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HomeMy WebLinkAbout2013.09.10_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL, OPWA, AND OPGA TYPE OF MEETING: DATE: TIME: PLACE: Regular September 10, 2013 6:00 p.m. Old Central Building 109 N. Birch RECEIVED SEf 0 h 2013 City Clerk's Office Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 6:00 PM on Friday, September 6, 2013. &~v Sherry Bisho , City Clerk AGENDA Call to Order Mayor Doug Bonebrake 2. Discussion relating to Economic Development and Contract with Retail Attractions Chelsea Levo 3. Consideration and appropriate action relating to a request for an executive session for the purpose of discussion a proposal to entice a business to locate in the City of Owasso; such request pursuant to title 25 O.S. § 307-C10 Julie Lombardi Attachment #3 4. Discussion Relating to Administrative Items Ms. Bishop Attachment #4 A. Firefighters Pension - Budget Amendment B. FY 2013 Carryover Projects - Budget Amendment C. Special Events Ordinance 5. Discussion Relating to Operational Items Mr. Lehr Attachment #5 A. McCarty Park - Annexation B. Golf Rates and Fees Increase C. Transportation Master Plan - Engineering Agreement D. Application for Surface Transportation Program (STP) Funds for Garnett Road E. Silver Creek Detention Pond Improvements F. Sam's Infrastructure Improvements Project Update Owasso City Council September 10, 2013 Page 2 6. Discussion Relating to City Manager Items Mr. Lehr A. Financial Disclosure Policy B. Citizens Wishing to Address Council C. City Manager Report • Sales Tax Report 7. Report from City Councilors 8. Adjournment u The City Witiout Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Julie Trout Lombardi City Attorney and General Counsel SUBJECT: Executive Session to Discuss an Economic Development Proposal DATE: September 6, 2013 BACKGROUND: The Open Meeting Act specifically provides in 25 O.S. §307(C) (10) that governing boards such as the Owasso City Council may vote to go into executive session to discuss matters relating to economic development. More specifically, that section narrows the types of economic development topics that may be discussed in executive session by listing the following items and stating that discussion of these issues in executive session is appropriate: the transfer of property, financing, and the creation of a proposal to entice a business to locate within the a city's jurisdiction. Section 307 (C) (10) clearly states that economic development matters may only be discussed in executive session "if public disclosure of the matter discussed would interfere with the development of products or services or if public disclosure would violate the confidentiality of the business." The referenced section of the Open Meeting Act clearly does not create a broad exception allowing all items related to economic development to be discussed in executive session. Rather, the parties must have defined and articulable facts or concerns establishing that discussion of the item in open session would either interfere with development of the products and services of the business or violate the business' confidentiality. If one of these two standards cannot be established or shown to present a reasonable risk to the business, the Council should not go into executive session to discuss economic development issues related to that business. The underlying public policy of §307 (C) (10) is intended to protect the competitive economic interests of businesses locating or doing business within Oklahoma's cities and towns. Accordingly, executive session is only justified if discussion in an open meeting would jeopardize development of products or services or violate the business' confidentiality. A vote to enter into executive session must be treated as an affirmation by the Council that executive session is necessary because public disclosure would interfere with product or service development or violate confidentiality of the business. Notably, §307 (C) (10) does not permit generalized discourse about economic development trends or overall efforts to attract businesses to the City. Discussions in executive session must focus on a specific business the City is attempting to entice to locate within Owasso. Executive session, under §307 (C) (10), is also an inappropriate forum to discuss performance or compensation of employees within the Economic Development Department or contracts and compensation of vendors or independent contractors hired by the City to perform Economic Development functions. Willful violation of any provisions within the Open Meeting Act may result in conviction of a misdemeanor offense. The penalties for this crime are imposition of a fine not exceeding five hundred dollars ($500) and/or imprisonment in the county jail for a period of time not exceeding one (1) year. RECOMMENDATION: Staff recommends that the City Council identify a permissible reason under §307 (C) (10) before voting to enter into an executive session to discuss a matter relating to economic development. Staff strongly recommends that all discussion during the executive session be confined to strategies or proposals to entice a specified business to locate within the City of Owasso. Staff further recommends that any and all discussion of contracts, compensation, economic development trends, future economic development strategies for the City of Owasso and any other matter not directly related to a proposal or enticement of the target business to locate within Owasso be prohibited during executive session. V The City VWit out Limits. TO: Honorable Mayor and City Council FROM: Linda Jones Finance Director SUBJECT: Budget Supplement DATE: September 6, 2013 BACKGROUND: Based on state law, firefighters are required to participate in the Oklahoma Firefighters Pension and Retirement System. Contributions and benefits are outlined by state statute and changed or modified through the normal state statute process. In late May, staff was notified by the Firefighters Pension and Retirement System that Governor Mary Fallin signed into law House Bill 2078 effective November 1, 2013. House Bill 2078 affects the amount of contributions that are paid into the Oklahoma Firefighters Pension and Retirement System from both the firefighter and the municipalities. Currently, firefighters are required to contribute 8% of gross wages into the Firefighters Pension and Retirement System and the City is required to contribute 13%. Effective November 1, 2013, the required contributions for firefighters will be 9% and the required contribution for the City will be 14%. Due to the timing of House Bill 2078 being signed into law, the Fiscal Year 2013-2014 budget did not include funding for this increase. The additional 1% increase in contributions required by the City will cost an additional $23,000. PROPOSAL: Staff intends to recommend a budget amendment in the general fund increasing the appropriation for expenditures in the fire department by $23,000 at the September 17, 2013 Council Meeting. The City Witt Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Linda Jones, Finance Director SUBJECT: Supplemental Appropriation