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Home My WebLink About2014.09.02_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY Regular Meeting September 2, 2014 6:30 pm Council Chambers, Old Central Building 109 N Birch, Owasso, OK 74055 1. Call to Order Chairman Jeri Moberly 2. Roll Call R C@ 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 August 19, 2014 Regular Meeting B. Approval of Claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to a bid for the purchase of water meters Travis Blundell Staff recommends award of a bid to HD Supply Waterworks of Owasso, Oklahoma, and authorization for the Chairman to execute a contract for the purchase of water meters as follows: 5/8" x 3/4" AMR meters at $181.50 each, 1 " AMR meters at $282.35 each, 1 -1 /2" AMR meters at $516.25 each, 2" AMR meters at $553.00 each, 2" compound AMR meters at $1,464.00 each, 3" compound AMR meters at $2,014.00 each, 4" compound AMR meters at $2,644.00 each, 6" compound AMR meters at $4,305.00 each, 5/8" x 3/4" direct read water meters at $36.00 each, and 5/8" x 3/4" Integrated Register only at $156.00 each. 6. Report from OPWA Manager 7. Report from OPWA Attorney 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) Owasso Public Works Authority September 2, 2014 Page 2 9. Adjournment A Notice of the meeting and agenda filed in the office of the City Clerk and posted at City Hall bulletin board at 6:00 pm on Friday, August 29, 2014. i4L7cU U " Sherry Bishop, City Oerk OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 19, 2014 The Owasso Public Works Authority met in regular session on Tuesday, August 19, 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 Hall bulletin board at 6:00 pm on Friday, August 15, 2014. 1. Call to Order Chairman Jeri Moberly called the meeting to order at 7:35 pm. 2. Roll Call Present Absent Chairman - Jeri Moberly None Vice - Chairman - Lyndell Dunn Trustee - Doug Bonebrake Trustee - Bill Bush Trustee - Chris Kelley A quorum was declared present. Staff: Authority Manager - Warren Lehr Authority Attorney - Julie Lombardi (Absent) 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 minutes of the August 5, 2014 Regular Meeting and August 12, 2014 Joint Regular Meeting B. Approval of claims C. Acknowledge receipt of monthly budget status report Mr. Dunn moved, seconded by Mr. Bush to approve the Consent Agenda with claims totaling $845,580.27. Also, included for review was the payroll report for 8/9/14. YEA: Bonebrake, Bush, Dunn, Kelley, Moberly NAY: None Motion carried: 5 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None 5. Consideration and appropriate action relating to the purchase of a vehicle for the use of Refuse Division Tim Doyle Tim Doyle presented the item, recommending approval to purchase a dedicated CNG Ford F250 crew cab pickup in the amount of $42,128 from Bill Knight Ford of Tulsa, Oklahoma per the approved State of Oklahoma state -wide bid contract. After discussion, Mr. Bonebrake movec of the CNG vehicle, as recommended. YEA: Bonebrake, Bush, Dunn, Kelley, NAY: None Motion carried: 5 -0 6. Report from OPWA Manager None 7. Report from OPWA Attorney None 8. New Business None seconded by Mr. Bush to approve the purchase