AGENDA GRP REVIEW COMMITTEE SPECIAL MEETING MONDAY, OCTOBER 28, 2013 12:00 P.M. (NOON) EXECUTIVE BOARD ROOM SAN JACINTO RIVER AUTHORITY G&A BUILDING 1577 DAM SITE ROAD, CONROE, TEXAS 77304 1. CALL TO ORDER 2. APPROVAL OF MINUTES Regular meeting of September 23, 2013, and Special Meeting of October 1, 2013. 3. GRP ITEMS FOR CONSIDERATION BY THE SJRA BOARD ON OCTOBER 31, 2013: a. Consider authorizing General Manager to execute Work Order No. 10 for Supplemental Field Investigations for Surface Water Transmission Line, Segment W2 for the GRP Program b. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line, Segment C1A for the GRP Program c. Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1A for the GRP Program d. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line, Segment C1B for the GRP Program e. Consider authorizing General Manager to execute Work Order No. 7 for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1B for the GRP Program f. Consider authorizing General Manager to execute Change Order No. 1 for Surface Water Transmission Line, Segment W2A for the GRP Program g. Consider authorizing General Manager to execute Amendment No. 1 to Work Order No. 2 for Construction Management and Inspection Services for Accelerated Construction of Surface Water Transmission System, Segment W2A for the GRP Program h. Consider authorizing General Manager to execute Work Order No. 3 for Additional Services during Construction for GRP Program
i. Authorize the General Manager, or his designee, to execute letter(s) of assurance to Lone Star Groundwater Conservation District as requested, and approve the GRP Contract as presented and authorize the execution of same by the General Manager 4. PRESENTATION REGARDING SJRA WATER CONSERVATION AND DROUGHT CONTINGENCY PLANS 5. PRESENTATION REGARDING INITIAL TESTING, COMMISSIONING AND STARTUP CONCEPT FOR GRP SURFACE WATER FACILITY 6. UPDATE REGARDING GRP DIVISION 7. DISCUSSION REGARDING FUTURE AGENDA ITEMS 8. FUTURE MEETING SCHEDULE No scheduled meeting in November December 9, 2013 9. TOUR OF SURFACE WATER FACILITIES 10. ADJOURN Persons with disabilities who plan to attend this meeting and would like to request auxiliary aids or services are requested to contact Cynthia Bowman at (936) 828-3823 at least three business days prior to the meeting so that appropriate arrangements can be made.
GRP REVIEW COMMITTEE MINUTES OF REGULAR MEETING SEPTEMBER 23, 2013 A regular meeting of the San Jacinto River Authority GRP Review Committee was held at 12:00 p.m., September 23, 2013, at the San Jacinto River Authority G&A Building located at 1577 Dam Site Road, Conroe, Texas 77304. Chairman Troy Morris and committee members Jackie Chance, Jason Miller, Mike Mooney, Art Faiello and Al Newton were present. 1. CALL TO ORDER The meeting was called to order at 12:00 p.m. 2. APPROVAL OF MINUTES Committee member Mooney made a motion to approve the minutes of August 19, 2013, with two corrections as mentioned by Chairman Morris. The motion was seconded by Committee member Faiello, with all present voting aye, 3. GRP ITEMS FOR CONSIDERATION BY THE SJRA BOARD ON SEPTEMBER 26, 2013: GRP Division Manager Mark Smith presented information regarding items 3 a through 3 c. a. Consider authorizing General Manager to execute Amendment No. 3 to Work Order No. 2 for land/easement acquisition support services for the GRP Program b. Consider authorizing General Manager to approve additional expenditures for legal representation, including professional appraisal services, for land/easement acquisition for the GRP Program c. Consider authorizing General Manager to approve Amendment No. 4 to Professional Services Agreement for land/easement acquisition support for the GRP Program Committee member Newton made a motion to recommend approval of items 3 a through 3 c, with a second from Committee member Chance. The motion passed unanimously to recommend the items for approval by the SJRA Board of Directors. GRP Division Manager then presented information regarding items 3 d through 3 n. d. Consider authorizing General Manager to execute Work Order No. 9 for Preliminary and Final Design, Procurement, Topographic Survey, Metes and Bounds, and Geotechnical Investigation of Communications Conduit and Ground Boxes for GRP Program e. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line Segment C2 for the GRP Program f. Consider authorizing General Manager to execute Work Order No. 7 for Construction Phase Services during the Construction of Surface Water Transmission Line Segment C2 for the GRP Program
g. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line Segment C3 for the GRP Program h. Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services during the Construction of Surface Water Transmission Line Segment C3 for the GRP Program i. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line Segment C4 for the GRP Program j. Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services during the Construction of Surface Water Transmission Line Segment C4 for the GRP Program k. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission Line Segment W4 for the GRP Program l. Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services during the Construction of Surface Water Transmission Line Segment W4 for the GRP Program m. Consider authorizing General Manager to execute Construction Contract for Surface Water Transmission North Water Receiving Facilities for the GRP Program n. Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services during the Construction of Surface Water Transmission North Water Receiving Facilities for the GRP Program Committee member Faiello made a motion to recommend approval of items 3 d through 3 n. The motion was seconded by Committee member Mooney and passed unanimously to recommend the items for approval by the SJRA Board of Directors. Mr. Smith presented information with regard to item 3 o, stating that the consultant will develop a utility financial planning and rate model for the GRP Division. o. Consider authorizing General Manager to execute Professional Services Agreement and Work Order No. 1 for GRP Rate Study for the GRP Program Committee member Faiello moved to recommend approval with a second from Committee member Newton. The motion passed with all present voting aye to recommend the item for approval by the SJRA Board of Directors. 4. UPDATE REGARDING GRP DIVISION Construction Manager Phil Smith updated the committee on the current Surface Water Facilities construction project. Project Manager Doug Haude also updated the committee on the current Transmission Line System construction projects. Mr. Mark Smith gave an overview of the GRP Monthly Report for August. He also stated that SJRA staff continued to visit merchants informing them of upcoming construction in the area.
5. DISCUSSION REGARDING FUTURE AGENDA ITEMS Mr. Smith stated that MUD 99/115 supplemental agreement will be coming before the committee possibly next month. Also mentioned was an upcoming request from MSEC to increase the daily rate of water supplied by SJRA in the near future. The upcoming election and next month s compliance report by Compliance Supervisor Matt Corley was also mentioned. 6. DISCUSSION REGARDING FUTURE MEETING SCHEDULE It was announced that the upcoming GRP Review Committee meetings would be held on the following dates: October 28, 2013, and December 9, 2013. 7. ADJOURN With no objection, the meeting was adjourned at 1:10 p.m. Cynthia A. Bowman Executive Administrative Specialist Mark Smith GRP Program Administrator
GRP REVIEW COMMITTEE MINUTES OF SPECIAL MEETING OCTOBER 1, 2013 A special meeting of the San Jacinto River Authority GRP Review Committee was held at 10:00 a.m., October 1, 2013, at the San Jacinto River Authority G&A Building located at 1577 Dam Site Road, Conroe, Texas 77304. Chairman Troy Morris and committee members Jackie Chance, Jason Miller, Mike Mooney, Art Faiello and Al Newton were present. 1. CALL TO ORDER The meeting was called to order at 10:00 a.m. 2. GRP Division Manager Mark Smith presented information regarding options to accelerate construction of Water Transmission Segment W2A for the GRP Program from Shadowbend to Grogan's Mill Road, and the issuance of a work change directive in connection therewith. Jim Stinson with WJPA and Matt Beasley with Precinct Three were in attendance and commented on the item. Committee member Miller and Committee member Faiello stated that they were not prepared to vote on the recommendation today. They stated that they would have liked to have had time to consult with their constituents. Both stated that they are in favor of helping small business, but feel The Woodlands should have some financial responsibility. After further discussion, Committee member Chance made a motion to recommend approval of options to accelerate construction of Water Transmission Segment W2A for the GRP Program from Shadowbend to Grogans Mill Road, and the issuance of a work change directive in connection, therewith. Committee member Newton seconded the motion. The motion carried with 3 ayes (Committee members Chance, Newton, Mooney) and 2 nays (Committee members Faiello and Miller) to recommend the item for approval by the SJRA Board of Directors. 3. ADJOURN Without objection, the meeting was adjourned at 10:45 a.m. Cynthia A. Bowman Executive Administrative Specialist Mark Smith GRP Division Manager
GRP Review Committee Item 3a 5i. Consider authorizing General Manager to execute Work Order No. 10 for Supplemental Field Investigations for Surface Water Transmission Line, Segment W2 for the GRP Program 10/31/2013 Binkley & Barfield, Inc. Surface Water Transmission System, Segment W2 Professional Engineering Services Professional Services Work Order Agreement (Contract No. 11-147) Work Order No. 10 provides for all of the services required to perform field investigations and the preparation and submittal of a fault study report to supplement the Phase 1 Fault Study performed on Surface Water Transmission Line Segment W2. The need to perform this study was identified in conjunction with information that has recently become available regarding the potential location/extent of the Panther Branch fault. Key Deliverable(s): Due Date(s): Fault Study Documentation December 2, 2013 Type of Compensation (WO No. 10): Cost Plus Multiplier with Not-to-Exceed Total Amount: $4,765.20 Construction Cost: $31,450,126.00 Anticipated Completion Date: December 2, 2013 Authorize the General Manager to execute Work Order No. 10 for $4,765.20 with Binkley & Barfield, Inc., for Supplemental Field Investigations for Surface Water Transmission Line, Segment W2 for the GRP Program.
