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Home My WebLink About2014.09.02_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY RECEJvED Regular Meeting qp; 2 y,r14 September 2, 2014 6:30 pm Council Chambers, Old Central Building l� CC'S office 109 N Birch, Owasso, OK 74055 1. Call to Order Chairman Jeri Moberly 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 August 19, 2014 Regular Meeting B. Approval of Claims C. Reject bids for golf course maintenance equipment and authorize the rebidding 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Report from OPGA Manager 6. Report from OPGA Attorney 7. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 8. 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. UL� Sherry Bishop, ty Clerk OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 19, 2014 The Owasso Public Golf 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 7:42 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 the minutes of the August 5, 2014 Regular Meeting and minutes of the August 12, 2014 Joint Regular Meeting B. Approval of claims C. Acknowledge receipt of monthly budget status report Mr. Bonebrake moved, seconded by Dr. Kelley to approve the Consent Agenda with claims totaling $39,327.11. 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. Report from OPGA Manager Larry Langford presented the monthly golf status report. 6. Report from OPGA Attorney None Owasso Public Golf Authority August 19, 2014 Page 2 7. New Business None 8. Adjournment Mr. Bush moved, seconded by Mr. Bonebrake to adjourn the meeting. YEA: Bonebrake, Bush, Dunn, Kelley, Moberly NAY: None Motion carried 5 -0 and the meeting adjourned at 7:49 pm. Jeri Moberly, Chairman Lisa Wilson, Minute Clerk Claims List 9/2/2014 Budget Unit Title Vendor Name Payable Description Payment Amount OPGA BGR DAILY ACCT. REIMB GOLF PETTY CASH 673.20 JPMORGAN CHASE BANK GIRT PLAINS - BEVERAGE 601.29 BGR DAILY ACCT. REIMB GOLF PETTY CASH 715.15 JPMORGAN CHASE BANK WALMART -FOOD 53.75 JPMORGAN CHASE BANK WALMART -FOOD 54.75 JPMORGAN CHASE BANK REASORS -FOOD 14.86 JPMORGAN CHASE BANK REASORS -BEER 56.97 JPMORGAN CHASE BANK SYSCO -FOOD 1,167.87 JPMORGAN CHASE BANK SYSCO -FOOD 1,234.22 JPMORGAN CHASE BANK SYSCO -FOOD 751.78 JPMORGAN CHASE BANK SAMS -FOOD 73.37 JPMORGAN CHASE BANK WALMART -FOOD 57.74 JPMORGAN CHASE BANK EXECUTIVE COFFEE - BEVERAGE 103.89 JPMORGAN CHASE BANK EXECUTIVE COFFEE - BEVERAGE 38.94 JPMORGAN CHASE BANK JGRT PLAINS - BEVERAGE 571.81 TOTAL OPGA 6,169.59 GOLF SHOP ITEXOMA GOLF INC IGOLF RANGE SUPPLIES 167.11 TOTAL GOLF SHOP 167.11 CART OPERATIONS IJPMORGAN CHASE BANK TIMMONS OIL -FUEL 3,297.43 TOTAL CART OPERATIONS 3,297.43 COURSE MAINT AEP IPSO ELECTRIC USE 1,993.76 IAT&T LONG DISTANCE LONG DISTANCE PHONE USE 25.31 TOTAL COURSE MAINT 2,019.07 FOOD & BEV JPMORGAN CHASE BANK SAMS- SUPPLIES 20.23 JPMORGAN CHASE BANK SYSCO- SUPPLIES 128.60 JPMORGAN CHASE BANK SADDORIS -LINEN RENTAL 359.39 JPMORGAN CHASE BANK SYSCO- SUPPLIES 557.45 TOTAL FOOD & BEV 1,065.67 GOLF ADMIN JPMORGAN CHASE BANK COX -CABLE 70.04 JPMORGAN CHASE BANK GOLFSWITCH -TEE TIMES 150.00 AEP IPSO ELECTRIC USE 1,539.14 AT &T LONG DISTANCE LONG DISTANCE PHONE USE 52.33 TOTAL GOLF ADMIN 1,811.51 FUND GRAND TOTAL 14,530.3 Page 1 Claims List 9/2/2014 Budget Unit Title I Vendor Name Payable Description IPayment Amount OPGA GRAND TOTAL $14,530.38 Page 2 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 08123114 Department Payroll Expenses Total Expenses Golf Shop Operations 2,579.50 2,980.24 Cart Operations 1,904.15 2,137.97 Golf Course Operations 10,657.04 12,436.38 Food & Beverage 3,575.01 4,083.36 General & Administration 3,017.90 3,581.39 FUND TOTAL 21,733.60 25,219.34 The City Wit out Limits. TO: The OPGA Chairman and Trustees City of Owasso FROM: Chris Cook Bailey Ranch Golf Club - Golf Course Superintendent SUBJECT: Recommendation to Reject Bids for Mowing Equipment DATE: August 29, 2014 BACKGROUND Due to harsh working conditions and constant use throughout the growing season, golf course mowing equipment has a relatively short life expectancy of 4 -6 years. The age of our current fleet ranges from 7 -18 years old, and has become increasingly unreliable over the past several years. Additionally, manufacturers are only required to produce replacement parts for 10 years past the manufacture date. This has caused replacement parts to become increasingly more expensive and difficult to find. During FY2012 -13, examination and analysis of the current mower fleet became priority due to several factors: increasing age of fleet, reductions in efficiency and reliability, and a sharp increase in repair costs (man hours and replacement materials). BID PREPARATION: After all options were considered during bid preparation, it became apparent, that a lease -to- purchase option would provide the best cost benefit to Owasso taxpayers, members, and guests of Bailey Ranch Golf Club. Due to the fairly short life expectancy of this equipment, it was determined that purchasing one or two mowers each year would not allow us to maximize our efficiency and lower expenses. Leasing all needed machines in one package with an option to purchase allows the grounds department to immediately reduce repair costs and reduce mower down time while increasing staff productivity. BID PROCESS: Staff prepared specifications and requested sealed bids from vendors on August 51h, 2014 for 10 pieces of equipment to include one (1) Riding Greens Mower one, (1) Walking Greens Mower, two (2) Tee Mowers, two (2) Fairway Mowers, one (1) Surrounds Mower, one (1) Triplex Rotary Mower, one (1) Zero Turn Rotary Mower and one (1) Pull- behind Rotary Mower. Bids were opened August 15, three vendors responded. BID ANALYSIS: Staff examined the submitted bid packages for compliance any improper or unbalanced bids and two of the three submittals were non - compliant. Professional Turf Products did not meet specifications for the Walking Green Mower which eliminated them from consideration. Professional Turf Products did not bid on Alternate #2 (Pull Behind Rotary Mower) because they do not have that piece in their product line. P &K Equipment did not meet specifications for the Fairway Mowers nor the Surrounds Mower which eliminated them from consideration. Luber Bros. met specifications; however the bid exceeded budget expectations. After careful review, staff feels a substantial savings could be realized by revising the bid document and re- advertising at a later date. Furthermore, because we are entering a season in which mowing requirements are decreasing, an addition savings to the current budget could be realized by delaying ownership until the spring mowing season. Although this delays the process further, staff believes that this will be in the best interest of the City in the long run. RECOMMENDATION: Staff recommends City Council reject all bids due to non - compliance and the cost exceeding the OPGA funding requirements.