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CAPE FEAR PUBLIC UTILITY AUTHORITY
FINANCE COMMITTEE
AGENDA
OCTOBER 7, 2015
IT Conference Room Regular Meeting 9:00 AM
235 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403
Cape Fear Public Utility Authority Page 1
I. CALL TO ORDER
II. MINUTES APPROVAL
1. Finance Committee - Regular Meeting - Sep 2, 2015 9:00 AM
III. MONTHLY FINANCIALS AND CUSTOMER SERVICE REPORT
IV. ACTION ITEMS
1. Revision to SOP-FIN 1000.442 Finance and Accounting Policy
2. Authorize New CIP Project Funding for the Brenda Drive Utility Relocation
3. Additional Staffing and Funding for the Engineering Development Services Division
4. Chair Road Development Capacity Fees
5. Authorize the Executive Director to Execute a $585,550 Contract with State Utility Contractors for the Greenfield Lake Outfall Rehabilitation Phase 2 Project
6. Operating Contingency Fund Transfer Authorization
V. GENERAL COMMENTS / DISCUSSION
VI. ADJOURNMENT
CAPE FEAR PUBLIC UTILITY AUTHORITY
FINANCE COMMITTEE
MINUTES
SEPTEMBER 2, 2015
IT Conference Room Regular Meeting 9:00 AM
235 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403
Cape Fear Public Utility Authority Page 1
I. CALL TO ORDER
Mr. Brown called the meeting to order at 9:00 AM.
Attendee Name Organization Title Status Arrived
Mike Brown Cape Fear Public Utility Authority
Committee Chair Present
Patricia Kusek Cape Fear Public Utility Authority
Committee Member Present
James Brumit Cape Fear Public Utility Authority
Committee Member Present
William Norris Cape Fear Public Utility Authority
Committee Members Present
Larry Sneeden Cape Fear Public Utility Authority
Committee Member Present
Jim Flechtner Cape Fear Public Utility Authority
Executive Director Present
Cheryl Spivey Cape Fear Public Utility Authority
Chief Financial Officer Present
Leslie Ogilvie Cape Fear Public Utility Authority
Assistant to the Executive Director
Present
Linda Miles Cape Fear Public Utility Authority
CFPUA Consulting Attorney Present
Donna Pope Cape Fear Public Utility Authority
Clerk/Executive Secretary to the Board
Present
Julie McLawhon Cape Fear Public Utility Authority
Budget/Finance Manager Present
Kristine Irick Cape Fear Public Utility Authority
Customer Service Director Present
Frank Styers Cape Fear Public Utility Authority
Chief Operations Officer Present
Carel Vandermeyden
Cape Fear Public Utility Authority
Director of Engineering Present
Mike Richardson Cape Fear Public Utility Authority
Water Resources Manager Present
II. MINUTES APPROVAL
1. Finance Committee - Regular Meeting - Aug 5, 2015 9:00 AM
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RESULT: ACCEPTED [UNANIMOUS]
MOVER: Patricia Kusek, Committee Member
SECONDER: Larry Sneeden, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
III. MONTHLY FINANCIALS AND CUSTOMER SERVICE REPORT
Staff distributed the August financial data, which will be included in the September Board agenda. Ms. Spivey thanked Finance staff for compiling the report so quickly after month's end. She reported that revenues and expenditures are at their expected point for two months into the fiscal year. System Development Charges are up. A debt service payment of $8.1 million and a transfer of cash to the capital fund of $12.8 million are reflected in the monthly financial report. The rolling 12-month average of metered water use increased in August. Ms. Spivey reviewed a comparison of usage data for the period of January through June 2015 compared to January June 2014. While usage dipped by 2.5 percent, the customer base grew, with 1400 new water accounts and 1300 new sewer accounts. Finance staff analyzed the billed water data from July 2015 and July 2014 and determined that two large customer accounts were billed off cycle in July 2014. This caused July 2014 to be overstated and the months not to be comparable. With adjustments for those customer accounts, the adjusted decrease was 7 percent, rather than the 14 percent decrease shown in the July 2015 monthly report. Staff will continue to monitor billing anomalies and account for them as necessary in financial reports.
IV. ACTION ITEMS
1. BT#16-006 Providing Additional Revenues and Appropriations to the Capital Projects Funds for Marquis Hills & Heritage Park Projects
Ms. McLawhon presented the item. The County Commissioners have approved an amendment to the Interlocal Agreement recognizing the County's additional contribution to the projects. CFPUA's financial contribution remains the same. Mr. Sneeden moved to recommend approval, with placement on the Consent Agenda. Mr. Norris seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: Larry Sneeden, Committee Member
SECONDER: William Norris, Committee Members
AYES: Brown, Kusek, Brumit, Norris, Sneeden
2. Water Storage Tank Condition Assessment and Improvement Program
Messrs. Styers and Richardson presented the item. The program will bring 13 water tanks into an asset management system. The Dawson Street tank is the oldest in the system, having built in 1958. With proper maintenance, the tanks can have a long life span. Following clarification questions, Mr. Brumit moved to recommend approval, with
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placement on the Consent Agenda. Ms. Kusek seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: James Brumit, Committee Member
SECONDER: Patricia Kusek, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
3. Emergency Construction Services Contract
Mr. Styers presented the item and answered clarification questions. Mr. Norris moved to recommend approval, with placement on the Consent Agenda. Mr. Brumit seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: William Norris, Committee Members
SECONDER: James Brumit, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
4. Duke Energy Amendment # 2
Mr. Styers presented the item, and he and Mr. Flechtner answered clarification questions. Duke Energy Progress will reimburse CFPUA in the amount of $10,000 to add the evaluation of leachate pre-treatment to the engineering analysis and study. Mr. Norris moved to recommend approval, with placement on the Consent Agenda. Ms. Kusek seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: William Norris, Committee Members
SECONDER: Patricia Kusek, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
5. Authorization for the Executive Director to Execute a $33,000 Engineering Services Amendment with W.K. Dickson and Company, Inc for the Greenfield Lake Outfall Rehabilitation Phase 2 Project
Mr. Vandermeyden presented the item and explained difficulties experienced with the project related to weekend-only street closures. Staff has negotiated with DOT for longer street closures. The amendment will provide for additional construction observation. Ms. Kusek moved to approve. Mr. Brumit seconded the motion, and it passed unanimously.
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RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: Patricia Kusek, Committee Member
SECONDER: James Brumit, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
6. Authorization for the Executive Director to Execute a $850,000 Construction Contract with T.A. Loving Company for the 4 MG Clearwell Aeration Project
Mr. Vandermeyden presented the item. Mr. Brumit moved to recommend approval, with placement on the Consent Agenda. Mr. Norris seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: James Brumit, Committee Member
SECONDER: William Norris, Committee Members
AYES: Brown, Kusek, Brumit, Norris, Sneeden
7. Authorization for the Executive Director to Execute a $108,200 Contract Amendment with Hazen & Sawyer, P.C. for Construction Administration and Construction Observation for the 4 MG Reservoir Aeration Project.
