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Home My WebLink About2007.03.20_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: March 20, 2007 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, March 16, 2007. / Juliann Stevens, Deputy City Clerk r k AGENDA 1. Call to Order Chairman Stephen Cataudella 2. Invocation Chris Tiger, First United Methodist 3. Flag Salute 4. Roll Call S AAgenda s \OP W A\2007\0320. doc Owasso Public Works Authority March 20, 2007 Page 2 5. 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 6, 2007 Regular Meeting. Attachment # 5 -A B. Approval of Claims. Attachment # 5 -B C. Acknowledgement of receiving the monthly FY 2006 -2007 budget status report. Attachment # 5 -C 6. Consideration and appropriate action relating to a request for Trustee adoption of Resolution No. 2007 -01, a resolution increasing the Yardwaste Collection Rates for cart service to $9.00 per month per 90- gallon cart and $8.00 for ten 40- gallon collection bags. Ms. Stagg Attachment #6 Staff will recommend Trustee adoption of Resolution No. 2007 -01. 7. Consideration and appropriate action relating to a request for Council approval of Change Order No. 1 to the construction contract between the City of Owasso and McGuire Bros. Construction Company for the Water Systems Improvements Phase II (West) Water Transmission Main, Booster Pump Station, and Pressure Plane Appurtenances Project. Ms. Stagg Attachment 47 Staff will recommend Council approval of Change Order No. 1 to the construction contract between the City of Owasso and McGuire Bros. Construction Company for the Water Systems Improvements Phase II (West) Water Transmission Main, Booster Pump Station, and Pressure Plane Appurtenances Project in the amount of $370,389.73 for a revised contract amount of $4,018,574.36. S:Agendas \0PWA\2007\0320. doc Owasso Public Works Authority March 20, 2007 Page 3 8. Report from OPWA Manager. 9. Report from OPWA Attorney. 10. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 11. Adjournment. S AAgendas \OP W A\2007\03 20. d00 OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, March 6, 2007 The Owasso Public Works Authority met in regular session on Tuesday, March 6, 2007 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, March 2, 2007. ITEM 1. CALL TO ORDER The meeting was called to order at 7:15 p.m. ITEM 2. FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3. ROLL CALL PRESENT ABSENT Steve Cataudella, Chair D.J. Gall, Trustee Brent Colgan, Vice Chair Wayne Guevara, Trustee Susan Kimball, Trustee A quorum was declared present. STAFF Rodney J. Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the February 20, 2007 Regular Meeting. B. Approval of Claims. Mr. Colgan moved, seconded by Mr. Guevara, to approve the OPWA Consent Agenda with claims totaling $765,627.01 and payroll claims totaling $71,753.11. YEA: Cataudella, Colgan, Guevara, Kimball NAY: None Motion carried 4 -0. Owasso Public Works Authority ITEM 5. REPORT FROM OPWA MANAGER None ITEM 6. REPORT FROM OPWA ATTORNEY None ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Colgan moved, seconded by Mr. Guevara, to adjourn. YEA: Cataudella, Colgan, Guevara, Kimball NAY: None Motion carried 4 -0 and the meeting was adjourned at 7:16 p.m. Pat Fry, Minute Clerk 2 March 6, 2007 Steve Cataudella, Chairman OPWA CLAIMS TO BE PAID 03/20/07 VENDOR DESCRIPTION AMOUNT ROAD BORING SPECIALISTS REFUND -WATER TAP 500.00 REFUND TOTAL 500.00 OFFICE DEPOT OFFICE SUPPLIES 76.94 CARTRIDGE WORLD CARTRIDGE REFILL 34.38 UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 62.60 WAL -MART COMMUNITY SUPPLIES 9.14 EXPRESS GRAPHICS LEGAL SERVICES 3,353.52 AEP /PSO 02/07 USE 1,255.26 OKLAHOMA NATURAL GAS 03/07 USE 181.77 LOWES HOME IMPROVEMENT BUILDING MAINT SUPPLIES 