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Home My WebLink About2014.03.18_OPWA AgendaR PUBLIC NOTICE OF THE MEETING OF THE �Cjij OWASSO PUBLIC WORKS AUTHORITY City #41 TYPE OF MEETING: Regular Cle�s DATE: March 18, 2014 6_@ TIME: 6:30 pm PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed in the office of the City Clerk and posted at City Hall at 6:00 pm on Friday, March 14, 2014. �'10 Sherry Bishop, City Clerk AGENDA Call to Order Chairman Doug Bonebroke 2. Roll Call 3. 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 the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable A. Approval of the Minutes of the March 4, 2014 Regular Meeting and Minutes of the March 11, 2014 Joint Regular Meeting Attachment #3A B. Approval of Claims Attachment #313 C. Acknowledge Receipt of Monthly Budget Status Report Attachment #3C 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to the purchase of a service truck for the wastewater maintenance department Travis Blundell Attachment #5 Staff recommends approval to purchase a 2015 Ford F550 Crew Cab 4x4 service truck in the amount of $105,265 from Vance Country Ford of Guthrie, Oklahoma, per the Oklahoma State Bid award. Owasso Public Works Authority March 18, 2014 Page 2 6. Consideration and appropriate action relating to the Hale Acres Sanitary Sewer Line Replacement Project Dwayne Henderson Attachment #6 Staff recommends approval to award a contract to Triangle Construction of Tulsa, Oklahoma for $359,879 for the base bid, and authorization for the Chairman to execute the contract. 7. Report from OPWA Manager 8. Report from OPWA Attorney 9. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 10. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, March 4, 2014 The Owasso Public Works Authority met in regular session on Tuesday, March 4, 2014 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda filed in the office of the City Clerk and posted on the City Hail bulletin board at 6:00 pm on Friday, February 28, 2014. Call to Order Chairman Doug Bonebrake called the meeting to order at 7:11 pm. 2. Roll Call Present Chairman - Doug Bonebrake Vice - Chairman - Chris Kelley Trustee - Jeri Moberly Trustee - Patrick Ross A quorum was declared present. Staff: Authority Manager - Warren Lehr Authority Attorney - Julie Lombardi Absent Trustee - Charlie Brown 3. 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 the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable A. Approval of the Minutes of the February 18, 2014 Regular Meeting B. Approval of Claims Dr. Kelley moved, seconded by Ms. Moberly to approve the Consent Agenda with claims totaling $706,988.03. Also, included for review was the payroll report for 2/22/14. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 4 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda No action required 5. Consideration and appropriate action relating to the purchase of sanitary sewer easement for the Ranch Creek Sanitary Sewer Improvement Project Roger Stevens presented the item recommending to purchase a permanent utility easement in the amount of $30,000 from John and Wendy McCarty and authorize the payment. Owasso Public Works Authority March 4, 2014 Page 2 After discussion, Ms. Moberly moved, seconded by Mr. Ross to purchase the permanent utility easement from John and Wendy McCarty in the amount of $30,000 and authorize payment, as recommended. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 4 -0 6. Consideration and appropriate action relating to adoption of Resolution No. 2014 -02, a resolution approving the removal of the Bank of New York Mellon Trust Company, N.A., as Trustee Bank, and appointing a successor Trustee Bank, with respect to certain obligations of indebtedness of the Authority; and containing other provisions relating thereto Linda Jones presented the item recommending to adopt Resolution No. 2014 -02, removing the Bank of New York Mellon Trust Company, N.A., as Trustee Bank, and appointing BancFirst, as successor Trustee Bank and other related provisions. After discussion, Ms. Moberly moved, seconded by Dr. Kelley to adopt Resolution No. 2014- 02, as recommended. