HomeMy WebLinkAbout2001.10.02_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO PUBLIC WORKS AUTHORITY
TYPE OF MEETING: Regular
DATE: October 2, 2001
TIME: 6.30 p.m.
PLACE: Council Chambers, Owasso Community Center
Notice and agenda filed in the office of the City Clerk and posted at City flail at 4:00 pm. on
Friday, September 28, 2001.
Marci outwell, Aut ority Secretary
AGENDA
I. Call to Order
Chairman Barnhouse
2. Flag Salute
3. Roll Call
4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent
Agenda. All matters listed under "Consent" are considered by the Trustees to be routine
and will be enacted by one motion. Any Trustee may, however, remove an item from
consent by request. A motion to adopt the Consent Agenda is non-debatable.
A. Approval of the Minutes of September 18, 2001 Regular Meeting.
Attachment #4 ®A
Owasso Public Works Authority
October 2, 2001
Page 2
B. Approval of Claims.
Attachment #4 -B
5a Consideration and Appropriate Action relating to a bequest for Trustee Approval of
Amendment 41 to an Agreement Between the Owasso Public Works Authority and Garver
Engineers for Engineering; Services for the Owasso Wastewater Treatment Plant expansion
(Phase 11).
Mr Carr
Attachment Y-5
The staff will recommend 'Trustee approval of the proposed amendment with Garver
Engineers in an amount not to exceed $179,950.
6, Report from OPWA Manager,
T Deport from OPWA Attorney.
& New Business.
Owasso Public Works Authority
October 2, 2001
Page 3
Adjournment.
SZ
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OWASSO PUBLIC WORKS AUTHORITY
MINUTES OF REGULAR MEETING
Tuesday, September 18, 2001
The Owasso Public Works Authority met in regular session on Tuesday, September 18, 2001 in
the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and
Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, September 14, 2001.
ITEM 1: CALL TO ORDER
Chairman 1 arnhouse called the meeting to order at 7:50 p.m.
ITEM 2: FLAG SALUTE
The flag salute was held during the City Council meeting preceding this meeting.
ITEM 3: ROLL CALL
STAFF
Larry Mitchell, City Manager
Donald D Cates, Authority Attorney
Marcia Boutwell, Authority Secretary
A quorum was declared present.
ITEM 4: ENDA.
A. Approval of the Minutes of September 4, 2001 Regular Meeting.
B. Approval of Claims.
The consent agenda included minutes of the September 4, 2001 regular meeting, by reference
made a part hereto. Item B on the consent agenda included the following claims: (1) Owasso
Public Works Authority $75,310.79; (2) OPWA Capital Improvements $159,330.43; (3) OPWA
Sewer Line Extension $23,000.00; (4) July Transfers from OPWA $47,591.67 [City Garage
$6,916.67; Workers Comp $3,841.67; General Fund $36,833.33]; (5) August Transfers from
OPWA $47,591.67 [City Garage $6,916.67; Workers Comp $3,841.67; General Fund
$36,833.33]; (6) Payroll $41,026.09. Ms Armstrong moved, seconded by Mr Williams, to
approve the consent agenda
Owasso Public Works Authority September 18, 2001
AYE: Armstrong, Williams, Helm, Brogdon, Bamhouse
NAY: None
Motion carried 5-0.
ITEM 5; CONSIDERATION AND A PROPRIA'TE ACTION RELATING TO A
YAI WASTE; ACTION � PLAN � SUBMITTED BY THE YAR WASTE
COMMITTEE
Mr Roberts said that on August 21, 2001 the OPWA_ Trustees accepted a report horn the citizens
committee appointed to review existing yardwaste handling procedures, identify needed
improvements and develop an action plan for implementing suggested modifications, 'The action
plan is now being presented to the 'Trustees for approval, The plan consists of permanently
closing the yardwaste disposal station to public access effective October 15, 2001, cleaning up
the disposal station, and continuing curbside yardwaste collection through mid - October 2001
The next phase of the plan, which would occur from February to April 2002, would initiate a
community outreach and education program, and sponsor a spring clean up event. The third
phase, occurring from April through October of 2002 would continue to provide curbside
yardwaste collection by city personnel and sponsor a fall clean up event, There was discussion
concerning the requirement that brush and woody materials be placed in a red polycart for
curbside collection, and whether or not that requirement would place an undue burden on senior
citizens. It was also suggested that the implementation date of October 15, 2001 be changed to
November 1 to allow sufficient time for all citizens to be notified on their utility bills.