Mr. Vandermeyden presented the item, which provided for oversight of the construction described in Item 6. Mr. Norris moved to recommend approval, with placement on the Consent Agenda. Mr. Brumit seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: William Norris, Committee Members
SECONDER: James Brumit, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
8. Engineering Design Services for Sewer Infrastructure Replacement and Extension
Mr. Vandermeyden reported that the item represents a new project for small sewer infrastructure. Mr. Brumit moved to recommend approval, with placement on the Consent Agenda. Mr. Norris seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: James Brumit, Committee Member
SECONDER: William Norris, Committee Members
AYES: Brown, Kusek, Brumit, Norris, Sneeden
9. Engineering Design Services for Water Infrastructure Replacement and Extension
Mr. Vandermeyden presented the item, a new project for small water infrastructure. Mr. Norris moved to recommend approval, with placement on the Consent Agenda. Ms. Kusek seconded the motion, and it passed unanimously.
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RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: William Norris, Committee Members
SECONDER: Patricia Kusek, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
10. Authorization for the Executive Director to Execute a $135,746.59 Change Order with T. A. Loving Company for the Heritage Park Water and Sewer Extension Project
Mr. Vandermeyden presented the item and explained its four separate components. Of particular interest was the redesign of the manhole vents. The new vents will be more aesthetically pleasing to the community while withstanding flood waters. Mr. Norris moved to recommend approval, with placement on the Consent Agenda. Mr. Brumit seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: William Norris, Committee Members
SECONDER: James Brumit, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
11. Authorize New CIP Project Funding for Additional Construction Services for Heritage Park Sewer and Water Extension
Mr. Vandermeyden presented the item. Ms. Kusek moved to recommend approval, with placement on the Consent Agenda. Mr. Brumit seconded the motion, and it passed unanimously.
RESULT: APPROVED AND RECOMMENDED [UNANIMOUS] Next: 9/9/2015 9:00 AM
MOVER: Patricia Kusek, Committee Member
SECONDER: James Brumit, Committee Member
AYES: Brown, Kusek, Brumit, Norris, Sneeden
V. GENERAL COMMENTS / DISCUSSION
The Committee provided guidance to staff for the September Finance report. Ms. Irick reported that online bill pay activity has increased and that July and August are busy months each year because of college students returning for the school year. She reported that staff is collecting and analyzing data for the in rem collection liens.
VI. ADJOURNMENT
There was no further business to come before the Committee, and Ms. Kusek moved to adjourn. Mr. Norris seconded the motion, and it passed unanimously. The meeting adjourned at 9:50 AM. The next regular meeting of the Finance Committee will be Wednesday, October 7, 2015. The meeting will be held in the I.T. Conference Room, 235 Government Center Drive, and will begin at 9:00 AM. Respectfully submitted,
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Donna S. Pope Clerk to the Board
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(ID # 1487) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Revision to SOP-FIN 1000.442 Finance and Accounting Policy
Submitted By: Jim Flechtner, Executive Director
Approved By: Cheryl Spivey, Chief Financial Officer
Prepared By: Jamie Grimes, Fiscal Contract Acc Mngr
Meeting Date: October 14, 2015
Background: Based on an audit of the Capital Improvements Program Policy performed by the
Internal Auditor, revisions are recommended to Section 9.0 Capital Improvements Program
Policy of the SOP-FIN 1000.442 Finance and Accounting Policies. The revision is the addition of
Section 9.5 Capital Improvements Program Project Close Out.
Section 9.5 outlines how remaining budgeted revenues and appropriations are distributed
when a capital project is closed. The distribution of remaining budgeted revenues and
associated budgeted appropriations are determined according to the types of funds remaining.
Budgeted revenues from “Program Funds” and the associated appropriations, such as
Sewer/Water Emergency Repair, Find It Fix It Programs, and Asset Management Programs
will go back into those programs.
Budgeted revenues from third parties, Developer Agreements, Interlocal Agreements and
Loans are restricted to the project being closed; thus, these budgeted revenues and the
associated appropriations will require a Budget Ordinance, approved by the Board, to
reduce budgeted revenues from the third party and the associated appropriations.
Budgeted revenues and the associated appropriations from CFPUA’s Operating Fund
Transfers, Revenue Bond Proceeds, Interest or Appropriated Fund Balance will be
transferred to another like project (water project to water project, sewer project to sewer
project, system-wide to system-wide) or an Undesignated Capital Project within the same
project fund. In addition, the use of any remaining revenue bonds must comply with the
terms and requirements of those bonds.
Section 9.5 also requires Board approval for defunding and closing Board approved projects
prior to completion.
Funding: No funding required.
Recommended Action: Approve the revision to Section 9.0 Capital Improvements Program
Policy of the SOP-FIN 1000.442 Finance and Accounting Policies.
Agenda Placement: As recommended by Finance Committee.
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Action Item – (ID # 1487) Meeting of October 14, 2015
(ID # 1487) Page 2
Attachments:
Policy Revision 9.5 (PDF)
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(ID # 1488) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Authorize New CIP Project Funding for the Brenda Drive Utility Relocation
Submitted By: Jim Flechtner, Executive Director
Approved By: Carel Vandermeyden, Director of Engineering
Prepared By: Carel Vandermeyden, Director of Engineering
Meeting Date: October 14, 2015
Background: The City of Wilmington is constructing the Brenda Drive Drainage Improvements
Project in the Clearbrook Subdivision to provide needed drainage relief to the area. New
drainage piping will conflict with existing water and sewer mains and services within the project
area. In accordance with City of Wilmington Municipal Code Section 11-84, the utility owner is
responsible for the cost of relocating their utilities within the City right-of-way, if a conflict
occurs.
On April 9, 2012, the Authority and the City entered into an inter-local agreement (ILA)
regarding infrastructure improvement projects. The ILA provides for cost sharing between the
Authority and the City when work is performed under a single construction contract by one of
the agencies. Each project is represented in a separate memorandum of understanding (MOU)
that describes the scope of work and cost sharing arrangement.
The City has obtained bids for the Brenda Drive Drainage Improvement Project with an
apparent low bid of $391,400. The Authority’s share for water and sewer relocation work is
$41,088. A MOU has been prepared for the Authority to reimburse the City for the water and
sewer relocation work. The Authority has created a new project, Brenda Drive Utility
Relocation, to fund the water and sewer relocation work.
