HomeMy WebLinkAbout2012.10.09_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE
OWASSO CITY COUNCIL, OPWA, AND OPGA
TYPE OF MEETING:
DATE:
TIME:
PLACE:
Special
October 9, 2012
6:00 p.m.
Old Central Building
109 N. Birch
RECEIVED�el
OCT 0 � 2012
City Clerk's Office
Notice and agenda filed in the office of the City Clerk and posted on the Ci Ha bulletin board
at 6:00 PM on Friday, October 5, 2012. `
Sherry Bisho ity Clerk
AGENDA
1. Call to Order
Mayor Doug Bonebrake
2. Discussion Relating to Administrative Items
Ms. Bishop
Attachment #2
A. Property Insurance Renewal
B. Excess Workers Comp Insurance
C. Vehicle Maintenance Facility RFQ Review
D. Contract with Crawford and Associates
3. Discussion Relating to Operational Items
Mr. Lehr
Attachment #3
A. FY 2013 Street Rehabilitation Bid Review
B. Garnett Widening Project - Engineering Agreement
4. Discussion Relating to City Manager Items
Mr. Ray
Attachment #4
A. PUD Chapter Amendments
B. Code Enforcement - Citation Authority
C. Vision 2 Project Selection Process
D. Baseball 4 -Plex Bid Review
E. Elm Creek RFQ Review
F. Traffic Calming Program
G. City Manager Report
Sales Tax Report
5. Consideration and appropriate action relating to a request for an executive session for the
purpose of discussing personnel matters relating to the Office of the City Manager, such
executive session provided for in O.S. 25, Section 307(8)(1)
The City Council will meet in executive session with Greenwood Performance to discuss the
annual evaluation of the City Manager.
6. Report from City Councilors
7. Adjournment
OCity edit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Michele Dempster ' Zi _
Human Resources Director
SUBJECT: Property Insurance Renewal
DATE: October 5, 2012
BACKGROUND:
Each year the City's property - casualty insurance coverage renews on November l St. This policy
provides coverage for City property, including non - building items i.e. traffic lights and pump
stations), similar to homeowners insurance. Renewal quotes are being solicited by the City's
agent of record based on the current deductible of $25,000. Property casualty insurance is
funded through the General Liability- Property Self- Insurance Fund, and funding for the proposed
renewal was included in the FY 2013 budget.
COMMENTS:
The City's Agent of Record has been in the process of soliciting renewal quotes. Currently one
quote has been received through Allianz Global for $50,010. This amount includes adding
coverage for the City owned equipment at the new CNG station. The cost of last year's
coverage was $40,240. The original coverage was $35,953, with an additional $4,287 in
coverage added mid -year to cover the Wastewater Treatment Plant expansion. In order to
insure the City is getting the best price available for coverage, staff would like to have the
opportunity to continue reviewing any quotes submitted up to the renewal date. The City must
enter into a contract for property coverage prior to the November 1 St.
PROPOSAL:
In order to allow staff the opportunity to review quotes that may be submitted later in the month
staff intends to recommend Council authorization for the City Manager to approve a contract
for property- casualty insurance for an amount not to exceed the $50,010 quote at the October
16, 2012 council meeting. This authorization will allow the City Manager to enter into a contract
for a lesser amount with a different carrier, should the opportunity arise.
The Cr #y VYit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Michele Dempster '�`(�
Human Resources Director'
SUBJECT: Excess Workers' Compensation Coverage
DATE: October 5, 2012
BACKGROUND:
The City is self- insured for workers' compensation. As a result, all costs associated with an
employee's on- the -job injury are paid by the City through the Workers' Comp fund, up to the
specific retention limit of $750,000 per injury. The City purchases Specific Excess Workers'
Compensation insurance to protect the City from exposure to any injury with expenses
exceeding $750,000. The Excess coverage renews annually on October 26th and is calculated
as a rate per $100 of payroll. Specific Excess Workers' Compensation insurance is funded
through the Workers' Compensation Self- Insurance fund. The FY 2013 budget includes funding
for the proposed renewal.
COMMENTS:
The City's agent of record is in the process of soliciting quotes for the upcoming Specific Excess
Workers' Compensation renewal. The cost of last year's coverage was $39,817.
PROPOSAL:
Staff intends to recommend Council authorization for the City Manager to approve a contract
for Specific Excess Workers' Compensation Insurance and authorization of payment at the
October 16, 2012 Council Meeting.
V
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Larry D. White
Support Services Director
SUBJECT: New Vehicle Maintenance Facility
Support Services Department
DATE: October S, 2012
BACKGROUND:
The current vehicle maintenance facility is no longer large enough to accommodate the City's
growing fleet of vehicles. Some of the City's trucks and equipment will not fit into the current
maintenance center. A new facility would provide the Vehicle Maintenance Division with a
building large enough to serve the increased fleet which would include state -of- the -art
technology for a new generation of vehicles. For these reasons, the Owasso Capital
Improvements Committee recently listed the construction of a new vehicle maintenance center
as one of the highest priorities on the capital improvements list.
The design and engineering of a new vehicle maintenance facility will take approximately seven
(7) months to complete. Once design and engineering is completed, the bid process will be
started for construction of the project.
REQUEST FOR PROPOSALS:
A Request for Qualification /Proposals (RFQ /P) was solicited from several Tulsa area firms with
vehicle maintenance center design experience. The Scope of Work will include:
• Performing professional engineering and design services on the project;
• Evaluating the City's existing vehicle maintenance center;
• Conducting site assessments of the current and potential future sites, including
identification of equipment from current site which can be used at the future site;
• Collecting data, including photos, concerning vehicle maintenance arrangements in at
least three (3) other local municipalities and at the Broken Arrow, Oklahoma, campus for
the Tulsa Technology Center;
• Providing information about available studies pertaining to this project;
• Preparing all documents necessary for approval by appropriate government authorities;
• Preparing design plans, drawings and estimated capital costs;
The ideal firm(s) would have experience with the design of a vehicle maintenance center and
familiarity with OSHA requirements for this type of work area.
QUALIFICATIONS BASED SELECTION PROCESS:
On September 7, 2012, Staff received Qualifications from seven (7) architecture and engineering
firms. These firms are as follows:
BKL Incorporated, Tulsa, Oklahoma;
CJC Architects, Inc., Tulsa, Oklahoma;
Chase Fetters Hewitt, Tulsa, Oklahoma;
Crafton Tull, Tulsa, Oklahoma;
GI-12 Architects, LLC, Tulsa, Oklahoma;
Matrix Architects, Engineers, Planners, Inc., Tulsa, Oklahoma.
Wozencraft and Associates, PLLC, Tulsa, Oklahoma;
On September 12, 2012 staff reviewed and graded the proposals using the criteria identified in
the RFQ /P. Based upon the submitted proposals, staff ranked the top two (2) firms and selected
Matrix as the most responsive and highest qualified firm. Staff has entered into fee negotiations
with Matrix. If negotiations are unsuccessful, then we will visit with the next firm. Once
negotiations are complete the recommendation will be presented at the Owasso City Council
Meeting on November 6, 2012.
FUNDING:
Funding for this project is included in the FY 2012 -2013 Capital Improvement Fund.
ATTACHMENTS:
A. Request for Qualifications
REQUEST FOR QUALIFICATIONS
FOR
PROFESSIONAL SERVICES
FOR
ARCHITECTURE AND ENGINEERING
FOR
NEW VEHICLE MAINTENANCE FACILITY
CITY OF OWASSO, OKLAHOMA
Date of Issuance: August 20, 2012
VEHICLE MAINTENANCE FACILITY
8.20.2012 Page 1 of 14
CITY OF OWASSO, OKLAHOMA
Request for Qualifications for
Professional Services for Architecture and Engineering for
New Vehicle Maintenance Facility
Table of Contents
Section 100
General Information
...............................
Page 3
Section 200
Requirements of the Successful Architect/Engineer ......
Page 4
Section 300
Anticipated Scope of Services
.......................
Page 4
Section 400
Qualifications Content
...... . .....................
Page 6
Section 500
Review Criteria for the Qualifications Received .........
Page 7
Section 600
City Contact Information
...........................
Page 8
Attachment 1
Standard CAP Form 254 State of Oklahoma ............
Page 9
8.20.2012
VEHICLE MAINTENANCE FACILITY
Page 2 of 14
City of Owasso Support Services Department
111 North Main Street
P.O. Box 180
Owasso, OK 74055
100 GENERAL INFORMATION
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
A. The purpose of this Request for Qualifications (RFQ) is to obtain professional
services for the architecture and engineering of a new vehicle maintenance facility
for the City of Owasso.
B. All qualified qualifications statements will be considered without regard to age,
race, creed, color sex, handicap or national origin.
C. Instructions and Statement of Submission
1. Closing Submission Date: Statement of Qualifications (SOQ) must be
submitted no later than 5:00 p.m. Central Standard Time (CST) on September
7, 2012. The SOQ will be referred to a review committee who will evaluate
each statement in accordance with the evaluation criteria stated later in this
RFQ. The goal of this project is to determine the best qualified firm, prepare a
scope of services, negotiate a fee proposal and provide a contract to the City
Council for approval.
2. Conditions of the Statement: All costs associated with the preparation of a
proposal in response to this RFQ will be the responsibility of the offerer and
will not be reimbursed by the City of Owasso.
3. Instructions to Prospective Architects/Engineers:
a. Qualifications should be addressed as follows:
Larry D. White
Support Services Director
City of Owasso
P.O. Box 180 (111 North Main Street)
Owasso, OK 74055
b. Qualifications may be mailed or hand delivered. It is important that the
offerer's proposal be submitted in a sealed envelope clearly marked on the
lower left hand corner with the following information:
PROFESSIONAL SERVICES FOR
ARCHITECTURE AND ENGINEERING
CITY OF OWASSO VEHICLE MAINTENANCE FACILITY
It is the responsibility of the offerer to ensure that the proposal is received
by the date and time specified above. Late submittals will not be
considered.
8.20. M-12 VEHICLE MAINTENANCE FACILITY
Page 3 of 14
CITY OF OWASSO
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
4. Right to Reject: The City reserves the right to reject any and all Qualifications
received in response to the RFQ. Rating of each statement will be based only
on the factors and procedures described in the RFQ.
