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HomeMy Public PortalAbout160_050_Infrastructure Committee Minutes - 2 13 14 INFRASTRUCTURE COMMITTEE MINUTES CITY OF TYBEE ISLAND February 13, 2014 5:30 P.M. ATTENDEES: Paul Wolff, Rob Callahan, Diane Schleicher, Barry Brown, Joe Wilson, George Reese, Chris Stovall, John Giordano (Thomas & Hutton) and Monty Parks. Approve the minutes of the previous meetings—Paul Wolff called the meeting to order; asked for a motion to approve the minutes from the 1.9.14 meeting. Rob Callahan so moved. Barry Brown seconded. New Business: I. SCADA system for sewer lift stations a. System could be included in EPD CAP (corrective action plan). —George Reese states that the SCADA system (Supervisory Control And Data Acquisition System) is an alarm system that will go to the internet and also our cell phones; it can detect problems at the stations and also let us know what stations are on and what ones are not; I have a proposal for $26,270, that includes 4 Lift stations; we have 14 total; that price also includes 3 manhole monitors that can be put at remote locations to detect any backups, and we can go out immediately; next year I would like to be able to put in the budget to do the other 10; we are prioritizing these by location, most critical ones. Paul Wolff states, I would suggest that we have staff go ahead and make sure that we can do this under sole source; if not, draw up the RFP; be specific to George's needs, for the equipment we have, and get this done as soon as possible; Paul asked, could I have a motion to the effect that we have staff identify whether or not we can sole source this; if not, draw up a RFP, and that we recommend to Council that we move forward. Barry Brown so moved. Rob Callahan seconded. Vote was unanimous. Old Business: I. Discuss revised consent order from EPD/GDNR regarding the sanitary sewer spills that occurred on June 30 and July 13, 2013. a. Diane Schleicher states, this is on the agenda tonight; Just an update for this committee; I talked with EPD about what we've done; this is what we're going to do, which is the Force Main; they streamlined some of the language on the consent order. Barry Brown made a motion for the approval of the $5000 and the revised consent order. Rob Callahan seconded. Vote was unanimous. II. Update on Jones Avenue and Sewer Force Main from#6 Lift Station: a. Thomas and Hutton, Chris Stovall i. Bid Results—Chris Stovall states we had 4 bidders on the Water/Sewer work; BRW was the low"responsible"bidder; we've prepared a letter of recommendation for BRW; the GEFA funding won't be in place until March 14th; it depends on how you want to move forward; do you want to go forward with a notice of award contingent upon GEFA funding; or do we just hold the bids; we can hold the bids up to 60 days. Rob Callahan motioned to make a recommendation to Council to approve the low bid. Barry Brown seconded. Vote was unanimous. III. Update on Hwy 80 Trails Project a. Current budget due to boardwalk requirements over marsh areas—John Giordano states, we met with Georgia Power; looked back at the trail and the proposed route; talked with them about the possibility of putting a low boardwalk there and see what impacts you might have; essentially, they said, as long as you can have 12 ft. between power poles and the boardwalk, we would be good to go; so we went back and looked at,what we had shown, as the proposed trail route; most of the spots we were actually okay in already; there were a couple of spots where we had to shift it over just a little bit, but we were able to provide at least 12 ft., that entire way; next step after that was to look at pricing; we prepared an updated price estimate; looking at low boardwalks without the railing, the entire way; we also came back and looked at the cost if we were to fill it, in lieu of doing the boardwalks; however, that would be some marsh impacts; obviously, the boardwalk was significantly higher; we were estimating about $115/ft.; the total price is $459,554.58,just to Battery. b. Potential savings if some work is done in-house—John states, one thing we can look at doing, if Joe Wilson wants to take the responsibility, we can show exceptions within the project; the City can instruct those portions;. Barry Brown states, it's still a cost factor. Diane Schleicher states, the way the Grant was written,we anticipated some in house work anyway, with the base; the DOT can reimburse us, through the Grant, up to $200,000 at 80%. Joe states, I can give you a better idea on cost of material, after I see the plans. Paul asked, using Joe's numbers, where are we in terms of the budget. Joe states, $219,336.80, face bid, sub-total. John states, I can go back and modify the spread sheet to include Joe's numbers and break it out to show work to be completed by the City of Tybee, and I won't add the contingency in there, on that portion; it sounds like everybody is pretty much in agreement that we're going to look at the boardwalk, as far as moving forward; with that being said, I will go ahead and get RLC back on board; we will finish doing the ecology documents, based on constructing a low boardwalk through these areas, and get that going; we've been holding off until we got this whole thing figured out, which way we we're going to go because of the impact we would have on our permit drawings; so we'll move forward. Barry asked, so we are just concentrating on Byers St. to Battery Row, right? Diane states, yes. c. Discuss possible funding sources due to increased costs—Diane states, right now, the only alternative funding source will be the future SPLOST. IV.Elevation to FEMA standards of Well House—Thomas and Hutton, Chris Stovall Chris Stovall states, we've checked again on the elevations; the new FEMA surge charts will not be out until actually 2016; we've always said we thought we needed to be about 21 ft.; everybody seems to think 22ft. is what the elevation is; last time we had talked about the potential of FEMA Grant funds and doing the applications; there was some benefit of doing that but the cost was more; so we need to decide if we want to go for that or not; I didn't bring my file, but it seems like it wasn't full construction cost available; it was like half; maybe $75,000 and matching funds; there's the cost of actually preparing the applications, cost to meet the Davis-Bacon. Paul Wolff states, I'd like to see a comparison of that; if we can get FEMA funding for 50% on their pre-disaster mitigation. Chris states, it is a highly competitive grant; it's a large application, environmental; similar to doing the boardwalk type work, due to Federal funds; it's a significant effort to put it together; 6-12 month time frame to see if you even get the funding; I'll get you a comparison. With no further business to discuss, Barry Brown motioned to adjourn. Rob Callahan seconded. A quorum of city council members may be present which would constitute a meeting. Respectfully submitted by Karen Reese on 3.11.14