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Home My WebLink About2020.07.07_OPWA AgendaPUBLIC NOTICE OF THE REGULAR MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY (OPWA) Council Chambers Old Central Building 109 North Birch, Owasso, OK TUESDAY, JULY 7, 2020 - 6:30 PM - RECEIVED 1. Call to Order Chair Bill Bush JUL UZ 2010 2. Roil Call City Clerk's Office 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. Approve minutes - June 16, 2020, Regular Meeting B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to a budget amendment Dwayne Henderson Staff recommends approval of a budget amendment in the FY 2020 -2021 Owasso Public Works Authority Fund, increasing the appropriation for expenditures by $126,400.00 in the Wastewater Collection Budget, by utilizing carryover FY 2019 -2020 funds for the 2020 Hale Acres Sewer Line Replacement Project, Phase II and III. 6. Consideration and appropriate action relating to bids received for the 2020 Owasso Market Sewer Improvement Project Daniel Dearing Staff recommends to reject all bids received for the project. Staff will revise the bid specifications and re- submit the project for bidding at a future date. 7. Report from OPWA Manager 8. Report from OPWA Attorney 9. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Report - pay period ending date June 20, 2020 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 Notice of Public Meeting filed in the office of the City Clerk on Friday, December 13, 2019, and the Agenda posted at City Hall, 200 South Main Street, a 0 fn on Thursday July 2, 2020. Chris arre Deputy City Clerk The City of Owasso encourages citizen participation. To request an accommodation due to a disability, contact the City Clerk at least 48 hours prior to the scheduled meeting by phone 918 -376 -1502 or by email to istevens@cftvofowosso.com OWASSO PUBLIC WORKS AUTHORITY (OPWA) MINUTES OF REGULAR MEETING Tuesday, June 16, 2020 The Owasso Public Works Authority (OPWA) met in regular session on Tuesday, June 16, 2020, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 13, 2019; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 6:00 pm on Friday, June 12, 2020. 1. Call to Order Chair Chris Kelley called the meeting to order at 7:44 pm. 2. Roll Call Present Absent Chair- Chris Kelley None Vice Chair- Bill Bush Trustee - Doug Bonebrake Trustee - Lyndell Dunn Trustee - Kelly Lewis A quorum was declared present. Staff: Authority Manager- Warren Lehr Authority Attorney - Julie Lombardi 3. Election of OPWA Chair Chair Chris Kelley called for a nomination for the position of Chair. Mr. Kelley moved to elect Bill Bush to serve as OPWA Chair, seconded by Mr. Bonebrake. YEA: Bonebrake, Bush, Dunn, Lewis, Kelley NAY: None Motion carried: 5 -0 4. Election of OPWA Vice Chair Chair Bill Bush called for a nomination for the position of Vice Chair. Mr. Bush moved to elect Kelly Lewis to serve as OPWA Vice Chair, seconded by Mr. Dunn. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 5. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the Authority 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. Approve minutes - June 2, 2020, and June 9, 2020, Regular Meetings B. Approve claims Ms. Lewis moved, seconded by Mr. Bonebrake to approve the Consent Agenda, as presented, with claims totaling $344,745.13. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 Owasso Public Works Authority June 16, 2020 Page 2 6. Consideration and appropriate action relating to items removed from the Consent Agenda None Consideration and appropriate action relating to a budget amendment in the Owasso Public Works Authority Fund for fiscal year end supplemental appropriations of excess sales tax revenue Linda Jones presented the item, recommending approval of a budget amendment in the Owasso Public Works Authority Fund, increasing the estimated revenue and the appropriation for expenditures by $566,410.00. There were no comments from the audience. Mr. Dunn moved, seconded by Ms. Lewis to approve a budget amendment, as recommended. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 8. Consideration and appropriate action relating to Resolution 2020 -04, providing for the adoption of an annual budget for Fiscal Year 2020 -2021 Linda Jones presented the item, recommending approval of Resolution 2020 -04. There were no comments from the audience. Ms. Lewis moved, seconded by Mr. Kelley to approve Resolution 2020 -04, as recommended. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 9. Consideration and appropriate action relating to an agreement for engineering design services for the Recycle Center Expansion Project Dwayne Henderson presented the item, recommending to approve the Agreement for Engineering Services for design of the Recycle Center Expansion Project with Casement Engineering, LLC, of Sand Springs, Oklahoma, in the amount of $39,650.00, and authorization to execute the necessary documents. There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Ms. Lewis to approve the agreement and authorize execution of documents, as recommended. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 10. Report from OPWA Manager None 11. Report from OPWA Attorney None 12. Official Notices to Council (documents for acknowledgment or information only, no discussion or action will be taken) The Chair acknowledged receipt of the following: • Payroll Payment Report — pay period ending date June 6, 2020 • Monthly Budget Status Report - May 2020 13. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None Owasso Public Works Authority June 76, 2020 Page 3 14. Adjournment Ms. Lewis moved, seconded by Mr. Dunn to adjourn the meeting. YEA: Bonebrake, Dunn, Kelley, Lewis, Bush NAY: None Motion carried: 5 -0 and the meeting adjourned at 8:01 pm. Bill Bush, Chair Juliann M. Stevens, Authority Clerk Claims List - 7/7/2020 Fund Vendor Name Payable Description Payment Amount 61 OPWA AEP /PSO ELECTRIC USE $1,074.36 AT &T CONSOLIDATED PHONE $11.76 FELKINS ENTERPRISES, LLC PUBLIC MEETING SIGNS $60.00 JPMORGAN CHASE BANK HOME DEPOT - SUPPLIES $88.31 JPMORGAN CHASE BANK INTERSTATE- BATTERIES $41.10 JPMORGAN CHASE BANK LOCKE -BULBS $43.10 JPMORGAN CHASE BANK LOCKE -FUSES $105.44 JPMORGAN CHASE BANK LOCKE- SUPPLIES $439.21 JPMORGAN CHASE BANK LOWES- MICROWAVES $299.98 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $124.73 JPMORGAN CHASE BANK OFFICE EVERYTHING -SUP $15.69 JPMORGAN CHASE BANK SAMS- SUPPLIES $223.66 JPMORGAN CHASE BANK SUNDANCE- SUPPLIES $12.99 STANDLEY SYSTEMS, LLC COPIER MAINTENANCE $372.94 JPMORGAN CHASE BANK AGREEM $1,213.73 TREASURER PETTY CASH PARKING $4.