Jacksonville in 1983 and provides environmental engineering services throughout northeast Florida from that office. He listed some of their clients in this areas. Donald Maurer indicated he had met with city staff and had visited the existing wastewater plant. He provided a sketch illustrating a conceptual design of modifications to the plant. He outlined his design methodology indicated his firm would try to make the most use of the existing facilities that was practical . He also felt odor control was a concern in view of the neighboring residential area. He indicated flow projections would be necessary in order to accurately determine the plant size. He said he would have close communication with city staff and the water and sewer committee to make sure there was consensus of opinion regarding the direction they were proceeding. Mr. Maurer then discussed the permitting procedures and pointed out that the current operation permit would expire on May 31 , 1993 . It would be necessary to get a temporary operating permit. Bob Matthews then discussed the financing options. He encouraged the city to continue to pursue the State Revolving Funding. He pointed out the deadline by which all documentation must be approved was June 1 . He did not feel the city could meet this deadline; however, he felt staff should proceed with the application and meet with Don Berryhill of DER and make every effort to get on the fundable list, and proceed with interim financing to get the project started. The presentations were followed by a question and answer period. Commissioner Waters indicated he would like to visit a plant or plant expansion project which CDM had designed. CDM agreed to provide this information, along with related costs, to the city. FLOOD ENGINEERS Ron Duguid introduced the team from Flood Engineers. He indicated they had been in business in Jacksonville for over thirty six years and specialized in wastewater, planning, design and construction and administration and had worked extensively for the City of Jacksonville, including the Buckman plant. They are familiar with the rules and regulations of the various regulatory agencies. He introduced Ferman Southwell, who would serve as the principal in charge. Mr. Southwell is a plant specialist with more than forty years experience and who would be responsible for design. Mr. Southwell provided a sketch of the proposed plant upgrade and discussed it in some detail . He indicated while some of the Page Three Committee of the Whole Minutes - March 29, 1993 facilities were in poor condition, he would plan to use every piece of existing equipment which could be used advantageously. He indicated since the present plant was at capacity it was important to get the design phase under way. He discussed sludge handling and indicated he would have firms come to Atlantic Beach and demonstrate their equipment on Atlantic Beach sludge. He said he would form a committee of staff, water and sewer committee members and members of his project team to work in workshop fashion at the beginning of each phase of the project to make sure they understood what the city wanted. He wanted to make sure the city would get the job done without either overdoing or underdoing. He briefly discussed financing and outlined the engineering documents which would be required by the lenders. Mr. Southwell then introduced Marvin Wicker who indicated his responsibility would be to collect data for Flood Engineers and help with engineering reports and financing information. Brian Kientz would be involved with the construction phase. A question and answer session followed the presentations. Commissioner Fletcher indicated the city proposed to design the entire project and inquired whether it would be better to build the entire project at once or undertake it in phases based on the projected needs. Mr. Southwell felt it would be easy to do the aeration portion in phases, but thought DER would desire two clarifiers units. Alan Potter felt it was important to be able to purchase replacement parts quickly and inquired whether any thought had been given to whether parts would be available in Jacksonville. Mr. Southwell indicated they would take this into consideration but they hoped if parts were not available locally, they could be shipped overnight. PITMAN, HARTENSTEIN & ASSOCIATES, INC. Bill Pitman provided each commissioner with a handout and introduced the members of the project team: Thomas Hawk, Project Manager; E.H. Pitman, Jr. , Quality Assurance Officer; Alan Hartenstein, Financing and Permitting; Raymond Church, Electrical Engineer, and Scott W. Jones, Project Structural Engineer. Alan Hartenstein gave a brief overview of their company. He indicated their firm was founded in 1986 and team members had worked together for thirteen years. He indicated they had the staff, expertise, and availability, and with the Atlantic Beach project their staff would be at 72% utilization. He reviewed the past experience of their team as it relates to the Atlantic Beach project. He indicated they would try to utilize as much of the Page Four Committee of the Whole Minutes - March 29, 1993 existing plant as possible and would look for local parts and would buy American. He also briefly outlined their experience with effluent reuse and anti-degradation. Tom Hawk presented the key project issues, namely effluent disposal methods, sludge