Board of Directors Meeting Summary
The following action items passed by majority vote during the regular meeting of the Sanitation District No. 1 Board of Directors held Tuesday, April 20.
Series 2021 Bond IssueThe Board authorized a bond issue to finance various capital improvement projects and a bond issue to refinance an outstanding KIA loan. These bonds will be offered for sale to public purchasers. The sale will occur when market rates are most favorable to SD1.
The obvious win in this transaction is the savings to the ratepayers by borrowing early at extremely low rates.
SD1 Goals Advanced: Financial Viability, Stakeholder Support, Customer Satisfaction
Master Service Agreement – Professional Engineering Design, Project Management, Construction Management, and Inspection ServicesA Master Service Agreement (MSA) for these services was awarded to 31 separate engineering firms for specific categories of service at the rates submitted with each firm’s proposal: AECOM; Bayer Becker; Black & Veatch; Cardinal; Civil & Engineering; Clear Consulting; CT Consultants; DLZ Kentucky; Geosyntec Consultants; GPD Group; Gresham Smith: GRW; Hazen and Sawyer; Inflo Design; Infrastructure & Development; Jacobs Ohio; James Berling; Jones Warner; Mason Carr; Palmer; POWER; PRIME AE; RA; S&ME; Stantec; Strand; Summit; Sustainable Streams; Tetra Tech; Viox & Viox; and Wade Trim Ohio.
SD1’s approach to procuring professional services required for various services is based on the establishment of MSA contracts. Tasks associated with certain services can be grouped into categories. Through the competitive bidding process, a group of qualified firms are identified. An MSA of standard terms and conditions is then entered into with each of the firms to establish a pool of as-needed bidders for individual tasks. This allows SD1 to establish with successful bidders the standard terms and conditions upfront, thereby expediting services and increasing efficiency in the process.
SD1 Goals Advanced: Financial Viability, Operational Efficiency & Resiliency,
Optimal Infrastructure Management
Silver Grove CSO Equalization Basin – ConstructionThe Board awarded a contract to Building Crafts in an amount not to exceed $2,299,000 for construction of the Silver Grove CSO Equalization Basin
This project will address a Combined Sewer Overflow (CSO) in the City of Silver Grove. The most cost-effective method for elimination of this CSO is through construction of a cast-in-place 410,000-gallon underground storage tank. The cast-in-place storage basin will reduce the release of raw sewage to the environment by eliminating combined sewer overflow during a typical year of rainfall, providing an estimated overflow reduction of 1.36 million gallons of CSO volume in the typical year of rainfall.
SD1 Goals Advanced: Environmental Stewardship, Optimal Infrastructure Management
River Water Intrusion Groups 2 and 3 – Design and Construction AdministrationThe Board awarded a contract to DLZ Kentucky in an amount not to exceed $390,576.27 for engineering services to design and provide construction administration for this project.
SD1 is currently working to eliminate river water from entering its sanitary sewer system up to Ohio River level 47.0 feet. In order to prevent river water from entering the sanitary sewer collection system through the outfalls, a combination of flap gates and check valves will be installed either in existing or new structures.
SD1 Goals Advanced: Environmental Stewardship, Optimal Infrastructure Management
Flood Station AssessmentThe Board awarded a contract to HDR in an amount not to exceed $194,500 for an assessment of 15 flood pump stations located along the river in the Covington, Dayton and Newport. The study will consider the condition of the components of the aging assets to determine the vulnerabilities and areas for improvement.
This project will assist in determining the prioritization and cost of required improvements for the fifteen (15) flood stations maintained and operated by SD1. The consultant will conduct visual inspections as well as physical testing of various assets at the flood stations with enough detail to determine short- and long-term functionality and mortality. The consultant will then provide SD1 with a recommended prioritized and phased improvements implementation plan.