Moberly 9. Adjournment Dr. Kelley moved, seconded by Mr. Bush to adjourn the meeting. YEA: Bonebrake, Bush, Dunn, Kelley, Moberly NAY: None Motion carried 5 -0 and the meeting adjourned at 7:41 pm. Jeri Moberly, Chairman Lisa Wilson, Minute Clerk Claims List 9/2/2014 Budget Unit Title Vendor Name Payable Description Payment Amount OPWA AMERICAN MUNICIPAL SERVICES CORP. COLLECTION SERVICES 197.88 TOTAL OPWA 197.88 OPWA ADMINISTRATION STANDLEY SYSTEMS, LLC COPIER MAINTENANCE AGREEM 211.06 UNITED STATES CELLULAR CORPORATION PW CELL PHONES 69.05 TREASURER PETTY CASH TRAINING EXPENSE 11.96 AT &T LONG DISTANCE LONG DISTANCE PHONE USE 129.53 UNIFIRST HOLDINGS LP UNIFORM CLEANING 42.16 JPMORGAN CHASE BANK REASORS- SUPPLIES 15.00 JPMORGAN CHASE BANK WALMART- SUPPLIES 21.60 JPMORGAN CHASE BANK CHARACTER TRAINING 233.28 CITY OF OWASSO ADMINISTRATIVE OVERHEAD 15,416.00 AEP IPSO ELECTRIC USE 1,347.18 UNIFIRST HOLDINGS LP UNIFORM CLEANING 71.66 JPMORGAN CHASE BANK ROBERTSON SUPPLY -PARTS 71.28 JPMORGAN CHASE BANK 1OFFICE DEPOT - SUPPLIES 15.54 TOTAL OPWA ADMINISTRATION 17,655.30 UTILITY BILLING TYRONE EUGENE DINKINS METER READER 229.95 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 5.92 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,618.52 TYRONE EUGENE DINKINS METER READER 548.25 TODD C. KIMBALL METER READER 687.00 KATHLEEN A BALSIGER METER READER 481.50 TRACY HARLIN METER READER 350.55 TOTAL UTILITY BILLING 3,921.69 WATER JPMORGAN CHASE BANK HD SUPPLY - RESETTERS 814.40 JPMORGAN CHASE BANK HD SUPPLY -WATER METERS 720.00 JPMORGAN CHASE BANK HD SUPPLY -METER SCANNERS 9,875.00 USA MOBILITY WIRELESS, INC PAGER USE 89.10 AEP IPSO ELECTRIC USE 665.45 UNIFIRST HOLDINGS LP UNIFORM CLEANING 60.82 JPMORGAN CHASE BANK LOWES- BATTERIES 22.40 JPMORGAN CHASE BANK DIAMONDBACK -TOOL BOXES 2,876.00 JPMORGAN CHASE BANK HD SUPPLY -POLY PIPE 225.00 JPMORGAN CHASE BANK GELLCO -BOOTS 135.00 JPMORGAN CHASE BANK TRANSCO SUPPLY -PPE 74.98 JPMORGAN CHASE BANK CUSTOM TINT - WINDOW TINT 125.00 UNIFIRST HOLDINGS LP UNIFORM CLEANING - 60.82 TOTAL WATER 15,743.97 WASTEWATER TREATMENT JJPMOR GAN CHASE BANK KOMLINE- SPRINGER PLUNGER 62.05 Page 1 Claims List 9/2/2014 Budget Unit Title Vendor Name Payable Description PaymentAmount WASTEWATER TREATMENT.. JPMORGAN CHASE BANK STEVES WHOLESALE -TOOLS 498.00 UNIFIRST HOLDINGS LP UNIFORM CLEANING 70.52 AEP IPSO ELECTRIC USE 24,377.95 JPMORGAN CHASE BANK TRANSCO SUPPLY -PPE 74.98 JPMORGAN CHASE BANK FLEET DIST- WARNING LIGHTS 460.41 JPMORGAN CHASE BANK BUMPER2BUMPER- OIL /FUNNEL 15.49 JPMORGAN CHASE BANK URGENT CARE - VACCINES 137.00 JPMORGAN CHASE BANK GRAINGER -DENT PULLER 72.32 JPMORGAN CHASE BANK ROSE STATE - TRAINING CLASS 295.00 AT &T LONG DISTANCE LONG DISTANCE PHONE USE 28.84 JPMORGAN CHASE BANK WEBB TRACTORS -PARTS 91.25 JPMORGAN CHASE BANK WALMART -TOOLS 74.97 JPMORGAN CHASE BANK ADMIRAL EXPRESS- SUPPLIES 96.63 JPMORGAN CHASE BANK GRAINGER- GLOVES 244.94 JPMORGAN CHASE BANK INTERSTATE - BATTERIES 25.90 JPMORGAN CHASE BANK CAVENDERS -WORK BOOTS 135.00 JPMORGAN CHASE BANK CAVENDERS -WORK BOOTS 135.00 JPMORGAN CHASE BANK INTERSTATE - BATTERIES 11.95 UNIFIRST HOLDINGS LP UNIFORM CLEANING 66.59 JPMORGAN CHASE BANK NCL- GLASSWARE 401.91 JPMORGAN CHASE BANK ATWOODS -FAN 99.99 USA MOBILITY WIRELESS, INC PAGER USE 17.72 JPMORGAN CHASE BANK KOMLINE -PARTS 7,165.67 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE REMOVAL 2,106.86 JPMORGAN CHASE BANK GRAYBAR -PARTS 255.66 JPMORGAN CHASE BANK GRAINGER -FUSES 178.00 JPMORGAN CHASE BANK HACH CO- BUFFERS 110.02 JPMORGAN CHASE BANK HACH CO -LAB SUPPLIES 109.67 JPMORGAN CHASE BANK LOWES -TOOLS 197.85 KTURBO USA, INC FILTERS FOR THE BLOWER 310.00 JPMORGAN CHASE BANK DOEQ- APPLICATION FEE 62.00 JPMORGAN CHASE BANK ITINT SHOP- WINDOW TINT 200.00 TOTAL WASTEWATER TREATMENT 38,190.14 WASTEWATER COLLECTION: JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES 163.00 JPMORGAN CHASE BANK HD SUPPLY- LOCATES 147.00 JPMORGAN CHASE BANK LOWES -FENCE SUPPLIES 62.56 JPMORGAN CHASE BANK GRAINGER- CAPACITORS 60.24 JPMORGAN CHASE BANK J & R EQUIP- CAMERA REPAIR 2,381.40 JPMORGAN CHASE BANK J & R EQUIPMENT -TOOLS 1,054.00 JPMORGAN CHASE BANK LOWES- CONCRETE 37.50 USA MOBILITY WIRELESS, INC PAGER USE 44.80 JPMORGAN CHASE BANK OREILLY- SUPPLIES 37.54 JPMORGAN CHASE BANK LOWES -TOOLS 115.83 Page 2 Claims List 9/2/2014 Budget Unit Title Vendor Name Payable Description Payment Amount WASTEWATER COLLECTION! UNIFIRST HOLDINGS LP UNIFORM CLEANING 33.10 JPMORGAN CHASE BANK LOWES- SUPPLIES 116.78 JPMORGAN CHASE BANK ATWOODS -HOSE REEL 99.99 JPMORGAN CHASE BANK ATWOODS -TOOLS 19.99 JPMORGAN CHASE BANK HD SUPPLY -RISER 62.50 JPMORGAN CHASE BANK HD SUPPLY -RISER 44.80 JPMORGAN CHASE BANK BUMPER TO BUMPER - SUPPLIES 246.03 JPMORGAN CHASE BANK CLIFFORD POWER- FLTERS 90.36 UNIFIRST HOLDINGS LP UNIFORM CLEANING 33.10 JPMORGAN CHASE BANK LOCKE SUPPLY - FILTERS 36.32 JPMORGAN CHASE BANK LOWES- SUPPLIES 3.39 JPMORGAN CHASE BANK TRANSCO SUPPLY -PPE 74.98 AEP /PSO ELECTRIC USE 5,546.10 LOT MAINTENANCE OF OKLAHOMA, INC. VACTOR WORK - SEWER 2,550.00 JPMORGAN CHASE BANK HD SUPPLY- SUPPLIES 110.95 JPMORGAN CHASE BANK IBROWN FARMS-SOD 48.00 TOTAL WASTEWATER COLLECTIONS 13,220.26 REFUSE COLLECTIONS JPMORGAN CHASE BANK GELLCO -BOOTS 98.99 JPMORGAN CHASE BANK TARGET - CAMERA /SIM CARD 116.98 JPMORGAN CHASE BANK CRANE CARRIER - FANS /CAPS 216.96 JPMORGAN CHASE BANK ABERDEEN - HYDRAULIC LINE 89.38 UNIFIRST HOLDINGS LP UNIFORM CLEANING 45.31 COVANTA LANCASTER, INC REFUSE TIPPING FEES 5,992.45 JPMORGAN CHASE BANK TRANSCO SUPPLY -PPE 74.98 JPMORGAN CHASE BANK STEVES WHLSLE- VALVES 111.63 UNITED STATES CELLULAR CORPORATION PW CELL PHONES 54.04 COVANTA LANCASTER, INC REFUSE TIPPING FEES 4,754.40 JPMORGAN CHASE BANK ALSUMA -TRUCK REPAIRS 3,333.23 THE METROPOLITAN ENVIRONMENTAL TRUS 1/2 YEAR POLLUTANT PROGRA 4,389.05 UNIFIRST HOLDINGS LP UNIFORM CLEANING 45.31 USA MOBILITY WIRELESS, INC PAGER USE 62.52 JPMORGAN CHASE BANK BUMPER2BUMPER -FLOOR DRY 146.40 JPMORGAN CHASE BANK FLEETPRIDE -AIR FITTINGS 1 4.82 TOTAL REFUSE COLLECTIONS 19,536.45 RECYCLE CENTER UNIFIRST HOLDINGS LP UNIFORM CLEANING 10.98 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FEES 1,989.19 ALLEMANN JAMES & ALLEMANN JOHN HEAVY DUTY ROLL OFF CONTA 24,226.00 AEP /PSO ELECTRIC USE 132.22 UNIFIRST HOLDINGS LP UNIFORM CLEANING 10.98 TOTAL RECYCLE CENTER 26,369.37 Page 3 Claims List 9/2/2014 Budget Unit Title Vendor Name Payable Description Payment Amount OPWA DEBT SERVICE BANCFIRST