treatment and disposal, and financing, and reviewed a tentative schedule for the project. He reviewed the permitting phase and DER requirements; the various studies which would be required, including reuse feasibility study and sludge treatment and disposal; the design phase; and construction. Mr. Hawk also presented a proposed configuration of the proposed new plant along with the existing facilities. Alan Hartenstein suggested as potential funding sources for the project tax exempt bonds, DER Revolving Loan Fund, and bank loans. He pointed out there would be large up-front costs associated with revenue bonds and the city would have to pledge to the bondholders the system revenues. He also discussed the DER revolving loan program ( SRF) and said it would be too late for the city to be included in that program this year but he felt the city could meet the DER requirements and could fund future phases of the project through the SRF. He also discussed conventional bank loans. A question and answer session following the formal presentations and at Commissioner Fletcher' s request, Mr. Hawk gave a detailed explanation of the proposed new plant. Commissioner Edwards inquired whether the plant could be converted to tertiary treatment if it was required in the future and Mr. Hawk said this would be taken into consideration. Commissioner Waters inquired whether they were considering advanced wastewaster treatment (AWT ) and Mr. Hawk indicated that would not be necessary at this time. WAITZ & MOYE, INC. Sonny Waitz provided each commissioner with a handout and said he and John Dillard would be the project managers. He indicated the project would be undertaken as a joint venture with Briley, Wild & Associates. He introduced the other members of their team: Harry Wild, Financial Officer; Richard Gassett, Quality Control; John Moye, Civil Design; and Raymond Hanson, Design and Operational Services. Mr. Dillard said he felt Waitz & Moye had the staff, resources, know-how, location, track record and commitment to do a superb job for the city. He said the project would be undertaken in seven steps, namely, financing, permitting, preliminary design, construction permit application, design, notice to proceed, and operational services, and explained each step. Page Five Committee of the Whole Minutes - March 29, 1993 Harry Wild explained their company' s experience with bond financing, grants and loan assistance. He indicated DER was in the process of streamlining some of the procedures related to the State Revolving Fund. He felt it was too late for the city to qualify for SRF this year but said that while the interest rate was low the application procedure was slow and involved some expense. Ray Hanson discussed the permit approval phase. He pointed out the city' s operating permit was about to expire and a temporary operating permit would need to be secured. He said he had worked as a technical advisor to DER and was very familiar with their rules and his firm would prepare the necessary engineering reports. A preliminary sketch of the proposed expansion, identifying the existing structures, proposed new construction and structures which would be refurbished, were then discussed in detail . Several of their engineers were wastewater treatment plant operators so they felt their hands-on experience would be beneficial and they would also be involved in training the operators. Their operation and maintenance manual would be user friendly since it would be written by operators. In the question and answer session which followed the formal presentation, Commission expressed some concern that Briley, Wild and Associates were located in Ormond Beach. Mr. Dillard pointed out that Ormond Beach was only about an hour away from Atlantic Beach. He said their two offices worked together as a team and had a computer link and could transfer information immediately. Alan Potter inquired regarding availability of replacement parts locally, especially those parts which are likely to wear out. They indicated they always take local availability into consideration. Commissioner Waters inquired into advanced waste treatment and Mr. Dillard advised advanced waste treatment would not be necessary in Atlantic Beach. Following the presentations by the four engineering firms, discussion ensued and a special meeting was scheduled for 6: 15 PM on Thursday, April 1, 1993, at which time the City Commission would rank the four firms. In the meantime the mayor requested that the financial standing of each of the firms be investigated. He also noted that each of the firms had submitted hourly fee schedules but comparison was difficult because of the form in which the information was presented. He also inquired whether the city would be charged for travel, particularly from Ormond Beach. Bob Kosoy was directed to provide a comparison of the fee information by the meeting on April 1 . Page Six Committee of the Whole Minutes - March 29, 1993 Further discussion ensued and Alan Potter felt some of the firms had suggested proprietary sewage treatment processes, which he felt, would increase the cost. He felt the city should decide which treatment process to use and make sure it was not proprietary. There being no further discussion, the Mayor declared the meeting adjourned at 11 :05 PM. , ALIA . 4/M it .m Gulp 174rd, Jr. Mayor/Presidi . riser A T T ES T: 4Ma ree ng City Clerk