200 REQUIREMENTS OF THE SUCCESSFUL ARCHITECT/ENGINEER
A. Complete the project with the team outlined in the proposal.
B. Provide General liability insurance with a minimum combined coverage of
$1,000,000.
C. Provide Errors and Omissions Insurance to remain in effect during the project and
the term of any legal liability. Errors and Omissions coverage to be for a
minimum of $500,000, deductibles subject to approval.
D. Provide Workman Compensation insurance in accordance with the applicable
state statute.
E. During the course of the work the ARCHITECT /ENGINEER will be required to
submit proof of the required insurance coverage.
F. It is a requirement that the firm be accessible to the City of Owasso for staff,
Council and public meetings. The lead team representative (or their designated
alternate) must be able to respond to issues and /or be present at City of Owasso
offices within twenty -four (24) hours of notification.
300 ANTICIPATED SCOPE OF SERVICES
A. GENERAL
1. ARCHITECT /ENGINEER agrees to perform professional services in
connection with the Project as hereinafter stated.
2. ARCHITECT /ENGINEER will serve as professional architectural /engineering
representative to the City on the project, and will give consultations and
advice to the City during the performance of their services.
3. ARCHITECT /ENGINEER will prepare all documents necessary so that the
City may secure approval of such governmental authorities as have
jurisdiction over approval applicable to this project.
4. ARCHITECT /ENGINEER will become thoroughly knowledgeable about the
contents, conclusions, and recommendations of all available studies pertaining
to these projects. As needed by the ARCHITECT /ENGINEER, conduct other
8.20.2012
VEHICLE MAINTENANCE FACILITY
Page 4 of 14
CITY OF OWASSO
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
onsite investigations or inspections of the project areas to aid in the planning
activities.
5. It is anticipated that the City may provide staff to perform a portion of the
work. The duration and availability of City's staff is not defined at this time.
6. Ultimate Goal is the construction of a Vehicle Maintenance Facility that will
serve the City of Owasso for the next 20 years.
B. SERVICES
1. Background:
a. The purpose of the work is to prepare a proposal for the architecture and
engineering of a Vehicle Maintenance Facility. The document must
include an evaluation of the City's existing Vehicle Maintenance Center;
b. The City of Owasso Vehicle Maintenance Center currently provides
service for over 200 pieces of equipment including city vehicles, trucks,
trailers, and other heavy equipment;
c. The City of Owasso has provided its own Vehicle Maintenance Center for
more than 20 years.
2. The qualifications may include, but not be limited to, the ability to perform the
following elements:
a. Data Collection
i. Determine vehicle maintenance arrangements, including procedures, in
at least three (3) other local municipalities and at the Broken Arrow,
Oklahoma, campus for the Tulsa Technology Center;
ii. Provide photos of other facilities mentioned above;
b. Site Assessment
i. Conduct a site assessment of the current and future sites;
ii. Evaluate preliminary building layout based on the discussion with staff
and experiences;
iii. Evaluate soils conditions and recommend treatment if necessary.
c. Evaluate Existing System
i. Outline limitations and problems of current site;
8.20.2012 VEHICLE MAINTENANCE FACILITY
Page 5 of 14
CITY OF OWASSO
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
ii. Determine which equipment from current site can be used at the future
site.
d. Documentation and Workshops /Meetings
i. Prepare report recommending improvements from current facility and
estimated capital costs.
ii. Provide renderings of the new vehicle maintenance facility and site
iii. Be available to discuss the architecture and engineering of the new
Vehicle Maintenance Facility at a City Council Work Session.
400 QUALIFICATIONS CONTENT
All sections A through G must be included to receive points in Section 500. Consulting
architectural /engineering firms desiring consideration should submit Qualifications in the
following format:
A. Cover letter
B. Project Understanding and Approach: This section shall demonstrate
understanding of the scope of the Project and summarize the approach to
providing each of the services included in Section 300 of the RFQ. This section
should not merely restate the contents of the Request for Qualifications but
provide a discussion of planned approach and specific work elements to be
performed in accomplishing all phases of this work. Include schedule with time
frames and tasks. A Scope of Work will be developed from this section.
C. Project Organization and Staffing: This section shall discuss project staffing
including key personnel and their qualifications. The Project Manager shall be
identified. Resumes of key personnel and project manager shall be included as an
appendix.
D. Qualifications of the ARCHITECT /ENGINEER:
1. This section shall discuss prior experiences of the firm. Particular mention
should be made regarding previous experience on _similar projects.
References MUST be included.
2. The section shall also include a discussion of projects performed within the
past five (5) years involving the construction of a vehicle maintenance type
facility. The discussion of each project shall include a description of any
similar project, schedules (both architecture and construction) and special
circumstances encountered in the project.
8.20.2012
VEHICLE MAINTENANCE FACILITY
Page 6 of 14
CITY OF OWASSO
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
3. All current or pending litigation, against the firm shall be provided.
4. This portion of the proposal shall also include a listing of all projects currently
in progress by the proposed project team and their anticipated completion
dates.
E. Rate Schedule: A rate schedule of hourly fees charged by the firm by type of
employee should be included with the qualifications information.
F. Standard Qualification Form: The firm shall demonstrate abilities by inclusion of
a SF254 specific to this project (copy attached).
G. Description of Additional or Supporting Services: The consulting
architectural /engineering firm shall submit a description of other capabilities to
provide the City with additional information which may be used as a reference
should they desire the firm to perform additional or supporting services.
H. Number of Copies of Proposal: ARCHITECT/ENGINEER shall submit one
(1) original and four (4) copies of the proposal to the City in response to the
RFQ.
I. CAUTION: All information requested shall be included in the ro osal at the
time of submittal. incomplete Qualifications will be considered informal and ma
be subject to rejection on that basis
500 REVIEW CRITERIA FOR THE QUALIFICATIONS RECEIVED
A. All Qualifications that have been received by the deadline and in the manner
required in this RFQ will be opened and evaluated by a Review Committee. The
evaluation will be based upon the criteria presented in section F. Qualifications
will be ranked according to the total number of evaluation points assigned by the
Review Committee. Based upon this initial evaluation, the Review Committee
will identify one firm as most "Qualified and Highly Responsive ".
B. If warranted, the Review Committee may, at its discretion, postpone the selection
and select one or more of the firms for an interview in order to exchange
additional information or clarify portions of the proposal contents.
C. The ARCHITECT /ENGINEER selected as most "Qualified and Highly
Responsive" will be requested to submit a detailed Scope of Services and fee
proposal for final evaluation by the Review committee. The detailed Scope of
Services will consist of all modifications and refinements made to the original
RFQ Scope of Services. Said modifications will be based upon review of the
original ARCHITECT/ENGINEER'S proposal, any and all RFQ Addenda, oral or
8.20.2012
VEHICLE MAINTENANCE FACILITY
Page 7 of 14
CITY OF OWASSO
NEW VEHICLE MAINTENANCE CENTER
REQUEST FOR QUALIFICATIONS
written communications between the ARCHITECT /ENGINEER and CITY, and
all other pertinent factors relating to the scope or conditions of the project.
D. Based upon the evaluation process outline above, the Review Committee will
contact an ARCHITECT /ENGINEER and negotiate the terms of the contract for
services. If the contract negotiations are successful, then the Review Committee
will make a recommendation to the City for approval of the
Architectural/Engineering Services Contract.
E. A point system will be used to rank the Qualifications from which the review
committee will then recommend an award to the ARCHITECT/ENGINEER that
will provide the best service to the City of Owasso.
F. Qualifications will be reviewed in terms of content and completeness. Any or all
references may be contacted. Each required item, as defined in Section 500, will
be reviewed and rated according to the criteria described below. The following
factors will be assessed throughout the review process:
1. Experience, technical competence, and licenses (as required by all applicable
laws, rules, and regulations) of the ARCHITECT/ENGINEER and project
staff in the required areas of expertise.
2. Capacity to perform all required services.
3. Evaluation of ARCHITECT /ENGINEER record on similar projects which
shall include quality of work and cost control.
G. All written material, oral interviews and other information relative to the RFQ
obtained during the review process will be treated confidentially, except as
required pursuant to local and state laws.
600 CITY CONTACT INFORMATION
A. Any questions should be directed to Larry D. White, Support Services Director,
City of Owasso, Oklahoma. Questions may be submitted by phone call at (918)
272 -3459 or in writing to lwhitekcityofowasso com.
8.20.2012 VEHICLE MAINTENANCE FACILITY
Page 8 of 14
STATE OF OKLAHOMA
Department of Central Services
Construction and Properties Division
INSTRUCTIONS FOR COMPLETING CAP FORM 254
GENERAL:
CAP Form 254 is the designated form to be used by
Architects, Engineers and other design Consultants to
register for the purpose of doing business with the State
of Oklahoma in accordance with O.S. 61, Section 62. It
must be submitted annually; out of date forms cannot be
considered in the selection process.
This form is used in conjunction with CAP Form 255 in
the same manner as Federal Standard Forms 254 and 255
are used for Federal selections. 255 is to be used for a
specific project and 254 is used to be registered for
consideration. These forms have been designed to be as
similar as possible to the federal forms but SF254 and
SF255 MAY NOT be used for State registration and
selection. These forms MAY be freely copied or
electronically digitized for computer use.
Item 1. The firm's legal name, mailing address, and
telephone number.
Item 1 a. Enter the firm's Oklahoma Certificate of
Authority Number, IF REQUIRED. Individuals doing
business under their own name are not required to have
other than their personal registration. Out of state firms
will be required to be certified in Oklahoma before being
awarded a contract.
8.20.2012
Item 1 b. Enter the firm's FEI or Tax ID Number. Failure
to do so will require the form to be returned.
Item I c. Check whether the firm is a parent or branch of
the company.
Items 2 and 3 are self explanatory.
Item 4. Specify whether the firm is a partnership,
corporation, joint- venture or independent owner.
You may indicate any other special ownership /size
relationship by checking the boxes as appropriate.
Oklahoma does not have any laws at this time giving set
asides or preferences for the special categories shown but
these should be provided to permit their consideration in
the selection process at the discretion of the agency.
Items 5, 5a, 6 and 7 are self explanatory.
Item 8. List the make up of the firm by primary function
with firm members being listed once. Blank lines are
provided for any of the fields shown on page 2.