Carryover Projects DATE: September 6, 2013 BACKGROUND: Every year at the June 30 fiscal year end, there are open purchase orders for projects, contracts, and purchases where the goods or services have not yet been respectively, received or performed. While the appropriation of these items was included in the FY 2013 budget, the actual expenditure for all or part of these open items will occur during FY 2014. Examples include the CDBG sidewalk project, Stormwater Management vehicles, and ambulance vehicles. Budgetary encumbrances from the previous fiscal year may, by statute, either be held open or re-appropriated in the new fiscal year. The smoothest transition from one fiscal year to the next is to close the encumbrances in the prior fiscal year (FY 2013) and re-authorize the encumbrance items in the new fiscal year (FY 2014). Since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received, will enable the City's budgetary financial statements to more closely align with audited GAAP statements. Attached is a listing of carryover FY' 13 projects proposed for Council re-appropriation in FY 2014. PROPOSAL: Staff intends to recommend budget amendments to both the City Council and the OPWA Trustees at the September 17, 2013 meetings. ATTACHMENT: Fiscal Year 2012-13 Budget Carryover to Fiscal Year 2013-14 Fiscal Year 2012-13 Budget Carryover to Fiscal Year 2013-14 Fund Department Adopted FY'14 Expenditure Budget FY'13 Carryover Expenditure Request Revised FY'14 Expenditure Budget FYI 3 Carryover Revenue Request General Fund Finance $ 620,625 $ 4,696 $ 625,321 General Fund Information Technology 785,287 9,927 795,214 General Fund Support Services 398,087 14,864 412,951 General Fund Cemetery 11,255 2,900 14,155 General Fund Police Services 4,888,834 31,785 4,920,619 $ 29,909 General Fund Fire Services 4,510,530 131,704 4,642,234 61,704 General Fund Streets 871,980 207,363 1,079,343 General Fund Stormwater 442,360 38,215 480,575 33,985 Ambulance Capital Fund Ambulance Operations 289,700 258,449 548,149 Stormwater Management Fund Stormwater 456,105 246,085 702,190 OPWA $ 37,549,276 $ 1,112,652 $ 38,661,928 $ 467,096 Apoft Th. City Wit7aut Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Julie Trout Lombardi City Attorney SUBJECT: Proposed Special Events Permit Ordinance DATE: September 6, 2013 BACKGROUND: The number of special events within the City of Owasso has been increasing for several years. "Special Events" in this context includes parades, fundraising social events, run events, bicycle events, parades and other events including the recent and successful Gathering on Main. Given that these types of events are increasing in number and often require the commitment of significant City resources from Police, Fire, Public Works and other departments, staff believes the City of Owasso needs to enact an ordinance regulating events of this type which requires the event organizers to obtain a permit before holding the event. A review of special events permit ordinances from other cities convinced staff that it is preferable for the Council to adopt an ordinance that is brief and basic which defines a "special event" and requires the sponsors of such an event to obtain a permit from the City before holding an event of this type. Staff is in the process of completing this ordinance and it will be provided to the Council at the work session. In addition to the ordinance, a more comprehensive list of guidelines will be brought to the Council when completed. The guidelines will detail the specific requirements event organizers must meet, the procedures to be followed and the fees for various types of events depending on the size of the event and the resources the City is required to provide. PROPOSED ACTION: Review and consideration of the proposed Special Events Permit Ordinance. Future consideration of the Special Event Guidelines and Fees. RECOMMENDATION: Staff recommends the City Council review the proposed Special Events Permit Ordinance when it is provided to the Council at the work session next week and discuss any questions or concerns the Council might have about the form and content of the ordinance. Staff further recommends the Council review the Special Event Guidelines and Fee Schedule which supplement the ordinance when those documents are completed by staff and provided to the Council. At" The City Wit,out Limits. TO: The Honorable Mayor and City Council FROM: Bronce L. Stephenson Director of Community Development SUBJECT: OA-13-03- Annexation of McCarty Park DATE: September 6, 2013 BACKGROUND: The City of Owasso is requesting to annex McCarty Park, located south of E 861h St N approximately'/2 mile west of N Mingo Road. ANALYSIS: The McCarty Park land was donated to the City of Owasso for use as a park and has developed accordingly. McCarty Park contains a rodeo arena, baseball fields and football fields. At the time of the development of the park, an agreement was reached with Tulsa County for the maintenance of the park. The City of Owasso owned the park, but it was maintained by the County. About 10 years ago, the City of Owasso took over maintenance of the park from Tulsa County and has worked with the various user groups to invest into the further development and continued maintenance of the park. Because the park is not currently within City limits, Police and other emergency services cannot be provided. This annexation request would simply bring a City-owned and maintained property into the corporate limits of Owasso. PROPOSED ACTION: Staff intends to recommend approval of the annexation of McCarty Park at the September 17, 2013 meeting with the ordinance approval on the October 1 agenda. ATTACHMENTS: A. Area Map McCarty Park 1" = 752 ft OA -13 -03 09/06/2013 This map represents a visual display of related geographic information- Data provided hereon is not a guarantee of actual field conditions- To be sure of complete accuracy. please contact Owasso staff for the most up-to -date information- The City Wit iout Limits. TO: The Honorable Chairman and Trustees Owasso Public Golf Authority FROM: Corey Burd Bailey Ranch Golf Club - Director of Golf SUBJECT: Recommendation for OPGA Rate Increase DATE: September 6, 2013 BACKGROUND: Over the past three years, the Bailey Ranch Golf Club has seen an increase in golf memberships as well as rounds played. Many factors play a part in this trend but a few of the main contributors are the sustainable improvement to the course conditions, positive golfer experience with regular referrals and restructuring of the membership options. The course has maintained the current rate structure for many years and has not increased rates in the past decade. To increase profitability and maintain financial responsibility, staff is proposing an increase in membership rates and golf course fees. The proposed increase is not substantial but will assist in addressing escalating costs. Although the cost of doing business such as gas, materials and supplies has continued to rise, our rates have not increased. Furthermore, employee costs have risen with minimum wage increasing from $5.15 to $7.25. Relying heavily on part-time staff, this is a significant