Mr Williams moved, seconded by Mayor Barnhouse, to approve the Yardwaste Action flan,
with the implementation date changed to November 1, 2001,
AYE: Williams, Barnhouse, Helm, Armstrong, Brogdon
NAY: Done
Motion carried 5 -0,
lic gjl�
ED 'f.
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Owasso public Works Authority
ITEM 9: ADJOURNMENT
Mr Williams moved, seconded by Mr Helm to adjourn.
AYE. Williams, Helm, Armstrong, Bro don, Bamhouse
NAY; None
Motion carried 5 -0, and the inecting was adjourned at 8:07 p.m.
Marcia Boutwell, authority Secretary
-3w
September 18, 2001
Mary Lou Barnhouse, Chair
i;i,
General
Juvenile Court
Ambulance
E -911
Capital Improvements
Bond Projects
owffi
Refunds
105 Municipal Court
110 Managerial
120 Finance
150 General Government
160 Community Development
170 Engineering
175 Information Systems
191 Support Services
190 Cemetery
201 Police Services
215 Police Communications
221 Animal Control
250 Fire Services
230 Emergency Preparedness
300 Streets
516 Part Maintenance
550 Community Center
710 Economic Development
1!1A
st ir-O"
50.00
312.63
521.91
69.67
3,685.26
440.01
404.57
350.41
976.61
57.99
2,101.45
1,371.47
339.45
2,764.85
32€3.31
3,474.91
902.54
344.19
50.00
13,496.23
75.00
75.00
5,151.35
9,531.77
9,531.77
114141B ?
463.33
225,427.02
225, 427.02
1,550.
947.
k}
OPWA 400 Administration 1,107.69
405 Utility Billing 4,224.95
420 Water 253,744.53
450 Wastewater treatment plant 4,919.34
455 Wastewater Collection 4,975.72
TOTAL 263,972.23
PWA Capital Improvements Debt Service 153,586.96
TOTAL 153,505.95
City Garage 185 City Garage 3,904.04
TOTAL 8,904.04
Workers' Comp Self Insurance 150 Workers' Comp 3,202.38
TOTAL 3,202.38
759,131741
OWASSO PUBLIC WORKS AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING DATE 09/22/01
DEPARTMENT
OVERTIME TOTAL.
EXPENSES EXPENSES
Wastewater 678.18 5,582.97
.. . . ......... . .
APPROVED: October 2, 2001
TO. HONORABLE CHAIR AND TRUSTEES
OWASSO PUBLIC WORKS AUTHORITY
FROM. F. ROBERT CA RR, JR., P.E.
PUBLIC WORKS DIRECTOR
SUBJECT: AMENDMENT NO, I TO AGREEMENT FOR ENGINEERING
DESIGN SERVICES - WASTEWATER TREATMENT PLANT
EXPANSION
DATE: September 27, 2001
BACKGROUND.
The Oklahoma Water Resources Board (0WRB) administers the State Revolving Fund (SRF)
loan program for municipal wastewater collection and treatment improvements. An approved
Facilities Plan serves as the mechanism for selection of the most cost-eff-ective treatment system
for a 20-year planning period. The document is the basis for detailed engineering design and
construction of the needed improvements.
The selected alternative in the approved Facilities Plan for the City of Owasso recommended a
two-phased approach to increase plant capacity and improve performance to meet long-term
discharge criteria. Phase I improvements designed to treat an average daily flow of 2.15 million
gallons per day (MGD) to meet changes in water quality criteria were completed in 1998.