Item 9. This is for the purpose of showing previous work
in the three categories shown. The first column should be
for the current year, progressing to the
preceding four years. Indicate the total fees received
each year in each category using the fee ranges shown.
Item 10. Show your firm's experience in all appropriate
design fields using the codes shown on page 2. The
Glossary for these terms are the same as shown in the
Federal Glossary for SF254 and SF255.
Item 11. List projects performed during the last five
years, indicating the profile codes from page 2 and
showing whether the work was performed as a
( P)anership, (C)orporation, (J)oint- (V)enture, or as an
(I)ndependent.
Item 12. A principal of the firm must sign and date the
questionnaire for it to be accepted.
One (1) copy of the completed form should be delivered
or mailed to:
City of Oklahoma City
Public Works Department
420 West Main, Suite 700
Oklahoma City, Oklahoma
73102
VEHICLE MAINTENANCE FACILITY
Page 9 of 14
State
of
Oklahoma
Consultant Registration
Questionnaire
5. Name of Parent Company, if any:
1. Firm Name /Business Address/Telephone Number:
2. Year Present Firm 3. Date Prepared:
Established
1a. Oklahoma Certificate of Authority Number (Arch,Engr,Sur)
1b. FEI /SSN /Tax ID Number
1c. Submittal is for Parent Company Branch or Subsidiary Office.
6. Names of not more than two principals to contact: Title /Telephone
4. Specify type of ownership and check below, if applicable.
Individual Partnership Corporation Joint - Venture
A. Small Business
B. Minority Owned Business
C. Woman -Owned Business
5a. Former Parent Company Name(s), if any, and year(s) established:
7. Present Offices: City /State /Telephone /Number of personnel each office 7a. Total Personnel
7b. Fax Number
8. Personnel by discipline.
(List each person only once,
by primary function.) 7c. Email Address
Administrative
_ Architects
— Economists
Electrical Engineers
_ Mechanical Engineers
— CADD Technicians
_
_ Mining Engineers
_Estimators
_ Planners: Urban /Regional
— Chemical Engineers
_ Geologists
_ Sanitary Engineers
— Civil Engineers
— Construction Inspectors
_ Hydrologists
Interior Designers
_ Soils Engineers
nrafforc
_
I _ __ .
_Specification Writers
9. Summary of Professional Services Fees Received:
Last 5 years (most recent first)
Direct State contract work: 20_ 19 19 19 19
Other Public Funds work:
Private Funds work:
Form 254 (01/2004) This form may be copied or computer generated Page 1 of 5 Pages
Ranges of Professional
Services Fees
Index
1. Less than $5,000
2. $5,000 to $50,000
3. $50,000 to $100,000
4. $100,000 to $500,000
5. $500,000 to $1 million
6. Over $1 million
VEHICLE MAINTENANCE FA CH /TY
Page 10 of 14
Return this form to:
City of Oklahoma City
Public Works Department
420 West Main, Suite 700
Oklahoma City, Oklahoma
73102
Experience Profile Code Numbers for use with questions 10 an
11.
001 Acoustics; Noise Abatement
002 Aerial Photogrammetry
003 Agricultural Development; Grain Storage; Farm
Mechanization
004 Air Pollution Control
005 Airports; Navaids; Airport Lighting; Aircraft Fueling
006 Airports; Terminals & Hangars; Freight Handling
007 Arctic Facilities
122 Armories
118 Asbestos Abatement
008 Auditoriums & Theaters
009 Automation; Controls; Instrumentation
010 Barracks; Dormitories
011 Bridges
012 Cemeteries (Planning & Relocation)
013 Chemical Processing & Storage
014 Churches; Chapels
124 Civil Engineering
015 Codes; Standards; Ordinances
016 Cold Storage; Refrigeration; Fast Freeze
017 Commercial Buildings (low rise); Shopping Centers
018 Communications Systems; TV; Microwave
019 Computer Facilities; Computer Service
020 Conservation and Resource Management
021 Construction Management
022 Corrosion Control; Cathodic Protection; Electrolysis
023 Cost Estimating
024 Dams (Concrete; Arch)
025 Dams (Earth; Rock); Dikes; Levees
026 Desalinization (Process & Facilities)
027 Dining Halls; Clubs; Restaurants
028 Ecological & Archeological Investigations
029 Educational Facilities; Classrooms
030 Electrical Engineering, Electronics
031 Elevators; Escalators; People- Movers
032 Energy Conservation; New Energy Sources
033 Environmental Impact Studies, Assessments or
- Statements
126 Facilities Management
034 Fallout Shelters: Blast- Resistant Design
035 Field Houses; Gyms; Stadiums
036 Fire Protection, Smoke Detection
037 Fisheries; Fish Ladders
038 Forestry & Forest Products
039 Garages; Vehicle Maintenance Facilities; Parkinq Deck:
\P Form 254 (01/2004) This form may be copied or computer
10. Profile of Firm's Project Experience, Last 5 years.
040
041
Gas Systems (Propane; Natural, Etc.)
Graphic Design
080
Plumbing & Piping Design
042
Harbors; Jetties; Piers; Ship Terminal Facilities
081
082
Pneumatic Structures; Air - Support Buildings
Postal Facilities
043
044
Heating; Ventilating; Air Conditioning
Health Systems Planning
083
Power Generation, Transmission, Distribution
045
046
Highrise; Air - Rights -Type Buildings
Highways; Streets; Airfield Paving; Parking_Lots
084
085
Prisons & Correctional Facilities
Product, Machine & Equipment Design
047
Historical Preservation
086
087
Radar; Sonar; Radio & Radar Telescopes
Railroads, Rapid Transit
048
049
Hospital & Medical Facilities
Hotels; Motels
088
Recreation Facilities (Parks, Marinas, Etc.)
050
Housing (Residential, Multi - Family; Apartments;
089
090
Rehabilitation (Buildings, Structures, Facilities)
Resource Recovery; Recycling
051
Condominiums)
Hydraulics & Pneumatics
091
Radio Frequency Systems & Shieldings
052
053
Industrial Buildings; Manufacturing Plants
Industrial Processes; Quality Control
092
093
Rivers; Canals; Waterways: Flood Control
Safety Engineering; Accident Studies; OSHA Studies
054
Industrial Waste Treatment
094
095
Security Systems, Intruder & Smoke Detection
Seismic Designs & Studies
055
056
Interior Design; Space Planning
Irrigation: Drainage
096
Sewage Collection, Treatment and Disposal
057
Judicial and Courtroom Facilities
097
098
Soils & Geologic Studies; Foundations
Solar Energy Utilization
058
059
Laboratories; Medical Research Facilities
Landscape Architecture
099
Solid Wastes; Incineration -, Land Fill
121
Laundries
100
Special Environments; Clean Rooms, Etc.
060
061
Libraries; Museums; Galleries
Lighting (Interiors; Display, Theater, Etc.
101
102
Structural Design; Special Structures
Surveying; Platting; a Flood Plain Studies
y g'
g' pp in g'
062
Lighting (Exteriors; Streets; Memorials; Athletic Fields;
104
Pools
Storm Water Handling & Facilities
119
Etc.)
Master Plan - Site Development
105
106
Telephone Systems (Rural; Mobile; Intercom; Etc.)
063
120
Materials Handling Systems; Conveyors; Sorters
107
Testing & Inspection Services
Traffic & Transportation Engineering
127
Meat Processing Plants
Mechanical Engineering, HVAC
108
Towers (Self- Supporting & Guyed Systems)
064
065
Metallurgy
Microclimatology; Tropical Engineering
109
125
Tunnels & Subways
Underwater Inspections
066
Military Design Standards
110
111
Urban Renewals; Community Development
Utilities (Gas & Steam)
067
068
Mining & Mineralogy
Missile Facilities (Silos; Fuels; Transport)
112
113
Value Analysis; Life -Cycle Costing
Warehouses & Depots
069
Modular Systems Design; Pre - Fabricated Structures or
Components
114
Water Resources; Hydrology; Ground Water
070
Naval Architecture; Off -Shore Platforms
115
123
Water Supply, Treatment and Distribution
Welfare Facilities
071
072
Nuclear Facilities; Nuclear Shielding
Office Buildings; Industrial Parks
116
Wind Tunnels; Research/Testing Facilities Design
073
Oceanographic Engineering
117
Zoning; Land Use Studies
074
Ordnance; Munitions; Special Weapons
201
075
Petroleum Exploration; Refining
202
076
Petroleum and Fuel (Storage and Distribution)
077
Pipelines (Cross- Country- Liquid & Gas)
078
Planning (Community, Regional, Areawide and State)
079
Planning (Site, Installation, and Project)
rated.
Page 2 of 5 Pages
8.20.2012
VEHICLE MAINTENANCE FACILITY
8.20.2012
VEHICLE MAINTENANCE FACILITY
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CAP Form 254
(01/2004) This form
maybe copied or computer generated. Page 4 of 5 Paoes
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VEHICLE MAINTENANCE FACILITY
8.20.2012 Page 14 of 14
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The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Sherry Bishop
Assistant City Manager, Administrative Services
SUBJECT: Contract for Consulting Accounting Services
DATE: October 5, 2012
BACKGROUND:
Marcy Twyman with the accounting firm of Crawford & Associates has been working with the
finance department to assist city staff preparing for the annual audit by our independent
auditors, Cole & Reed. The contract with Crawford & Associates is for an amount not to exceed
$25,000 with services billed hourly. Through September 281h, $16,742 has been billed on this
contract.
Anticipating that it will be several months before a finance director will be on the job and
several months after that before a deputy director could be hired, staff is recommending a
contract for additional consulting accounting services with Crawford & Associates.
The finance department staff is very capable of performing the day -to -day functions of the
department. However, over the next several months, there will become a significant
accumulation of other accounting work that cannot be performed by the existing staff.
PROPOSAL:
Staff intends to recommend authorization for the city manager to enter into a contract with
Crawford & Associates for consulting accounting services.
V
nTh.City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: H. Dwayne Henderson, P.E.