GRP Review Committee Item 3b 9a Consider authorizing General Manager to execute Construction Contract for 10/31/2013 Surface Water Transmission Line, Segment C1A for the GRP Program Garney Companies, Inc. Surface Water Transmission System, Segment C1A Water Line and Fiber Optic Conduit Construction Standard Construction Agreement (Contract No. 13-063) The construction contract provides for all of the labor, materials, and equipment required to construct the proposed Surface Water Transmission System, Segment C1A. Segment C1A includes approximately 10,300 L.F. of 42 transmission line and 3 fiber optic conduit to be installed from the Surface Water Facilities site, east along the GRP Surface Water Facilities access road and across Longmire Road, to Segment C2. (Note: The Competitive Sealed Proposal (CSP) procurement method was used for this project. A mandatory preproposal conference was held on May 21, 2013. Proposals were received and publicly opened on September 17, 2013. A selection committee evaluated the Proposals based on criteria detailed in the associated Request for Proposals [RFP] and recommended the Highest Ranked Offeror for award of the construction contract.) No. Proposals Received / Proposal Receipt Date: Three (3) / September 17, 2013 Highest Ranked Offeror / Proposed Cost: Second Ranked Offeror / Proposed Cost: Third Ranked Offeror / Proposed Cost: Engineer: Garney / $3,837,683.40 (95.06 Pts.) S.J. Louis / $3,753,978.00 (91.56 Pts.) E.P. Brady / $4,060,312.97 (89.25 Pts.) Dannenbaum Engineering Corporation Proposal Amount: $3,837,683.40 Engineer s Estimate: $6,911,550.00 Contract Days: 300 Calendar Days Authorize General Manager to execute Construction Contract for $3,837,683.40 with Garney Companies, Inc., for Surface Water Transmission Line, Segment C1A for the GRP Program and contract modifications up to $75,000. GRP REVIEW COMMITTEE ITEM NO. 3b
GRP Review Committee Item 3c 9b Consider authorizing General Manager to execute Work Order No. 6 for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1A for the GRP Program 10/31/2013 Dannenbaum Engineering Corporation Surface Water Transmission System, Segment C1A Professional Engineering Services Professional Services Work Order Agreement (Contract No. 11-154) Work Order No. 6 provides for professional engineering construction phase services (CPS) for the Surface Water Transmission System, Segment C1A. Work Order No. 6 services generally include the review and documentation of contractor and SJRA requests for information, baseline schedule, change proposals, shop drawings, and claims; attendance at scheduled and unscheduled meetings; and site observations. Work Order No. 6 also includes the preparation of record drawings. Key Deliverable(s): Site Visit Progress Reports Shop Drawing/Sample Submittals Requests for Information Crossing Permits to Contractor Record Drawings Substantial and Final Inspection Punch Lists Type of Compensation (WO No. 6): Due Date(s): Three (3) calendar days following visit Within 14 days of receipt Within three (3) days of receipt As required prior to Construction 45 calendar days after receipt Within seven (7) days after inspection Cost Plus Multiplier with Not-to-Exceed Total Amount: $90,741.50 Construction Cost: $3,837,683.40 Anticipated Completion Date: October 8, 2014 Authorize the General Manager to execute Work Order No. 6 for $90,741.50 with Dannenbaum Engineering Corporation for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1A for the GRP Program.
