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Home My WebLink About2013.10.08_Worksession AgendaPUBLIC NOTICE OF THE JOINT MEETING OF THE OWASSO CITY COUNCIL, OPWA, AND OPGA TYPE OF MEETING: DATE: TIME: PLACE: Regular October 8, 2013 6:00 p.m. Old Central Building 109 N. Birch RECEIVED OCT 0 1013 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, October 4, 2013. 1 Juliann M. Stevens, Deputy City Clerk AGENDA 1. Call to Order Mayor Doug Bonebrake 2. Discussion Relating to Administrative Items Ms. Bishop Attachment #2 A. Excess Workers Compensation Renewal B. Property Insurance Renewal C. Special Events Ordinance D. Code of Ordinance, Section 2 -412: Addressing the Council 3. Discussion Relating to Operation Items Mr. Lehr Attachment 43 A. Bid Review for Fire Station No. 1 Generator B. Bid Review for Fire Station No. 1 Roof Replacement 4. Discussion Relating to City Manager Items Mr. Lehr A. City Manager Report Sales Tax Report 5. Report from City Councilors 6. Adjournment nTity Wit 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 4, 2013 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 26 and is calculated at a rate per $100 of payroll. Specific Excess Workers' Compensation insurance is funded through the Workers' Compensation Self- Insurance fund. The FY 2014 budget includes funding for the proposed renewal. COMMENTS: The cost of the current year's coverage is $45,182. The City's Agent of Record received a renewal quote through Midlands Management Corporation for $55,276. The increase is a result of a $0.0377 increase in the premium rate per $100 of payroll, and an increase in the estimated payroll. Additional quotes were received from Safety National Casualty and Midwest Employers Casualty; both came in higher than the Midlands Management quote. PROPOSAL: Council authorization is needed for the City Manager to execute a contract with New York Marine & General /Midlands Management for Specific Excess Workers' Compensation Insurance in the amount of $55,276. Staff intends to place an item on the October 15, 2013 Council Meeting for Council consideration and appropriate action. nTity Wit out limits. TO: The Honorable Mayor and City Council City of Owasso PROM: Michele Dempster Human Resources Director SUBJECT: Property Insurance Renewal DATE: October 4, 2013 BACKGROUND: Each year the City's property - casualty insurance coverage renews on November 1. The City's property - casualty insurance provides coverage for City property, including non - building items (i.e. traffic lights and pump stations), similar to homeowners insurance. Renewal quotes were 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 is included the FY 2014 budget. COMMENTS: The current cost of coverage is $49,600. The City's Agent of Record solicited renewal quotes, and found companies declining to submit quotes for large property risks in the State of Oklahoma due to a history of substantial claims relating to severe weather. The City's current carrier, Allianz, is the only provider who submitted a quote and their quote includes two substantial changes. The first change from this year's coverage is that the Allianz renewal was provided in conjunction with a quote from Homeland (One Beacon). The total property value to be insured is $60,565,926, which in the past has been covered by one provider. This year's renewal quote has the coverage split between Allianz and Homeland (One Beacon.) Allianz will insure property value up to $50,000,000 and Homeland will insure the remaining $10,565,926 in value above the $50,000,000 threshold. The second change in Allianz's renewal quote is an increase in the wind and hail deductible from $25,000 to $100,000. The total renewal proposed is $67,887 ($57,287 to Allianz and $10,600 to Homeland) PROPOSAL: Council authorization is needed for the City Manger to execute a contract with Allianz in the amount of $57,287 and Homeland (One Beacon) in the amount of $10,600 for property - casualty coverage. Staff intends to place this item on the October 15 City Council meeting for Council consideration and appropriate action. OTI,--Ocoy _ Wit �iout 6�mI ts. TO: The Honorable Mayor and City Council City of Owasso FROM: Christopher Garrett Fire Chief SUBJECT: Fire Station No. 1 Emergency Generator DATE: October 4, 2013 BACKGROUND: Fire Station No. 1 was built in 1994 and a small emergency power generator was installed as part of that project. The generator is insufficient for the size of electrical load required to operate the facility. Over time the inadequate and overloaded generator has become unreliable, even for the minor power it provides to the facility. Based upon the other two fire stations emergency power generators and their efficiency toward enhancing fire department operations, specifications were developed to correct Fire Station No. 1's emergency power discrepancies. Research was conducted to determine the required power load, operating time, reliability, and efficiency