City Engineer
SUBJECT: FY 2012 -2013 Street Rehabilitation Program
Construction Contract Bid Update
DATE: October 5, 2012
BACKGROUND:
The FY 2012 -2013 Capital Improvements Fund allows for the expenditure of $1,200,000 in
maintenance, repair, and /or resurfacing of residential and non - residential roadways throughout
the City as part of the Annual Street Rehabilitation Program. Roadway preservation and
rehabilitation sites were evaluated and ranked based on a comprehensive assessment of
roadway conditions (both residential and non - residential). In addition, the evaluation process
identifies maintenance methods that will increase roadway lifecycle and minimize future
maintenance costs, while enhancing overall roadway driving conditions and public safety. On
May 17, 2012, the City Council approved the street rehabilitation sites for 2012 -13. On July 17,
2012, the City of Owasso entered into an Inter -local agreement with Tulsa County in order to
further maximize the return on investment. Specifically, the agreement will consist of using
county labor and equipment for roadway segments receiving a 2" asphalt overlay.
ADVERTISING FOR BIDS:
On July 17, 2012, City Council approved the recommended projects. The scope of work for this
portion of the project entails milling or removal of the top layer of asphalt, base repair and fog
sealing where warranted. Advertisements for bids were published on September 11, 2012, in
accordance with state law and a mandatory pre -bid meeting was held at City Hall on
September 25, 2012 with five (5) contractors in attendance. The bid opening is scheduled to
occur on October 5, 2012 at City Hall.
PROPOSED ACTION:
Staff will examine and evaluate each submitted bid and provide a summary to the City Council
during the October Work Session.
ATTACHMENT:
A. Location Map
3
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REPAIR AND OVERLAY PROJECT
mm— CRACKSEAL AND FOGSEAL
STREET REPAIR PROJECT
FY 2012 -2013
CITY OF OWASSO, OKLAHOMA
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
o I SHEET 1 OF 31
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: H. Dwayne Henderson, P.E.
City Engineer
SUBJECT: Garnett Road Widening Project
Engineering Services
DATE: October 5, 2012
BACKGROUND:
Garnett Road from 96th Street North to 106th Street North is currently the heaviest traveled two -
lane roadway in Owasso. Traffic counts on this road segment were tabulated at approximately
13,500 vehicles per day in 2012. The road, once on the highway system, accommodates heavy
residential traffic, commercial uses, and hospital traffic. For these reasons, the Owasso Capital
Improvements Committee named the widening of Garnett as one of the projects
recommended to City Council for priority listing.
The design of Garnett Road is estimated to require approximately seven (7) months to complete.
Once design is completed, right -of -way acquisition could begin and, shortly thereafter, utility
relocation.
REQUEST FOR PROPOSALS:
A Request for Qualification /Proposals (RFQ /P) was solicited from several Tulsa area firms with
roadway design experience. The Scope of Work would include:
• Field and property surveys on the project;
• Preparation of a conceptual design report;
• Right -of -way research on the properties along the project;
• Preparation of a National Environmental Policy Act (NEPA) environmental document;
• Preparation of design plans;
• Assistance during project bidding;
• Construction administration during construction;
• Preparation of record drawings once the project is completed.
The ideal firm(s) would have local roadway design experience, familiarity with ODOT design
standards, and knowledge of the INCOG Urbanized Funding program of the area.
QUALIFICATIONS BASED SELECTION PROCESS:
On August 10, 2012, Staff received Qualifications from thirteen (13) engineering firms. These firms
are as follows:
Dewberry Design Group, Tulsa, Oklahoma
Poe & Associates, Inc., Tulsa, Oklahoma
BKL, Tulsa, Oklahoma
EST, Tulsa, Oklahoma
Nickle and Associates, Tulsa, Oklahoma
Tetra -tech, Tulsa, Oklahoma
PEC, Tulsa, Oklahoma
Impact Engineering /WP Moore, Owasso /Tulsa, Oklahoma
Wallace Engineering, Tulsa, Oklahoma
Schemmer, Tulsa, Oklahoma
Garver, Tulsa, Oklahoma
CTA, Tulsa, Oklahoma
Cardinal Engineering, Tulsa, Oklahoma
On September 28 2012, staff reviewed and graded the proposals using the criteria identified in
the RFQ /P. Based upon the submitted proposals, staff ranked the top three (3) firms and
selected Dewberry as the most responsive and highest qualified firm. Staff has entered into fee
negotiations with Dewberry, but if negotiations are unsuccessful, then negotiations will
commence with the next highest graded firm. Once negotiations are complete, the
recommended firm will be presented at the Owasso City Council Meeting on October 17, 2012.
FUNDING:
Funding for this project is included FY 2012 -2013 Capital Improvements Fund.
ATTACHMENTS:
A. Location Map
B. Request for Qualifications /Proposal
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LOCATION MAP
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Legend 0
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TT TIS MAP IS FOR TNFORNrATTCJN PT7RPO SF ONLY AND TS NOT TNTFNDED TO
P-F PR F6SFNT AN ACCURATE AND TRUk SCALY:. USE (DF THIS MAI' 1S WITHOUT
WARRANTY OR REPRESENTATTON BY CITY OF C3WASSO OF ITS ACCURACY.
AT OWASSO
CITY OF OWASSO
111 N. Main Street
P.O. BOX 180
Owasso, OK 74055
918.376.1500
0� The City Wit out Limits.
...removing
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celebrating
their lives.
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July 26, 2012
Notice to Interested Engineering Firms
Re: Request for Statement of Qualifications (SOQ)
Professional Engineering Services
North Garnett Road Widening
The City of Owasso is inviting qualified firms to submit a Statement of Qualifications (SOQ) to
provide Professional Engineering Services related to the design of the North Garnett Road
widening from 96`h Street North to 106th Street North in Owasso, Oklahoma. The proposed
roadway is anticipated to be five (5) lanes constructed in concrete. Multi -model lanes will be
considered as will landscaping in the center - medians where turn lanes are not needed. Pavement
width will vary, but be a minimum of 64' wide. Project will include curb, guttering, sidewalk,
drainage infrastructure and water distribution system relocations (Washington County Rural
Water District #3 and City of Owasso).
The Design Services may include, but are not limited to the following:
• Topographical and Property Surveying;
• Conceptual Plan and Design Report;
• Environmental Studies;
• Property Ownership Determination
• 30 %, 60 %, 90% and Final Design plans
• Utility Relocation Coordination
• Bidding Services
• Construction Administration Services
• As -built Plan Preparation
Emphasis will be placed on the design being completed on time and within budget. At a
minimum, initial and monthly design workshops and review meetings will be held to ensure
concepts and designs are as required by the City of Owasso. The design agreement will require
the use of a scheduling program to monitor and track the progress. Schedule versus actual
progress will be reviewed on no less than a monthly basis. Further, the design agreement will
include the requirement for an in -house Quality Assurance and Quality Control review and
certification statement by the firm.
The SOQ submittal will be evaluated on the following:
301 West 2 "d Avenue (918) 272 -4959
P.O. Box 180 City of Owasso FAX (918) 272 -4996
Owasso, Oklahoma 74055 A City of Character www.cityofowasso.com
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T City Wi mits.
...removing
— Design Team Experience related to Roadway (30 points)
Design
obstacles
— Verifiable References for Roadway Projects in (20 points)
Oklahoma
— Firm Experience in Design of Similar Roadway (20 points)
standing
Projects
— Availability of Design Team to Complete Work (20 points)
in the way
(Provide Proposed Schedule of Completion in Work
Days to complete the tasks about. Indicate tasks that
will run concurrently)
of people
— Familiarity with City of Owasso Design Standards (10 points)
Construction Methods and Procedures
celebrating
The response shall be limited to twenty (20) single -sided pages, not including resumes. Five (5)
their lives.
copies of the SOQ and will be received by City of Owasso, 301 W. 2nd Street, P.O. 180, Owasso,
Oklahoma 74055, until 4:00p.m. (local time) August 10, 2012. The three (3) most responsive
firms shall be selected to submit proposals for the project. Once the proposals are reviewed and
ranked, we will begin fee negotiations with the highest scoring firm and will continue until an
agreement can be negotiated. We anticipate the process will be completed by August 31, 2012.
Interviews may be required for the final selection.
The City of Owasso reserves the sole right to evaluate the submittal, waive any irregularities
therein, select candidates for submittal of proposals or reject any and all firms that submitted
should it be deemed for its best interest.
The City wishes to thank you in advance for your interest and submittal of SOQ. Please direct
comments, questions, and any request for information to H. Dwayne Henderson, City Engineer,
City of Owasso at (918) 272 -4959 or via email at dhendersonCCcityofowasso.com.
Sincerely,
CITY OF OWASSO
H. Dwayne Henderson, P.E.
City Engineer
301 West 2nd Avenue (918) 272 -4959
P.O. Box 180 City of Owasso FAX (918) 272 -4996
Owasso, Oklahoma 74055 A City of Character www.cityofowasso.com
Mo0 The City Wit out Limits.
TO: The Honorable Mayor and City Council
FROM: Karl Fritschen, Community Development Director
SUBJECT: Proposed Zoning Code Amendment - Planned Unit Development Chapter
DATE: October 5, 2012
BACKGROUND:
At City Council Work Sessions on August 14 and September 11, 2012, staff presented an initial
draft of the proposed new Planned Unit Development (PUD) ordinance for Chapter 8 of the
Owasso Zoning Code for review and discussion. This same draft was also presented to the OEDA
on August 9 and September 13 and discussed with the Planning Commission on September 10.
Additionally, since the August Work Session, the proposed new ordinance was placed on the
city website and city Facebook page to allow for public comment and discussion. Based on
discussions and input received with the above referenced bodies, staff made changes to the
document, which is attached for your review.
As with the other text amendments, the PUD Chapter amendments follow a transparent process
which seeks input from all interested stakeholders. Below is an updated schedule for
proceeding with the text amendment for Chapter 8 of the Zoning Code, Planned Unit
Developments and Overlay Districts.