cost that we must address in budget preparation. Staff believes we must begin to recoup these rising cost to sustain the improving standards the course now realizes. Prior year course conditions have not merited an increase but our product and current state justify this rise in fees. This rate adjustment will also allow us to maximize the limited available rounds of golf the course can accommodate. Many members and golfers are supportive of this increase if it continues to allow staff to maintain the conditions and golf experience they currently enjoy. Although staff is aware of possible turnover due to the increase, previous changes to the membership options allow for a variety of choices to fit a diverse array of patrons. MARKET SURVEY: In preparation of the FY 2013-2014 OPGA budget, staff conducted a market survey to identify industry standards and compare surrounding golf facilities' fee structures. Rates at Bailey Ranch Golf Course are about average among all courses but rank lowest o f all the comparable facilities. Staff believes we must begin to align the rates with other high end courses as highlighted in the following market survey. REGIONAL GOLF COURSE FEES MARKET SURVEY GOLF COURSE Forest Ridge Battle Creek Whitehawk Clary Fields BAILEY RANCH Page Belcher Mohawk LaFortune Heritage Hills Sand Springs PROPOSAL: 2001 2013 WEEKDAY WEEKEND WEEKDAY WEEKEND SENIOR TWILIGHT SUPER TWILIGHT $65.00 $75.00 $60.00 $70.00 $50.00 $48.00 $38.00 $43.00 $53.00 $45.00 $45.00 $30.00 $30.00 $30.00 $38.00 $45.00 $33.00 $43.00 $23.00 $35.00 $27.00 $37.00 $42.00 $34.00 $39.00 $27.00 $27.00 $27.00 $35.61 $39.93 $40.00 $40.00 $21.00 $25.00 $20.00 $27.08 $30.33 $37.00 $40.00 $26.00 $31.00 $31.00 $27.08 $30.33 $32.00 $36.00 $24.00 $27.00 $27.00 $29.14 $29.14 $39.00 $42.00 $27.75 $28.25 $28.25 $28.00 $28.00 $36.00 $36.00 $27.00 $27.00 $27.00 $24.00 $27.50 $25.00 $35.00 $23.00 $29.00 $23.00 Attached for your review is the proposed fee structure for the Bailey Ranch Golf Course. Additional discussion is needed by the Public Golf Authority. An item has been included on the September worksession for such discussion. ATTACHMENT: A. Proposed Fee Structure B. Proposed Resolution Bailey Ranch Golf Club Proposed Fee Structure GREEN FEES EXISTING RATE INCREASE NEW RATE Regular 18 Holes $28 $2 $30 Twilight after 3pm $15 $2 $17 Super Twilight after 5pm $10 $2 $12 Senior $11 $2 $13 MEMBERSHIP EXISTING RATE INCREASE NEW RATE Individual $140 $15 $155 Week Da Mon.-Thur. $110 $0 $110 Seasonal 5 months $200 $0 $200 Family $185 $15 $200 Corporate $200 $0 $200 EMPLOYEE EXISTING RATE INCREASE NEW RATE Regular 18 Holes various N/A $15 Twilight after 3pm various N/A $10 Super Twilight after 5pm various N/A $5 Cart Fee various N/A $10 SPECIALS EXISTING RATE INCREASE NEW RATE Juniors Free w/ Adult Cart Fee Cart Fee Multi-Play Card All Year Special Dates 5X / Year Complementary Rounds Director Approval N/A Director Approval CARTS EXISTING RATE INCREASE NEW RATE Regular 18 Holes $12 $2 $14 Twilight (after 3pm $10 $2 $12 Super Twilight after 5pm $10 $2 $12 Senior $10 $2 $12 OWASSO PUBLIC GOLF AITHORITY RESOLUTION NO. 2013- A RESOLUTION OF THE OWASSO PUBLIC GOLF AUTHORITY ADOPTING RATES AND FEES TO BE CHARGED AT BAILEY RANCH GOLF CLUB, AND ESTABLISHING AN EFFECTIVE DATE. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC GOLF AUTHORITY THAT: SECTION ONE: From and after the effective date as hereinafter set forth, the rates and fees charged by the Owasso Public Golf Authority at Bailey Ranch Golf Club be, and the same hereby are, established as follows, to-wit: DAILY RATES- Fees include green fee, cart fee and tax Regular $45.00 Senior $25.00 Twilight $29.00 Super Twilight $24.00 CART FEE- Includes tax Regular Cart Fee, one rider $14.00 EMPLOYEE- Fees include green fee, cart fee and tax Regular $25.00 Twilight $20.00 Super Twilight $15.00 SPECIALS Juniors Multi-Play Card Complementary Rounds Cart fee with paid adult Director approval Director approval SECTION TWO: The rates hereby adopted shall become effective on the 1 st day of October, 2013 APPROVED AND ADOPTED this 17th day of September, 2013 by the Trustees of the Owasso Public Golf Authority Dated this 17TH day of September, 2013. ATTEST: Doug Bonebrake, Mayor Sherry Bishop, City Clerk Approved as to Form: Julie Lombardi, City Attorney The City Witiout Limits. TO: The Honorable Mayor and Council City Of Owasso FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: Agreement for Engineering Services 2013 Transportation Master Plan DATE: September 6, 2013 BACKGROUND: The City of Owasso has seen tremendous growth in the last 25 years. The growth has required the City of Owasso to construct a new wastewater treatment facility and expand it three times since the mid-1980s. Sewer lines that were constructed in the 1960s are being upsized and replaced along with miles of water lines. The original water tank has been removed and a new water tower stands on the north end of town. All of these improvements were a result of master plans implemented by the City of Owasso. Owasso has not had a detailed Transportation Master Plan. INCOG updates a regional master plan that includes Owasso and Tulsa County, but the detail is for planning purposes to apply for federal highway funding and does not address traffic issues. However, Owasso needs a plan to address the traffic issues that continue to grow. With the addition of health related businesses, commercial centers, education facilities, residential housing and new apartments, Owasso needs a plan to address the traffic needs for the next 5, 10 and 20 years. The approved FY 2013-14 budget includes funds from capital improvements for a transportation master plan. TRANSPORTATION MASTER PLAN: The proposed Transportation Master Plan (TMP) for the City of Owasso is to study and document existing traffic conditions in Owasso, and prepare a 5, 10 and 20 year plan for improving the transportation system in Owasso to keep up with the projected growth. The boundaries of the study are from Memorial Drive to N 161 St E Ave (west to east) and from E 68th Street North to E 126th Street North (south to north). Also, a corridor running east along E 76th Street North to N 193rd E Ave, which will include the impacts of Stone Canyon. The roads that will be studied are primary arterials (i.e. North Garnett from E 86th St N to E 1 16th St N), secondary arterials (i.e. E 76th St N, US Hwy 169 to N 161 St E Ave) and collectors (i.e. N 129th E Ave from E 96th St N to E 1 16th St N). Also, the study will look at the impact that US Hwy 169 and SH 20 pass-through traffic has on Owasso. Initial work on the study will include data collection. A comprehensive traffic count program will be implemented to generate the data needed for the traffic model. The Owasso traffic model will use components from INCOG's regional model as a base-line. Also to be included is input from citizens, business owners, the schools and City staff so the plan will have feedback from the people that are directly impacted by the Owasso traffic. The engineer will develop Owasso's Travel Demand Model and then calibrate/validate the model with new traffic data. Engineers will also