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried: 4 -0 7. Report from OPWA Manager No report B. Report from OPWA Attorney No report 9. New Business None 10. Adjournment Mr. Ross moved, seconded by Dr. Kelley to adjourn the meeting. YEA: Kelley, Moberly, Ross, Bonebrake NAY: None Motion carried 4 -0 and the meeting adjourned at 7:19 pm. Doug Bonebrake, Chairman Lisa Wilson, Minute Clerk OWASSO CITY COUNCIL, OPWA, AND OPGA MINUTES OF JOINT REGULAR MEETING Tuesday, March 11, 2014 The Owasso City Council, Owasso Public Works Authority, and Owasso Public Golf Authority met in a joint regular meeting on Tuesday, March 11, 2014 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 pm on Friday, March 7, 2014. ITEM 1: CALL TO ORDER Mayor Bonebrake called the meeting to order at 6:00 pm PRESENT ABSENT Doug Bonebrake, Mayor /Chairman Patrick Ross, Councilor /Trustee Chris Kelley Vice Mayor /Vice Chairman Charlie Brown Councilor /Trustee Jeri Moberly, Councilor /Trustee A quorum was declared present ITEM 2: DISCUSSION RELATING TO COMMUNITY DEVELOPMENT ITEMS A. Community Development Block Grant 2014 Proposed Projects B. Annexation - McCarty Park Bronce Stephenson presented items A and B. Discussion was held. Mr. Stephenson advised that Item A would be placed on the March 18 City Council agenda for consideration and appropriate action and that a public hearing would be held during April for Item B. ITEM 3: DISCUSSION RELATING TO CITY MANAGER ITEMS A. Legislative Update B. City Manager Report John Feary presented Item A and discussion was held regarding proposed Senate Bills 1924 and 1816; as well as proposed legislation regarding the fee structure of the Oklahoma Tax Commission for sales tax collection services. Under the City Manager Report, Mr. Lehr provided the monthly sales tax report and discussion was held. Mr. Lehr advised of the INCOG community meeting to be held on March 13 to discuss a regional bicycle and pedestrian plans and receive citizen input; and, introduced Chelsea Levo, Economic Development Director, to discuss the agenda for the 2014 Economic Summit to be held March 14. ITEM 4: DISCUSSION RELATING TO FINANCIAL DISCLOSURE POLICY Councilor Brown presented the item and discussion was held regarding the draft document and incorporated suggestions and revisions received from other Councilors. Councilor Brown requested additional comments or revisions be sent to Julie Lombardi, City Attorney. It was requested that an item will be placed on the March 18 City Council agenda for consideration and possible action related to the adoption of a financial disclosure policy. March 11, 2014 Page 2 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING PERSONNEL MATTERS RELATED TO THE CITY MANAGER, SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307 (8)(1) Councilor Brown moved, seconded by Councilor Kelley, to enter into executive session. YEA: Brown, Kelley, Moberly, Bonebrake NAY: None Motion carried 4 -0. At 7:11 pm, the Council along with Julie Lombardi, City Attorney, and Michelle Dempster, HR Director entered into executive session. At 7:50pm, the Council exited Executive Session and returned to open session. ITEM 6: REPORT FROM CITY COUNCILORS Mayor Bonebrake reminded of upcoming events: Rejoice Christian School Groundbreaking to occur on March 13 at 1:30pm; and a brief introduction of Warren Lehr as the new City Manager will take place March 14 at 9:00am to a group of regional elected officials and city managers just prior to the Economic Summit. He further expressed appreciation to the city staff for the additional information contained in the utility bills regarding sewer averaging and the M.E.T. pollutions collection events. Councilor Brown suggested street striping west of E 86th Street North and Garnett Road intersection, in front of the auto parts store and the restaurant, in order to clearly define each lane. ITEM 7: ADJOURNMENT Councilor Kelley moved for adjournment, seconded by Councilor Moberly. YEA: Brown, Kelley, Moberly, Bonebrake NAY: None Motion carried 4 -0 Meeting adjourned at 7:56 pm. Doug Bonebrake, Mayor /Chairman Juliann Stevens, Minute Clerk Claims List 3/18/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount OPWAADMINISTRATION JPMORGAN CHASE BANK SAMSCLUB - SUPPLIES 191.82 JPMORGAN CHASE BANK SAMSCLUB- SUPPLIES 40.62 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 888.36 UNIFIRST HOLDINGS LP UNIFORM RENTAL 44.91 UNIFIRST HOLDINGS LP UNIFORM RENTAL 71.66 ZEE MEDICAL, INC RESTOCK FIRSTAID KITS 44.75 JPMORGAN CHASE BANK ODOT -SPEC BOOKS 110.00 CITY GARAGE LABOR/OVERHEAD - FEB, 201 250.00 JPMORGAN CHASE BANK WALMART- SUPPLIES 23.36 JPMORGAN CHASE BANK RED BUD -AIR FILTERS 44.35 JPMORGAN CHASE BANK CHARACTER TRAINING EXP 19.62 JPMORGAN CHASE BANK SHOE CARNIVAL -SHOES 124.98 AT &T ICONSOUDATED PHONE BILL 569.92 TOTAL OPWA ADMINISTRATION 2,424.35 UTILITY BILLING TODD C. KIMBALL METER READER 543.60 KATHLEEN A BALSIGER METER READER 554.85 TODD C. KIMBALL METER READER 477.45 TYRONE EUGENE DINKINS METER READER 284.10 TYRONE EUGENE DINKINS METER READER 546.60 TRACY HARLIN METER READER 353.70 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,327.97 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 2,571.01 TOTAL UTILITY BILLING 6,659.28 WATER JPMORGAN CHASE BANK CORNERSTONE- PROPANE 65.99 JPMORGAN CHASE BANK CORNERSTONE - PROPANE 65.99 CITY OF TULSA UTILITIES WATER 97,014.50 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - FEB 1,626.33 UNIFIRST HOLDINGS LP UNIFORM RENTAL 55.02 JPMORGAN CHASE BANK GRIGSBY- RADIATOR REPAIR 450.00 VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25.76 JPMORGAN CHASE BANK LOWES- UBOLTS 15.60 JPMORGAN CHASE BANK LOWES -COMBO LOCKS 69.85 CITY GARAGE LABOR/OVERHEAD - FEB, 201 1,720.83 CITY GARAGE VEH PARTS PURCH - FEB, 20 239.16 OWASSO TOP SOIL DIRT 40.