GRP Review Committee Item 3d 9c Consider authorizing General Manager to execute Construction Contract for 10/31/2013 Surface Water Transmission Line, Segment C1B for the GRP Program E.P. Brady, Ltd. Surface Water Transmission System, Segment C1B Water Line and Fiber Optic Conduit Construction Standard Construction Agreement (Contract No. 13-093) The construction contract provides for all of the labor, materials, and equipment required to construct the proposed Surface Water Transmission System, Segment C1B. Segment C1B includes approximately 2,500 L.F. of 16 transmission line and 3 fiber optic conduit to be installed along Longmire Road from Segment C1A at the GRP Surface Water Facilities access road entrance south to City of Conroe Water Plant No. 14. (Note: The Competitive Sealed Proposal (CSP) procurement method was used for this project. A mandatory preproposal conference was held on August 20, 2013. Proposals were received and publicly opened on September 3, 2013. A selection committee evaluated the Proposals based on criteria detailed in the associated Request for Proposals [RFP] and recommended the Highest Ranked Offeror for award of the construction contract.) No. Proposals Received / Proposal Receipt Date: Two (2) / September 3, 2013 Highest Ranked Offeror / Proposed Cost: Second Ranked Offeror / Proposed Cost: Third Ranked Offeror / Proposed Cost: Engineer: E.P. Brady / $683,491.53 (82.01 Pts.) American Site Builders / $540,000.00 (72.50 Pts.) N/A / N/A (N/A Pts.) Dannenbaum Engineering Corporation. Proposal Amount: $683,491.53 Engineer s Estimate: $703,310.00 Contract Days: 180 Calendar Days Authorize General Manager to execute Construction Contract for $683,491.53 with E.P. Brady, Ltd., for Surface Water Transmission Line, Segment C1B for the GRP Program and contract modifications up to $75,000.
GRP Review Committee Item 3e 9d Consider authorizing General Manager to execute Work Order No. 7 for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1B for the GRP Program 10/31/2013 Dannenbaum Engineering Corporation Surface Water Transmission System, Segment C1B Professional Engineering Services Professional Services Work Order Agreement (Contract No. 11-154) Work Order No. 7 provides for professional engineering construction phase services (CPS) for the Surface Water Transmission System, Segment C1B. Work Order No. 7 services generally include the review and documentation of contractor and SJRA requests for information, baseline schedule, change proposals, shop drawings, and claims; attendance at scheduled and unscheduled meetings; and site observations. Work Order No. 7 also includes the preparation of record drawings. Key Deliverable(s): Site Visit Progress Reports Shop Drawing/Sample Submittals Requests for Information Crossing Permits to Contractor Record Drawings Substantial and Final Inspection Punch Lists Type of Compensation (WO No. 7): Due Date(s): Three (3) calendar days following visit Within 14 days of receipt Within three (3) days of receipt As required prior to Construction 45 calendar days after receipt Within seven (7) days after inspection Cost Plus Multiplier with Not-to-Exceed Total Amount: $55,370.25 Construction Cost: $683,491.53 Anticipated Completion Date: June 11, 2014 Authorize the General Manager to execute Work Order No. 7 for $55,370.25 with Dannenbaum Engineering Corporation for Construction Phase Services by Design Consultant during Construction of Surface Water Transmission Line, Segment C1B for the GRP Program.
GRP Review Committee Item 3f 9e Consider authorizing General Manager to execute Change Order No. 1 for Surface 10/31/2013 Water Transmission Line, Segment W2A for the GRP Program Texas Sterling Construction Co. Surface Water Transmission System, Segment W2A Water Line and Fiber Optic Conduit Construction Standard Construction Agreement (Contract No. 13-072) The previously approved construction contract provides for all of the labor, materials, and equipment required to construct the indicated portion of Surface Water Transmission System, Segment W2A not later than October, 2014. Change Order No. 1 provides for all of the labor, materials, and equipment required to accelerate that portion of Surface Water Transmission Line, Segment W2A between Grogans Mill Road and Shadow Bend Place along Research Forest Drive. Change Order No. 1 accelerates planned work activities to complete by January 1, 2014. The work including the tunnel under Lake Woodlands, air relief valves, and transmission line testing and chlorination activities shall be exempt from the January 1, 2014 completion date requirement. Work Change Directive No. 1 for this work was approved by the SJRA Board on October 3, 2013. Original Contract Amount: $15,288,526.00 (Board Approved May 23, 2013) Change Order No. 1 Amount: $1,051,732.02 Revised Contract Amount: $16,340,258.02 Original Contract Days: Requested Additional Calendar Days: Revised Total Contract Days: 500 Calendar Days 0 Calendar Days 500 Calendar Days Authorize General Manager to execute Change Order No. 1 for $1,051,732.02 with Texas Sterling Construction Co. for Surface Water Transmission Line, Segment W2A for the GRP Program.