Funding: The Capital Improvement Program has sufficient funds for the new project, Brenda
Drive Utility Relocation - 16S359, pending Budget Transfer #16-051 from the Undesignated
Sewer project.
Recommended Action: Approve the new project, Brenda Drive Utility Relocation 16S359.
Agenda Placement: As recommended by the Finance Committee.
Attachments:
New Project Funding Request - Brenda Drive Utility Relocation (PDF)
MOU between CFPUA and City reference Brenda Drive Drainage Improvement (PDF)
City Bid Tab for Brenda Drive Drainage Improvement (PDF)
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NEW PROJECT FUNDING REQUEST
PROJECT TITLE Brenda Drive Utility Relocation
Project Description:
The City of Wilmington is constructing the Brenda Drive Drainage Improvements Project in the Clearbrook Subdivision to provide needed drainage relief to the area. New drainage piping will conflict with existing water and sewer mains and services within the project area. The City has designed and the Authority has approved the relocation of their utilities for th is project.
Project Justification {attach BCE, if aQQlicable}:
The Authority will reimburse the City for water and sewer infrastructure relocation costs in accordance with the attached MOU.
Project Funding Sources:
New Revenue Bonds andlor New Pay Go Funding $ Transfer from Water/Sewer Emergency Project $ Transfer from Find It Fix It Project $ Contributions from $ (City, County, or specifically name other contributor)
Other: Completed Projects $ 42,000
ESTIMATED IMPACT ON ANNUAL OPERATING COST $ -TOTAL ESTI MATED PROJECT COST $ -
Requested FY 15 Future Budget Needs
$
Project Sponsor: Carel Vandermeyden
Project Cost Estimate by: City of Wilmington
Project Map by: N/A
Estimated Project Completion: I Date: June 2016
Project Budget to be Transferred From: I Project #: Undesignated
Did this transfer require Board approval? If no, explain w hy:. _____ ____ _ ___ ____________ _
If yes, date approved:: ____ __________________ _
Is any portion of this project budget transferred
from a Board approved project that will not be
completed? YIN _ N_ If yes, list date Board notified that Project would not be completed, _ ___ =-._- ./'J
Project Approval:
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Introduction
Memorandum of Understanding
Between
Cape Fear Public Utility Authority and City of Wilmington
August 24, 2015
On April 9, 2012 Cape Fear Public Utility Authority (Authority) and the City of Wilmington (City) entered
into an interlocal agreement (lLA) regarding infrastructure improvement projects. The ILA provides for
cost sharing between the Authority and the City when work is performed under a single construction
contract by one of the agencies. Each project is represented in a separate memorandum of
understanding (MOU) that describes the scope of work and cost sharing arrangement.
Scope of Work
The City of Wilmington is constructing the Brenda Drive Drainage Improvements Project in the
Clearbrook Subdivision to provide needed drainage relief to the area. New drainage piping will conflict
with existing water and sewer mains and services within the project area. The City has designed and the
Authority has approved the relocation of their utilities for this project.
Cost Sharing
The Authority will reimburse the City for those relocation expenses as shown in the table below for the
actual quantities used on the project:
DESCRIPTION ESTIMATED QUANnTtES
UNIT UNrT PRICE TOTAL COST
10" Coated Ductile I ron San itary Sewer instal led per CFPUA 02731 20 LF $ 40.00 $ 800.00
4" PVC Sanitary Sewer Service, remove and replace. per detail , CFPUA01 51Q & CFP UA 02731
2 EA $ 500.00 $ 1,000.00
4" DIP Sanitary Sewer Service, remove and repla ce, per detail, CFPUAQ151Q & CFPUA 02731
2 EA $ 2,500.00 $ 5,000.00
4" Sanita ry Sewer Clean-outs, installed per deta il and CFPUA 02731 3 EA $ 1,000.00 $ 3,000.00
8" Coated Ductile Iron water mai n instal led per detail and CFPUA 02660 8' If $ 35.00 $ 2.940.00
8" 45° Bends + mechanical joi nts, Coated Ductile Iron, installed per detail and CFPUA 02660
12 EA $ 350.00 $ 4,200.00
8 M Gate valve installed per detai l and CFPUA 02660 6 EA $ 1,500.00 $ 9,000.00
Thrust blocks for 8" vertical bend, insta lled per detail and CFPUAQ2 660 6 EA $ 150.00 $ 900.00
Structural Bridging for Sanita ry Sewer 2 EA $ 2,500.00 $ 5,000 .00
Water Service and meter, remove & replace, per detalt and CFPUA 02660 3 EA $ 800.00 $ 2,400.00
$3 4,240.00
20% conti ngency $6,848.00
$41,088.00
Schedule
Construction for this project has a contract time of 120 days.
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Approvals
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year
first above mentioned .
WITNESS:
Daryle L. Parker, Purchasing Manager
APPROVED AS TO FORM:
William E. Wolak, City Attorney
CITY OF WILMINGTON, NORTH
CAROLINA
By: __________________ __
Sterling B. Cheatham, City Manager
FINANCE OFFICER'S CERTIFICATION STATEMENT
This instrument has been preaudited in the manner required by the Local Government Budget and
Fiscal Control Act this the __ day of _____ , 2015.
Debra H. Mack, CLGFO Finance Director
Account No. _______ _
Amount of Contract ,,$ ____ _
Requisition/PO Number: ___ __
FederallD Number: 56-6000239
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SIGNED this __ day of ________ ~, 2015.
CAPE FEAR PUBLIC UTILITY AUTHORITY
(SEAL) By: _____________________ __
Chief Executive Officer
ATIEST:
Clerk to the Board
This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal
Control Act this the __ day of ,2015.
Chief Finance Officer
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STATE OF NORTH CAROLINA
COUNTY OF NEW HANOVER
I, ___________ " a Notary Public of the State and County aforesaid, certify that
Donna S. Pope personally appeared before me this day and acknowledged that she is Clerk to the Cape
Fear Public Utility Authority, a North Carolina body politic and corporate, and that by authority duly
given and as the act of the Authority, the foregoing instrument was signed in its name by its Chief
Executive Officer Matthew W. Jordan, sealed with its corporate seal and attested by herself as its Clerk.
WITNESS my hand and notarial seal, this ___ day of ______ ~, 2015.