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 55.02 JPMORGAN CHASE BANK HD SUPPLY -PROBE ROD 65.63 JPMORGAN CHASE BANK HD SUPPLY -1 112 METER 415.71 JPMORGAN CHASE BANK CORNERSTONE - PROPANE 65.99 JPMORGAN CHASE BANK HOLMAN SEED -GRASS SEED 28.30 CITY OF TULSA UTILITIES WATER 81,541.71 JPMORGAN CHASE BANK MILL CREEK - CREDIT -15.04 Page 1 Claims List Budget Unit Title Vendor Name Payable Description PaymentAmount WATER... JPMORGAN CHASE BANK MILL CREEK - FORMING 99.85 JPMORGAN CHASE BANK MILL CREEK- BLOCKS 27.04 JPMORGAN CHASE BANK LOWES -SAW BLADES 19.98 TOTAL WATER 183,693.22 WASTEWATER TREATMENT JPMORGAN CHASE BANK LOWES- WRENCHES 35.96 JPMORGAN CHASE BANK LOWES - CLARIFIER MATERIAL 151.86 JPMORGAN CHASE BANK TRAINING EXPENSE 7.99 JPMORGAN CHASE BANK LODGING EXPENSE - BRUTON 348.00 JPMORGAN CHASE BANK BUMPER TO BUMPER- ZIPTIES 14.98 JPMORGAN CHASE BANK TRAINING EXPENSE 7.99 JPMORGAN CHASE BANK LOWES -TOOLS 49.95 JPMORGAN CHASE BANK GRAINGER - GLOVES /FUNNEL 25015 JPMORGAN CHASE BANK SAMSCLUB- SUPPLIES 188 JPMORGAN CHASE BANK GRAINGER -TOOLS 523.36 JPMORGAN CHASE BANK INS & SUPPLY- SERVICE CALL 1,780.50 UNIFIRST HOLDINGS LP UNIFORM RENTAL 66.94 CITY GARAGE VEH PARTS PURCH - FEB, 20 45.39 CITY GARAGE LABOR/OVERHEAD - FEB, 201 666.66 JPMORGAN CHASE BANK LOWES- REPAIR PARTS 34.65 URGENT CARE OF GREEN COUNTRY, P.L.L VACCINES 137.00 JPMORGAN CHASE BANK AFFORDABLE LOCKSMITH -KEY 35.00 JPMORGAN CHASE BANK LOWES -SPRAY BAR 16.17 JPMORGAN CHASE BANK HACHSUPPLIES 158.97 JPMORGAN CHASE BANK HACH- WATER(rEST VIALS 290.27 JPMORGAN CHASE BANK KOMLINE- BEARINGS 1,872.84 JPMORGAN CHASE BANK LOWES - CLARIFIER MATERIAL 128.83 AT &T CONSOLIDATED PHONE BILL 253.94 JPMORGAN CHASE BANK BUMPER TO BUMPER -OIL 25.80 VERIZON WIRELESS WIRELESS CONNECTION 80.02 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES 5.56 UNIFIRST HOLDINGS LP UNIFORM RENTAL 62.54 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - FEB 622.82 JPMORGAN CHASE BANK NCL -LAB SUPPLIES 477.52 JPMORGAN CHASE BANK WASTE MGMT - SLUDGE REMOVAL 3,930.86 JPMORGAN CHASE BANK LOWES- LIGHTS 44.98 JPMORGAN CHASE BANK LOWES- SUPPLIES 51.94 JPMORGAN CHASE BANK HOME DEPOT -HOSE CONNECTOR 9.36 JPMORGAN CHASE BANK HOME DEPOT- HOSE /FITTINGS 230.43 JPMORGAN CHASE BANK HOME DEPOT -BRASS FITTINGS 24.96 JPMORGAN CHASE BANK LOWES -PVC CEMENT 6.38 JPMORGAN CHASE BANK BUMPER TO BUMPER -WIRE 11.49 TOTAL WASTEWATER TREATMENT 12,465.04 Page 2 Claims List 19M.Mkovi Budget Unit Title Vendor Name Payable Description PaymentAmount WASTEWATER COLLECTION! JPMORGAN CHASE BANK HD SUPPLY- MANHOLE REPAIR 62.50 JPMORGAN CHASE BANK HD SUPPLY - MANHOLE REPAIR 82.65 JPMORGAN CHASE BANK P &K EQUIP -OIL 2.66 JPMORGAN CHASE BANK JATASCO- PRESSURE SWITCH 109.90 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - FEB, 43.16 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - FEB 844.26 UNIFIRST HOLDINGS LP UNIFORM RENTAL 40.20 JPMORGAN CHASE BANK J & R EQUIP -TRLR REPAIR 1,366.67 JPMORGAN CHASE BANK J & R EQUIP -HOSE REPAIR 130.30 JPMORGAN CHASE BANK BUMPER TO BUMPER -PIN 3.69 JPMORGAN CHASE BANK OREILLY- TRAILER PARTS 35.47 JPMORGAN CHASE BANK OREILLY -PART 9.79 JPMORGAN CHASE BANK OREILLY -PART 3.45 JPMORGAN CHASE BANK ATWOODS- STABILIZER 34.99 JPMORGAN CHASE BANK AMERIFLEX -FUEL HOSE 54.00 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 58717 URGENT CARE OF GREEN COUNTRY, P.L.L VACCINES 220.00 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 168.88 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 241.89 CITY GARAGE LABOR70VERHEAD - FEB, 201 916.66 CITY GARAGE VEH PARTS PURCH -FEB, 20 26.24 TWIN CITIES READY MIX, INC DRIVEWAY REPLACEMENT 593.75 UNIFIRST HOLDINGS LP UNIFORM RENTAL 40.20 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 188.04 JPMORGAN CHASE BANK HD SUPPLY - MANHOLE RISER 880.65 JPMORGAN CHASE BANK SHELL -FUEL 87.42 JPMORGAN CHASE BANK MILL CREEK - FORMING 41.92 JPMORGAN CHASE BANK STD SUPPLY -PART 9.05 JPMORGAN CHASE BANK LOWES - MANHOLE REPAIR 58.56 JPMORGAN CHASE BANK IMILL CREEK - FORMING 70.85 TOTAL WASTEWATER COLLECTIONS 6,954.97 HALES ACRES SEW LINE REf COMMUNITY PUBLISHERS INC BID ADVERTISEMENT - HALE 340.20 TOTAL HALES ACRES SEW LINE REPL 340.20 REFUSE COLLECTIONS CITY GARAGE VEH PARTS PURCH -FEB, 20 10,433.65 FLEETCOR TECHNOLOGIES FUELMAN EXPENSES - FEB 8,082.90 BLUE ENERGY FUELS, LLC CNG FUEL PURCHASED - FEB, 57.92 JPMORGAN CHASE BANK ALSUMA- SERVICE /REPAIR 1,087.18 UNIFIRST HOLDINGS LP UNIFORM RENTAL 45.31 JPMORGAN CHASE BANK BUMPER TO BUMPER -WD40 12.00 TECHNICAL PROGRAMMING SERVICES INC INSERTS 598.00 AT &T CONSOLIDATED PHONE BILL 42.32 JPMORGAN CHASE BANK BUMPER TO BUMPER -BOLTS 9.72 Claims List 3/18/2014 Budget Unit Title Vendor Name Payable Description Payment Amount REFUSE COLLECTIONS... JPMORGAN CHASE BANK AMERIFLEX -AIR LINE 283.40 VERIZON WIRELESS WIRELESS CONNECTION 29.65 JPMORGAN CHASE BANK ALSUMA- ARM(TARP REPAIR 1,142.90 UNIFIRST HOLDINGS LP UNIFORM RENTAL 45.31 LENOX WRECKER SERVICE INC TOWING 275.00 COVANTA LANCASTER, INC REFUSE TIPPING FEES 3,489.14 MCNEILUS FINANCIAL INC PARTS FOR 07 REFUSE TRUCK 29.49 COVANTA LANCASTER, INC REFUSE TIPPING FEES 3,980.13 CITY GARAGE LABORIOVERHEAD - FEB, 201 3,166.66 JPMORGAN CHASE BANK ICRANE CARRIER - SWITCH 124.13 TOTAL REFUSE COLLECTIONS 32,934.81 RECYCLE CENTER CITY GARAGE LABORIOVERHEAD - FEB, 201 166.66 CITY GARAGE VEH PARTS PURCH -FEB, 20 166.49 NATIONAL WASTE & DISPOSAL, INC. RECYCLE GLASS ROLL OFF 200.