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Home My WebLink About2000.11.21_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: November 21, 2000 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and agenda filed in th.e office of the City Clerk and posted at City Hall at 4x00 p.m. on Friday, Novey.riber 1.7, 2000 Marcifloubvvell, Authority Secretary AGENDA L Call to Order Chairman Williams 1 Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non-debatable. A. Approval of the Minutes of November 7, 2000 Regular Meeting. Attachment #4-A Owasso Public Works Authority November 21, 2000 Page 2 & Approval of Claims, Attachment #4a 5, Consideration and Appropriate Action Relating to Contract for the Purchase of a flatbed TAG Trailer. Mr Roberts Attachment #5 The staff has completed the bidding process, reviewed the bids received, and will recornmend a contract be awarded to Overbilt Trailer Co, Drum—right, OK, for the purchase of a 20,000 lb GVW flatbed TAG trailer consistent with bid specifications at a cost of $8198. 6 Report from 0PVVA Manager. I° Report from OPWA Attorney, 8, New Business. Owasso Public; Works Authority November 21, 2000 Page 3 Adjournment, ournment, OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, November 7, 2000 The Owasso Public Works Authority met in a regular session on Tuesday, November 7, 2000 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, November 3, 2000, ITEM 1: CYaI.,I. TO 01ER Chairman Williams called the meeting to order at 6:54 p.m. ITEM 2: FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL,, PRESENT H C "Will" Williams, Chairman Mary Lou Barnhouse, Vice Chairman Randy Brogdon, Trustee ST'AF'F Larry Mitchell, City Manager Donald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present, ABSENT Melinda Moss, Trustee ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO a„ � iJEST FOR APPROVAL OF THE CONSENT AGENDA. A. approval of the Minutes of October 17, 2000 Regular Meeting, B. Approval of Claims. The consent agenda included minutes of the October 17, 2000 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Owasso Public Works Authority $336,376.36; (2) OPWA Capital Improvements $56,124.899 (3) OPWA Sales Tax $120,621.239 (4) Payroll $47,184.96. Ms Barnhouse moved, seconded by Mr Brogdon, to approve the consent agenda. AYE: Barnhouse, Brogdon, Williams NAY: None Motion carried 3-0. No report. Owasso Public Works Authority ITEM 6: REPORT FROM OPWA ATTORNEY, ITEM 7: NEW BUSINESS. None ITEM 8.: ADJOURNMENT, 1\1-r Brogdon moved, seconded by Ms Barnhouse to adjourn, AYE: Brogdon, Barrihouse, Williams NAY: None Motion caiTied 3-0, and the meeting was adjourned at 6:55 p.m. Marcia Boutwell, Secretary November 7, 2000 H C Williams;, Chairperson 1111 City of Owasso Claims 11/21/00 Fund Department Total General Deposit Refunds 20.00 106 Municipal Court 25735 110 Managerial 349.21 120 Finance 6.50 160 General Government 5,974.45 160 Community Development 791.29 170 Engineering 206,53 175 Information Systems 249.27 131 Support Services 1,244.41 190 Cemetery 31,97 201 Police Services 6,337.03 215 Police Communications 1,101.00 221 Animal Control 3,509.63 250 Fire Services 6,50413 230 Emergency Preparedness 6199 300 Streets 2,601 x92 515 lark Maintenance 2,176.51 550 Community Center 1,309.23 710 Economic Development 12.50 715 OEDA Work Man 2,726.41 TOTAL 35,523A3 Ambulance 255 Ambulance 2,191.62 TOTAL 2,191.62 Capital Improvements 96th Street Signalization 66,751,99 TOTAL 68,751 A9 Bond Projects City Hall /Police Station 5,175.60 Project Management 14,762.35 TOTAL 19,937.95 OPGA Merchandise 473.26 605 Cart Operations 331.59 610 Golf Course Maintenance 4,539.34 690 Golf Administration 395.00 691 Clubhouse 2,004.93 300 Debt Service 4,133.04 TOTAL 11, 932.16 O0 k/V,A Capital ital Im r veme its OP WA Sewer Lies Extension City Garage Dryers' Cornp Self Insurance 450 Wa stewater°'Treatment Plant TOTAL Debt Service TOTAL 135 City Garage TOTAL 150 !t orkers° Comp TOTAL 2,278A2 4,734.20 23,537.32 13,473.01 1 ,337.40) 7,330.50 1,580.00 55,0£30.13 100,063.54 100,963,54 15,220.31 15,220.01 Claims Total 415,2313.48 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE DEPARTMENT 11/04/00 OVERTIME TOTAL EXPENSES EXPENSES WA Ariiitrtr0 22.66, Utility Billing 0.00 2,289.74. Wastewater 740.87 6,30529 .91 696,23 WasteWatd.(colio6ito, Refuse 62.25 5,009.99 1,683 94 'Re C' y oer cle, et is dv.M�A v - ,74 6 A N Trustee Trustee November 21, 2000 TO- HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY a CHIUS ROBERTS PUBLIC CVO ,C FIELD OPERATIONS MANAGER SUBJECT. AUTHORIZATION FOR FLATBED TRAILER PURCHASE - WATER DIVISION DATE. November 15, 2000 BACKGROUND- The FY 00-01 Public Works Department Water Distribution Division Budget includes provisions for the purchase of a new 20000 1,13. GVW (gross vehicle weight) Flatbed Trailer. Due to the expansion of city limits and increasing work requirements in the extreme northern and eastern portions of the city, the dual-axle trailer is needed to reduce the transport time for off-road equipment to and from work, sites. BID ANALYSIS: In September 2000 Public Works Department staff completed a specification packet, advertised the bid and mailed bid documents to prospective bidders. One (1) bid was received on October 5'h from Overbilt Trailer Company, Drurnright, Oklahoma. The bid was $8,198.00 for a current production model trailer meeting all bid specifications. Subsequent to the bid opening, staff