identify anticipated traffic volumes and travel patterns, evaluate effectiveness of alternative improvements, project populations and traffic flows for the years 2015, 2025 and 2035. Once this information has been analyzed, the engineer shall establish a Functional Classification System for the City streets. The system will confirm whether City typical sections, cross-section and right-of-way needs are adequate and will evaluate future transportation systems to identify optimal improvement alternatives and provide preliminary costs for improvements. REQUEST FOR QUALIFICATIONS: Requests for Qualifications were solicited from transportation engineering firms in the state interested in working with the City of Owasso who had transportation planning expertise or the ability to provide a team with that experience. Eleven (11) firms were invited to participate and three (3) firms submitted Statements of Qualifications (SOQ). QUALIFICATIONS BASED SELECTION PROCESS: On August 2, 2013, staff received Statements of Qualifications from three (3) engineering firms. The three responding firms are Guernsey, Oklahoma City; NewTrans Solutions, Owasso and EST, Inc, Oklahoma City. Each Statement of Qualifications provided a proposed Scope of Services based on our RFQ and provided extensive documentation outlining their experiences with previous transportation master planning, strategy for successfully completing the master plan, lists of previous similar planning projects, and staff qualifications. Members of the Public Works and Community Development staff have reviewed and graded the SOQs based on the information included in the Request for Proposals. Based on the SOQs, staff interviewed the "Most-Highly Qualified and Responsive Firm." After the interview process, staff began meeting with this firm and are currently negotiating a professional fee. FUNDING: Funding for this project is included in the FY 2013-2014 Capital Improvement Budget. PROPOSED ACTION: Staff intends to recommend approval at the October 1, 2013, Council meeting of the 2013 Transportation Master Plan Project - Agreement for Engineering Services. ATTACHMENTS: A. Request for Qualifications 100 GENERAL INFORMATION A. The purpose of this Request for Qualifications (RFQ) is to obtain professional engineering services for the preparation of the 2013 Transportation Master Plan. B. All qualification 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 Daylight Savings Time (CDST) on August 2, 2013. 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. A short-list of firms will be selected from the SOQs and interviews conducted in August 2013. The goal of this process is to determine the best qualified firm, prepare a scope of services, negotiate a fee proposal and have a contract to the City Council for review at the September 10, 2013 Council Work Session for discussion and approve the agreement at the September 17, 2013 City Council Meeting. 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 Contractors: a. Qualifications should be addressed as follows: H. Dwayne Henderson, P.E. City Engineer City of Owasso P.O. Box 180 or 301 W. 2nd Avenue (E. 76th Street North)) Owasso, OK 74055 b. Qualifications may be mailed or hand delivered. It is important that the offerer's SOQ be submitted in a sealed envelope clearly marked on the lower left hand corner with the following information: PROFESSIONAL ENGINEERING SERVICES - 2013 TRANSPORTATION MASTER PLAN It is the responsibility of the offerer to ensure that the SOQ is received by the date and time specified above. Late submittals will not be considered. 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. CITY OF OWASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN July 2013 Page 1 of 8 200 REQUIREMENTS OF THE SELECTED PROJECT ENGINEERING TEAM (ENGINEER)DURING THE MASTER PLAN PROJECT A. Complete the project with the team outlined in the SOQ. 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 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. ENGINEER agrees to perform professional services in connection with the Project as hereinafter stated. 2. ENGINEER will serve as professional engineering representative to the City on the project, and will give consultations and advice to the City during the performance of their services. 3. ENGINEER will prepare all documents necessary so that the City may secure approval of such governmental authorities, including ODEQ, as have jurisdiction over approval applicable to this project. 4. ENGINEER will become thoroughly knowledgeable about the contents, conclusions, and recommendations of all available studies pertaining to these projects. As needed by the ENGINEER, conduct other onsite investigations or inspections of the project areas to aid in the planning activities. 5. It is anticipated that the OWNER may provide staff to perform a portion of the work. The duration and availability of OWNER'S staff is not defined at this time. CITY OF OWASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN my 2013 Page 2of8 B. REQUIRED SERVICES 1. Setting: a. The purpose of the work is to prepare a Transportation Master Plan for the City of Owasso. The document must include an evaluation of the City's existing transportation system; b. The City of Owasso currently serves over 30,000 residents. c. The City of Owasso currently has one (1) U.S. Highway running through the corporate limits and another U.S. Hwy running north/south just west of Owasso that impacts travel in Owasso; one (1) state highway running east/west, 67 lane miles of existing arterials and 16 lane miles of collector streets. d. Traffic generators that will need to be considered are the following: i. Owasso has a single middle high school/senior high school campus with arterial separating the two buildings; ii. Tulsa Technology Center (TTC) and Tulsa Community College recently completed a 160,000 SF facility, which will be open for classes in August 2013. in. The Wal-Mart Corporation is constructing a new Sam's Club in Owasso on 96`h Street North, east of U.S. Hwy 169, and which will generate a large volume of traffic iv. Five out-parcels in front of the new Sam's Club will add to the traffic volume along the 96th Street North and US-169 corridor v. The Owasso Medical Campus located north of the Super Wal-Mart facility, when fully developed, along with a new 105 bed senior housing center and new 280 unit apartment project could potentially create a critical situation For the City in the 96`' St. N. and US-169 corridor. e. Recommendations for intersection and signalization improvements shall be included in. the plan. Existing LOS shall be determined at each intersection and recommendations for improvements made to improve traffic flow and efficiency. f. A Transportation Master Plan Committee (TMPC) shall be formed and be comprised of: i. City Management Representative ii. Public Works Representative iii. Engineering Department Representative iv. Streets Department Representative v. Community Development Representative vi. Long Range Planning Representative vii. Economic Development Representative CITY OF OwASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN my 2013 Page 