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL 10.98 JPMORGAN CHASE BANK WASTE MGMT- RECYCLE TPING 688.56 AT &T CONSOLIDATED PHONE BILL 42.32 JPMORGAN CHASE BANK BURNS PROPANE - PROPANE 204.22 UNIFIRST HOLDINGS LP JUNIFORM RENTAL 10.98 TOTAL RECYCLE CENTER 1,490.21 D GRAND TOTAL GRAND TOTAL Page 4 $2461 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/08/14 Department Payroll Expenses Total Expenses OPWA Administration 8,014.33 11,491.19 Utility Billing 4,663.20 7,922.54 Water 12,690.65 20,861.89 Wastewater 10,847.85 17,912.47 Wastewater Collection 8,240.96 13,286.51 Santa Fe Lift Station - Ranch Creek Interceptor 1,387.50 1,544.02 Refuse 10,569.68 16,644.57 Recycle Center 958.40 1,856.45 FUND TOTAL 57,372.57 91,519.64 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2013 -2014 Statement of Revenues & Expenses As of February 28, 2014 OPERATING REVENUES: Water Wastewater Refuse & recycle Otherfees Interest & other TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES OPERATING REVENUES OVER EXPENSES NONOPERATING REVENUES (EXPENSES) MONTH YEAR TO -DATE TO -DATE BUDGET $ 360,117 $ 3,429,807 $ 5,440,000 289,520 2,386,910 3,450,000 134,250 1,209,148 1,836,000 34,975 335,377 524,000 1,739 213,516 221,220 $ 820,602 $ 7,574,758 $ 11,471,220 $ 177,141 $ 1 1,504,096 $ 2 2,324,840 287,807 2 2,375,296 3 3,680,895 102,484 9 981,368 1 1,434,310 1,557 1 177,967 1 1,302,442 305,024 2 2,860,456 3 3,253,101 $ 874,013 $ 7 7,899,183 $ 1 11,995,588 (53,411) $ (324,426) $ (524,368) PERCENT OF BUDGET 63.05% 69.19% 65.86% 64.00% 96.52% 66.03% 64.70% 64.53% 68.42% 13.66% 87.93% 65.85% Intergovernmental Revenue $ $ 225,000 $ - Transfers in 118,550 235,101 50.43% Transfers out (200,000) (400,000) 50.00% TOTAL TRANSFERS $ $ 143,550 $ (164,899) OWRB PROCEEDS AND EXPENDITURES Proceeds of OWRB debt $ 18,618 $ 86,981 $ 4,502,096 1.93% Expenditures of OWRB Debt (1 462) (104,049) (4,441,340) 2.34% TOTAL OWRB PROCEEDS AND EXPENDITURES $ 17,156 $ (17,068) $ 60,756 NET INCOME (LOSS) $ (36,254) $ (197,944) $ (628,511) WORKING CAPITAL - Beginning Balance $ 2,029,870 $ 2,029,870 WORKING CAPITAL- Ending Balance $ 1,831,926 $ 1,401,359 The City Wil" Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Travis Blundell Utility Superintendent SUBJECT: Purchase of a Service Truck Maintenance Division DATE: March 14, 2014 BACKGROUND: Public Works Department staff annually assesses the motor fleet in order to determine the safety and reliability of the vehicles assigned to the Department. These evaluations are used as the basis for vehicle replacement and Public Works budgeting. Based upon the assessment of the motor fleet, staff included funding in the FY 2013 -2014 budget to replace the 2002 Chevy 3500 Crew Cab service truck in the Maintenance Division. This vehicle is used to transport the maintenance technicians who are responsible for the repair and maintenance of lift stations, generators, major repairs at the Wastewater Treatment Plant and the communications equipment for wastewater and water infrastructure. Upon the purchase of a new service truck, it is being recommended that the 2002 Chevy 3500 Crew Cab be transferred to the Wastewater Collections Division where the truck will continue to be utilized on an as needed basis. VEHICLE DESCRIPTION: Staff proposes the purchase of a 2015 Ford F550 Crew Cab 4x4 service truck through the Oklahoma State Bid process. This vehicle will be equipped with a service body for organized and secure storage of tools, repair materials and equipment. Equipment included with this vehicle will be a Stellar Model 7621 Hydraulic Telescopic Crane capable of a lifting capacity of 7,500 pounds with a 21 foot reach. In addition, this vehicle will be equipped with hydraulic outriggers for stabilizing the truck when using the auto crane. Lastly, the bed of the truck will also be set up to accommodate the existing, air compressor, welder and cutting torch. FUNDING: The FY 2013 -2014 Wastewater Treatment Plant Division's budget includes funds for the purchase of a new vehicle. RECOMMENDATION: Staff recommends approval to purchase a 2015 Ford F550 Crew Cab 44 in the amount of $105,265 from Vance Country Ford of Guthrie, Oklahoma, per the Oklahoma State Bid award. ATTACHMENT: A. Vance Country Ford Bid Quote John Vance Auto Group Fleet & Government Sales Division PO Box 400 Guthrie, OK 73044 -0400 405- 282 -3800 Fax: 405-260-3010 ve Corley of Owasso Box 180 ssso, OK 74055 ne:(918)272 -4929 .1 "'A -z _ ^__..,. r-* _ wo: AUTO 6RUUP 'Whww 11'e vom(ortabla to Luy a ear.