164.34 TERMINIX PEST CONTROL 46.00 AT &T PHONE USE 31.14 AT &T PHONE USE 282.84 OKLA TRANSPORTATION AUTHORITY PIKEPASS TOLLS 1.15 THE FADLER COMPANY CHARACTER TRAINING 46.01 ADMINISTRATION DEPT TOTAL 5,545.09 OFFICE DEPOT OFFICE SUPPLIES 15.75 CHOICEPAY BILLING SERVICE 3.00 TYRONE EUGENE DINKINS METER READER 358.20 TOMMY G ARRINGTON METER READER 130.95 KATHLEEN A BALSIGER METER READER 305.10 MARK MEYER METER READER 548.55 DAVID R. OLINGHOUSE METER READER 441.90 MARK MEYER METER READER 375.75 DAVID R. OLINGHOUSE METER READER 269.10 KATHLEEN A BALSIGER METER READER 151.65 TYRONE EUGENE DINKINS METER READER 215.25 NOLAN RAY LANE METER READER 76.50 WATER PRODUCTS BATTERIES 795.00 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 565.50 TECHNICAL PROGRAMMING SERVICES BILLING SERVICE 1,031.66 UTILITY BILLING DEPT TOTAL 5,283.86 TREASURER PETTY CASH SUPPLIES 6.51 WATER PRODUCTS REPAIR /MAINT SUPPLIES 366.20 UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 101.52 BROWN FARMS SOD 110.00 WATER PRODUCTS REPAIR /MAINT SUPPLIES 596.66 TWIN CITIES READY MIX CONCRETE 91.50 CITY OF TULSA PURCHASED WATER 140,112.79 AEP /PSO 02/07 USE 712.23 ACCURATE ENVIRONMENTAL TRAINING /EXAM - BARGAS 300.00 HOLIDAY INN LODGING /STEVENS 240.00 WATER DEPT TOTAL 142,637.41 OFFICE DEPOT OFFICE SUPPLIES 22.99 CARD CENTER PRINT CARTRIDGE 49.38 GELLCO UNIFORMS & SHOES WORK BOOTS - PRIDGEN /CARTER 233.98 VENDOR DESCRIPTION AMOUNT UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 98.57 PUMPS AND CONTROLS POLYMER PUMP PARTS 4.24 INDUSTRIAL MOTOR SERVICE REPAIR MOTOR 254.00 GREEN COUNTRY TESTING SAMPLES /ANALYSIS 210.00 HUTHER & ASSOCIATES SAMPLES /ANALYSIS 1,221.00 THE UPS STORE SHIPPING PARTS 6.19 AEP /PSO 02107 USE 19,045.08 AT &T PHONE USE 3.90 AT &T PHONE USE 115.27 ACCURATE ENVIRONMENTAL TRAIN ING - MCKNIGHT /SUNG /STEVENS 1,425.00 HOLIDAY INN LODGING /MCKNIGHT /SUNG 480.00 OK DEPT OF ENVIRONMENTAL QUALITY EXAM - CARTER 40.00 ACCURATE ENVIRONMENTAL EXAM FEE - MCKNIGHT /SUNG /STEVENS 30.00 WW TREATMENT PLANT DEPT TOTAL 23,239.60 O'REILLY AUTOMOTIVE SUPPLIES 3.69 UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 65.42 INTERSTATE ELECTRIC CORPORATION REPAIR - SUBMERSIBLE PUMP 1,063.00 WATER PRODUCTS REPAIR /MAINT SUPPLIES 67.06 O'REILLY AUTOMOTIVE SUPPLIES 3.98 AEP /PSO 02107 USE 3,640.54 VERDIGRIS VALLEY ELECTRIC COOP LIFT STATION USAGE 404.35 OKLAHOMA NATURAL GAS 03/07 USE 149.62 AT &T PHONE USE 148.47 WASTEWATER DEPT TOTAL 5,546.13 O'REILLY AUTOMOTIVE SUPPLIES 56.24 UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 98.08 O'REILLY AUTOMOTIVE SMALL TOOLS 60.96 TREASURER PETTY CASH CAR WASH 15.00 NATIONAL POWER WASH POWER WASHING- VEHICLES 120.00 AT &T PHONE USE 0.75 AT &T PHONE USE 19.21 US CELLULAR CELL PHONE USAGE 60.69 REFUSE DEPT TOTAL 430.93 UNIFIRST HOLDINGS UNIFORM RENTAL /CLEANING 14.20 ZEE MEDICAL FIRST AID SUPPLIES 46.50 AEP /PSO 02/07 USE 100.26 AT &T PHONE USE 22.30 WASTE MANAGEMENT QUARRY LANDFILL TIPPING FEES 2,034.14 KEYSTONE SERVICES RENTAL - ASPHALT PAVER 2,500.00 RECYCLE DEPT TOTAL 4,717.40 OPWA OPERATING FUND TOTAL 187,900.42 HOME DEPOT USA DEBT SERVICE MONTHLY PAYMENT 5,061.46 TYANN DEVELOPMENT COMPANY MONTHLY DEBT SERVICE 21,092.88 OPWA SALES TAX FUND TOTAL 26,154.34 OPWA GRAND TOTAL 214,054.76 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE DEPARTMENT 3/3/2007 OVERTIME TOTAL EXPENSES EXPENSES ;' „ 2,895.16 .. CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2006 -2007 Statement of Revenues & Expenses As of February 28, 2007 MONTH YEAR TO -DATE TO -DATE BUDGET OPERATING REVENUES Water 222,441 2,273,845 3,200,000 Wastewater 83,495 842,544 1,260,000 Refuse & recycle 73,274 699,376 1,073,000 Other fees 20,303 265,851 545,500 Interest & other 2,661 17,807 25,500 TOTAL OPERATING REVENUES 402,173 4,099,422 