Notary Public
My Commission Expires:
(Seal)
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OF WILMINGTON
BlJ)S ARE DUE:
)'H.E-BID MEETING:
PROJECT NAME:
PROJECT NUMBER:
CONTRACT NUMBER:
PROJECT MANAGER:
SUBMIT BIDS TO:
AUGUST 18,2015 at 3:00 PM
AUGUST 6, 2015 at 3:00 PM
BRENDA DRIVE DRAINAGE IMPROVEMENTS
04DC200
DRA-IH-0815
DAVE MAYES (910) 341-5880
PURCHASING MANAGER P. O. BOX 1810 305 CHESTNUT ST., 5th FLOOR WILMINGTON, N. C. 28401 (910) 341-7830
ADDRESS: P. D . Box 9<1
TELEPHONE: q I D. h 7 5'. 'is Do I
FAX: ~lo.bf7S.9;Oob
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Revised Bid Items - Adde!1dlll)" I --ITEM DESCRIPTION
General Construction
1 Mobilization and set up, T-15.02
2 Clearing and Grubbing, T-l .12.2 , T-15.32-34
Traffic Conlrol and Public Notificalion, per T-15.05, T-15.06 , T-15 .07 , 3
& T-1S.08,T-15.10 Erosion and sedimentation control per Section 13 and Section T-
4 15.22
5 Fine Grading, per T- 15.46
6 Undercutting, as direcled by Engineer. per T -15.27
7 Temporary seeding of disturbed areas, per T -15.43
8 Permanenl seeding of dislurbed areas, per T -15.44
9 Clean fill , perT-1S.28, T-15.30
10 Tree proteclion fencing, per detail and T-15.40
Demolition
11 Hauling and disposal of unsuitable material - Debris, per T-15.25
12 Hauling and disposal of unsuitable material - Soils, per T -15.26
13 Sawcut, remove and dispose of asphalt street or driveway per T-15.31,15.41
. --Sawcut, remove and dispose of concrete driveway per T-15.31 , T-
14 15.41 ..
15 Remove and replace fence, per T-15.47
16 Removal and disposal of PVC water or sewer main, per T -15.24
17 Removal and disposal of RCP, CPP, or CMP per T-1S.24
18 Removal and disposal of catch basins and junction boxes, per T-15.24
19 Removal and disposal of eXisting pond outlel structure, per T-1S.24, T-15.42 .
20 Removal and disposal of Sidewalk , per T-15.25
21 Removal and disposal of existing headwalls, per T -15.25
22 Bypass pumping for sediment removal per T -15.45
Removal and disposal of existing trees >12" DBH per T-15.40 23 f--.
Stream sediment removal and disposal, STA 16+15 to 18+85, per T-24
15.26, T-15.42, T-1S.52
25 Hand clearing ofstream,-STA 11+00 to 15+55,16+25 to 20+20, per T-15.S3
Dr~!.1..a~. 26 Pond Outlet Structure , complete-in-place, per detail and T-15.49
27 Manhole, Precast Concrete,S' diameter, including cast ing , 4-6' cut,
1--- complete-in-place, per detail and T:2.1 0.'!,. I-1S.3!!, _. Manhole, Precast Concrete Interference , 5' diameter, including
28 casling , 4-6' cui, complete-in-place , per detail and T-2.10.4, T-15.38 , CFPUA 01510 and CFPUA 02731 - --..
29 Drop Inlet,S' x 5' box including casting and 3' x 2' grate , 4-6' Cllt , complete-in-place , per det~~,.I.:~. 1~.!!nd J -15 .39
30 Masonry P lug for abandoned 15" RCP, per T-15.37
31 Concrete collar 10 extend RCP, per T -15.54
ESTIMATED UNIT TOTAL QUANTITIES
PRICE COST
1.0 LS I"',q 000,00 ~. Iq ooo,ou
1.0 LS s J> 18 """,!Xl 19. 000. DC
1.0 LS 'i 4l: 4 2.7-4 ,OC 4. z14 .00
<I .to 1.0 LS 20ot:r>.OD 20.0=.0(
2226 SY ..
1.00 ~.2 2.26.00 50 CY 'i7 20.00 :# / 0=.00
2230 SY .Ji2 ,OO fS't 4"0,00
2230 SY 3.00 I ~~ ('''Io,co
10 CY 14{ZO.oo ~200.o()
500 LF "'2 ,00 ~/ 000,00
50 Tons -a;ZV.oo 3t /Ocrc> .oO
50 Tons ~I 20,00 I~ID=.CO
156 SY !!l-20,00 ~~ 12°·00
• .$ 71 SY 20,00 1 ~2.o,oD
<r 10.00 q ''''' .
300 LF 3000, 00
100 LF ~ 10. 00 III 1000.00
933 LF 4! 10.00 ~CJ :>"'2,0.00
10 EA i" Sa:>. = $' 8000.00
1 EA t: ~I SoD·ou L.5bo.oD
42 SF .$ 5 .00 .$ 210.00
1 EA ';;Soo.oo ~Soo.oo 1 LS .. , 6'00.01. ,~~SOO.= 6 EA
.. 1/.50.00 I 41", 'i 00.00
$I '* 270 LF -58.00 15 "'W:7. O~ 850 LF .... -
-.?6.oo -I4&i 3C>o.o<
1 EA )<C 2 5::>0« l <J 2 SOO.co
3 EA ~2. 2saCl ~b ~&J, oo ---. 1---- . --.,~-----
1 EA .t; 2 2.5Zl.cc , -it.2., 2.50 ,00
8 EA $'
- 2 250.00 ~OO,!~ 3 EA
. ~SoO .OO~50<?P.Q .. --3 EA 7-oo.o,t?, Z" /00 .00 .
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Revised Hid Items - Addenduill I
l8-inch reinforced concrete pipe, (ASTM C-76, Class III), wilh 32 approved mastic joints. complete-in-place. 2-4' Cut. per Section T- 74
2.10.1, T-15.29 - - -24-inch reinforced concrete pipe, (ASTM C-76, Class III) , with
33 approved mastic joints, complete-in-place, 2-4' Cut, per Section T- 32 2.10.1, T-15.29 30-inch reinforced concrete"pipe, (ASTM C-76, Class III), with -
34 approved mastic joints, complete-in-place, 4-6' Cut. per Section T- 188 2.10.1, T-15.29 30-inch reinforced concrete pipe, (ASTM C-76, Class Ill). with
35 approved mastic joints. complete-in-place, 6-10' Cut, per Section T- 188 2.10.1,T-15.29 30-inch reinforced concrete pipe, (ASTM C-76, Class III). with
36 approved mastic joints, complete-in-place, 10-12' Cut, per Section T- 40 2.10.1, T-15.29 36-inch reinforced concrete pipe, (ASTM C-76, Class Ill). with
37 approved mastic joints, complete-in-place , 4-6' Cut, per Section T- 728 2.10.1,T-15.29
38 Block Headwall. 2 x 36". per DOT modified detail and T -2.10.6 2
39 Block or Pre-cast Headwall, 15". DOT detail and T-2 .10.6 1
40 Rip Rap. Class B, including filter fabric , per T-15.48 . complete-in-
16 _olace
Streets and Sidewalks
41 Asphalt driveway, 4" ABC + 2" asphalt (S9.5B) perT-15.15, T-15.41 15
42 Concrete driveway, 6", 3000 psi, per detail and T-15.15, T-15.41 170
43 Aggregate Base Course, 6", complete-in-place, per T-09, T-15 .15 330
44 Asphalt Pavement (S9.5B), 3" min compacted thickness, complete-in-
330 place. per T-09 T-15.15
45 Sidewalk, complete-in-pace. per detail and T-06 5
Utilities
46 10" Coated Ductile Iron Sanitary Sewer installed per CFPUA 02731 20
47 4" PVC Sanitary Sewer Service. remove and replace. per detail.