^ Questions? Please call Cameron Colter Quote Number: 010943 Date 1 213 0/20 1 3Quote Expires: 3 /1 912 01 4 _ ____ __ Part # Description Price 1 W5H 2015 FORD F550 CREW CAB 44 60CA $45,940.00 $45,940.00 660A XL OPTION PACKAGE 99T 6.7 LITER V8 TURBO DIESEL 44W HD 6 SPEED AUTO TRANS X8L 4.88 LIMITED SLIP AXLE TGB MAX TRACTION 225/70R19.5G 90L POWER WINDOWS & LOCKS 41H ENGINE BLOCK HEATER 531 TRAILER BRAKE CONTROLLER 68M 19500 GVWR 67X EXTRA HD SUSPENSION 512 SPARE TIRE I 18B CAB STEPS 525 CRUISE CONTROL 76C BACK UP ALARM Zt EXT COLOR: OXFORD WHITE 1 MASTER MECHANIC SERIES Model MM138 designed for $59,325,00 $59,325.00 60" cab to axle DRW cab and chassis and up to 38,000 It lb. corner mount crane. BODY SPECIFICATIONS: • 60" cab to axle, 108" overall body length • 96" overall width, 52" wide cargo area, 22" deep compartments • 1st compartment on each side of body 60" tell • Remaining vertical compartments 46" tali vertical Internal hidden hinge system with flush mount doors • Heavy -duty treadpiate top and back of compartments, cargo floor, and front body panel overlay Thank you for the opportunity to be of service. Sub -Total $105,265.00 Tag & Tax Total $105,265.00 Dealer Approval: Page 2 Part # Description Price _ • Fully integrated substructure and side pack assembly with full width cross - members at front and rear • 3 -point Stainless Steel "D" ring locks 20" workbench bumper with pass through compartment, lip for clamping purposes, step, Class IV rec. hitch Integrated outrigger receiver tube �• Manual infout, Hydraulic up /down outriggers (Roller Bearing Assisted extension on crane side) • Compartment floors and Inner door panels ribbed for strength and rigidity • Interior dome style work lights exterior work lights with cast aluminum casing and multi- directional angle capabilities • DOT exterior LED light package Loomed wiring harness assembly • Body mounting kit • Integrated recessed tie -downs in cargo area 2 Stainless Steel Rear Grab handles • Automotive quality undercoat system • Sherwin - Williams Epoxy Prime & Paint White. Includes non -skid application. • 5 -year Limited Warranty on rust through, door locks, and CASECO internal hinges COMPARTMENT LAYOFF Drivers Side 1st Door: • 7- drawer unit 2 drawers 6" deep and 5 drawers AV deep, all drawers mounted on 5001E capacity slides, "L" handle center open mechanism with positive lock on each side, powder coated face plate (White), all other components of drawer galvanized construction, adjustable parts dividers in each drawer, and top shelf. Drivers Side Horizontal Door: • Bolt bin drawer with fixed top shelf assembly Drivers Side Rear Door: • 2 Adjustable shelves • 112" x 50' Air/Water low pressure hose real assembly 112" Hose Reel Roller guide • GRACO 112" Filter, Lubricator, Regulator Assembly Passenger Side 1st Door. Oxygen /Acetylene bottle holders, vents, and material hooks Passenger Side Horizontal Door: • 1 adjustable shelf Passenger Side Rear Door: • Material hooks Steller Model 7621 Hydraulic Telescopic Crane: '• 38,000 ft.tib., 7500 lb. maximum capacity, 6,000 lb. capacity at 6.3', 21' hydraulic reach, 1825 lbs. of lift @ 21', radio remote control, plan -etary winch with 60 ft. /min. single line speed, hydraulic overload shutdown. Painted white. Requires 8 gpm @ 2800 psi. Weight 1600 lbs. Stellar Model SRS -40 Hydraulic Driven Rotary Screw Air Compressor Package: • 40 cfm Hydraulic driven rotary screw air compressor with { 10 gallon air tank. Page 2 �I -- Fart # Description fltice j• 1st compartment on each side of body 60" tell '. • Remaining vertical compartments 46" tali vertical • Internal hidden hinge system with flush mount doom Heavy -duty treadplate top and back of compartments, cargo floor, and front body panel overlay • Fully integrated substructure and side pack assembly with full width cross - members at front and rear I • 3 -point Stainless Steel "D" ring locks 20" workbench bumper with pass through compartment, lip for clamping purposes, step, Class IV rec. hitch • Integrated outrigger receiver tube • Manuel Inlout; Hydraulic up/down outriggers (Roller Bearing Assisted extension on crane side) • Compartment floors and inner door panels ribbed for strength and rigidity Interior dome style work lights • exterior work lights with cast aluminum casing and multi- directional angle capabilities DOT exterior LED light package • Loomed wiring harness assembly • Body mounting kit • Integrated recessed tie -downs in cargo area 2 Stainless Steel Rear Grab handles • Automotive Quality