✓ August 9, 2012 - Present the proposed amendments to the Owasso Economic
Development Authority (OEDA)
✓ August 14, 2012 - Present the proposed amendments to the Owasso City Council at work
session
✓ August 15, 2012 - Place the proposed amendments on the city website and city
Facebook page
✓ August 15 through 31 - Meet individually with the Planning Commission members
✓ September 10, 2012 - Discussion item, Planning Commission meeting
✓ September 11, 2012 - Second presentation and discussion with the Owasso City Council
at work session
✓ September 13, 2012 - Second presentation and discussion with the OEDA
• October 8, 2012 - Planning Commission - continued discussion
• October 9, 2012 - Third presentation to the City Council at work session
• October 11, 2012 - Third presentation to the OEDA
• November 12, 2012 - Planning Commission action
• November 13, 2012 - Fourth presentation to the City Council at work session
• November 20, 2012 - Public hearing at the City Council meeting
• December 4, 2012 - City Council action for approval of an ordinance
REASON FOR THE PROPOSED CHANGE:
These changes are being considered to establish a level and predictable playing field for all
applicants choosing to use the PUD method for development, while at the same time ensuring
sustainable quality development. Furthermore, the amendments help ensure a higher quality
standard and consistency throughout the entire community, which maintains and increases
property values. These changes are also consistent with the vision set forth by the approved
Quality of Life Initiative document.
ACTION:
This item is for discussion purposes only at this time.
ATTACHMENTS:
A. Draft, PUD Chapter
CHAPTER 8
PLANNED UNIT DEVELOPMENTS
8.1 INTRODUCTION AND PURPOSE
A Planned Unit Development (PUD) is a special zoning overlay that provides alternatives
to conventional land development. Upon approval, it becomes a supplement to the
existing zoning of the subject property. A PUD is also a means of encouraging creative
development of land and promotes project design that is often unseen in conventional
development. A PUD shall not be seen as a tool to circumvent the zoning and
subdivisions regulations of the City of Owasso, but rather as a tool for intelligent, well -
planned, and quality developments that fit within Owasso's existing neighborhoods and
context of the surrounding area. A PUD provides flexibility to allow for the
development on properties with unique physical characteristics by promoting
innovative design and providing guidelines which ensure that development is beneficial
to the City of Owasso's future growth. While great flexibility is given to provide special
restrictions which will allow development not otherwise permitted, procedures are
established herein to ensure against misuse of the increased flexibility.
8.2 GOALS
Because PUD's allow greater flexibly than otherwise would be allowed with the base
zoning, there are specific goals that need to be accomplished with each application. All
PUD's shall be evaluated on their ability to accomplish the following:
1. Maintain and Enhance the Quality of Life in Owasso
2. Provide Opportunities for Urban Infill
3. Maintain and Promote a Sense of Community
4. Encourage Development That Otherwise Could Not Occur on the Site
5. Preserve and Provide Meaningful Open Space
6. Promote Connectivity and Compatibility with Surrounding Development
7. Inspire Unique and Thoughtful Development
8. Support the Development of Strong Neighborhoods
9. Provide Amenities Beyond Conventional Development
10. Preserve the Physical Characteristics of the Land
8.3 APPLICABILITY
1. A PUD may be submitted for any parcel of land located within any general zoning
district or combination of general zoning districts within the Owasso City Limits.
In all cases, the PUD will be reviewed as to the proposed location and character of
the uses and the unified treatment of the development of the tract. The
regulations of the general zoning district or districts remain applicable except as
specifically modified pursuant to the provisions of this chapter.
2. Approval of a Conceptual Development Plan is required prior to development of a
PUD district. Comprehensive Development Plans are subject to recommendation
by the Planning Commission and approval by the City Council.
This PUD chapter shall complement the other sections of the Owasso Zoning Code.
In instances where the requirements are conflicting, the Community Development
Administrator shall determine the correct action.
4. A Conceptual Development Plan shall be submitted concurrently with a request
for rezoning.
8.4 MINIMUM STANDARDS
A. DENSITY
By their very nature, PUD's are designed to develop parcels of land with unique or
unusual, natural or man -made conditions. In order to promote development that
makes use of and preserves such unique features, it may be necessary to cluster
density within developments. If clustering of density is proposed, additional
amenities shall be provided; the design shall promote and maintain useable open
space; and a layout shall be provided that complements the existing conditions of
the site.
All PUD's shall calculate density based upon the gross area of the tract, which may
include flood plains, rights of way, or easements to provide an overall gross density
for the project that shall be expressed in units per acre. The gross density
calculations shall be provided within the PUD Design and Intent Statement.
1. Single - Family Residential Densities - A residential PUD shall not
exceed a gross density above five (5) dwelling units per acre for single- family
residential developments. Should a development propose a density higher than five
(5) units per acre, written justification shall be provided explaining the rationale
of the decision and additional amenities shall be provided to mitigate the
increased densities.
2. Multi - Family Residential Densities - Multi - family densities shall be consistent with
Chapter 4 of the Owasso Zoning Code and shall not exceed a maximum of twenty -
five (25) units per acre gross density. Any proposed development that contains
over 25 units /acre shall provide an explanation of why the higher density would be
appropriate and how the additional density would be mitigated All multi - family
residential developments shall be accomplished through a PUD.
B. LAND USE PERCENTAGES
In any residential PUD, at least 20% of the gross area of the tract should be
devoted to open space, common areas or amenities. Rights -of -way and utility
easements on individual lots shall not apply to open space calculations. If at least
20% open space cannot be achieved the developer shall provide amenities in
addition to those required in section 8.4 L in order to mitigate the reduction in
open space.
C. PRESERVATION OF TREES AND OTHER NATURAL FEATURES
PUD's shall be designed to preserve and enhance the existing physical
characteristics of the land and the natural vegetation that exists on the land.
Projects that require clear cutting or denuding of large tracts of land for
development are discouraged. Trees in excess of eight (8) inches in caliper shall
be preserved and worked into the overall design of the project, unless the
applicant can provide substantial justification to remove said trees. Tree
preservation credits shall be applied to all landscaping plans and additional
landscaping shall be required for projects that remove excessive healthy
vegetation.
D. SCREENING AND BUFFERING
Screening is an important part of any PUD proposal, especially when incompatible
uses are proposed within the PUD, or exist in adjoining developments. Screening
may be employed in the form of:
1. Fencing - Natural materials are encouraged;
2. Walls - Stone, brick, split -faced block, or decorative materials shall be
used.
3. Berms - Berms may be used in combination with vegetation or fencing to
achieve the desired result.
4. Vegetation - Vegetation provides a screening mechanism that can be
efficient and aesthetically pleasing. In many cases, leaving the natural
vegetation as a means of screening achieves the desired results.
5. New vegetation may be planted that also achieves the intent of this
section. Materials and sizes of vegetation shall be provided with the required
Conceptual Development Plan and conform to Chapter 20 of the Zoning Code.
Buffer yards shall be provided at all boundaries of the PUD where higher intensity
or higher density uses adjoin existing tracts that are of a lower intensity or
density. An example of this may be 5000 SF lots adjoining an existing single family
development containing 20,000 SF lots. Buffers shall vary in size depending on the
use or the density of the development, but in shall be a minimum of 20 feet in
width. Vegetation and screening is required in buffer yards.
All residential PUD's shall contain decorative perimeter fencing surrounding the
development and shall also contain language covering the long -term maintenance
of the fencing.
E. TRANSITION OF USES
Great care shall be given as to the location of the more intense uses or densities
within the PUD. Transition shall be achieved when possible by placing less intense
uses along the perimeter of the PUD area with more intense uses near the center
of the PUD. For example, if a PUD is proposed in an area that abuts mostly
acreage lots, the PUD should place larger lots meeting RE or RS -1 standards along
the perimeter and move towards smaller lots within the core of the PUD area or
along arterial streets. If transition cannot be achieved, a large and well - vegetated
buffer should be provided.
F. CONCEPTUAL LANDSCAPE PLAN REQUIRED
Each PUD shall require a landscape concept plan at the time of submittal. The
landscape plan shall depict general locations for landscaping, but shall not be
required to go into great detail on the conceptual plan. Trees, however, shall be
shown on the conceptual landscape plan. More detailed landscape plans may be
required in the later stages of the development process in conformance with the
City's adopted landscape requirements, or if the Administrator or Planning
Commission deems it necessary during at the conceptual landscape phase.
G. ADHERENCE TO CITY LANDSCAPE REQUIREMENTS
All adopted landscape requirements shall be met by any PUD. A PUD shall provide
landscaping that exceeds the City's minimum requirements in order to meet the
goals, purpose, and criteria outlined in the PUD ordinance.
H. SITE DEVELOPMENT
1. Low - Impact Design (LID) Criteria
All PUD proposals are encouraged to incorporate LID techniques. Utilizing LID
techniques can greatly reduce infrastructure costs and can be incorporated into
common areas and open space. Some LID design possibilities are: Bio- retention
areas (rain gardens), Green roofs, Permeable paving or driveways, Cisterns,
Vegetated swales, and Impervious surface reduction. All PUD's are encouraged
to define how LID principles shall be applied.
2. Grading and Site Disturbance
PUD sites shall not be denuded of all vegetation. Great care should be given to
developing drainage and grading plans that incorporate natural areas and
preserve the topography and vegetation of the PUD area. All creeks or
perennial streams shall have a minimum of a 20 foot undisturbed buffer
measured from the top of the stream or creek bank and shall be included into
the design of the PUD whenever possible.
3. Adherence to City, State, and Federal Requirements
All grading and drainage plans shall meet all City, State and Federal
requirements.
I. PARKING AND CIRCULATION
The developer shall provide plans that depict the safe and efficient movement of
vehicles throughout the PUD. For any PUD that proposes more than two - hundred
(200) residential units, a traffic study shall be provided to the City of Owasso for
review. All Federal, State, and City regulations shall be met by the PUD proposal.
All parking areas, driveways or other means of vehicular access shall be designed in
accordance with Chapter 9 of the Owasso Zoning Code.
J. OPEN SPACE
At least 25% of the provided open space shall be developed and maintained for
active or passive recreational activities. The remainder should be kept as
marshland, wildlife areas, woodlands, creeks, etc. At least 10% of the above
reference area shall be out of the floodplain (100 Year) and floodway.
K. COMMON AREAS
Common areas shall be provided throughout the development for the use and
enjoyment of the residents of the surrounding area. Common areas promote social
interaction and help to create a sense of community.
L. AMENITIES REQUIRED
Any residential PUD development shall provide at least one (1) amenity from each
of the categories from the Table 8 -1.
1) For any residential development that proposes a gross density of more than
four (4) units per acre, one an additional amenity from any category shall be
required for each 0.5 units per acre over 4.
2) A developer may propose any amenity not provided on the list and an
explanation of what category it should fall under. The Community
Development Administrator, the Planning Commission, or the City Council shall
determine if an amenity is acceptable.