2 CFPUA01510 & CFPUA 02731
48 4" DIP Sanitary Sewer Service, remove and replace, per detail ,
2 CFPUA 01510 & CFPUA 02731
49 4" Sanitary Sewer Clean-outs, installed per detail and CFPUA 02731 3
50 8" Coated Ductile Iron water main installed per detail and CFPUA
84 02660
51 8" 45" Bends + mechanical jOints , Coated Ductile Iron, installed per
12 detail and CFPUA 02660
52 8" Gate valve installed per detail and CFPUA 02660 6
53 Thrust blocks for 8" vertical bend. installed per detail & CFPUA 02660 6
54 Structural Bridging for Sanitary Sewer 2 .- _. - _._---- - - - ----55 Water Service and meter, remove & replace , per detaillCFPUA 02660 3
56 Fire Hydrant. remove & replace. per detail and CFPUA 02660 1
Addendum #1 12-inch re-inforeed cOncreie pipe, (ASTM C-76. Class III), with
- -- -57
approved mastic joints. complete-in-place, 2-4' Cut. T-2.10.1. T-15 .29 18
58 15-inch reinforced concrete pipe, (ASTM C-76. Class III) , with
8 1--- ' ~pproved mastic j9ints, complete-in-place,.2-4' Cut, T-2,1 0.1, T-15 .29
LF
LF
LF
LF
LF
LF
EA
EA
SY
SY
SY
SY
SY
SY
LF
EA
EA
EA
LF
EA
EA
EA -
EA
EA
EA -
. r----
LF
LF
j/2S, 00 l.fI,~ BSo .c:x: - _._ - --- ---./(
30.oel -$t "bO.OO
,., ~D.OO ~J,28~
-M bO.OO ~J,280.W
-t;I 60.00 .572Aoo .~
do 65.00 ~. 4?;320 .!:>c)
~B 600.", ~ -1fj -1 ,.." c>.o
"~\50o I..f> 1",600.oc
~ 25':00 ~
4oo.oc.l
~9S, oo -1I't A 25',00 CJj_
0 .00 ~.~.OC) I'" .30.00 !if9 9=.oc) dibS.oe> 4' Z t A2:l. oc-
4s:00 <!fI/ 2.26. 00
"4-0.00 ""&0.00
~5co.oO I" I oot!>.oD
s:. ~S:ooC>. 0() 2,SOo.co , \000.00 -$'3000.0£.
.$3SoD I~ '2 q 4-~ . OC-l
<S: 3Sb.= ~..I 2<Xi,oO
w: If "'I,oc:o. O() 1500 .00
~ 150,00 ! ~"loo , oc) "2Soo.oo ~S=.oo
800.00 P;z 400 .00 -~Soo , oc 1"'6500.0<;
- _._----if'15: 00
..J; 2:;0.=
- --.--- -.--- ---20.00 _ .
Total: ~ "" ICo.oo
3'1,400. ?'
11age 3 or ., Add 1
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Revised Bid hems - Ad~lclldull1 I
14. The undersigned understands that the award under this Proposal will be made to the lowest responsible bidder as described in Section G 1.02 orthe Gcnerall'rovisions, on the proposal pagc or in Section 15 Special Conditions.
15. The undersigned acknowledges receipt of any issued Addendums to this Project by recording thc Addendllill Illll11bcr and dale aCkn~~I :
Addcnd um # I : Dated: ---"c8"""1.c:/"'3:.c1.-=1S"=-_ ___ _ Addendum #2: Dated: _______ ___ _ Addcndum #3: Dated: _______ ___ _
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(ID # 1492) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Additional Staffing and Funding for the Engineering Development
Services Division
Submitted By: Jim Flechtner, Executive Director
Approved By: Carel Vandermeyden, Director of Engineering
Prepared By: Carel Vandermeyden, Director of Engineering
Meeting Date: October 14, 2015
Background: Development in the Authority’s service area has sharply increased over the last
few years. As a result, the Engineering Development Service Division has experienced
increasing demands for the review/approval of building permits, development plans, water and
sewer availability requests, and field inspections. Requests for these services are now three
times higher than what they were in 2011.
At the September 16, 2015 Board Retreat, a comparison of service requests and resource
capacity was presented. Based on these results, it was recommended that one (1) additional
Project Manager and one (1) additional Construction Inspector be added mid-year to the
Development Services Division.
Funding: Approval of Budget Ordinance #16-010 to move $123,000 from the Operating Fund
Contingency to Operating Expenditures is recommended.
Recommended Action: Approve the recommended additional staffing to the Development
Services Division and approve Budget Ordinance #16-010.
Agenda Placement: As recommended by the Finance Committee.