undercoat system • Sherwin - Williams Epoxy Prime & Paint White. Includes non -skid application. • 5 -year Limited Warranty on rust through, door locks, and CASECO internal hinges COMPARTMENT LAYOFF Drivers Side 1st Door: • 7- drawer unit: 2 drawers 0" deep and 5 drawers V deep, all drawers mounted on 500# capacity slides, "L" handle center open mechanism with positive lock on each side, ,powder coated face plate (White), all other components of drawer galvanized construction, adjustable parts dividers in each drawer, and top shelf. Drivers Side Horizontal Door: • Bolt bin drawer with fixed top shelf assembly Drivers Side Rear Door: • 2 Adjustable shelves 112'x 50' AirNVater low pressure hose reel assembly • 112" Hose Reel Roller guide • GRACO 1 /2" Filter, Lubricator, Regulator Assembly Passenger Side 1st Door. ' • Oxygen/Acetylene bottle holders, vents, and material hooks Passenger Side Horizontal Door, I accept the terms and conditions of this quotation. Signed: Name: Title: Terris: SEE PAGE 1 OF QUOTE .. you for the opportunity to be of service Sub -Total $105,265.00 Tax Total $105,265.00 The City Wii lout Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: Hale Acres Sanitary Sewer Line Replacement Project Bid Award DATE: March 14, 2014 BACKGROUND: The off -site Hale Acres sanitary sewer line was constructed in the 1970s with a clay tile material pipe. The line has experienced inflow and infiltration (IM), which is extraneous water leaking in from holes and cracks in the line, and does not need to be treated at the wastewater treatment plant. In addition, the line has settled which is affecting the slope. To rectify these issues, the line will either need to be abandoned and a new line laid or the line removed and replaced in the some trench. Since the city has access or owns a majority of the property where the line is currently located, this project is to remove and replace the existing line in- place. The Engineer's estimate for the base bid is $424,159. The original bid exceeded the budgeted amount and was rejected by Trustees during the January 21, 2014 meeting. It was explained that staff would revise the scope of the project and re- advertise for bids. BID ADVERTISEMENT/ANALYSIS: The project was re- packaged for Hale Acres off -site being the lone project in the base bid and 5th Avenue Sewer Line Replacement (in Original Town) as an additive alternate. The project was advertised on January 29 and February 6, 2014 with bid opening occurring on March 4. Three (3) contractors bid the project. Following are the bid results: Bidder Base Bid Add Alternate Triangle Construction, Tulsa, OK $359,879 $138,617 Tri -Star Utilities, .-Independence, KS 1429,187 $162,927 McGuire Bros Construction, Tulsa, OK 1481,704 $154,692 En ineer's Estimate $424,159 $93,232 FUNDING: Funding is available in the FY 2013 -2014 Wastewater Collection Budget for construction of the base bid. RECOMMENDATION: Staff recommends approval to award a construction contract to Triangle Construction of Tulsa, Oklahoma for $359,879 for the base bid, and authorization for the Chairman to execute the contract. ATTACHMENTS: A. Location Map B. Contract Sanitary Sewer Replacement Locations Frapos<_a Una Replacement CITY OF OWASSO 111 N. Main Street P.O. BOX 180 Owasso, OK 74055 918.376.1500 6/42012 SECTION 00300 AGREEMENT THIS AGREEMENT is dated as of the 18 °' day of March , 2014 by and between Owasso Public Works Authority (hereinafter called OWNER) and Trianele Construction (hereinafter called CONTRACTOR). OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1. WORK CONTRACTOR shall complete all Work as specified or indicated in the Contract Documents. The Work is generally described as follows: HALE ACRES SEWER LINE REPLACEMENT CITY OF OWASSO, OKLAHOMA The project for which the Work under the contract documents may be the whole or only a part, is described as follows: Removal and Replacement of 2900 LF of 12" Sewer Line. ARTICLE 2, DEPARTMENT The PROJECT has been assigned by the OWNER to the DEPARTMENT (City of Owasso Public Works). The DEPARTMENT Director, Project Administrator and City Engineer are the duly authorized representatives of the OWNER who will assume the duties and responsibilities and will have the rights and authority assigned to DEPARTMENT in the Contract Documents in connection with the completion of the Work in accordance with the Contract Documents. ARTICLE 3. CONTRACT TIME 3.1 The Work will be substantially completed within One - hundred Fifty (1501 calendar days from the date of Notice to Proceed; and completed and ready for final payment in accordance with the General Conditions within One - hundred Eighty (180) calendar days from the date of Notice to Proceed, which will be on or before 0309 00300 - Page 1 of 13 3.2 Liquidated Damages. OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not substantially complete within the time specified in paragraph 3.1 above, plus any extensions thereof allowed in accordance with the General Conditions. They also recognize the delays, expense and difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by OWNER, if the Work is any such proof. OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER One Thousand Dollars ($1000.