3 of 8 viii. Police Department Representative ix. Fire Department Representative 2. Progress Reports, Workshops and Meetings i. ENGINEER shall have a kick-off meeting with the TMPC to discuss limits of the study (in-case they change from that designated in this RFQ); address goals and objectives of the study; focus on special need areas and potential traffic generators. H. ENGINEER shall prepare progress reports at each meeting following the kick-off meeting. Included in the report shall be the minutes of previous meetings for distribution to the committee for review and approval. Reports shall include an updated schedule indicating due dates for milestones and deliverables. iii. ENGINEER shall coordinate TMPC meetings at regular intervals to assure schedule compliance and gather input from the Committee on findings are new issues found during preparation of the plan. iv. ENGINEER shall coordinate and moderate Public Meetings at the beginning of the process and one at the end of the process before the draft plan is presented to the TMPC. v. ENGINEER shall schedule an initial meeting with the sub-state planning district, the Indian Nations Council of Governments (INCOG) to determine how much of their existing model can be used and to gather as much information as possible before embarking on the study. A final presentation of the Master Plan shall be made to INCOG's Regional Transportation Committee once approved by the City. vi. ENGINEER shall conduct workshop with Committee to review the draft report and receive comments. vii. Incorporate review comments and submit final report. viii. Formally discuss the Master Plan at a regularly scheduled council meeting and get final approval. ix. Be available to discuss the Transportation Master Plan at a City Council Work Session, which is a meeting that is designed to discuss details of the project before formal action on the plan is taken. 3. Data Collection a. ENGINEER shall collect traffic count information from City of Owasso records, Tulsa/Rogers Counties records, Oklahoma Department of Transportation and INCOG. The City of Owasso has records for various roadway segments and can assist with traffic counting during the study, as needed. b. ENGINEER shall collect traffic signal information from the City of Owasso and Tulsa County. As-built plans will be provided by the CITY OF OwASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN July 2013 Page 4 of 8 responsible party. Field review and verification for each signal may be necessary; c. ENGINEER shall obtain regional functional classification maps and transportation modeling information from INCOG; d. ENGINEER shall obtain aerial photography from INCOG or City of Owasso for use in the master plan; e. ENGINEER shall obtain traffic accident data from the City of Owasso Police Department; f. ENGINEER shall obtain roadway right-of-way information from the Tulsa County Assessor's website g. ENGINEER shall review the existing roadway conditions and determine the Level of Service of each roadway segment for the existing transportation system. h. ENGINEER shall review the community Land Use Plan (currently being updated) and incorporate the information into the Transportation Master Plan. Population projections, employment data, shall also be considered and can be collected from the Community Development Department. Additionally, existing land use information maintained by the Community Development Department shall be referenced as needed to assist with the study. 4. Travel Demand Model a. ENGINEER shall meet with INCOG to gather information from their Regional Travel Demand Model; b. Update INCOG's Travel Demand Model i. Calibrate/validate model with new traffic data ii. Identify anticipated traffic volumes and travel patterns iii. Evaluate effectiveness of alternative improvements c. Model shall be used to project populations and traffic flows for the years 2015, 2025 and 2035. 5. Evaluate Future Transportation System 6. Identify Optimal Improvement Alternatives 7. Utilize alternative street sections and evaluate City's typical sections and recommendation improvements. CITY OF OwASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN July 2013 Page 5 of 8 a. Functional Classification System - Determine a classification system for the City of Owasso streets and confirm whether City typical sections, cross-section and right-of-way needs are adequate and where changes should be made. b. Development preliminary costs c. Assess engineering/environmental impacts and challenges d. Identify fatal flaws and adjust/reevaluate improvement alternatives as required e. Utilize low-level aerial data and other resources to minimize site reconnaissance & concerns from public. f. Prepare recommended improvements report g. Optimizes City's transportation vision including recommendations for "complete street" locations and recommended cross sections.. h. Most effectively accommodates anticipated future land use and modal travel demand with minimal engineering and environmental impacts i. Develop Improvement Prioritization Plan (identify immediate, near term and long term improvement projects) j. Prepare planning level project cost estimates k. Identify alternative/creative funding strategies 1. Review existing transportation planning and design policies, ordinances and guidelines in. Finalize report 300 SOQ CONTENT All sections A through G must be included to receive points in Section 500. Consulting engineering firms desiring consideration should submit their 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. Bullitt items shall be used. Keep in mind that this information will be used to develop a detailed Scope of Work during the agreement 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 CITY OF OWASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN my 2013 Page 6 of 8 appendix. If the lead firm partners with other firms, a description of their qualifications and relationship to the project work shall be included. D. Qualifications of the ENGINEER: 1. This section shall discuss prior experiences of the firm. Particular mention should be made regarding previous experience on similar projects. Governmental master planning for disciplines other than transportation may be included in this section. References MUST be included. 2. The section shall also include a discussion of projects performed within the past five (5) years involving transportation master. The discussion of each project shall include a description of any similar project, schedules (both design and construction) and special circumstances encountered in the project. 3. All current or pending litigation, against the firm shall be provided. 4. This portion of the SOQ shall also include a listing of all projects currently in progress by the proposed project team and their anticipated completion dates. E. Schedule: Please include a proposed schedule for the completion of the Master Plan based on your experiences on similar project. Use days per phase in lieu of actual dates. F. Description of Additional or Supporting Services: The consulting 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. G. Number of Copies of SOQ: Engineer shall submit one (1) original and four (4) copies of the SOQ to the City in response to the RFQ. H. CAUTION: All information requested shall be included in the SOQ at the time of submittal. Incomplete Qualifications will be considered informal and may be subject to rejection on that basis. 