6,104,000 OPERATING EXPENSES PERCENT 71.06% 66.87% 65.18% 48.74% 69.83% 67.16% Personal services 144,515 1,184,043 1,924,165 61.54% Materials & supplies 179,952 1,836,317 2,813,430 65.27% Other services 82,898 635,893 938,595 67.75% Capital outlay 2,540 42,938 352,672 12.18% Debt service - - - TOTAL OPERATING EXPENSES 409,904 3,699,191 61028,862 61.36% REVENUES OVER EXPENSES (7,731) 400,231 75,138 TRANSFERS OUT (27,083) (216,667) (325,000) 66.67% NET INCOME (LOSS) (34,814) 183,564 (249,862) WORKING CAPITAL - Beginning Balance 991,070 1,000,000 WORKING CAPITAL - Ending Balance 1,174,634 750,138 MEMORANDUM TO: THE HONORABLE CHAIRMAN AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ANA C. STAGG, P.E. PUBLIC WORKS DIRECTOR SUBJECT: YARDWASTE COLLECTION FEES DATE: March 16, 2007 BACKGROUND: In 1990, as an enhancement to the city's recycling efforts, the Owasso Public Works Authority implemented the seasonal separation and collection of yardwaste material. Such program was implemented in an effort to reduce volume of biodegradable material buried in landfills, control waste disposal costs, and support the environment. Collections services are provided to our residents for a fee of $6.50 per month (90- gallon cart service) or $3.75 for ten 40- gallon bags. These rates have not changed since the implementation of the yardwaste collection program in 1990 and are in need of adjustment to compensate for increased service costs. FEE ANALYSIS: A review of the entire refuse operations indicates that the residential yardwaste collection program results in approximately 18% of the cost incurred by the OPWA to maintain this service. Based on this percentage, expenses are broken down as follows: Administrative $ 16,526 Billing 9,167 Personal Services 62,626 Materials and Supplies 42,134 Other Services and Charges 37,804 Capital Outlay 1,230 Total Expenses $ 169,486 Please note that this figure does not include the initial costs for purchase by the OPWA of carts or vehicles involved in the process of collecting yardwaste. The above figures do include the costs allocated for 2.5 employees to operate this program. Yardwaste Collection Fees Page 2 of 3 Conversely, the estimated revenues generated as a result of the yardwaste collection program are as follows: Yardwaste Carts $ 46,000 Yardwaste Bags $ 12,000 Landfill savings (est.) $ 34,049 Total Revenues $ 92,049 FEE ADJUSTMENT: As shown above, current operations result in an estimated underwriting of the yardwaste collection program costs at $77,437 per year. To address this deficit, staff would like to recommend that yardwaste program rates be adjusted as soon as possible to reduce the financial burden on other city operations. Because of savings resulting from the avoidance of landfill fees and transportation to and from the landfill, it is reasonable to expect that the monthly fees for yardwaste services be less than that established for residential refuse service. Similarly, it would be prudent to establish lower fees to discourage the inclusion of yardwaste in residential collection. Based on current operation expenses, monthly yardwaste cart fee should be increased to $9.00 — which is $2.00 less than the current residential refuse fee of $11.00 per month. It is also recommended that such $2.00 discount (between residential and yardwaste fees) be maintained as fees in residential refuse operations are adjusted to accommodate operating costs. Similarly, staff would also like to recommend that the rates for the bag yardwaste be adjusted to better reflect current operating costs. Currently, the bag yardwaste customer receives 106 gallons of yardwaste hauling per $1 spent, as compared to the cart customer that receives 55 gallons of yardwaste hauling per $1 spent. Additionally, the