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for substantial completion until the Work is substantially complete. After Substantial Completion, if CONTRACTOR shall neglect, refuse or fail to complete the remaining Work within the time specified in paragraph 3.1 for completion and readiness for final payment or any proper extension thereof granted by OWNER, CONTRACTOR shall pay OWNER One Thousand Dollars ($1000.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for completion and readiness for final payment. ARTICLE 4. CONTRACT PRICE 4.1 OWNER shall pay CONTRACTOR for performance of the Work in accordance with the Contract Docurnents in current fiords the amount agreed upon in CONTRACTOR'S bid. 4.2 CONTRACTOR understands that the estimated quantities are not guaranteed and that the determination of actual quantities and their classification is to be made by the OWNER at the time of application for payment. 4.3 CONTRACT amount is Three- Hundred Fiftv -Nine Thousand Eight- Hundred Seventy -brine dollars ($359:879.00). ARTICLE 5. PAYMENT PROCEDURES CONTRACTOR shall submit Applications for Payment in accordance with the General Conditions on the Pay Estimate Forms included as Exhibit "A" to this Agreement. Applications for Payment will be processed by OWNER as provided in the General Conditions. 5.1 Progress Payments. OWNER shall make progress payments on account of the Contract Price on the basis of CONTRACTOR's Applications for Payment in accordance with the City of Owasso's Payment Schedule included as Exhibit 'B" to this Agreement during construction as provided below. All progress payments will be on the basis of the progress of the Work. 5.1.1 Progress payments shall not exceed an amount equal to 90% of the WORK completed until such time as CONTRACTOR shall complete in excess of fifty percent (50 %) of the contract amount. 5.1.2 Upon completion in excess of fifty percent (50 %) of the total contract amount, OWNER shall pay an amount sufficient to increase total payments to CONTRACTOR to 95% of the WORK completed, less such amounts as OWNER shall determine in accordance with the 0309 00300 - Pale 2 of 13 General Conditions, provided that OWNER has determined that satisfactory progress is being made, and upon approval by the Surety. 5.2 Final Payment. Upon final completion and acceptance of the Work in accordance with the General Conditions, OWNER shall pay the remainder of the Contract Price. ARTICLE 6. CONTRACTOR'S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following representations: 6.1 CONTRACTOR has familiarized himself /herself with the nature and extent of Contract Documents, Work, locality, and with all local conditions and federal, state and local laws, ordinances, rules and regulations that in any mamrer may affect cost, progress or performance of the Work. 6.2 CONTRACTOR has studied carefully all reports or explorations and tests of subsurface conditions at or contiguous to the site and all drawings of physical conditions in or relating to existing surface or subsurface structures at or contiguous to the site (except underground facilities) which have been identified in the Supplementary Conditions as provided in the General Conditions. Contractor accepts the determination set forth in the General Conditions of the extent of the "technical data" contained in such reports and drawings upon which Contractor is entitled to rely. Contractor acknowledges that such reports and drawings are not Contract Documents and may not be complete for Contractor's purposes. Contractor acknowledges that Owner and Consultants do not assume responsibility for the accuracy or completeness of information and data shown or indicated in the Contract Documents with respect to underground facilities at or continuous to the site. Contractor has obtained and carefully studied (or assume responsibility for having done so) all such additional supplementary examinations, investigations, explorations, tests, studies and data concerning conditions (surface, subsurface and underground facilities) at or contiguous to the site or otherwise which may affect cost, progress, performance or furnishing of the Work or which relate to any aspect of the means, methods, techniques, sequences and procedures of construction to be employed by Contractor, and safety precautions and programs incident thereto. Contractor does not consider that any additional examinations, investigations, explorations, tests, studies, or data are necessary for the performance and furnishing of the Work at the Contract Price, within the Contract Times and in accordance with the other terms and conditions of the Contract Documents, 6.3 CONTRACTOR has made or caused to be made examinations, investigations, tests and studies of such reports and related data in addition to those referred to in paragraph 6.2 as (s)he deems necessary for the performance of the Work at the Contract price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents; and no additional examinations, investigations, tests, reports or similar data are or will be required by CONTRACTOR for such purposes. 