400 REVIEW CRITERIA FOR THE SOQs S 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, select one or more of the firms for an interview in order to exchange additional information or clarify portions of the SOQ contents. 1. The 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 CITY OF OWASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN July 2013 Page 7 of 8 consist of all modifications and refinements made to the original RFQ Scope of Services. Said modifications will be based upon review of the original ENGINEER'S proposal, any and all RFQ Addenda, oral or written communications between the ENGINEER and CITY, and all other pertinent factors relating to the scope or conditions of the project. Based upon the evaluation process outline above, the Review Committee will contact an 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 Engineering Services Contract. 3. A point system will be used to rank the Qualifications from which the review committee will then recommend an award to the Engineer that will provide the best service to the City of Owasso. 4. 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: 5. Experience and technical competence of the Engineer, and project staff in the required areas of expertise. 6. Capacity to perform all required services. 7. Evaluation of Engineer record on similar projects which shall include quality of work and cost control. 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. 500 CITY CONTACT INFORMATION A. Any questions should be directed to H. Dwayne Henderson, PE., City Engineer, (telephone: (918) 272-4959, FAX: (918) 272-4996 or e-mail (dhenderson@cityofowasso.com.) CITY OF OWASSO REQUEST FOR QUALIFICATIONS 2013 TRANSPORTATION MASTER PLAN July 2013 Page 8 of 8 7h~ City VYifiaut Limifs. TO: The Honorable Mayor and Council City Of Owasso From: H. Dwayne Henderson, P.E. City Engineer Subject: Application for STP Funds North Garnett Road from E 96th St N to E 1061h St N Date: September 6, 2013 BACKGROUND: Garnett Road from E 96th St N to E 106th St N is currently the heaviest traveled two-lane roadway segment in Owasso. Traffic counts in this area were tabulated at 14,800 and 15,411 vehicles/day in 2012 and 2013, respectively. The road, once on the highway system, accommodates heavy residential traffic, commercial uses, and hospital traffic. For these reasons, the Owasso Capital Improvements Committee listed the widening of Garnett from E 96th St N to E 106th St N as one of the highest priorities among potential capital improvements projects. In October 2012, the City of Owasso contracted with Dewberry Engineers, Inc., to perform the engineering for the Garnett Widening project. They have prepared a conceptual plan and preliminary design report that will be submitted to INCOG for FY 2017 Surface Transportation Program (STP) funds. These funds are made available on an annual basis by the Federal Highway Administration (FHWA), through the Oklahoma Department of Transportation (ODOT), for the implementation of eligible transportation improvements in the Tulsa Urbanized Area. INCOG administers the grant funding and has established a selection process for the distribution of STP funds. Priority funding is given to projects that meet federal regulations and help advance the Regional Transportation Plan through safety improvements and to projects that reduce traffic congestion. Proposed projects are evaluated for eligibility and priority based on a 100- point rating system. In August 2013, INCOG began accepting STP funding applications with a submittal deadline of September 13, 2013. PROPOSED RESOLUTION FOR CONSTRUCTION PHASE: Similar to the process utilized in obtaining federal funding assistance for the E 106th St N and N Garnett Intersection Improvements funded last year, a resolution is necessary in order to complete the application process. The 2013 application will request federal funding assistance for the construction of the roadway improvements. If this project is selected in November 2013, the funding for construction will be targeted in FY 2017 or sooner, depending on funding availability. CONCEPTUAL DESIGN SUMMARY: North Garnett Road Improvements from E 961h St N to E 1061h St N is a primary arterial in Owasso. It is a heavily used roadway that conveys residential and commercial traffic in the area, as well as commuter traffic to and from Owasso. This roadway accommodates a large percentage of local traffic and is significant in the distribution of traffic to and from the Bailey Elementary School and the primary shopping district in Owasso. It is expected that residential growth north and east of this project will increase traffic volumes and continue to overload the existing two-lane road section. The following table shows existing and future flow patterns: Location Daily Traffic Volume Daily Traffic Volume (Vehicles per day 2013 (Vehicles per day ADT/Peak) projected for 2023) Garnett Road, south of 106'" Street North 10,696 / 11,519 17,422 / 18,763 Garnett Road, north of 96th Street North 14,603 / 15,411 23,786 / 25,102 Garnett Road, north of 106th Street North 10,963 / 11,714 17,857 / 19,080 The proposed lane configuration is a 5-lane roadway section including 2-lanes in each direction with a center turn lane to expedite turning movements into the various subdivisions along the roadway. Also, included are sidewalks on each side of the roadway and dedicated bike lanes Based on the conceptual design, the anticipated cost for the planning and construction of the proposed roadway improvements is $7.991 million. ODOT funding for this project would be through the Surface Transportation Program, which would fund 80% of eligible construction costs, while the local government funds 20%. Based upon this information, the following is an estimate of the cost distribution: Project Segment Estimate ($x1000) ODOT Portion ($x1000) City of Owasso Portion $x1000 Construction $5.349 $4.279 $1.070 Right-of-Way $0.750 $0.000 $0.750 Utility Relocation $1.547 $0.000 $1.547 Engineering $0.345 $0.000 $0.345 Total Project Cost $7.991 $4.279 $3.712 PROPOSED ACTION: Staff intends to present this item for discussion at the September 10, 2013 Council Work Session with intent to have an item on the September 17, 2013 City Council agenda approval of a resolution requesting ODOT to consider the construction phase of the North Garnett Road Improvements from E 96th St N to E 106th St N as a candidate for federal funding assistance through the Surface Transportation Program. ATTACHMENT: A. Resolution - Draft B. Location Map CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2013-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AUTHORIZING THE MAYOR TO EXECUTE A RESOLUTION SUBMITTING AN APPLICATION FOR FUNDING BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR THE NORTH GARNETT AVENUE WIDENING PROJECT FROM E 96TH STREET NORTH TO EAST 106TH STREET