difference between purchase and sell price per bag is only $0.06 — insufficient to compensate for collection costs. As a result, staff's recommendation would be to increase rates for the sale of yardwaste bags to $8.00 per package of ten bags. To enable the financing of the 2007 yardwaste program, it is recommended that the adjustment becomes effective April 1, 2007. The recommended rates would yield projected revenues as follows: Polycarts $ 63,693 Bags 25,600 Landfill Savings 34,049 Total Revenues $123,342 Yardwaste Collection Fees Page 3 of 3 OWPA RESOLUTION NO. 2007 -01: Section 17 -218 of the Code of Ordinances of the City of Owasso provides for the establishment of rates through the adoption of a resolution. Resolution 2007 -01of the OPWA establishes new rates for the yardwaste collection program as $9.00 per month for cart service and $8.00 per ten yardwaste bags. This resolution specifies an effective date of April 1, 2007. It should be noted that the requested action for Trustee adoption of OPWA Resolution No. 2007 -01 is precursor to a request before the Owasso City Council on the March 20, 2007 City Council agenda, directly following the meeting of the OPWA. CITY COUNCIL RESOLUTION NO. 2007-02: Resolution 2007 -02 of the City Council authorizes the action taken by the OPWA to establish new rates for the yardwaste collection program, approves the rate and establishes an effective date of the increase. The requested action to adopt Council Resolution No. 2007 -02, is contingent upon Trustee approval of OPWA Resolution No. 2007 -01. NOTIFICATION TO THE PUBLIC: Publication of the fixing, setting, or changing of fees and charges, and of regulations pertaining to the collection of trash, garbage, rubbish and refuse, by posting notices in five (5) public places, for seven (7) days, shall be deemed satisfactory notice to any person of such resolution, regulation, setting, fixing or changing fees or charges. Pending Trustee adoption of OPWA Resolution No. 2007 -01 and City Council adoption of Resolution No. 2007 -02, the new yardwaste fees will be advertised in the Owasso Reporter, posted at the Owasso Community Center, City Hall, and Library, as well as the homepage of the city's website. RECOMMENDATION: 1. Staff recommends Trustee adoption of OPWA Resolution No. 2007 -01, a resolution establishing an increase in rates associated with the yardwaste collection and disposal program, effective April 1, 2007. 2. Staff recommends City Council adoption of Resolution 2007 702, a resolution approving the action taken the Owasso Public Works Authority to increase rates associated with the yardwaste collection and disposal program effective April 1, 2007 as stated in OPWA Resolution No. 2007 -01. ATTACHMENTS: A. OPWA Resolution No. 2007 -01 OWASSO PUBLIC WORKS AUTHORITY OWASSO, OKLAHOMA RESOLUTION 2007 -01 A RESOLUTION OF THE OWASSO PUBLIC WORKS AUTHORITY ADOPTING RATES TO BE CHANGED FOR THE PROVISION OF NECESSARY REFUSE COLLECTION, YARDWASTE COLLECTION, AND DISPOSAL SERVICES TO POLYCART REFUSE CUSTOMERS, AND ESTABLISHING AN EFFECTIVE DATE. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY THAT: SECTION ONE: From and after the effective date as hereinafter set forth, the charges by the Owasso Public Works Authority to its customers for cart refuse and yardwaste collection service are described as follows: Type of Cart Rate Residential $11.00 Multi- Family $11.00 Commercial $13.00 Yard Waste $9.00 SECTION TWO: The fee for yardwaste collection bag service will be $8.00 per each yardwaste -bag package. SECTION THREE: Any customer having reached the age of sixty -five (65) years and retired from full -time employment, or alternatively, any customer being totally permanently disabled and receiving Social Security Disability Benefits