6.4 CONTRACTOR has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of said Underground 0309 00300 - Page 3 of 13 Facilities. No additional examinations, investigations, explorations, tests, reports, studies or similar information or data in respect of said Underground Facilities are or will be required by CONTRACTOR in order to perform and furnish the Work at the Contract Price within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, including the General Conditions. 6.5 CONTRACTOR has correlated the results .of all such observations, examinations, investigations, tests, reports and data with the terms and conditions of the Contract Documents. 6.6 CONTRACTOR has given OWNER written notice of all conflicts, errors or discrepancies that he has discovered in the Contract Documents, and the written resolution thereof by OWNER is acceptable to CONTRACTOR. 6.7 CONTRACTOR has obligated himself /herself to the OWNER to be responsible for the workmanship, labor and materials used in the project for two (2) years after the project has been accepted by the OWNER. 6.8 CONTRACTOR understands that (s)he will be exempt from all sales tax on materials and other items necessary for the completion of the project. The OWNER has issued him a Certification of Tax Exempt Project enclosed as Exhibit "C" of this Agreement. ARTICLE 7. CONTRACT DOCUMENTS The Contract Documents which comprise the entire agreement between OWNER and CONTRACTOR are attached to this Agreement, made a part hereof, and consist of the following; 7.1 This Agreement (pages 1 to 6 inclusive). 7.2 Exhibits "A ", "B ", "C' and "D" to this Agreement. 7.3 Advertisement for Bids (Section 00100). 7.4 Requirements for Bidders (Section 00110). 7.5 hrstructions to Bidders (Section 00120). 7.6 Bid (Section 00200). 73 Bid Bond (Section 00210). 7.8 Bid Affidavits (Section 00220). 7.9 Statement of Bidders Qualifications (Section 00230). 7.10 Certificate of Non - Discrimination (Section 00240). 0309 00300- Page 4 of 13 7.11 Performance Bond (Section 00410). 7.12 Maintenance Bond (Section 00420). 7.13 Statutory payment Bond (Section 00430). 7.14 Notice of Award (Section 00510). 7.15 Notice to Proceed (Section 00520). 7.16 Change Order (Section 00600). 7.17 General Conditions (Section 00700). 7.18 Project Specifications (Section 00800). 7.19 Special Provisions (Section 00900). 7.20 Project Drawings, consisting of Sheets I to _ inclusive, and Standard Drawings. 7.21 Addendrun Numbers I to 1 , inclusive. 7.22 Documentation submitted by CONTRACTOR prior to Notice of Award (pages _ to _ inclusive). 7.23 Any Modification, including Change Orders, duly delivered after execution of Agreement. There are no Contract Documents other than those listed above in this Article 7. The Contract Documents may only be altered, amended or repealed by a Modification (as defined in the General Conditions). ARTICLE 8. MISCELLANEOUS 8.1 Terms used in this Agreement which are defined in the General Conditions shall have the meanings indicated in the General Conditions, 8.2 No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically, but without limitation, monies that may become due and monies that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law) and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 8.3 OWNER and CONTRACTOR each binds hintself/herself, his /her partners, successors, assigns, and legal representatives to the other party hereto, his /her partners, 0309 00300 - Page 5 of 13 successors, assigns and legal representatives in respect to all covenants, agreements and obligations contained in the Contract Documents. 8.3 The Agreement (or remaining portions thereof) should continue in effect, be valid and binding upon both parties even if a provision or part of the Contract Documents should be held void or unenforceable by law. IN WITNESS WHEREOF, the parties hereby have signed this Agreement in duplicate. One counterpart has been delivered to CONTRACTOR, the other belongs to OWNER. All portions of the Contract Documents have been signed by OWNER and CONTRACTOR. This Agreement will be effective on March 18 2014. . OWNER: Owasso Public Works Authority By Doug Bonebrake, Chairman (SEAL) ATTEST: Title Address for giving notices: CONTRACTOR: Triangle Construction By Landi Davis, President (SEAL) Title 0309 00300 - Page 6 of 13