SD1 Goals Advanced: Financial Viability, Environmental Stewardship,
Operational Efficiency & Resiliency, Optimal Infrastructure Management
Flood Pump Rehab/Rebuild of Willow Run Pump 3 and Columbia Street Pump 1The Board awarded a contract to Pentair/Fairbanks in the amount estimated at $257,000 for the reconditioning of Willow Run Flood Pump #3 and Columbia Street Pump #1. Repairs are needed for the aging pumps, built in the 1950s, so they can resume operation at their intended capacities.
The Willow Run and Columbia Street flood stations, both constructed during the 1950s as part of the Flood Protection Works program, each have a flood pump in need of repairs. The scope of this request is intended to get both stations up to their rated capacities. Any future work at the flood stations will be conducted in accordance with the recommendations of the Flood Assessment Study.
SD1 Goals Advanced: Operational Efficiency & Resiliency,
Optimal Infrastructure Management
Custodial Cleaning ServicesThe Board awarded a contract to RamClean2 in an amount not to exceed $101,500 for cleaning services at the following campuses: Eaton Road; Dry Creek; Lakeview and Dudley.
SD1’s current Custodial Cleaning Services contract will expire on April 30, 2021, with no option for additional renewals. This new contract will cover cleaning services in the main office, Lakeview office, Dudley building and the Dry Creek Wastewater Treatment Plant.
SD1 Goals Advanced: Customer Satisfaction, Workforce Dedication
Standby and Emergency Electrical ServicesThe Board awarded a contract to Glenwood Electric and Ohio Valley Electrical Services at the rates submitted with their proposals to provide electrical services on an as-needed basis.
SD1’s approach to procuring professional services required for various services is based on the establishment of master service agreement (MSA) contracts. Through the competitive bidding process, a group of qualified firms is identified. An MSA of standard terms and conditions is then entered into with each of the firms to establish a pool of as-needed bidders for individual tasks. This allows SD1 to establish with successful bidders the standard terms and conditions upfront, thereby expediting services and increasing efficiency in the process.
SD1 Goals Advanced: Financial Viability, Operational Efficiency & Resiliency,
Optimal Infrastructure Management
CUES Camera PartsThe Board awarded a contract to Brown Equipment Company the unit prices submitted with its proposal not to exceed $90,000 for parts and services needed for the maintenance of the CUES sewer condition assessment equipment.
The Collections Systems Department uses CUES cameras and robotic crawlers to perform condition assessments on underground assets. This equipment can inspect assets without excavation or disrupting customer properties. SD1 staff are trained to maintain and repair this equipment in-house. Parts are kept in inventory to allow for quick repairs and reduction of downtime.
SD1 Goals Advanced: Financial Viability, Operational Efficiency & Resiliency,
Optimal Infrastructure Management
Ultra-Violet Light Bulbs The Board awarded a contract to HPT/Trojan in the amount of $512.82 per lamp assembly and $45.65 per wiper seal. These bulbs are used in the treatment plants to provide UV disinfection that prevents pathogenic bacteria from developing during the treatment process.
Since SD1 purchases this equipment throughout each fiscal year, it was suggested during a recent Board Meeting that staff research the potential cost savings of entering a multi-year purchasing agreement with HPT/Trojan to reduce overall operation and maintenance costs. The result of a negotiation was Trojan extending a bulk discount that will save SD1 approximately $20,000/year or 12.5% cost reduction for the same materials historically ordered annually. Total savings over the three-year agreement period is just over $61,000.
SD1 Goals Advanced: Financial Viability, Operational Efficiency & Resiliency,
Optimal Infrastructure Management
Reservation of Sanitary Sewer CapacityThree new requests for reservation of sanitary sewer capacity were approved at the April 2021 meeting.
The reservation of capacity program provides SD1 with knowledge of development, an opportunity to assess system capacity, track committed capacity in balance with system operations and capital improvements, and provide developers assurance of capacity. This process benefits the communities served by SD1 by providing planning tools for economic vitality.SD1 Goals Advanced: Financial Viability, Optimal Infrastructure Management, Stakeholder Support, Environmental Stewardship
Details about the SD1 Strategic Business Plan are available at: https://www.sd1.org/223/Strategic-Business-Plan.
