CAPE FEAR PUBLIC UTI LITY AUTHORITY - Granicus

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


FINANCE COMMITTEE

MINUTES

SEPTEMBER 2, 2015

IT Conference Room Regular Meeting 9:00 AM

235 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403


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


William Norris Cape Fear Public Utility Authority

Committee Members Present

Larry Sneeden Cape Fear Public Utility Authority


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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Minutes Finance Committee September 2, 2015


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


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.


MOVER: James Brumit, Committee Member

SECONDER: Patricia Kusek, Committee Member


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.


MOVER: William Norris, Committee Members

SECONDER: James Brumit, Committee Member


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.





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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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.





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.





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.





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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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.





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.





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


Agenda Item

Item: Authorize New CIP Project Funding for the Brenda Drive Utility Relocation


Approved By: Carel Vandermeyden, Director of Engineering

Prepared By: Carel Vandermeyden, Director of Engineering


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.


(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

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. ~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

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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: _______ ___ _

Page'" of '" /.I,dcll

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(ID # 1492) Page 1


Agenda Item

Item: Additional Staffing and Funding for the Engineering Development

Services Division



Prepared By: Carel Vandermeyden, Director of Engineering


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.


Attachments:

Development Services Update Final (PDF)

Budget Ordinance 16-010 (PDF)

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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

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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

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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

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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

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Development Plans Reviewed

59

77

163

177

141

0

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40

60

80

100

120

140

160

180

200

2011 2012 2013 2014 2015 thru August

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Requests for Information

778869

1503

1774

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1200

1400

1600

1800

2000

2011 2012 2013 2014 2015 thru August

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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

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Field Inspections

521

927

1191

1695

1375

0

200

400

600

800

1000

1200

1400

1600

1800

2011 2012 2013 2014 2015 thru August

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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

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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

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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

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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

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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

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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

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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

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Questions?

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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

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(ID # 1489) Page 1


Agenda Item

Item: Chair Road Development Capacity Fees



Prepared By: Kent Harrell, Engineering Manager


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.

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(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.


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

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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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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

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(ID # 1491) Page 1


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



Prepared By: Phil Brower, Engineering Manager


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.

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(ID # 1491) Page 2


Attachments:

Bid Responsiveness Checklist - Signed (PDF)

WKD Bid Tab & Recommendation of Award (PDF)

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(ID # 1490) Page 1


Agenda Item

Item: Operating Contingency Fund Transfer Authorization


Approved By: Frank Styers, Chief Operations Officer

Prepared By: Frank Styers, Chief Operations Officer


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.


Attachments:

Budget Ordinance 16-009 (PDF)

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(ID # 1490) Page 2

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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

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Documents

CAPE FEAR PUBLIC UTI LITY AUTHORITY - Granicus