therefore, may make application for and receive a diminution of rate to the Residential rate in effect prior to the date hereof ($9.00). SECTION FOUR: the rates hereby approved shall become effective with the first utility billing in April 2007. SECTION FIVE: All resolutions, or parts of resolutions, in conflict with this resolution are repealed to the extent of the conflict only. SECTION SIX: If any part or parts of this resolution are held invalid or ineffective, the remaining portion shall not be affected but remain in full force and effect. ADOPTED this 20th day of March, 2007 by the Trustees of the Owasso Public Works Authority. Stephen Cataudella, Chairman ATTEST: Sherry Bishop, Authority Secretary APPROVED AS TO FORM: Julie Lombardi, Authority Attorney MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: JOE JOHN NURRE, P.E. CITY ENGINEER SUBJECT: WATER SYSTEM IMPROVEMENTS PHASE II WEST TRANSMISSION MAIN, BOOSTER PUMP STATION AND PRESSURE PLANE APPURTENANCES CHANGE ORDER NUMBER 1 DATE: March 16, 2007 BACKGROUND: Included as part of the improvements recommended by the Water Master Plan, this project represents the last phase of enhancements to the City's water distribution system to address water demands for the next twenty years. Specifically, the improvements include approximately two miles of 30 -inch water transmission piping along East 106th Street North, a new booster pump station (located in the base of the recently completed 2 million gallon water tower) to maintain transmission pressure during periods of peak demand and pressure regulating appurtenances to allow the separation of pressure planes. Bids for the project were received on January 9, 2006. McGuire Bros. Construction Company was determined to be the lowest responsive and responsible bidder and Public Works Authority awarded a construction contract in the amount of $3,848,184.63 to them during its regular meeting of January 17, 2006. CONTRACT CHANGES: The work was awarded as a unit price contract where the quantities presented in the Bid Form were estimated based on expected conditions and used solely for the purpose of comparison of bids. It was therefore anticipated that a quantity adjustment be made at final payment to reflect actual quantities provided, as well as any changes in scope which may have developed during construction. Funding for final quantity adjustment, and other necessary changes, was included under the Project Allowance Line Item ($210,000) listed in the Bid Tabulation and Project Schedule of Values. Attachment A summarizes quantity over -runs and under -runs for the project. Many of these costs are associated with small amounts of an item either unused or used in addition to the estimated quantity. Large quantity over -runs include: Project Cost Reconciliation Water System Improvements Page 2 of 3 Item 6 — 30" Ductile Iron Pipe (Restrained) - $80,793.00 — This over -run reflects adjustments to the location and total length of restrained pipe based on field conditions. While these adjustments occurred at several locations, they were primarily associated with alignment adjustments east of Memorial Drive caused by the discovery of an existing Washington Co. RWD #3 waterline interfering with the proposed alignment. Other costs associated with this item include Item 14 — 30" Restrained Bend - $22,200.00. These over -runs are partially offset by an associated quantity under -run of $45,540.00 for unrestrained 30" pipe (Item 5). Item 52 — Pavement Removal and Replacement, Concrete - $16,720.00 — This over -run reflects adjustments caused by unanticipated driveway removal and replacement at residences along the alignment. Item 62 — Temporary Pumping Station - $183,600.00 — This over -run reflects adjustments caused by the