GRP Review Committee Item 3g 9f Consider authorizing General Manager to execute Amendment No. 1 to Work Order No. 2 for Construction Management and Inspection Services for Accelerated Construction of Surface Water Transmission System, Segment W2A for the GRP Program 10/31/2013 Kellogg Brown & Root Services, Inc. Surface Water Transmission System, Segment W2A Professional Engineering Services Professional Services Work Order No. 2 Agreement (Contract No. 12-008) Amendment No. 1 to Work Order No. 2 provides for non-normal work day/hour construction inspection services to coincide with the acceleration of Surface Water Transmission System, Segment W2A construction activities, along Research Forest Drive between Shadow Bend Place and Grogans Mill Road. The acceleration of construction activities to 24 hours a-day/7 days a-week, requires the provision of additional construction inspection oversight during the same extended working days/hours as the construction contractor. Key Deliverable(s): Daily Reports Type of Compensation (WO No. 2, AM No. 1): Due Date(s): Within 24 hours of activity Cost Plus Multiplier with Not Exceed Original Fee for Work Order No. 2: $7,590,822.00 (Board Approved January 24, 2013) Amendment No. 1 for Work Order No. 2: $ 134,121.36 (Recommended Action) Total Amount: $7,724,943.36 Construction Cost: Anticipated Completion Date: $165,000,000.00 (Est.) January 1, 2014 (This Amendment) Authorize the General Manager to execute Amendment No. 1 to Work Order No. 2 for $134,121.36 with Kellogg Brown & Root Services, Inc., for Construction Management and Inspection Services for Accelerated Construction of Surface Water Transmission System, Segment W2A for the GRP Program.
GRP Review Committee Item 3h 9g Consider authorizing General Manager to execute Work Order No. 3 for Additional 10/31/2013 Services during Construction for the GRP Program Kellogg Brown & Root Services, Inc. Surface Water Transmission - GRP Program Professional Engineering Services Professional Services Work Order Agreement (Contract No.12-008) Work Order No. 3 provides SJRA s GRP Division and SJRA s Public Relations Department with support personnel, dedicated to providing each with a clear understanding of the planned and actual day-to-day GRP Program Surface Water Transmission System (including Stand Pipe) and Water Receiving Facilities construction activities having an impact on the general public. More specifically, construction activity impacts to the traffic patterns and public events of the City of Conroe, The Woodlands, and other Montgomery County areas in-between. Such services require personnel who understand both construction processes and public relations, and strictly adhere to/follow through on given SJRA public relations related coordination and liaison tasks, internally and externally, as directed by the SJRA. Key Deliverable(s): Two (2) Week Look-Ahead Report Graphic Documents Schedule Interpretations Activity Reports Type of Compensation (WO No. 3 ): Due Date(s): Every Other Friday As Requested by SJRA As Requested by SJRA As Requested by SJRA Cost Plus Multiplier with Not-to-Exceed Total Amount: $398,759.50 Construction Cost: $163,000,000.00 (Est.) Anticipated Completion Date: September 6, 2015 Authorize the General Manager to execute Work Order No. 3 for $398,759.50 with Kellogg Brown & Root Services, Inc., for Additional Services during Construction for the GRP Program.
GRP Review Committee Item 3i 9h Authorize the General Manager, or his designee, to execute letter(s) of assurance to Lone Star Groundwater Conservation District as requested, and approve the GRP Contract as presented and authorize the execution of same by the General Manager 10/31/2013 If Lone Star Groundwater Conservation District ( Lone Star ) receives an application for a groundwater well that will withdraw more than 10 million gallons of water per year, the applicant is subject to Lone Star s groundwater reduction rules. When such an application is filed, Lone Star staff requires documentation demonstrating that the applicant will implement a groundwater reduction plan ( GRP ) or join an existing joint GRP. Each of the following has filed such an application with Lone Star and requested that SJRA issue a letter to Lone Star confirming that a contract will be prepared and completed such that the applicant will join SJRA s GRP. 1. Montgomery County MUD No. 105 2. Montgomery County MUD No. 96 (Available backup information is provided) In addition to the above, a contract to join SJRA s GRP (a GRP Contract ) has been prepared for each of the following and Board approval is now requested. Each GRP Contract is provided as backup. None this month. Authorize the General Manager, or his designee, to execute letter(s) of assurance to Lone Star Groundwater Conservation District as requested, and approve the GRP Contract as presented and authorize the execution of same by the General Manager.