Attachments:
Development Services Update Final (PDF)
Budget Ordinance 16-010 (PDF)
4.3
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4.3.a
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Topics
ó Survey responses, strengths, and focus areas
ó Focus areas
• Completed Initiatives
• On-going Initiatives
ó Trends in Service Requests
ó Staffing Level Analysis
ó Staffing Recommendations
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Summary of Survey Responses:
Positive (Agree or Strongly Agree) vs. Negative (Disagree or Strongly Disagree)
Note: Maximum responses per category = 17
4.3.a
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Focus Areas
Note: Maximum responses per category = 17
Summary of Survey Responses:
Positive (Agree or Strongly Agree) vs. Negative (Disagree or Strongly Disagree)
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Initiatives Completed (Jan –July 2015)
ó Implemented One Solution
ó Implemented after-hours inspection fee for FY’16
ó Implemented online master planning request tool
ó Assigned additional staff to assist with plan reviews
ó Outsourced inspection services for mandatory connection program
ó Re-distributed work among field inspectors
ó Authorized additional overtime for inspectors
ó Better tracking and reporting on the workload
ó Meeting BASE, developers, contractors, engineers
ó Started developing guidance document for the entire
development process
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On-Going Initiatives
ó On-going initiatives will relate directly to the focus areas from the survey results
ó Complete the Development Process and Procedures Guidance Manual to bring more clarity and predictability to the process
ó Update standard specifications and construction details
ó Continue to coordinate with BASE and development community
ó Address staffing levels relative to development and building trends
4.3.a
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Development Services DepartmentService Requests
ó Key service requests are tracked monthly, including:
ó Building permits reviewed
ó Development plans reviewed
ó Water and Sewer Requests for Information
ó Specific Field Inspections performed
ó These service requests are not inclusive of all the work that the Development Services Department does
ó Provide a good indicator of the majority of the work and trends
4.3.a
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Number of Service Requests per Year(Development Services Department)
In general, service requests from the development community are at least three times higher now than in 2011
2011 2012 2013 2014 2015 Projected
Plan Reviews 59 77 163 177 228
Water and Sewer RFI 778 869 1,503 1,774 2,196
Building Permit Reviews 416 585 999 1,316 1,272
Field Inspections 521 927 1,191 1,695 2,016
Total 1,253 1,531 2,665 3,267 3,696
4.3.a
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Development Plans Reviewed
59
77
163
177
141
0
20
40
60
80
100
120
140
160
180
200
2011 2012 2013 2014 2015 thru August
4.3.a
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Requests for Information
778869
1503
1774
1460
0
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400
600
800
1000
1200
1400
1600
1800
2000
2011 2012 2013 2014 2015 thru August
4.3.a
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Building Permits Reviewed
416
585
999
1316
884
0
200
400
600
800
1000
1200
1400
2011 2012 2013 2014 2015 thru August
4.3.a
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Field Inspections
521
927
1191
1695
1375
0
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400
600
800
1000
1200
1400
1600
1800
2011 2012 2013 2014 2015 thru August
4.3.a
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Development Services DepartmentStaffing Analysis
ó Based on the current number of service requests, is the staffing of the Development Services Department adequate?
ó Office staff for plan reviews, permit reviews, water and sewer RFIs, Mandatory Connection, constructing management, and walk-in customers
ó Field staff for construction inspection
4.3.a
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Estimated Staff Hours for Service Requests(excluding field inspections)
2,528
3,208
5,295
6,476
7,740
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
2011 2012 2013 2014 2015
4.3.a
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Estimated Staff Needs for Service Requests(excluding field inspections)
Current Staffing
Level
1.4
1.8
2.9
3.6
4.3
0.0
0.5
1.0
1.5
2.0
2.5
3.0
3.5
4.0
4.5
5.0
2011 2012 2013 2014 2015
4.3.a
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Development Services DepartmentStaffing Analysis
ó Three staff members are currently primarily responsible for the service requests, excluding field inspection. This is lower than when the Authority was formed.
ó 2014 and 2015 workload supports the addition of one staff member
Year Staffing
2008 4
2011 2
2014 3
4.3.a
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Development Services DepartmentStaffing Analysis
ó Based on the current number of service requests, is the staffing of the Development Services Department adequate?
ó Office staff for plan reviews, permit reviews, water and sewer RFIs, Mandatory Connection, constructing management, and walk-in customers
ó Field staff for construction inspection
4.3.a
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Field Inspection Service Requests
521
927
1191
1695
1375
0
200
400
600
800
1000
1200
1400
1600
1800
2011 2012 2013 2014 2015 thruAugust
2011 2012 2013 2014 2015 Projected
Plan Reviews 59 77 163 177 228
Water and Sewer RFI 778 869 1,503 1,774 2,196
Building Permit Reviews 416 585 999 1,316 1,272
Field Inspections 521 927 1,191 1,695 2,016
Total 1,253 1,531 2,665 3,267 3,696
• Through 2014, field inspection requests were three times higher compared to 2011
• 2015 is expected to be higher than 2014
• Four inspectors cover all construction projects
4.3.a
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Development Services DepartmentStaffing Recommendations
ó Service requests have significantly increased while staffing levels have remained constant.
ó Based on the service request trends, additional staffing is recommended for mid-year FY’15.
ó Additional staffing to include:
ó One Project Manager
ó One Construction Inspector
4.3.a
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Questions?
4.3.a
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Cape Fear Public Utility Authority
October 14, 2015
Ordinance Making Supplemental Revenues and Appropriations to the Operating Fund for the
Fiscal Year Ending June 30, 2016 LEGISLATIVE INTENT/PURPOSE: In the current fiscal year, Budget Ordinance #16-010 will provide for the use of Operating
Contingency of $123,000 to fund a request for additional staffing for the Engineering Development
Services Division.
Development in the Authority’s service area has sharply increased over the last few years. As a result, the Engineering Development Service Division has experienced increasing demands for the review/approval of building permits, development plans, water and sewer availability requests, and field inspections. Requests for these services are now three times higher than what they were in 2011.
At the September 16, 2015 Board Retreat, a comparison of service requests and resource capacity was presented. Based on these results, it was recommended that an (1) additional Project Manager and an (1) additional Construction Inspector be added mid-year to the Development Services Division.
THEREFORE, BE IT ORDAINED: That the following appropriations are hereby made during the fiscal year to meet these obligations.
Operating Fund
Appropriations: Operating Expenditures $123,000 Contingency ($123,000) $0
______________________ Patricia O. Kusek, Chairman
Adopted at a regular meeting On October 14, 2015 ______________________ Michael C. Brown III, Secretary
4.3.b
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0 (
1492
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(ID # 1489) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Chair Road Development Capacity Fees
Submitted By: Jim Flechtner, Executive Director
Approved By: Carel Vandermeyden, Director of Engineering
Prepared By: Kent Harrell, Engineering Manager
Meeting Date: October 14, 2015
Background: The Authority and Chair Road Associates, LLC entered into an Agreement on
December 21, 2010. The Agreement was amended November 27, 2012, November 13, 2013,
and June 11, 2014. The third amendment transferred the Agreement to River Bluffs
Development Corp (Developer). The Agreement outlines the terms of cost reimbursement
associated with the construction of a regional sewer pump station and force main by the
Developer.
Construction of the regional pump station (PS-157) and Northwest force main by the Developer
began in 2012. On July 1, 2015 the entire sewer system was conveyed to the Authority for
ownership and operation as specified in the referenced agreement. The new sewer system is
displayed on the attached map.
On July 23, 2015, the Authority received documentation for 2015 eligible costs associated with
the referenced agreement from the Developer. The total eligible project cost was
$4,129,214.21, which included $530,961.56 for the pump station cost and $3,598,252.65 for
the force main cost. Attached is the letter to River Bluffs Development Corp from the Authority
dated September 14, 2015 certifying the cost and reimbursement rate. This letter included a
table summarizing total eligible project cost and the reimbursement cost.