ORF- 10- 0614 -CW /SANTA FE 14,375.74 BANCFIRST FAP-01 -0003-L/01C 6,412.81 BANCFIRST FAP -04 -0006 -L /04 21,181.36 BANCFIRST FAP -10 -0002 -L /10 7,156.13 BANCFIRST ORF -01- 0002 -U01 B 11,826.87 BANCFIRST ORF -09- 0007- CW /09C 23,361.35 BANCFIRST FAP -12 -0011- L/12 -02B 10,435.55 BANCFIRST ORF -09- 0003- CW /09B 55,960.40 BANCFIRST 874320013/13 -06DW 21,059.34 BANCFIRST ORF -99- 0008 -L/99B 3,581.91 BANCFIRST 874317019/06 NOTE 33,831.67 OKLAHOMA WATER RESOURCES BOARD ORF -10- 0014 -CW /11 SANTA FE 85,743.79 OKLAHOMA WATER RESOURCES BOARD ORF -13- 0005- CW /13RNCH CR 155,813.20 TOTAL OPWA DEBT SERVICE 450,740.12 FUND GRAND TOTAL 585,575.1 OPWA STF DEBT SERVICE BANCFIRST 874405004/2008 120,172.00 TOTAL OPWASTF DEBT SERVICE 120,172.00 FUND GRAND TOTAL 120,172.0 OPWASTSUB- DEBTSERV SFSHOPS INVESTORS, L.P. DEVELOPMENT AGREEMENT 53,103.39 TOTAL OPWASTSUB - DEBTSERV 53,103.39 FUND GRAND TOTAL 53,103.3 OPWA GRAND TOTAL $758,850.57 Page 4 Department OPWA Administration Utility Billing Water Wastewater Wastewater Collection Ranch Creek Interceptor Refuse Recycle Center OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 08/23/14 Payroll Expenses Total Expenses 9,353.72 4,906.41 12,834.19 9,933.48 7,252.11 1,675.00 11,048.32 1,064.00 11,173.41 5,855.70 15,252.13 11, 813.36 8,623.93 1,863.94 13,054.58 1,281.38 FUND TOTAL 58,067.23 68,918.43 TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Travis Blundell Utility Superintendent SUBJECT: FY 2015 Water Meter Purchase Contract - Bid Award DATE: August 29, 2014 BACKGROUND: On an annual basis, the Owasso Public Works Authority purchases water meters through an extension of an existing contract or a bidding process. This allows the cost of water meters to remain consistent for the current fiscal year. Based on an assessment of the water metering equipment, staff recommended a program to replace 2,000 water meters annually over the next five years with AMR (Automated Meter Reading) meters. On July 15, 2014, Trustees approved the proposed water meter replacement program. The last Meter Replacement Program was implemented in 1998. Existing water meters are reaching fourteen years of age. Most standards recommend that residential meters be replaced every ten (10) to fifteen (15) years due to wear and deterioration which causes meters to under register water usage. Therefore, water meter replacement becomes necessary to ensure accurate billing, reduce water loss and improve customer service. This contract will set pricing for water meters purchased for the water meter replacement program as well as for water meters purchased for new service installations and for water meters that become inoperable throughout the year. PROPOSED EQUIPMENT REPLACEMENT: The AMR meter is designed to obtain remote simultaneous water meter registration. These types of meters can be read using a walk -by handheld or mobile system unit from a vehicle thereby eliminating manual reads. Other advantages with the AMR metering system are that they are capable of saving and providing data that can be utilized by Utility Billing to improve customer service and billing efficiency. These units will also be able to generate a report of a customer's hourly water usage for 