of an emergency power generator for Fire Station No. 1. Without a new emergency power generator of sufficient size, the facility will continue to be operationally ineffective during electrical power outages. BUDGET: The FY 14 approved budget includes $50,000 in the Public Safety Capital Fund to replace the generator. Staff expects the new generator for the facility to have a 10 -15 year lifespan. During research of the project, it was realized that prospective vendors only provide the generator and outside vendors are utilized to install the generator, to include concrete pad, and all electrical work necessary for the operation of the emergency power generator. Therefore, the developed bid packages only included the purchase of an emergency generator. All of the generator suppliers contacted by staff utilize or recommend the same vendor for installation of their product. To ensure that the lowest cost and highest value electrical installation work is procured, staff will evaluate three price quotes for the installation and electrical work. Staff anticipated the combination of the emergency generator bid and outside electrical work would be within the allotted budget amount for this project, $50,000. BID PROCESS: The fire department staff mailed bid specifications packages on September 3, 2013, to six (6) prospective vendors. Staff received three (3) bids and conducted a bid opening on October 1, 2013. BID EVALUATION: All three bid packages indicated that the bidders would meet 100% of the identified criteria specified within the bid package. Each submitted bid package was evaluated and no discrepancies were noted. The bid from Clifford Power Systems of Tulsa was the lowest of the three. Clifford Power Systems Cummins Southern Plains Commercial Power Solutions Outside installation and electrical work Total lowest project cost PROPOSED ACTION: $31,948.00 $32,434.00 $33,320.00 $15,000.00 (estimated) $45,948.00 City Council authorization is needed to purchase a new emergency power generator for Fire Station No. 1, located at 8901 N Garnett Road. Staff intends to place an item on the October 15 agenda for Council consideration and appropriate action. ATTACHMENT: A. Bid Opening Tabulation CITY OF OWASSO, OKLAHOMA FIRE DEPARTMENT, Generator I Fire Station # I Bid Opening : October], 2013 BID DOCUMENTATION Number of Bids: 3 Bids Opened By: Julic Stevens Witness: Chris Garrett, David Hurst, Mark. Stuckey, Shane McNichol BIDDER BID Clifford Power Systems 8310 E 46"' Street North $31,948.00 Tulsa, Ok 74117 Cummins Southern Plains 5800 W Reno $32,434.00 Oklahoma, City, Ok 73127 Commercial Power Solutions PO Box 1836 $33,320.00 Owasso, Oklahoma 74055 0—TI'. ay Wit,,out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Christopher Garrett Fire Chief SUBJECT: Fire Station No, I Roof and Siding Repairs DATE: October 4, 2013 BACKGROUND: Fire Station No. 1 was built in 1994, and to date, the roof and siding have had some minor repairs; they have now deteriorated to the point that further damage will result in escalating repair costs and could cause major structural damage to the facility. The roofing is made of a wood decking, felt underlayment, and asphalt composite shingles. The upper siding is wood sheeting. There are some areas of the roofing and siding where water has caused noticeable damage to the structural integrity of the areas. To prevent further facility damage, the roof and siding will need to be replaced and /or repaired as soon as possible. BUDGET: In anticipation of these essential repairs, the FY 14 approved budget includes $50,000 in the Public Safely Capital Fund for this project. Staff expects the repairs to the facility to have a 10 -20 year lifespan. BID PROCESS: Fire department staff mailed bid specifications packages on September 3, 2013, to six (6) prospective vendors. Staff received two (2) bids and conducted a bid opening on October 1, 2013. BID EVALUATION: Both bid packages indicated that the bidders complied with 100% of the identified criteria specified within the bid package. Each submitted bid package was evaluated and no discrepancies were noted. The bid from High Pointe Roofing was the lower of the two. High Point Roofing $ 29,563.00 Abbco Roofing $ 30,403.00 PROPOSE ACTION: City Council authorization is needed to award a bid for replacement and repairs to the siding and roof of Fire Station No. 1, located at 8901 N Garnett Road. Staff intends to include an item on the October 15 agenda for Council consideration and appropriate action. ATTACHMENT: A. Bid Opening Tabulation CITY OF OWASSO, OKLAHOMA FIRE DEPARTMENT, Roofing & Siding 1 Fire Station No. Bid Opening : October 1, 2013 BID DOCUMENTATION Number of Bids: 2 Bids Opened By: Julie Stevens Witness: Chris Garrett, David Hurst, Mark Stuckey, Shane McNichol BIDDER BID High Pointe Roofing 17717 S 129'x' E Ave $29,563.00 Bixby, Oklahoma 74008 Abbco Roofing, Incorporated IIQ1 EMemphis $30,403.00 Broken Arrow, Oklahoma 74012 I