Current average daily flow is approaching the original design capacity of the treatment plant and
new effluent limitations are being proposed by the Oklahoma Department of Environmental
Quality (ODEQ) that require increasing the treatment capabilities. Design for Phase 11 of the
Wastewater Treatment Plant Improvements has been performed by Garver Engineers.
Council approved a contract for engineering design services for expansion of the wastewater
treatment plant with Garver Engineers on February 2, 1999. The scope of work defined at that
time detailed work tasks to perform engineering services under one (1) phase of construction.
Largely due to extreme accumulation of solids at the treatment plant, the project was divided into
two (2) sub-phases. Phase IIA improvements involved construction of sludge dewatering
facilities, sludge digestion, and modifications to the influent structure, ultraviolet disinfection
system and main lift station. This portion of the plant expansion was completed in March 2001.
Page 2
Amendment to Engineering Services Agreement
Phase IIB improvements includes expansion of the treatment facility to handle additional hydraulic
flog and organic loading. The plant is designed to be expanded from 2.15 MGD to 3.3 MGD by
construction of additional clarification, blower building and conversion of the oxidation ditch to
conventional activated sludge. Design plans and specifications have been completed and a permit
to construct has been issued by ODEQ
Some adjustments to the original engineering fee allocation have occurred as a result of phasing
the project. Engineering fees for preliminary design and final design were split between both
phases. Bidding, construction services, a majority of resident inspection and O&M manual
preparation fees were upended during the construction of Phase IIA.
In order to continue with Phase II, some of the sue engineering services are required. Kidding,
construction services and resident inspection will be needed. Dividing the project into two phases
results in needing the same the type of engineering services, however such items as separate bid
documents, construction submittals and inspection is needed. `therefore, Garver, Engineers has
provided an amendment to the original contract reflecting these fees.
The following table is a summary of work tasks shoving the original contract and elements of
work performed and /or remaining to be performed:
INURRIU1119
Funds have been allocated and budgeted for ,
Plant Phase IlB expansion in the following categories:
Page 3
Amendment to Engineering Services Agreement
Construction $2,400,000
Engineering Design 160,000
Construction Phase Engineering 60,000
Resident Inspection 110,000
Contingency 170,000
0,000
Expenses (Bond, Legal, Financial) _--A5-604
`dotal $2,985,604
Based on the above allocation, sufficient funds have been budgeted in the 0VVRB loan for the
needed engineering services.
RECOMMENDATION:
Approval of Amendment loo. 1. to the Agreement for Engineering Services for the Owasso
Wastewater Treatment Plant Expansion (Phase 11) with Garver Engineers in an amount not to
exceed $179,950.00.
- Amendment No
2 - Graver Engineers letter dated September 13, 2001 detailing phasing fees
3 Graph of phasing of improvements (fi °om Facility Plan amendment dated
September 1993)
AMENDMENT NO. I
TO THE
AGREEMENT FOR ENGINEERING SERVICES
OWASSO WASTEWATER TREATMENT PLANT EXPANSION — PHASE 11
This is AMENDMENT NCB. 1. made this —_ day of -- ____9 2001 to the
Agreement for Engineering Services dated the 2nd day of February 1999 between the Owasso
Public Works Authority, hereinafter referred to as the CITY and Garver Engineers, hereinafter
referred to as the ENGINEER.
WHEREAS, the Phase 11. improvements to the Owasso Wastewater Treatment Plant were split in
two phases entitled Phase IIA and 1113, and
WHEREAS, the construction of the improvements under Phase I has been completed, and
WHEREAS, the final design of Phase EB has been completed, and
WHEREAS, the Agreement provided that the ENGINEER provide Bidding Phase, Construction
Phase Services, and Resident Inspection Services for one construction contract, and
WHEREAS, the CITY desires that the ENGINEER provide said services for a second
construction contract entitled Phase UB:
NOW THEREFORE, it is mutually agreed as follows:
1. SCOPE OF WORK
The ENGINEER shall provide the following services for the Wastewater Treatment Plant
Expansion – Phase 1113.