96 days which will assist Utility Billing in resolving customer complaints for high water usage. In addition, provide reverse flow detection, number of days with an intermittent or continuous leak, and days of no water consumption. Another key advantage will be accuracy in the billing process. Currently, a meter reader manually collects the meter reading and provides the information to the Utility Billing Department. The Utility Billing staff manually keys in each read based on the handwritten notes of the meter reader. The new system will eliminate most of the human error factor involved in our current billing process. Owasso has utilized the AMR technology for several years; primarily in areas where the meters are spread out and requires extensive walking from meter to meter. During this time, staff has been very pleased with the AMR system and has confidence this system will best meet the needs of the OPWA. BID EVALUATION: The bid specification for the water meters were advertised in July 24, 2014 and July 31, 2014 editions of the Owasso Reporter, and mailed to five potential vendors. Bids were opened on August 21, 2014 at 11:00 AM. One (1) bid was received from HD Supply Waterworks, (Owasso, Oklahoma) with unit prices as follows: Description Unit Price 5/8" x 3/4" AMR Meter $ 181.50 1" AMR Meter $ 282.35 1 -1/2" AMR Meter $ 516.25 2" AMR Meter $ 553.00 Description Unit Price 2" Compound AMR Meter $1,464.00 3" Compound AMR Meter $2,014.00 4" Compound AMR Meter $2,644.00 6" Compound AMR Meter $4,305.00 Description Unit Price 5/8" x 3/4" Direct Read Meter $ 36.00 5/8" x 3/4" Integrated Register only $ 156.00 FUNDING SOURCE The FY 2015 Water Division budget includes $385,000 to purchase water meters for the water meter replacement program and additional funds in the amount of $20,000 for the purchase of water meters for new service installations and inoperable meters. RECOMMENDATION: Staff recommends award of a bid to HD Supply Waterworks of Owasso, Oklahoma, and authorization for the Chairman to execute a contract for the purchase of water meters as follows: 5/8" x 3/4" AMR meters at $181.50 each, 1" AMR meters at $282.35 each, 1 -1 /2" AMR meters at $516.25 each, 2" AMR meters at $553.00 each, 2" compound AMR meters at $1,464.00 each, 3" compound AMR meters at $2,014.00 each, 4" compound AMR meters at $2,644.00 each, 6" compound AMR meters at $4,305.00 each, 5/8" x 3/4" direct read water meters at $36.00 each, and 5/8" x 3/4" Integrated Register only at $156.00 each. ATTACHMENT: Bid Submittal Opening Date: Number of Bids: Bids Opened By: Witness: August 21, 2015 1 Travis Blundell Earl Farris BID DOCUMENTATION OWASSO PUBLIC WORKS AUTHORITY Water Meters 2015 BIDDER Integrated Encoder RF Register Unit Water Meter Unit Price Integrated Encoder Register RF Unit Com ound Meters Unit Price 5 /8 "x 3/4" 1" 1 112" 2" 2" 3" 4" 6" HD SUPPLY WATERWORKS $181.50 $282.35 $516.25 $553.00 $1,464.00 $2,014.00 $2,644.00 $4,305.00 BIDDER Direct Read Water Meter Unit Price Integrated Encoder Re ister Unit Prce 5/8" x 314" 518" x 3!4" HD SUPPLY WATERWORKS $36.00 $156.00 Certification: I, Travis Blundell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: /s/ Travis Blundell Date: August 21, 2015