identified a discrepancy in the specifications. The equipment was advertised as a 620000 LB. GVW Flatbed PAC Trailer". The description should have specified a 620000 LB. GVW Flatbed TAG (i.e., Tag-A-Long) Trailer". Despite the obvious discrepancy, no vendor inquiries were made. To ensure consistency in the bidding process, staff contacted three (3) potential vendors to examine their interpretation of the discrepancy. Each of the vendors indicated that the misspelled acronym does not misrepresent the equipment specified and should not create an improper interpretation by any prospective bidder. Page 2 Flatbed Trailer/Water Division FUNDING SOURCE. Funds for this expenditure were included in the FY 00 -01 Water Distribution Division Feud -et (line item 61- 42054400)0 The budget for Machinery and Equipment included funds totaling $69,500 for a dual -,axle trailer, backhoe loader, shoring shield and cutoff saw. Decent expenditures have reduced the budget to approximately $7,184.00. The expenditures include: Backhoe Loader $53,779,00 Shoring Shield $ 7,196.00 Cutoff Baer � 711.00 I'otal $61,686.00 Sufficient additional funds ($384) required for this expenditure are available within the Water Division budget. Adjustments in various litre items will be made. RECOMMENDATION. Staff recommends Trustees authorization of the purchase of a new 20,000 LIB, GVW Flatbed TACT Frailer from Overbilt frailer Company, DrUrnright, Oklahoma in the amount of $8,198. ATTACHMENTS: 1. Bid Documents 20 Bid proposal from Overbill Trailer Company GENERAL DEScRirriON The following is comprehensive list of specifications for a flatbed PAG Trailer to be purchased for the City of Owasso Public Works Department Equipment shall be new, of cunrent production model and shall be provided with all standard equipment as provided by the manufacturer, GENERAL PROVISIONS 1. TAX EXEMPTION -- Purchaser is exempt from payment of all -federal, state mid local taxes in connection with the purchase. Said taxes must not be included in bid price& The city will provide necessary tax exemption certificates upon. request, 40 BIDS — The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. 5e INSPECTION — An acceptance inspection shall be conducted between the supplier and the Owasso Public Works Authority before delivery will be accepted. The inspection date shall be at the OPWA's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this equipment. 6, PAYMENT — As with all municipalities in Oklahoma, payment must be approved and signed on a claims list by the proper city authority. Payment shall be made q my after complete and acceptable delivery of the equipment, in accordance with these specifications. The Owasso City Council/ Owasso Public Works Authority meets regularly on the first and third Tuesday of every month. T PRIME CONTRACTOR PONSI ILIT -- if final delivery off°the, equipment includes the use of services of another company, the Owasso Public Works Authority will hold the bidder responsible for those outside services. SPECIFIC REQUIRE, MENTS Please note that these specifications establish minimum criteria, and the bidder may exceed the noted specifications. The specifications identify the characteristics desired by the OP WA such that it is the OP A's intent to receive bids for a 20,000 LB GVW flatbed PAG `railer, which are similar to the specifications. Exceptions to these specific requirements must be clearly noted. compliatice 1 ° Towing Capacity. 20,000 lb GTV 1 Suspension: Leaf-spring Leaf-spring type Comply ° Ales. Two () each, rated at 1.0,000lbs � &mpl.y_.�_.�. 4° Brakes: 12 -inch electric. Include an electric breakaway brake assembly 7"e_��p�'.u. 5a eels: 16" x 6" dual ��m�� 6° Tires- 235/85R16 7. Main Frame: 10-inch tall. beam x 26-lbs per foot f2mm 1 ___ ° Side Prange: 8-inch channel steel omply ° Cross Members.. 4-inch charmel steel -C -0 .n ., 10° Landing Legs. Heavy -duty double cram down mp y__ 11. Hitch: Adjustable 3 -inch pintle eye Comply 12° Vowing Length- th- 30 m y 13. lock Length: 20 ft 14° Trailer Width. 102 - inches p�� - 15° Damps: 5-ft self-supporting fold -down type Comply 16° Electrical System, DOT approved lighting package 17. Flooring: 2-inch oak beards Comply 18° D- Rings: Six (6) each, equally spaced 19° Paint: All exposed metal shall be primed and painted. Paint color shall be manufacturer standard white. Comply RID PROPQSAI— SUBMITTAL PAGE CURRENT YEAR MODEL 20,000 LB GVW, FLATBED PACE TRAILER FOR THE OWASSO PUBLIC WORKS DEPARTMENT ,rOTAI, BID PRICE ON EQUIPMENT- I hereby ackmowledg� that 1have read the specifications 'and. statements on the Bid Proposal - Submittal Pages, BID OPENING: W104jimill 19101,1111,11, IMMITEWWWWWAffulk MW $ 8,198.00 Title Drawer 272 Addxess Drumright, OK 74030 bound by the NON-COLLUSION BID AFFIDAVIT STATE OF Oklahoma Cr ) SS COUNTY O � John chiff macher of law -fid aye, being first duly sworn, 01 says that (s)hc is the agent authorized by the, bidder to subn it tb attached bid Aff -i ther states that the bidder has not been a part of any collusion among bidders in restraint of fteedom of cam etitloti by agreement to bid at a fixed price or to refrain from biding; or with State, County, or City officials or employees as to ua tity, quality, or ric In prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange ofnioney or other thing of value for special consideration. in the letting of a contract, Subscribed and swom before me this loo., y co inn I �i o ,AbLLT- K