Prepare all bidding documents and related materials. Assist the Authority
in publishing public notices as required by local, state, and federal laws.
Respond to contractor's questions during the bid process. All bidding
procedures will conform to the requirements of the Oklahoma Water
Resources Board SIZE program.
2. Conduct a pre-bid conference.
3. Assist the Authority in obtaining and evaluating bids, negotiating
proposals and preparing construction contracts. Assist the Authority in
answering questions during the bidding phase.
4. Attend the bid opening and tabulate the bid proposals, make an analysis of
the bids, and make recommendations for awarding contracts for
construction.
1. Conduct a pre - construction conference with the Authority and the selected
construction contractor(s).
2. Provide general engineering inspection of the work of the construction
contractor(s) as construction progresses for a period of 11 months.
3. Provide horizontal and vertical controls in the form of a benchmark circuit
as appropriate to the type of project to be constructed.
4. Check and approve any necessary shop and working drawings furnished
by contractor(s).
5. Interpret the intent of the design drawing, documents, and specifications to
protect the Authority against defects in deficiencies in construction on the
part of the contractor(s). The ENGINEER will not, however, guarantee the
performance of any contractor(s).
6. Review and approve requests for partial and final payments.
`I. Make final inspection for the Authority of all construction and a written
certification of final inspection for the Authority, ODEQ, and other
agencies as appropriate.
8. Provide the Authority with record (as- built) drawings.
Provide full time resident inspection for an 1 ! -month construction contract
period.
ScoFe /Section
A
B
C
Phase
Bidding Phase
Construction Phase
Resident Inspection
Total Lump Sum Fee
bump Sum Fee
$ 11,200.00
,, • 1t
The above fees are based on the manhours, salaries and direct costs as set out in
Attachment A.
ENGINEER has designated Jay Updike, P.E. as project Manager in the performance of
the ,Services hereunder. ENGINEER agrees that no change will be made in the
assignment of this position without prior approval of CITY.
IN WITNESS WHEREOF, the parties have executed this AGREEMENT ENT in multiple
copies on the respective dates herein below reflected to be effective on the date executed
by the Chairman of the Owasso public Works .Authority.
.Secretary
APPROVED AS TO FORM:
Authority Attorney
GARVE . ENGINEERS
Jay Updike, `lice president
Date:
OWASSO PUBLIC WORKS AUTHORITY
Chairman
Date:
ISM[ '....
A. Bi in phase
Prepare all bidding documents and related materials. assist the authority
in publishing public notices as required by local, state, and federal laws.
Respond to contractor's questions during the bid process. all bidding
procedures will conform to the requirements of the ODEQ ,SRS' program.
2. Conduct a pre -bid conference.
I assist the authority in obtaining and evaluating bids, negotiating
proposals, and preparing construction contracts. assist the authority in
answering questions during the bidding phase.
4. attend the bid opening and tabulate the bid proposals, male an analysis of
the bids, and make recommendations for awarding contracts for
constriction.
_ �
1 _
2
3
4
Total Flours
Project manager
18
8 ..e.���
12 �
_.. l �
50 �-
Sr. Design Engineer
6
8
8
0
22
Design Engineer
0
8
36
0
44
Drafter/Technician
0
0
0
0
0
Clerical
36
6
20
12
74
Personnel
Flours
Rate
Markq
Total Flours
Project Manager
50
$31.82
2.80
$4,454
Sr. Design Engineer
22
$28.54
2.80
1,758
Design Engineer
44
$18.38
2.80
2,264
Drafter/Technician
0
$ 15.44
2.80
0
Clerical
74
$ 12.37
2.80
24563
Subtotal for Labor
NBIWMI
payee ]Jescri Lion Total
Printing $80
Survey Supplies 0
Mileage/ Travel 81
Subtotal for Expenses 161
Total Lump Sum Fee $11,200
1. Conduct a pre construction conference with the .Authority and the selected
construction contractor(s).