extended need for these facilities throughout the summer of 2006. Because of the delayed completion of the City of Tulsa's North Sheridan Extension, Public Works Engineering and Operations staff anticipated the possible need for these facilities to augment City of Tulsa pressure during the peak summer demand periods. The Bid Proposal for the project included a Pay Item for a Temporary Pumping Station for 8 weeks duration. Price bid for this item was $30,600 per week. The pumping station was installed by the Contractor at the direction of Public Works on June 21, 2006, and it was used during all weeks in July; four of the five weeks of August and continuously from July 19 to August 15. It was removed from service and returned to the manufacturer during the week of September 18 -22 — a total of 14 weeks of service. This over- run reflects six additional weeks of service. Item 67 — 12" Ductile Iron Pipe (Restrained) - $38,286.00 — This over -run reflects a similar condition for the 12" distribution line adjacent to the 30" transmission line from Memorial Drive to Mingo Road. No additional restrained fittings were required. A similar offsetting under -run in unrestrained pipe is reflected in Item 66 ($28,360.00). Item 88 — 36" Conduit, Steel, Bored - $15, 850.00 — This over -run reflects a post - design decision to extend the bore beneath U.S. Highway 169 to a location south of the recently completed portion of the Owasso Expressway along the Tyann Plaza frontage. This decision eliminated the need to open cut and repair the new road and the potential need for road closure associated with this work. Attachment A indicates $127,748.83 in quantity under -runs and $378,429.50 in quantity over- runs of which $183,600.00 is accounted for by the single item relating to extended temporary pump station use. The net cost of contract quantity over -runs is $250,680.67. Attachment B summarizes items not anticipated in the original scope but required for the proper completion of the project. These items include an additional pressure regulating structure between the 30" transmission line and the 12" distribution line; conduit and telemetry circuits to Project Cost Reconciliation Water System Improvements Page 3 of 3 allow for remote monitoring of the status of the new Tulsa master meter vault; valves and fittings to increase the efficiency of the temporary pumping facility and other miscellaneous fittings, services and items. Total charges against the contingency as change orders or additions in scope are $119,709.06. Change Order No. 1 includes all quantity adjustments ($250,680.67) and scope changes ($119,709.06) for a total additive sum of $370,389.73 — or 9.6% of the original contract amount. Attachment C reconciles the sum of the original construction costs, net change in quantities and changes by Change Order (Total Construction Costs) against Total Completed as shown on the most recent Schedule of Values. The difference is the balance to finish the project - $111,641.50 — of which $110,600 is dedicated to completing the booster pump station and instrumentation and the remainder to final right -of -way restoration. FUNDING: Funding for the project is provided by the Oklahoma Water Resources Board as a loan from the Drinking Water State Revolving Fund. Additional funding for acquisition of Right -of -Way was provided by remaining Vision 2025 funds. DWSRF loan application was approved for $4,643,250.00 to compensate construction, easement and right -of -way acquisition, engineering, bonding and financing costs and an allowance of $200,000. Additional funding to compensate for the remainder of Change Order No. 1, in the amount of $170,389.73, will be obtained from savings in right -of -way acquisition and engineering costs (approximately $500,000 savings). RECOMMENDATIONS: Staff recommends Trustee consideration and approval of Change Order No. 1 in the amount of $370,389.73 to the Phase H (West) Transmission Main, Booster Pump Station and Pressure Plane Appurtenances Project for a revised contract amount of $4,018,574.36. ATTACHMENTS: A. Summary of Project Over -runs and Under -runs B. Project Allowance Summary C. Reconciliation at Project Completion Attachment A City of Owasso - Water Systems Improvement Projects - Phase II (West) McGuire Brothers Construction, Inc., 8415 S. Regency Drive, Tulsa, OK 74131 Summary of Project Over -runs and Under -runs Item No. Description Unit Unit Cost Quantity Scheduled Value Work Completed Quantity Over - run /Under -run From Previous Application (D +E) D D n M Z h J Part 1 - Transmission Line and Booster Pump Station 5 30" DIP, Class 250 LF $99.00 9445.00 $935,055.00 $889.515.00 145 540 On 6 30" DIP, Class 250 Restrained LF $141.00 1365.00 $192.46500 $273,258.00 $80,793700 10 12 "x12 "x12" Tee Restrained EA $461.00 2.00 $922.00 $000 _ uo 12 8 "x8 "x6" Tee Restrained EA $260.00 1.00 $260.00 $0.00 S. "0 00 13 6 "x6 "x6" Tee Restrained EA $220.00 1.00 $220.00 $000 (5220.00 14 30" Bend Restrained EA $3,700.00 8.00 $29,600.00 $51,800.00 $22,200.00 15 12" Bend Restrained EA $350.00 1.00 $350.00 $3,15000 $2,800.00 16 10" Bend Restrained EA $275.00 1.00 $275.00 $0.00 17 8" Bend Restrained EA $225.00 1.00 $225.00 $675.00 $45000 18 6" Bend Restrained EA $185.00 1.00 $185.00 $1,480.00 $1,295.00 20 12" Plug Restrained EA $205.00 3.00 $615.00 $1,025.00 $410.00 21 10" Plug Restrained EA $180.00 1.00 $180.00 $0.00 (S 180 00 22 8" Plug Restrained EA $155.00 1.00 $155.00 $0.00 23 6" Plug Restrained EA $140.00 3.00 $420.00 $0.00 (5420.00 24 12" Gate Valve w /Extension and Box EA $1,360.00 2.00 $2,720.00 $5,440.00 $2,720.00 25 10" Gate Valve w /Extension and Box EA $1,100.00 1.00 $1.100.00 $0.00 ($1,100.00 26 8" Gate Valve w /Extension and Box EA $855.00 1.00 $855.00 $0.00 (5855.00 35 Solid Sleeve, Restrained, 16" EA $650.00 1.00 $650.00 $0.00 (5650.00 36 Solid Sleeve. Restrained, 12" EA $300.00 4.00 $1,200.00 $300.00 ($900.00 37 Solid Sleeve, Restrained. 8" EA $210.00 5.00 $1,050.00 $840.00 ($210.00 38 Solid Sleeve, Restrained, 6" EA $180.00 1.00 $180.00 $1,080.00 $900.00 39 Concrete Encasement CY $105.00 32.00 $3,360.00 $6,300.00 $2,940.00 43 ISodding LF $5.00 4000.00 $20,000.00 $11,785.00 44 Seeding LF $1.50 7169.00 $10,753.50 $14,994.00 $4,240.50 45 Street Washdown LF $0.01 11169.00 $111.69 $000 ($111.69; 47 Traffic Control Device, Type 1 Barricade SD $0.45 600.00 $270.00 $9450 ($175 5O 48 Traffic Control Device, Type II Barricade SD $0.45 600.00 $270.00 $99.00 ($17- -- 49 Traffic Control Device, Type III Barricade SD $1_10 600.00 $660.00 $24200 ($418.00 50 Traffic Control Device, Safe Barr w/ Lights SD $0.55 3600.00 $1,980.00 $22880 (S1 751 20, 51 Pavement Removal and Replace, Asphalt SY $65.00 75.00 $4,875.00 $6,305.00 $1,430.00 52 Pavement Removal and Replace, Concrete SY $80.00 50.00 $4,000.00 $20,720.00 516,720.00 53 Sawcut LF $2.50 120.00 $300.00 $445.00 $145.00 54 Straw Bale Erosion Control EA $2.00 200.00 $400.00 $0.00 ($400.00; 55 Straw Mulch Erosion Control SY $1_00 200.00 $200.00 $0.00 $200.00 s 56 Silt Fence LF $1.00 1000.00 $1,000.00 $0.00 ($1.000.00 57 1 Flowable Fill CY $75.00 50.00 $3.750.00 $0.00 $3,750.00 60 Project Sin EA $500.00 2.00 $1,000.00 $0.00 (S1 000 0!! 