NORTH WHEREAS, Surface Transportation Program Urbanized Area funds have been made available for transportation improvements within the Tulsa Transportation Management Area; and WHEREAS, the City of Owasso has selected a project described as follows: The widening of North Garnett Avenue from East 96th Street North to East 106th Street North, Owasso, Oklahoma; and WHEREAS, the selected project is consistent with the local comprehensive plan, including applicable Major Street and Highway Plan Element, and the Regional Transportation Plan; and WHEREAS, the engineer's preliminary estimate of cost is $5,349,000, and Federal participation under the terms of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) relating to Surface Transportation Program Urbanized Area funds are hereby requested for funding of 80 percent of the project cost; and WHEREAS, the City of Owasso proposes to use Owasso Capital Improvement Funds (CIP) funds for the balance of the project costs; and WHEREAS, the City of Owasso has arranged for Dewberry Engineers, a qualified engineer licensed in the state of Oklahoma to furnish professional services in the preparation of detailed plans, specifications and estimates; and WHEREAS, the City of Owasso agrees to provide for satisfactory maintenance after completion and to furnish the necessary right-of-way clear and unobstructed; and WHEREAS, the City of Owasso has required matching funds available and further agrees to deposit with the Oklahoma Department of Transportation said matching funds within thirty (30) days after approval by the Federal Highway Administration. NOW, THEREFORE, BE IT RESOLVED: That the Indian Nations Council of Governments is hereby requested to program this project into the Transportation Improvement Program for the Tulsa Transportation Management Area; and BE IT FURTHER RESOLVED: That upon inclusion in the Transportation Improvement Program, the Oklahoma Transportation Commission is hereby requested to concur in the programming and selection of this project and to submit the same to the Federal Highway Administration for its approval. NOW, THEREFORE, it is hereby resolved that the Mayor is authorized and directed to execute the above described agreement on behalf of the City of Owasso. ADOPTED this 17thth day of September, 2013. Doug Bonebrake, Mayor Attest: Sherry Bishop, City Clerk Approved As To Form: Julie Lombardi, City Attorney - PR . R,q,SSO I , 'FIRST CHRISTIAN CHURCH OF OWASSO a COMBS 0 - EL RIO VISTA IV - a l L~L~ ~,Tj If I 1 EL 4id - E&PIO ISTA, ELO VaSTAtI -VISTAII7 i i a i i CAUDLE, 1 re-rA TCO~ vVQ- s a 0 T, H nrC BAILED` RRNCH ESTATES 11 ESTATES , I I, J r ( LOCATION MAP I CITY OF OWASSO 9/7/2012 Legend North TTTTS MAP TS PC1R TN-F'OTR.MATTC)N PURPOSE (>NLY ATTZ.) IS NOT TN TF_NDED TC) hEPHLSE 'vT AN AC CE K1\ E.E, AJ' FR 3 SCAT E. Li'S1 rir 1111 S N3 AP IS WII I-10 l.1.I-. IVARRAN'J"Y' ()R, .2U( RJ`Sl.,N"TATI(TN T31' Cf Y ()2 ()WASSK) ()F IFS ACCURACY. 111 N. Main Street P.O. Box 180 Owasso, OK 74055 918.376.1500 V The City Wit out Limits, TO: The Honorable Mayor and City Council City of Owasso FROM: Roger Stevens Public Works Director SUBJECT: Silver Creek Dry Detention Facility Homeowners Association Request for Assistance DATE: September 6, 2013 BACKGROUND: In January 2011, the Silver Creek Homeowners Association (HOA) requested assistance with the maintenance of their dry detention facility. Over a period of time, sedimentation has been dispersed into the northern section of the facility. As a result, frequent ponding of water is causing difficulty with vegetation control and human health concerns relating to stagnant water (see Attachment B). In March 2011, following a series of meetings with Silver Creek HOA representatives to discuss their concerns, potential solutions, and cost estimates, the City staff agreed that the City would fund 50% of the requested improvements and the HOA would cover the remaining 50%. At that time, the improvements were estimated at $24,000 and include grading, placement of a concrete trickle channel, and re-establishing the area with sod. The Silver Creek HOA agreed to pay back the City in monthly installments totaling $12,000. Funding for this project was included in the FY 201 1-2012 budget proposal and subsequently approved by City Council in June 2011. Shortly after the approval of the FY 2012 budget, the City Council began discussions relating to the development and adoption of a "Private Stormwater System Improvement Policy." In September 2011, City Council adopted such policy. In October 2011, the City employed Meshek and Associates to evaluate the Silver Creek detention pond to see if this project met the requirements for public funding as defined in the new Private Stormwater System Improvement Policy. The results indicate that an excessive amount of sedimentation in the northern area of the pond is prohibiting the pond from performing at its full capacity. The downstream flow rates reflect an increase from the pond outfall. The 100-year flows downstream of the pond show an increase of approximately 20 cubic feet per second (approximately a 40% increase). However, it is important to note that the stormwater appurtenances located at East 86~h Street North have more than enough capacity to effectively manage the increase in flow. As you may recall, an element within the Private Stormwaer System Policy requires that Owasso Public Works Engineering Division must determine if the capacity has been reduced, resulting in a risk of flooding to the adjacent, upstream, or downstream properties. As mentioned above, the capacity has been reduced; however, the drainage structure downstream of the facility can accommodate the additional flows. Additionally, the model does not reflect an adverse impact to downstream properties as a result of the increase in flow (20 cfs). In April 2012, City staff presented this item at a regular scheduled Council work session meeting. At that time, Council was not in favor of utilizing public funds to correct the issues relating to the Silver Creek Dry Detention Facility. The primary reason was the deficiencies described didn't follow within the private stormwater policy criteria. Since then, the HOA representatives have met with City staff on several occasions to discuss their concerns and why the City should assist with this project. In August 2013, after further research, staff informed the HOA that the City could not legally loan money to another entity. As a result, the HOA provided a new proposal and is willing to pay $6,000 towards the project with the remaining balance being funded by the City. Although the HOA members are aware this project does not qualify for public funds under the adopted Private Stormwater Policy, they are requesting the City to adhere to the verbal agreement made prior to the adoption of the policy. PROJECT DESCRIPTION/QUOTE ANAYLSIS: As mentioned above, the improvements consist of grading, placement of a concrete channel trickle channel and re-establishing the area with sod. In August 2013, City staff requested construction quotes from several local contractors. In early September 2013, three quotes were received with Tri-Star