3) Amenities may be combined into one or more park /recreation areas. (i.e. pool
with a club house or a park area with a basketball court, playground, and
walking trails).
4) Park and recreation areas shall be placed in a centralized location within the
development so it is convenient and accessible.
5) Any standing water feature or pond shall be re- circulated through a fountain,
waterfall, or other aeration device. This requirement applies to any storm
retention pond that is maintains a pool elevation of water.
6) All amenities will have long -term maintenance requirements that should be
considered by future Homeowners Associations Appropriate lan�ua!ge should
be included that clearly states that maintenance shall be covered by the
developer until such a time that a Homeowners Association is formed
7) Amenities approved as a part of any PUD should be installed prior to the
completion of the entire project. At least one (1) amenity shall be installed by
the time 25% of the lots are developed and all amenities should be installed or
completed prior to 75% of the lots being developed No building permit shall
be issued if a development does not meet these amenity requirements
TABLE 8 -1, REQUIRED AMENITIES
CATEGORY
AMENITY FEATURE
SPORTS FIELDS, TENNIS COURTS, BASKETBALL COURTS,
ACTIVE RECREATION
VOLLEYBALL COURT, DISC GOLF COURSE, SKATE FACILITIES,
BIKE PATHS, HIKING TRAILS, GOLF FACILITIES
STOCKED FISHING POND, NATURE PRESERVE AREAS OF AT
LEAST 2 ACRES, HORSE SHOE PIT, WILDLIFE VIEWING AREA (IF
PASSIVE RECREATION
ADJACENT TO PRESERVED HABITAT), CAMP GROUNDS,
EQUESTRIAN FACILITIES, MEDITATION AREA, WALKING PATHS
OR TRAILS
DOG PARKS, PICNIC AREAS, PAVILLIONS, OUTDOOR
PUBLIC GATHERING AREAS
AMPHITHEATRE, CLUBHOUSE, GAZEBO, BBQ AREA, DOCK
AREAS, COMMUNITY GARDEN, PARK AREA
FAMILY RECREATIONAL AREAS
TOT LOT, SPLASH PAD, SWIMMING POOL, PLAYGROUND
M. CONSISTENCY WITH LAND USE PLAN
Any proposed PUD shall be developed in accordance with the adopted Owasso Land
Use Master Plan. The PUD shall meet the Goals, Objectives and Action Strategies
stated within the plan.
N. COMPATIBILITY WITH SURROUNDING DEVELOPMENT
Each PUD shall be designed in a manner that is compatible with the surrounding
development in the area. If the proposed development is not in character with the
surrounding area, the PUD shall show how the development can be screened or
employs techniques that will mitigate the incompatibility.
8.5 PROCEDURE
A. PRE - APPLICATION MEETING
A pre- application meeting is required prior to submitting a formal application for
the proposed PUD project. This step offers the developer a chance to meet with
City staff to discuss ideas related to the development of a PUD on a piece of
property. City staff from different departments shall be available to discuss the
project, answer questions and provide information to the developer.
B. SUBMITTAL OF DEVELOPMENT APPLICATION
1. After submittal of a completed PUD application packet with all required
information, the Administrator shall provide a professional review of the
project and shall assist the developer in understanding the PUD process.
2. The Administrator shall require sufficient detail in the Conceptual Development
Plan to provide an opportunity for the reviewing bodies to make informed
decisions and evaluate compliance with the applicable approval criteria.
3. The Administrator shall provide recommendations regarding changes or
additions to the PUD that would make the project more consistent with the
goals, purpose and standards of the PUD outlined in this chapter. Upon
completion of a successful application the PUD shall be placed on the next
available Planning Commission Agenda
C. TECHNICAL ADVISORY COMMITTEE (TAC)
Prior to the Planning Commission, the City of Owasso's Technical Advisory
Committee (TAC) shall review the PUD proposal and all supporting
documentation.
2. The TAC shall provide comments to the developer regarding utilities,
engineering, planning, and project design.
3. All TAC comments shall be addressed by the developer prior to the PUD being
reviewed by the Planning Commission or City Council.
D. OPTIONAL NEIGHBORHOOD MEETING
It shall be at the discretion of the applicant to hold a local neighborhood meeting
to introduce the project and listen to any concerns of the citizens If such a
meeting is held City Staff will be present to answer procedural and City related
questions, but will otherwise observe and report on the discussions held at the
meeting. Neighborhood meetings shall be held at least 14 calander days prior to
the project being heard by the Planning Commission It is also suggested that
developers provide the Homeowners Associations of surrounding neighborhoods
with a copy of the proposed development plans
- -
- _ _
_
E. PLANNING COMMISSION
The function of the Planning Commission is to listen to public concerns afford the
applicant an opportunity to make a formal presentation regarding the project
review the project for conformity with the requirements of this ordinance and to
offer suggestions regarding the project design as it relates to impacts to adjoining
properties. It shall be the duty of the Planning Commission to review each PUD
prior to consideration of the City Council. The Planning Commission shall review
each application using the following process
1. Planning Commission Action
a) The Planning Commission shall review each PUD application for conformity
to this ordinance. The Planning Commission action shall follow the process
identified in section 1330.3 of the Zoning Code.
b) The Planning Commission shall study the proposed PUD application taking
into account the recommendations of the staff, the review criteria and
other applicable standards in this Ordinance If the Planning Commission
determines that the ordinance is not being met in certain areas then they
may make suggestions to the applicant and transmit the suggestions to the
City Council as part of their report The Planning Commission shalt hear
from the general public and engage the developer in discussion of the
ro ect.
c) The Planning Commission shall discuss a es any potential issues that
they feel the project has and offer suggestions I^ ^pC }
that may help the project that meet the goals purpose and
criteria identified in this chapter and this information shall akse be
transmitted to the City Council
Sheuld the Pi 5 (;GFR 'iS6i Reed mere iefermatien, the— rte,:R GaR—be
The
Planning Commission shall have 60 days to act on a PUD application If after 60
days the Planning Commission still cannot render a decision the applicant may
proceed to the City Council for consideration The 60 day period shall
commence when the PUD is first heard by the Planning Commission at a
regularly scheduled meeting
3.
made a reeemrrm RdatiGR W the iii- r 'I
F. CITY COUNCIL
The City Council shall make the final decision on any PUD application. A final PUD
plan shall be approved along with an Ordinance. The approved ordinance and PUD
development plan shall dictate any future development on the subject property,
unless the PUD is amended or the PUD is a4ewedzg expires.
The City Council shall use the information provided by City staff, the
recommendation from the Planning Commission, a-n4 tie input from the public and
the applicant rrejeGt d� �,ev to make a decision as approve or deny and
proposed PUD.
1. The City Council may add conditions to the project that they feel are necessary
to meet the intent of the PUD Ordinance.
2. Should the City Council require more information; the item can be tabled to a
future meeting. If any major changes are made to the plans or new information
is brought forward after review by the Planning Commission the City Council
may ask that the project return to the Planning Commission for review.
I All conditions imposed by the Council shall become binding and shall be met
before the project may proceed.
4. All planned development districts approved in accordance with provisions of this
ordinance in its original form or by subsequent amendments thereto shall be
referenced on the zoning districts map and a list of such planned development
districts, together with the category of uses permitted therein shall be
maintained in the Community Development Department
PUD PROCESS FLOW CHART
Pre Application meeting
with planning staff.
Submittal of Application
Packet and Applicable
Fees
Application reviewed and
public hearing scheduled.
Staff
Notification prepared for Review
newspaper and mailing
list. Sign posted on the
subject property.
TAC
Meeting
Planning
Commission
City
Council
Final
Action and
Ordinance
prepared
8.6 TIMELINE AND EXPIRATION
A. VALIDATION
A PUD shall be validated once any portion of the property has been platted and
recorded or a building permit is approved.
B. ZONING ORDINANCE
Because a PUD is a zoning action approved through City Council by Ordinance, the
City shall file the ordinance approving the designation of a PUD on a tract of land,
with the County Clerk's Office upon platting and recording any portion of the PUD.
C. EXPIRATION
For any PUD in which there has been no building permit issued nor any portion of
the property platted after five (5) years since approval by the City Council, the
PUD shall be considered null and void and shall be brought back before the
Planning Commission and City Council for consideration prior to any
development on the property. Upon approval of the PUD by the City Council, the
Administrator shall transmit in writing the date by which the PUD will expire. j
PUD's are approved with underlying zoning The underlining zoning of the site shall
not expire, only the PUD overlay shall expire
D. CONFORMANCE WITH CURRENT REGULATIONS
Expired PUD's shall be required to meet the most recently adopted regulations
ordinances, and development standards
the te:514
E. EXTENSIONS
An extension may be granted by the Administrator for PUD's that are nearing the 5
year expiration date. PUD's may be extended one (1) time for a maximum of two
(2) additional years, provided a letter is submitted to the Administrator asking for
the extension no less than two (2) months prior to the five (5) year expiration
date. Said letter must indicate the following:
1. Reason for the extension
2. That there are no changes to the original PUD approved by the City Council.
3. Expected date by which a portion of the PUD will be platted
It shall be the developing party or an individual who has legal authority to sign
documents on their behalf responsibly to ask for and sign the letter of extension. If no
extension has been sought and granted, said PUD shall be considered expired. a+4
process pFeSGFibed iR this . If no portion of the property has been platted nor
any building permit received by the Community Development Department, within the
two (2) year extension period, said PUD shall expire and a new PUD application must
be submitted.
8.7 AMENDMENTS
There may be instances when a change or amendment to the original PUD is necessary
or desired. In these situations, the magnitude of these amendments is considered.
There are two types of amendments that can occur with a valid PUD, a major
amendment and a minor amendment. If amendments have been made then a
determination shall be required as to whether or not said amendments constitute a
major or minor plan change
A. MAJOR AMENDMENT
A major amendment is described as a significant change that increases the density,
intensifies the use, redistributes uses or creates inconsistencies with the
character of the PUD that was initially approved. A major amendment shall
proceed through the entire PUD process as outlined in this chapter. The
Administrator shall determine if the changes to the PUD meet the criteria for a
major amendment, is an appropriate change, and will maintain the spirit of what
was approved in the original PUD. Modifications from the previously approved PUD
plan shall be deemed by the administrator to be a major amendment if said
modifications cause one of the followin to occur:
1. Increase the total number of dwelling units by more than ten percent 10%
2. Reduce the amount of common open space by ten percent 10% from what was
originally approved;
3. Reallocate the area of an t nonresidential areas as shown on the a roved PUD
plan by more than ten percent (10 %)
Example: An approved 100 acre PUD shows 20 acres for office 20 acres for
commercial, and 60 acres for residential smile family If the amendment
proposes to move 10 acres of commercial to another location within the PUD
then it would be deemed to be a ma inr amendment.