62 Temporary Pumping Station WK $30,600.00 8.00 $244.800.00 $428,400.00 $183.600.00 Part 2 - 12" Distribution Line D D n M Z h J Attachment A Sum of Contract Quantity Under -runs ($127,748 83) Sum of Contract Quantity Over -runs $378,429.50 Net of Contract Quantity Over -runs $250,680.67 66 12" DIP, Class 51 LF 540.00 5740.00 $229,600.00 $201.240.00 S28 36000, 67 12" DIP, Class 51, Restrained LF S54.00 490.00 $26.460.00 $64,746.00 $38,286.00 69 12"02"x&' Tee Restrained EA $450.00 200 $900.00 $450.00 �'4b JC 70 12" Plug Restrained EA $205.00 7.00 $1,435.00 $410.00 ($1.025.00 71 12" Solid Sleeve EA 5300.00 3.00 $900.00 $1,200.00 $300.00 72 12" Gate Valve w /Extension and Box EA $1,300.00 9,001 $11.70000 $7,800.00 "90C. � , 76 Concrete Encasement CY $105.00 10.00 $1,050.00 $1,680.00 $630.00 77 24" Conduit, Steel, 3/8" Wall, Bored LF $207.00 120.00 $24,840.00 $20.700.00 ($4.140.00: Part 3 - U.S. Hwy. 169 Crossing 81 20" DIP, Class 250, Restrained LF $9100 704.00 $65,472.00 $50.778.00 S14 694 Or 86 12" Gate Valve w /Extension and Box EA $1.360.00 2.00 $2,720.00 $5,440.00 $2,720.00 87 12" Solid Sleeve EA $300.00 2.00 $600.00 $0.00 88 Concrete Encasement CY $105.00 1.00 $105.00 $0.00 89 36" Conduit, Steel, 3/8" Wall, Bored LF $317.00 360.00 $114,120.00 $129,970.00 $15,850.00 90 Sodding LF $5.00 34400 $1.720.00 $315.00 92 Street Washdown LF $0.01 344.00 $144 $000 93 Traffic Control Device, Orange Safe Fence LF $1.00 400.00 $400.00 $0.00 94 ITraffic Control Device, Type I Barricade SD $0.45 90.00 $40.50 $0.00 95 Traffic Control Device, Type II Barricade SD $0.45 90.00 $4050 $0.00 96 Traffic Control Device, Type III Barricade SD $1.10 90.00 $99.00 $0.00 00? 97 Traffic Control Device, Safe Barr w/ Lights SD $0.55 240.00 $132.00 $0.00 ;2.00 98 Pavement Remove and Replace, Asphalt SY $65.00 5.00 $325.00 $0.00 ($325.00; 99 Pavement Remove and Replace, Concrete SY $80.00 60.00 $4,800.00 $2,800.00 ($2.000.00; 100 Sawcut LF $2.50 60.00 $150.00 $0.00 ($150.00, 101 1 Straw Bale Erosion Control EA $2.00 100.00 $200.00 $0.00 ($200.00, 102 Straw Mulch Erosion Control SY $1.00 50.00 $50.00 $0.00 ($50.00? 103 1 Flowabie Fill I CY $75.00 10.00 $750.00 $0.00 ($750.00; Sum of Contract Quantity Under -runs ($127,748 83) Sum of Contract Quantity Over -runs $378,429.50 Net of Contract Quantity Over -runs $250,680.67 Attachment B City of Owasso - Water Systems Improvement Projects - Phase II (West) McGuire Brothers Construction, Inc., 8415 S. Regency Drive, Tulsa, OK 74131 Project Allowance Summary Item Description Quantity Units Unit Price Price 12" PRV & Vault 1 EA $29,250.00 $29,250.00 12" Check Valve 1 EA $17,525.00 $17,525.00 20 "x20 "x20" Tees 2 EA $4,800.00 $9,600.00 12" Cross 1 EA $580.00 $580.00 Conduit under Sheridan Rd. for Tulsa Meter Telemetry 1 LS $4,600.00 $4,600.00 16" Butterfly Valve and 12" PRV @ Temporary Pumps 1 LS $15,273.44 $15,273.44 Telemetry at Tulsa PSV Vault 1 LS $19,140.00 $19,140.00 Laptop Computers 2 EA $3,365.00 $6,730.00 30 "x24" Reducer 1 EA $3,550.00 $3,550.00 Concrete Testing 1 LS $1,771.35 $1,771.35 Concrete Testing Overhead @ 20% 1 LS $364.27 $364.27 Valve Box Pad (4" Thick x 24" Diameter) 74 EA $40.00 $2,960.00 Relocate Transformer Pad at Pump Station 1 LS $5,709.00 $5,709.00 Replace 2 1 -Phase Buckets & Breakers w/ 3 -Phase 1 LS $2,656.00 $2,656.00 Total Charges Against Project Allowance as Change Orders $119,709.06 D D 0 2 M z W Attachment C ATTACHMENT C City of Owasso - Water Systems Improvement Projects - Phase II (West) McGuire Brothers Construction, Inc., 8415 S. Regency Drive, Tulsa, OK 74131 Reconciliation at Project Completion Original Construction Contract $3,848,184.63 Less Item 63 - Project Allowance $210,000.00 Construction Costs - As Bid $3,638,184.63 Quantity Under -runs ($127,748.83) Quantity Over -runs $378,429.50 Change Orders $119,709.06 Total Construction Costs $4,008,574.36 Total Completed to Date $3,896,932.86 97.2% Balance to Finish $111,641.50 Total Construction Costs $4,008,574.36 OWRB (DWSRF) Contingency $200,000.00 Construction Costs Less Contingency $3,808,574.36 Construction Costs - As Bid $3,638,184.63 Additional Costs $170,389.73