Construction providing the lowest quote at $30,000. With the HOA contributing $6,000, the cost to the City would be $24,000. FUNDING: The Stormwater Fund balance has funds available in the event this project is approved. SUMMARY: It is important to note, City staff agreed to fund a portion of this project as a result of construction standards not enforced by ODEQ and the City. Had the City required an as-built survey prior to acceptance, this issue would not be before us. PROPOSED ACTION: Staff intends to present this item at the September 17'h Council meeting for consideration and appropriate action. ATTACHMENT: A. Location Map B. Images C. Quote D. Private Stormwater System Improvement Policy ~f s:1 i, x- , c . fli, SILVER CREEK DETENTION POND CITY OF OWASSO Legend 111 N. Main Street P.O. Box 180 ® SUBJECT PROPERTY 4/2'1' Owasso, OK 74055 North THIS Me-.P IS FOR INFORMATION PURPOSE ONLY AND IS NOT INTENDED TO REPRESENT AN ACCURATE AND TRUE SCALE. USE OF TIIIS MAP IS WITHOUT 918.376.1500 WARRANTY OR REPRESENTATION BY CITY OF OWASSO OF ITS ACCURACY. Fr t 1 I !I ~ R ~ t {L ~ y 1 1J , I' I I I~~ i s . 3t t C~ ~V T - I, 3. ? ~ rte ~x ~ !F F r ~¢v~. t•: _t - $m ;,+'I;' ~~l~~ilFlt+'~I~~il a a•~ 1 tH t 1I ( v ~fS' T, h w, S .t 51 r sf z 6 R 3 ' :.i 3 ~ II 11 1 vL a~~A fir,; Yi•. ! , F ~sxr (t• 11 f l'•, ,4 ` tf l \ J r. fie- .L ~y w kr tt ~ \y s Q v , !1 .ai~t ~ t Y t ` N ar • tF. • ~ .trR• ( J ~;y d x ~ ~t _ ~r - - l ~ t 1 1 A~ 4 1 J 1 - ~E S Ir L kT' t . L.,v 1 1 ( 5 T~I x~ k .N \'a. 57 rr ~ ,2E ~ "t :c A_k PROPOSAL Project: Silver Creels Pond Trickle Channel Submitted to: City of Owasso Date: 9/5/2013 Attn: Earl Farris Item Unit Adj. Unit Total 4' Wide Trickle Channel in Bottom of Pond-450 L.F. 1 Is 30,000.00 $ 30,000 Scope of Work: Excavate for 4' Wide Trickle Channel Install 4" Aggregate Base under Trickle Channel Pour 4' Wide Trickle Channel- 450 L.F. -Class'C' Concrete Includes, W1.5 x W1.6 x 10 x 10 WWF Shoulder up Trickle Channel & Re-grade bottom of Pond- 2330 S.Y. Sod 3' Strip along both sides of Trickle Channel- 300 S.Y. Re-Vegetate Bottom of Pond w/ Hydro-Seed- 2000 S.Y. Staking/Layout Quality Control Testing... Soil Densities, Concrete Cylinders, Etc. Rock Excavation Utility Conflicts, Relocations, Etc. AL BALANCE TO AWARD: Payment Terms: Monthly pay applications for completed work and material on hand invoices are due and payable 30 days from receipt. All material is guaranteed to be as specified. All work to be completed in safe workmanlike manner Any alteration or deviation from the original plans and specifications will only be executed upon receipt of written change order, which will become part of the original agreement and will effect the original price agreed upon. Thank You for the opportunity to bid this project. Signed: Mark Huff Managing Member, Tri-Star Construction, LLC Signed: City of Owasso Representative Owasso City Council Policy Statement Relating to Private Stormwater System Improvements In its desire to pursue the highest quality of life for citizens of the Owasso community, the City Council recognizes the importance of stormwater management. The City of Owasso continues to face difficult issues concerning the reliance of storm water facilities constructed by land developers and maintained by subsequent landowners or Home Owner Associations. The City of Owasso stormwater system contains approximately 45 public or private detention stormwater detention facilities. Stormwater detention facilities and related infrastructure require routine maintenance to function properly and in the long-term can require significant investments for repair and replacement of structures in order to prevent flooding of adjacent properties as well as minimize the negative impacts of excessive flows on public roads, private property, public facilities, and to aquatic habit downstream areas. More and more often, the burden of assuring the integrity of the public stormwater facilities subsequent to the failure of a private storm water management facility falls on the local government. The purpose of the Private Sterm Water System improvement Policy is to create guidelines and procedures to aid in the consideration of requests from private stormwater facility owners for public assistance. Therefore, the City Council adopts the following guidelines and directs the municipal staff to endeavor to implement the policy as a priority in the administration of the staff's duties: GUIDELINES: The following requirements must be met in order for a private stormwater facility to be eligible for funding consideration and appropriate action by the Owasso City Council: 1. The Private Stormwater Facility must be part of the City's stormwater system; and, 2. A determination made by the Owasso Public Works Engineering Division that the basin's intended stormwater capacity has been reduced resulting in a risk of flooding to the adjacent, upstream, or downstream properties; and, 3. A determination made by the Owasso Public Works Engineering Division that the weakened or eroded areas of the dam or barrier poses a likely threat of a dam or barrier failure; and, 4. A determination made by the Owasso Public Works Engineering Division that the request for assistance is not to achieve purely aesthetic enhancement of the basin or surrounding area (i.e., vegetation control, landscaping etc.). PROJECT PRIORTIZATION: Public Works will rate and prioritize each project request utilizing the following set of criteria: • Cost Participation by Property Owners - 10 points (max): Points awarded = of property owner funding x 10) • Capacity degradation - 10 points max : Extent to which the capacity of the basin has been reduced as determined by Public Works Engineering Division. Points awarded = (Estimated % surface area x 10) • Erosion - 10 points (max): Extent of erosion along the dam or barrier, as determined by the Public Works Engineering Division. Points awarded = (Estimated % surface erosion x 10) • Safety - 10 points (max): Degree of safety hazard (Scored by Public Works Engineering Division): a. None = 0 points awarded b. Low = 1 to 3 points awarded c. Medium = 4 to 6 points awarded d. High = 7 to 10 points awarded PROJECT SCOPE: Public Works will have the sole discretion in defining the scope and characteristics of the work necessary in order to bring the private stormwater facility into compliance with the City of Owasso Engineering Design Criteria (Ordinance No. 812). PRIVATE STORMWATER FACILITY MAINTENANCE: In an effort to reduce future maintenance costs and potential flooding risk, the City of Owasso will perform, or cause to be performed, an inspection of the private stormwater detention facility on a bi-annual basis to ensure the property owner or Home Owner's Association is providing adequate maintenance of the detention facility. The City staff will provide notice to the property owner, scheduled date and time of the inspection. show signs of inadequate maintenance, enforcement action. via certified or registered mail, of the Should the stormwater detention facility the City will take appropriate code ADOPTED by the Owasso City Council on the 201h day of September, 2011 C9du Bonebrake, Mayor