4. Eliminate a proposed use that was approved with the original PUD
5. Change the location of the access points into the PUD or connections to
adjoining residential development Modifications in the location or design of
minor streets cul de -sacs alle s or facilities for water and for dis osal of
stormwater and wastewater internal to the development shall not be
considered as a major amendment
6. Complete elimination of a recreational feature that was identified in the
approved PUD without replacing �t with an in kind feature
B. APPEAL
An appeal from the Administrators decision that the changes to the PUD construe a
maior amendment shall be made in writing by filing a notice of appeal to the
Planning Commission within ten (10) days of the Administrators decision Said
appeal shall be heard a regular meetingg of the Planning Commission at which time
the applicant may defend his proposal Appeals shall not require public
notification.
C. MINOR AMENDMENT
Small changes that still meet the intent of the ordinance, do not increase the
density, are consistent with surrounding development, and do not pose a threat to
the health, safety, or welfare of the City of Owasso can be administratively
approved as a Minor Amendment. Minor amendments may also include relocation
of landscape areas, parking areas, drive aisles, or other similar changes that are
minor in scope.
1. Minor amendments shall be approved administratively. Depending upon the
nature of the amendment, the Administrator may be require the PUD to go
before the Technical Advisory Committee (TAC)
8.8 CONCEPTUAL DEVELOPMENT PLAN
A. CONCEPTUAL SITE PLAN
The required conceptual plan shall be a rendered plan that clearly articulates the
overall concept of the PUD. Figure 8.1 illustrates an acceptable conceptual site plan
rendering. The site plan shall include the entire PUD area, and may include site plans
of smaller areas to provide more specificity if the development is large.
1. The site plan shall include, at a minimum, the following:
d) Name of the proposed development
e) Name and address of the property owner and developer
f) Name of the preparer of the document
g) Graphic scale drawn at a scale no smaller than 1:100, a north arrow, date
of preparation, and a legend. Vicinity map outlining the location of the
development in relation to major streets within 1000 feet, schools, and
other landmarks. The County where the development lies shall be depicted.
h) Legal description of the property shall be pFevided.
i) Total acreage of the tract, total acreage of the proposed area to be
improved, and acreage of open space
j) Location and name of abutting subdivisions and City Limit Lines.
k) Wooded areas, wetlands, waterways, floodplain and floodway, ponds and
other natural features shalt be depi -e
l) General location of all proposed streets
n) Proposed density of the development depicted in gross density figures
(gross units per acre of the entire development)
o) Location and identification of all land uses within the PUD shall be
depicted. Identification of all amenity locations, detention areas, open
space areas, etc shall )e c-le w y a.�p;c-t�
p) General location of parking areas for non single- family areas
q) Depiction of any proposed walking trails, pathways, and buffer yards,
including fences
r) Notation on the plan of how wide the buffer yards will be and how they will
be landscaped
s) Location and type of amenities provided
Figure 8.7 -1
B. COMPREHENSIVE DEVELOPMENT PLAN AS THE PRELIMINARY PLAT
Should a conceptual site plan be provided that goes into sufficient detail necessary for
submittal of a preliminary plat, the plan may be used as the preliminary plat for the
PUD project. If the site plan is to be used as the preliminary plat, it must contain all
of the required elements for preliminary plat approval outlined in the subdivision
regulations of the City of Owasso. If the PUD is approved with a site plan that is
sufficient to be used as a preliminary plat, the applicant may proceed to the final plat
stage. It is not required that the entire development be platted only 1LIL portion
the applicant intends to develop Wtially. Additionally the conceptual site plan
can be used as the actual site ptan for the development if it has TAC comments
that have been addressed. If the site plan is unchan ed additional TAC review
will not be required
8.9 DESIGN AND INTENT STATMENT
A. REQUIREMENTS
The design and intent statement shall clearly articulate the vision for the proposed
development and shall identify key elements of the project that justify using a PUD
approach over conventional zoning.
1. At a minimum, the design and intent statement shall include some basic
elements, listed below.
a. Overall project statement of proposed use and intent.
b. List of the proposed land uses including residential densities
c. List of all parties involved (applicant, owner, agent, plan preparer)
d. Thorough narrative explaining why the development is appropriate, how it
complies with the PUD ordinance. The applicant should explain how the
PUD is consistent with the goals, purposes, and standards listed in this
chapter.
e. A statement regarding the compatibility of the proposed development with
the surrounding area. The statement should address buffer zones,
transition, screening, types of materials to be used, square footage of
structures, .
f. A table showing how the proposed PUD will differ from current bulk
standards, with an outline of what sections of the zoning ordinance or
subdivision regulations that the PUD seeks relief from.
g. An outline of the covenants that will govern the property and information
about the development of a Homeowners Association and how they will
govern the common areas.
h. An anticipated timeline for development, which may include a phasing
plan.
i. The PUD's consistency with the Owasso Land Use Master Plan.
Sections 8.90 -8.99 Reserved
COD
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Karl Fritschen, RLA, AICP
Community Development Director
SUBJECT: Proposed Ordinance Enabling Code Enforcement Officer Ability to Issue Citations
DATE: October 5, 2012
BACKGROUND:
The process of code enforcement involves a sequence of steps. When a complaint is made
regarding a potential violation, staff first investigates the issue. If it is determined that such a
violation exists, the property is worked as a violation. In most cases, code violations follow the
following process:
1. The individual is sent a courtesy letter stating the violation and he has ten (10) days to
correct the violation before further action is taken.
2. If after ten (10) days the violation is still not corrected, then a certified letter is sent to the
individual, which informs him that he has ten (10) days to address the issue or further
action will be taken. This letter also sets an abatement hearing date with the code
enforcement officer and hearing officer (usually the Community Development Director
or his designee) and provides options to the individual such as going before the Board of
Adjustment. The hearing allows the individual to explain why he cannot meet the
deadline or correct the violation.
3. If the individual does not appear at the abatement hearing, a 48 hour notice is posted
on the property.
4. If after 48 hours the violation is still not corrected, then a citation can be issued.
Currently, this involves the code enforcement officer locating a police officer to
accompany him to the property where the police officer issues the citation. The citation
sets a court date at which time the violator will appear before the judge. The judge
usually will set the amount of the fine.
This memo focuses on step 4, issuing citations. As noted, the code enforcement officer must
seek out a police officer to issue the citation. Staff proposes to amend both the zoning code
and municipal code to allow the code enforcement officer the ability to issue a citation.
ANALYSIS:
Currently, the code enforcement officer must seek a police officer to issue a citation for any
violation. The proposed change will improve the efficiency of the process by allowing the code
enforcement officer to issue the citation. There is also a safety perspective that must be
considered. Currently, whenever the code enforcement officer approaches a property, he
frequently encounters individuals upset about the situation. Our code enforcement officer
currently has no means of identifying himself. There have been situations in the past, where
code enforcement officers have been met with resistance and uncooperative people. A
badge that is prominently displayed gives a little more authority to the individual, which in turn
can yield more cooperation from the offender. The current process lacks efficiency, as it
requires taking manpower away from the police department to issue a citation. Staff believes
this change streamlines the entire process and better utilizes city personnel.
Staff research also verified that the City of Owasso, when compared to other communities of
similar size in the region, is the only one without a sworn code enforcement officer who has the
ability to issue citations. Therefore, staff has drafted an ordinance which would authorize code
enforcement officers to issue citations for certain violations of the law.
PROPOSED ACTION:
Staff will recommend approval of the proposed ordinance authorizing code enforcement
officers to issues citations for violations of the following sections of the Owasso Code of
Ordinances:
Part 5 - Building Regulations and Codes
Part 8 - Health and Sanitation
Part 12 - Zoning Code
Part 14 - Streets and Public Works
Part 15 - Traffic and Vehicles (limited
parked vehicles)
ATTACHMENT:
A. Proposed Ordinance
to abandoned, inoperable, dismantled or improperly
CITY OF OWASSO, OKLAHOMA
ORDINANCE NO.
AN ORDINANCE RELATING TO PART 1, GENERAL PROVISIONS,
CHAPTER 1, USE AND CONSTRUCTION OF THE CODE, SECTION 1- 108(F),
GENERAL PENALTY, OF THE CODE OF ORDINANCES OF THE CITY OF
OWASSO, OKLAHOMA.
THIS ORDINANCE AMENDS PART 1 OF THE CITY OF OWASSO CODE OF
ORDINANCES BY ADDING THE SECTION NAMED ABOVE TO BE
CODIFIED AS SHOWN BELOW.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF OWASSO,
OKLAHOMA, THAT, TO -WIT:
SECTION ONE: Part One, General Provisions, Chapter 1, Use and
Construction of the Code, Section 1 -108 (F), General Penalty, of the Code of
Ordinances of the City of Owasso, Oklahoma, shall be added to the Code as follows:
CHAPTER 1
USE AND CONSTRUCTION OF THE CODE
SECTION 1 -108 GENERAL PENALTY
A. TRAFFIC OFFENSES:
The maximum fine or deferral fee in lieu of a fine for traffic- related offenses
relating to speeding or parking shall not exceed Two Hundred Dollars ($200.00).
B. ALCOHOL OR DRUG RELATED OFFENSES:
The maximum fine or deferral fee in lieu of a fine for alcohol - related or drug -
related offenses shall not exceed Eight Hundred Dollars ($800.00).
C. OTHER OFFENSES:
For all other offenses, the maximum fine or deferral in lieu of a fine shall not
exceed Seven Hundred Fifty Dollars ($750.00).
D. Each day or any portion of a day during which any violation of this Code or any
ordinance shall continue shall constitute a separate offense.