Development and Authority capital projects that connect to PS-157 or the force main will be
subject to a reimbursement cost depending on how the project connects to the new sewer
system. Projects that drain by gravity to PS-157 will pay a reimbursement cost of $4.75 for each
gallon per day (GPD) of sewer capacity permitted. A reimbursement cost of $3.55/GPD will
apply to projects that discharge to the force main independently of PS-157.
The following reimbursable costs have been proposed to be added to the Authority Rates and
Fees Schedule FY15-16 consistent with this information:
1. Reimbursement Cost for sewer allocations flowing to the River Bluffs Pump
Station: $4.75/gallon per day.
2. Reimbursement Cost for sewer allocations flowing to the Northwest force main:
$3.55/gallon per day.
4.4
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Action Item – (ID # 1489) Meeting of October 14, 2015
(ID # 1489) Page 2
Funding: Future Authority projects will be funded as needed in accordance with the terms of
the agreement and the fees established.
Recommended Action: Approve the added capacity fees in accordance with the agreement to
the Authority Rates and Fees Schedule FY15-16.
Agenda Placement: As recommended by the Finance Committee.
Attachments:
Map of River Bluffs Pump Station and Northwest Force Main (PDF)
Final cost share certification 9.14.15 (PDF)
Revised Rates and Fees Schedule FY16 10.14.15 (PDF)
4.4
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SuttonLake
NE CapeFearRiver
Cape FearRiver
PS-157River
BluffsI-40
Gordon Rd23rd St
College Rd
Bavarian Ln
I-140
Kerr Ave
Castl
e Hay
ne R
d
Martin Luther King Jr Pky
Blue Clay Rd
Us Hwy 421
NorthsideWWTP
LegendNorthwest ForcemainRiver Bluffs Pump Station
Wastewater TreatmentPlant
Primary RoadsSecondary RoadsCity LimitsHydroFeature
River Bluffs PS-157&
Northwest Forcemain
0 0.5 1Miles
NorthwestForcemain
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CAPE FEAR PUBLIC UTILITY AUTHORITY
RATES AND FEES SCHEDULE FY 15-16
Rates and Fees
Effective 7/1/15
Rates and Fees
Effective 10/14/15 Ordinance Reference
Lost or stolen special use sign 50.00$ 50.00$ 4.2c(vii)
Consumption Charge (per 1,000 gallons) 3.67$ 3.67$ 4.2.a(iii)
7 Water Quality Fees
Inspection Fees Backflow Assembly Total Total
Initial inspection No Charge No Charge 4.2.b(ii)
Subsequent inspections 55.00$ 55.00$ 4.2.b(ii)
8 Discharge Permit Fees
Industrial Connection and Discharge Permit application and annual fee includes
SIU, flows > 15,000 gpd, pretreatment 750.00$ 750.00$ Appendix D 3.4
Restoration of Revoked Industrial Permit (Each occurrence) 1,500.00$ 1,500.00$ Appendix D 3.4
Modification of Permit (Each occurrence) 200.00$ 200.00$ Appendix D 3.4
Other Wastewater Permits
Flow Less than 1,000 Gallons/day 100.00$ 100.00$ Appendix D 3.4
Flow Between 1,000 and 7,500 Gallons/day 200.00$ 200.00$ Appendix D 3.4
Flow Between 7,501 and 15,000 Gallons/day 300.00$ 300.00$ Appendix D 3.4
Food Service Establishment Application and Annual Inspection Fee 100.00$ 100.00$ Appendix D 3.4
Enforcement Cost Recovery
Individually
determined
Individually
determined 4.2.c(x);Appendix D 3.4
Restoration Fee of Revoked Other Wastewater Permit (Each Occurrence) 2x permit fee 2x permit fee
Residuals permit application fee 100.00$ 100.00$ Appendix D 3.4
Monitoring Fee
Individually
determined
Individually
determined Appendix D 3.4
Grease Interceptor Variance (Each occurrence) 220.00$ 220.00$ Appendix D 3.4
9 System Development Charges
Water by Meter Size Total Total Appendix C 2(a)
5/8" * 1,920.00$ 1,920.00$ 4.2.b(iv)
1" (Single-Family Residential with fire sprinkler system) 1,920.00$ 1,920.00$ 4.2.b(iv)
1" 4,800.00$ 4,800.00$ 4.2.b(iv)
1 1/2" 9,600.00$ 9,600.00$ 4.2.b(iv)
2" 15,360.00$ 15,360.00$ 4.2.b(iv)
3" 28,800.00$ 28,800.00$ 4.2.b(iv)
4" 48,000.00$ 48,000.00$ 4.2.b(iv)
6" 96,000.00$ 96,000.00$ 4.2.b(iv)
8" 153,600.00$ 153,600.00$ 4.2.b(iv)
10" 240,000.00$ 240,000.00$ 4.2.b(iv)
* No water SDC due on a 5/8" irrigation meter
4.2b(iv)(4)
Water Development Charge (minimum $1,348.00 = 400 gallons) $3.37 per gallon $3.37 per gallon 4.2b(iv)(4)
Sewer by Meter Size Total Total Appendix C 3(a)
5/8" 2,460.00$ 2,460.00$ 4.2b(iv)
1" (Single-Family Residential with fire sprinkler system) 2,460.00$ 2,460.00$ 4.2b(iv)
1" 6,150.00$ 6,150.00$ 4.2b(iv)
1 1/2" 12,300.00$ 12,300.00$ 4.2b(iv)
2" 19,680.00$ 19,680.00$ 4.2b(iv)
3" 36,900.00$ 36,900.00$ 4.2b(iv)
4" 61,500.00$ 61,500.00$ 4.2b(iv)
6" 123,000.00$ 123,000.00$ 4.2b(iv)
8" 196,800.00$ 196,800.00$ 4.2b(iv)
10" 307,500.00$ 307,500.00$ 4.2b(iv)
Unmetered service (sewer only)
$10/gallon
projected flow
$10/gallon
projected flow 4.2b(iv)
Sewer Impact Fee (minimum $2,103.90 = 300 gallons) $7.013 per gallon $7.013 per gallon 4.2b(iv)(4)
Sewer Development Charge $1.50 per gallon $1.50 per gallon 4.2b(iv)(4)
10 Development Capacity Fees
Chair Road Associates - Regional Lift Station (PS #157) and Northwest Forcemain Improvements $ - $4.75 per gpd Per Contract
Chair Road Associates - Northwest Forcemain Improvements only $ - $3.55 per gpd Per Contract
11 Miscellaneous and Other
Service/repair costs
Contracted services at actual cost plus 10% administrative fee Individually
determined
Individually
determined 1.9(e)
Shell Buildings Alternative Fee Calculation - former NHC Water & Sewer District. Fees base on class of use
& 15A NCAC O2T.0114 - Design Flow Rates
Shell Buildings Alternative Fee Calculation - former NHC Water & Sewer District. Fees base on class of use
& 15A NCAC O2T.0114 - Design Flow Rates
4.4.c
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(ID # 1491) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Authorize the Executive Director to Execute a $585,550 Contract with
State Utility Contractors for the Greenfield Lake Outfall Rehabilitation
Phase 2 Project
Submitted By: Jim Flechtner, Executive Director
Approved By: Carel Vandermeyden, Director of Engineering
Prepared By: Phil Brower, Engineering Manager
Meeting Date: October 14, 2015
Background: This project is primarily funded by a Clean Water State Revolving Fund (CWSRF)
loan. It consists of sewer main, manhole and service rehabilitation work with related street
restorations adjacent to Greenfield Lake and the east side of Carolina Beach Road. During the
final stages of the project, unforeseen conditions were encountered during the excavation work
to install a 24-inch sewer main across Front Street during a specific weekend closure period
allowed by NCDOT. Subsequently, the Authority and the contractor were unable to reach
agreement on the change order cost to complete the work and instead negotiated a closeout to
the original project.