2. Provide general engineering inspection of the wwrork of the construction
contractor(s) as construction progresses for a period of 12 months.
3. Provide horizontal and vertical control in the form of a benchmark circuit
as appropriate to the type of project to be constructed.
4. Check and approve any necessary shop and working drawings furnished
by contractor(s).
5. Interpret the intent of the design drawings, documents, and specifications
to protect the .Authority against defects and deficiencies in construction on
the part of the contractor(s). ENGINEER will not, however, guarantee the
performance of any contractor(s).
6. Review and approve requests for partial and final payments.
7. bake final inspection for the Authority of all construction and a written
certification of final inspection for the .Authority, ODE, and other
agencies as appropriate.
8. Provide the Authority with record (as- built) drawings.
Personnel
1
2
3
415
6
7/8
Total Hours
Project Manager
12
80
12
30�
48
16
198
Sr. Design Engineer
48
64
6
40
18
4
180
Design Engineer
12
24
14
70
40
32
192
Drafter/Technician
10
10
10
50
10
80
170
Construction Observer
8
10
10
10
0
8
46
Clerical
0
0
4
16
16
6
42
Survey Crew
10
10
12
0
0
0
32
Personnel
Hours
Rate
Markup
otal
Project Manager
198
$31.82
2.80
17,641
Sr. Design Engineer
180
$28.54
2.80
14,384
Design Engineer
192
$18.38
2.80
9,881
Drafter/Technician
170
$ 15.44
2.80
7,349
Construction Observer
46
$20.48
2.80
2,638
Clerical
42
$ 12.37
2.80
1,455
Survey Crew
32
$39.48
2.80
3,537
Subtotal for Labor
$56,886
Expenses:
Mee Descr 'Total
Printing $900
Survey Supplies 50
Mika age/TraYe 664.
Subtotal for Expenses 19614
Total Lump Sum Fee
Co Resident Ingnerflan
$58,500
Provide full time resident inspection for 11 month construction period. (48 hour
work week for a construction period of 48 weeks.) Total resident inspection
hours = 2,250°
Construction Observer Fee m 2,250 hr-s x $17.50/hr x 2.80 overhead/profit* m
$110,250
*Includes all direct costs for travel, meals, communication, etc.
t By: HUB INC ;
Qmrver, Inc,
r1)g'1'r'q1A
1251t) EHM Ave
Tutga, UK 7,11 A6-6POO,
9 18-2
FAX '-j I bl 250-fiC, ;N
September 13, 2001
Memn to: F. Robert Cam
From: Jay Updike
Re�' Owvc ixj Phases ZIA &TIR
9186B27811; Sep-13-01 3,.48PM; Page 1/2
Our contract for dog gn, bidding and construction phase services dated February 2, 1.999
anticipated one, constmction contract nth a construction time of 1.4 Tnonths,
Phase 1113 includes the hydraulic and organic expansion of the plant from 2,2 to 3.3 nigd. The
project includes a 31d charifier, blower building, and conversation of the oxidation ditch to
conventional actuated sludge,
The construction time has been set at 11 manths,
Brofftmoul. TN o FjVottovillil, 1H ® I Uitti,illo, AL - U14 Runk, AR - M96RO11, MS 0 TOMM. K' - Tulsa, OK
nt By: HUB INC ; 9186B27BI1; Sep-13-01 3-,40PM; Page 2/2
Memo
Scotember 1 200
A summary of our engineering fees on the project are presented below:
We divided design fthe project into two phases without requesting additional compensation.
The construedon time will end up being 23 months in lieu of 14 months as set otit on the original
agreement.
Pleme let xac know if you n", any additional information,
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INITIME FUTURE PLAWNG
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PHASING OF IMPROVEMENTS
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