E. Any person who shall aid, abet, or assist in the violation of any provision of this
Code shall be deemed guilty of an offense and, upon conviction therefore, shall be
punished in accordance with the punishment provided for violation of the
provision such person aided, abetted or assisted in violating.
F. The director of the Department of Community Development, and his
designees within that Department, shall be sworn and authorized to issue a
citation for violations of the Zoning Code of the City of Owasso as adopted in
Section 12 -201 of the Owasso Code of Ordinances and for violations of Part
5, Building Regulations and Codes, Part 8, Health and Sanitation, Part 14,
Streets and Public Works and Part 15, Traffic and Vehicles within this Code.
The citations shall state the date and location of the violation, the section
number of the ordinance or Zoning Code regulation that has been violated
and shall direct the defendant to appear in the Owasso Municipal Court on a
designated day or pay the required fine within ten (10) working days of the
date the citation is issued. The citation shall state that if the defendant fails
to appear within the time specified or pay the fine for the violation, a
warrant for failure to appear may be issued, which may result in the
defendant being arrested.
SECTION TWO (2): REPEALER
All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed
to the extent of the conflict only.
SECTION THREE (3): SEVERABILITY
If any part or parts of this ordinance are deemed unconstitutional, invalid or ineffective,
the remaining portion shall not be affected but shall remain in full force and effect.
SECTION FOUR (4): DECLARING AN EFFECTIVE DATE
The provisions of this ordinance shall become effective thirty (30) days from the date of
final passage as provided by state law.
2
SECTION FIVE (5): CODIFICATION
The City of Owasso Code of Ordinances is hereby amended as shown above and codified
in Part 1, Chapter 1, Section 1- 108(F).
PASSED by the City Council of the City of Owasso, Oklahoma on the day of
, 2012. —
Doug Bonebrake, Mayor
ATTEST:
Sherry Bishop, City Clerk
(SEAL)
APPROVED as to form and legality this _ day of , 2012.
Julie Lombardi, City Attorney
V
The MC!y Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Warren Lehr
Assistant City Manager, Operations
SUBJECT: CIP Committee Recommendation
Vision 2 Project Selection Process
DATE: October 5, 2012
BACKGROUND:
The Owasso Capital Improvement Plan (CIP) Committee was established in 1988 under
Ordinance No. 395. The City Council elected to appoint this committee to develop, prioritize,
and recommend the capital improvement needs of the city in the hopes of creating a more
orderly, planned process than had existed before. The City Council adopted Resolution 2003 -14
in September 2003, which established the procedure for amending the priority determination of
capital improvement projects eligible to receive funding from the Capital Improvements Fund,
also known as the permanent third -penny sales tax. City of Owasso staff and the Capital
Improvements Committee have continued the comprehensive planning process since the
creation of the initial plan in 1988 and the update in 2003.
VISION 2:
In order to utilize the CIP Committee's familiarity with capital improvement needs for the City of
Owasso, the committee was recently tasked with the development of a Vision 2 project
selection process in the event that the project proposition is approved in the upcoming
November 6 election.
Components of the Vision 2 project selection process include notice to be given to the general
public in May of 2016, well in advance of funding, which would be available by mid -year 2017.
Relevant social media would be used to publicize notifications of the process elements and
solicit input from citizens. Elements of the process would include an online survey, solicitation of
input on appropriate social media, and public meetings to increase awareness of potential
projects and to receive as much citizen input as possible. All input and survey results would then
be summarized and made available to the CIP Committee and the City Council. The CIP
Committee would then meet as many times as necessary to develop recommendations to the
City Council who would then review the recommendations and have the authority to revise and
approve them as it deems appropriate. Finally, the City Council would adopt a Vision 2 project
list by resolution.
REQUEST:
Staff is requesting City Council review of the CIP Committee's recommendation of a Vision 2
project selection process.
ATTACHMENT:
A. Owasso CIP Committee Recommendation for Vision 2 Project Selection Process
VISION 2 PROJECT SELECTION PROCESS
Capital Improvement Plan (CIP) Committee Recommendation
The CIP Committee has developed a Vision 2 project selection process in the
event that the project proposition is approved in the November 6 election.
The process would begin on or about July 1, 2016 in anticipation of funds
becoming available by mid -year 2017. The process would include the following
components:
■ Notice - Public notice of the beginning of the process would be given 60
days in advance, on or about May 1, 2016. Notice would be given on the
City of Owasso website and posted consistently and frequently on City
social media outlets, and other media as deemed appropriate.
■ Public Meetings - At least two (2) public meetings would be conducted
by the CIP Committee to increase awareness of potential projects and to
solicit as much citizen input as possible.
• Online Survey - Notice would include links to a well conceived, but brief
online survey that would be made available for 90 days.
• Social Media - The City would consistently utilize its Facebook, Twitter,
website, and other appropriate media to seek input and publicize
notifications of the process elements and schedule, links to an online
survey, and meeting times and places.
■ Citizen Input Summary - City staff and CIP Committee members would
compile all input, comments, and survey results; make the summary
available to the public through all appropriate media outlets; and
forward the summary of input to the CIP Committee and the City Council.
■ CIP Meetings - The CIP Committee would meet as many times as
necessary to discuss community input and develop recommendations to
the City Council. These CIP Committee meetings would be posted and
open to the public in a City Council Work Session format that would allow
citizens to be present to hear all discussions.
• CIP Committee Recommendation - The CIP Committee would then
recommend a priority list of Vision 2 projects to the City Council.
• City Council Resolution - The City Council would review the CIP
Committee recommendations and have the authority to revise and
approve them as it deems appropriate. The City Council would then
adopt a Vision 2 project list by resolution.
The City Wit out Limits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Larry Langford
Director of Recreation and Culture
SUBJECT: Sports Park, 4 -flex Bid Review
DATE: October5, 2012
BACKGROUND:
The FY 2012 -2013 budget allows for the expenditure of $305,000 in the Capital Improvements
Fund for construction of a baseball 4 -plex at the Owasso Sports Park. The project consists of a
base bid and six (6) alternates that include field lighting and irrigation, a warm -up area,
replacement of existing asphalt with concrete, and artificial shade canopies.
BID ANALYSIS
Advertisements for bids were published in accordance with state law and a mandatory pre -bid
meeting was held at City Hall on Tuesday, September 11, 2012 for the construction of a baseball
4 -plex at the Owasso Sports Park. Fifteen (15) contractors were in attendance. Bids were opened
publicly on September 18, 2012 at 10:00AM with six (6) bids received. The lowest base bid
received was from Penn Athletic Fields in the amount of $527,723.
The submitted bid package was examined for any improper or unbalanced bids and none were
discovered. Staff contacted the cities of Claremore, Shawnee, Meeker, and Seminole,
Oklahoma to inquire about the quality, timeliness, professionalism, and overall satisfaction with
the work of Penn Athletic Fields. Both the project reviews and references confirmed quality
craftsmanship, integrity, and dependability.
PROPOSED ACTION:
An item has been placed on the October 9, 2012 work session agenda for additional discussion.
ATTACHMENT:
A. Bid Tabulation
v
nTheity Wit out Limits.
Bid Tabulation
Sports Park South Baseball 4 -Plex
Opening Date: September 18th, 2012 10:00 AM
Bidder
Base Bid
ALT #1
ALT #2
ALT #3
ALT #4
ALT #5
ALT #6
Total Bid
Hoey Construction
$785,230.02
$448,962.6
$55,886.79
$3,021.14
$179,326.62
$23,502.74
$9,259.03
$1,505,188.9
Penn Athletic Fields
$527,723.00
1
$310,500.0
$54,000.00
$5,900.00
$112,744.50
$14,200.00
$24,960.00
$1,060,027.5
Bronze Oak
$1,214,041.10
0
$436,000.0
$53,000.00
$6,289.00
$169,010.00
$23,000.00
$9,200.00
0
$1,910,540.1
KC Electric Co.
$847,524.00
0
$398,193.6
$81,342.28
$4,876.65
$80,009.72
$26,707.75
$20,294.08
0
$1,458,948.1
Southeast
Tulsa Construction
$932,298.28
3
$418,382.5
$53,337.89
$3,343.86
$124,913.70
$21,901.90
$8,628.40
1
$1,562,806.6
Tri -Star Construction
$612,806.80
8
$425,000.0
$57,000.00
$2,710.00
$129,162.00
$22,500.00
$12,000.00
1
$1,261,178.8
0
0
a
TCity Wio mits.
TO: The Honorable Mayor and City Council
City of Owasso
FROM: Larry Langford
Recreation and Culture Director
SUBJECT: RFQ for Engineering of Elm Creek Park Improvements
DATE: October 5, 2012
BACKGROUND:
Elm Creek Park has been identified to have significant issues with erosion and stabilization of the
pond banks; outdated playground equipment; and bridges, shelters, and walkways that are in
need of major repair or replacement, The FY 2012 -2013 budget allows for the expenditure of
$300,000 in the Capital Improvements Fund for engineering of improvements at Elm Creek Park.
REQUEST FOR QUALIFICATIONS:
A Request for Qualifications (RFQ) was advertised to area firms with park design experience. The
proposed improvements are anticipated to be a multi -year project with several phases. Major
renovations will be considered and could include bank stabilization, trail enhancement,
landscaping, and structural replacements. The scope of work would include:
• Topographical and property surveying,
• Preparation of a conceptual plan and design report;
• Research and report of environmental studies;
• Property ownership determination;
• Preparation of 30 %, 60 %, 90% and final design plans;
• Utility relocation coordination;
• Bidding services (Phase 1);
QUALIFICATIONS BASED SELECTION PROCESS:
On September 28, 2012, Staff received qualifications from four (4) engineering firms, These firms
are as follows:
• Bird Surveying & Design, PLLC, Owasso, OK
• Craffon Tull, Tulsa, OK
• Impact Engineering and Planning, PLC, Owasso, OK
• PDG, Inc., Tulsa, OK
Staff is currently reviewing and grading the proposals using the criteria identified in the RFQ,
Based upon the submitted proposals, staff will rank the top three (3) firms and select the most
responsive and highest qualified firm. Once staff has identified the most qualified firm, fee
negotiations will begin, but if negotiations are unsuccessful, staff will seek to negotiate a fee with
the next qualified firm ranked. Once negotiations are complete, the recommended firm will be
presented to City Council,
FUNDING:
Funding for this project is included FY 2012 -2013 Budget,