W.K. Dickson prepared a second phase bid package and rather than crossing Front Street with a
deep excavation during a weekend closure, NCDOT allows for up to two 8-day closures to
complete the work under Front Street. The Division of Water Infrastructure approved bidding
the Phase 2 project. A single bid was received from State Utility Contractors at a first and
second bid date. Their bid was opened at the second date and found to exceed funds available.
The Authority and State Utility Contractors entered negotiations to get the base bid (Front
Street crossing work) within budgeted funds. The results are summarized below:
Base Alternate Total
Original Bid $736,400 $586,185 $1,322,585
Negotiated Bid $585,550 No $585,550
Funding: Capital Improvement Program account 12S171 Greenfield Lake Outfall Rehabilitation
- CWSRF has $618,302 funds available for the negotiated base bid ($231,836 Authority funds &
$386,466 CWSRF funds). Reimbursement requests will be submitted for CWSRF loan approval.
Written confirmation of approval is not available at this time. Engineering staff anticipates
approval. In the event of non-approval, the Authority has sufficient funds in 16S401 FY16
Undesignated Sewer Projects to cover potential shortfalls.
Recommended Action: Approve the negotiated construction contract to State Utility
Contractors, Inc. for $585,550 and authorize the Executive Director to execute it.
4.5
Packet Pg. 51
Action Item – (ID # 1491) Meeting of October 14, 2015
(ID # 1491) Page 2
Agenda Placement: As recommended by the Finance Committee.
Attachments:
Bid Responsiveness Checklist - Signed (PDF)
WKD Bid Tab & Recommendation of Award (PDF)
4.5
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(ID # 1490) Page 1
Cape Fear Public Utility Authority Board Meeting
Agenda Item
Item: Operating Contingency Fund Transfer Authorization
Submitted By: Jim Flechtner, Executive Director
Approved By: Frank Styers, Chief Operations Officer
Prepared By: Frank Styers, Chief Operations Officer
Meeting Date: October 14, 2015
Background: The sulfuric acid bulk storage tank discharge pipe at the Nanofiltration Water
Treatment Facility failed on September 7, 2015, resulting in the contamination of approximately
7,300 gallons of sulfuric acid and rendering it no longer suitable for use in the treatment
process. In response to the pipe failure, Southeastern Response and Remediation (SR&R) was
contacted to assist with recovery of the spilled product, site cleanup, and disposal of the
contaminated sulfuric acid. All of the contaminated product was retained on the plant site and
recovered. The Authority entered into a $40,000 contract with SR&R for the estimated cost of
these services, and funded the contract from the Centralized Maintenance operations budget.
Funds for significant unanticipated facility and equipment repairs are included in the operating
contingency budget and not budgeted within individual operating budgets. A $100,000 budget
transfer to the Centralized Maintenance budget from operating contingency budget is
recommended to provide reimbursement of the initial $40,000 associated with the initial SRR
Contract, plus an additional $60,000 to provide funding to repair or replace the bulk storage
tank and replace the contaminated acid at a cost $1.04 per gallon. Costs to repair or replace
the tank are being investigated and currently unknown. If the tank must be replaced, a portion
of the exterior wall of the chemical containment area will require removal and replacement.
Once the cause and cost of the equipment failure has been determined, investigations will be
made to determine if coverage exists under our insurance policy, and if a claim will be made for
the repairs and cleanup activities. The $100,000 is an estimate of costs associated with the
tank failure, and any unused funds associated with the tank failure will be returned to the
operations contingency budget following project completion.
Funding: $100,000 related to the failure of the bulk chemical tank will be transferred from
Operating Contingency to the Centralized Maintenance budget.
Recommended Action: Approve Budget Ordinance #16-009.
Agenda Placement: As recommended by the Finance Committee.
Attachments:
Budget Ordinance 16-009 (PDF)
4.6
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Action Item – (ID # 1490) Meeting of October 14, 2015
(ID # 1490) Page 2
4.6
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Cape Fear Public Utility Authority
October 14, 2015
Ordinance Making Supplemental Revenues and Appropriations to the Operating Fund for the
Fiscal Year Ending June 30, 2016 LEGISLATIVE INTENT/PURPOSE: In the current fiscal year, Budget Ordinance #16-009 will provide for the use of Operating
Contingency of $100,000 to fund unanticipated facility and equipment repairs incurred in Centralized
Maintenance operations budget.
The sulfuric acid bulk storage tank discharge pipe at the Nanofiltration Water Treatment Facility
failed on September 7, 2015, resulting in the contamination of approximately 7,000 gallons of sulfuric
acid and rendering it no longer suitable for use in the treatment process. In response to the pipe
failure Southeastern Response and Remediation (SR&R) was contacted to assist with recovery of the
spilled product, site cleanup, and disposal of the contaminated sulfuric acid. The Authority entered
into a $40,000 contract with SR&R for the estimated cost of these services, and funded the contract
from the Centralized Maintenance operations budget. Funds for significant unanticipated facility and
equipment repairs are included in the Operating Contingency budget and not budgeted within
individual operating budgets. Transfer of $100,000 is requested to provide funds for recovery and
disposal of the sulfuric acid, repairs to the tank and purchase of sulfuric acid to replace the
contaminated acid.
THEREFORE, BE IT ORDAINED: That the following appropriations are hereby made during the fiscal year to meet these obligations.
Operating Fund
Appropriations: Operating Expenditures $100,000 Contingency ($100,000) $0
______________________ Patricia O. Kusek, Chairman
Adopted at a regular meeting On October 14, 2015 ______________________ Michael C. Brown III, Secretary
4.6.a
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