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE $90.69 UNITED STATES CELLULAR PW MONTHLY CELL PHONE INV $49.55 CORPORATION UNIFORM SERVICE $27.60 OPWA ADMINISTRATION -Total $3,057.51 JPMORGAN CHASE BANK JCPENNEY- REFUND ($106.38) OPWA BUILDING RENOVATION -Total ($106.38) BANCFIRST 800469017/098 $55,960.40 BANCFIRST 800470015/09C $23,361.34 BANCFIRST 800471013 /SANTA FE $14,375.74 BANCFIRST 800472011/RANCH CREEK $25,377.32 BANCFIRST 800780017/19C $84,891.80 OPWA DEBT SERVICE -Total $203,966.60 JPMORGAN CHASE BANK HOME DEPOT -PAINT $25.36 JPMORGAN CHASE BANK JOHN MARSHALL- FURNITU $1,040.56 JPMORGAN CHASE BANK JOHNSON F &H- CARPET $652.67 JPMORGAN CHASE BANK ROBINSON -GLASS INSTAL $1,937.00 PW RECEPTION UPGRADE -Total $3,655.59 AEP IPSO ELECTRIC USE $113.81 AT &T CONSOLIDATED PHONE $11.76 CINTAS CORPORATION FIRST AID SUPPLIES INV# 5 $96.10 JPMORGAN CHASE BANK NATURAL EVO -FEES $1,213.73 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FE $1,316.56 OSI ENVIRONMENTAL INC USED OIL - COLLECTION SER $75.00 OSI ENVIRONMENTAL INC USED OIL PICK -UP $75.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE $27.60 1 Claims List - 7/7/2020 Fund Vendor Name Payable Description Payment Amount 61 OPWA RECYCLE CENTER -Total AMAZON -CHAIR $2,929.56 CINTAS CORPORATION FIRST AID SUPPLIES INV# 5 $64.99 CRANE CARRIER COMPANY MIRROR $46.80 JPMORGAN CHASE BANK ACADEMY - UNIFORM $234.95 JPMORGAN CHASE BANK AMERIFLEX -HOSE $7.60 JPMORGAN CHASE BANK BUMP26UMP- FILTER $26.10 JPMORGAN CHASE BANK BUMP28UMP- REFUND ($40.00) JPMORGAN CHASE BANK BUMP2BUMP- SUPPLIES $512.90 JPMORGAN CHASE BANK FASTENAL -TOOLS $66.70 JPMORGAN CHASE BANK FASTENAL- WASHERS $11.18 JPMORGAN CHASE BANK GRAINGER -PPE $182.85 JPMORGAN CHASE BANK HOME DEPOT -WIRE $10.89 JPMORGAN CHASE BANK KIMS INT'L -HOSES $39.83 JPMORGAN CHASE BANK LOWES -DRILL BIT $13.96 JPMORGAN CHASE BANK LOWES -WIRE $18.42 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $92.63 JPMORGAN CHASE BANK OFFICE EVERYTHING -TON $65.99 JPMORGAN CHASE BANK PTG OF TULSA - FILTERS $199.31 JPMORGAN CHASE BANK SAMS- TISSUE $20.98 JPMORGAN CHASE BANK SEMI TRUCK -WASH $600.00 JPMORGAN CHASE BANK STEVE'S WHLSE -TOOLS $112.12 JPMORGAN CHASE BANK SUNDANCE- SUPPLIES $23.38 JPMORGAN CHASE BANK UNITED ENGINES - FILTER $372.48 JPMORGAN CHASE BANK WASTE MGMT -REF TIP FE $16,687.13 SPOK, INC. PAGER USE $142.40 UNIFIRST HOLDINGS LP UNIFORM SERVICE $182.52 UNITED ENGINES, LLC 3 MICRON REPLACEMENT $372.48 ELEM UNITED STATES CELLULAR PW MONTHLY CELL PHONE INV $44.24 CORPORATION REFUSE COLLECTIONS -Total $20,112.83 JPMORGAN CHASE BANK AMAZON -CHAIR $119.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $96.16 JPMORGAN CHASE BANK SAMS - SUPPLIES $5.00 JPMORGAN CHASE BANK SUNDANCE- SUPPLIES $13.79 TECHNICAL PROGRAMMING SERVICES BILLING SERVICES $3,379.83 INC TYRONE EUGENE DINKINS METER READER $1,614.75 UTILITY BILLING -Total $5,229.52 AEP /PSO ELECTRIC USE $7,198.57 JPMORGAN CHASE BANK AMAZON- BATTERIES $179.93 JPMORGAN CHASE BANK AMAZON -TOOLS $705.77 Fund 61 Claims List - 7/712020 Vendor Name Payable Description Payment Amount OPWA JPMORGAN CHASE BANK ATWOODS- SUPPLIES $77.97 JPMORGAN CHASE BANK BROWN CO -DEMO HAMMER $601.20 JPMORGAN CHASE BANK BROWN FARMS -SOD $60.00 JPMORGAN CHASE BANK CORE &MAIN -HOSE $11.20 JPMORGAN CHASE BANK CORE &MAIN -LID $95.38 JPMORGAN CHASE BANK CORE &MAIN- RISERS $385.90 JPMORGAN CHASE BANK CORE &MAIN- SUPPLIES $494.08 JPMORGAN CHASE BANK CRETEX SPEC - SUPPLIES $3,305.54 JPMORGAN CHASE BANK DUKES -ROOT CONTROL $3,000.00 JPMORGAN CHASE BANK EQUIP ONE - BLADES $59.97 JPMORGAN CHASE BANK GRAINGER -PPE $182.85 JPMORGAN CHASE BANK HOME DEPOT - BATTERIES $10.97 JPMORGAN CHASE BANK KEY EQUIP -PARTS $628.78 JPMORGAN CHASE BANK LOWES -PVC CAPS $34.92 JPMORGAN CHASE BANK LOWES- SUPPLIES $50.88 JPMORGAN CHASE BANK OREILLY -PARTS $57.66 MIKE OZBUN ENTERPRISE INC SEAL - MAIN PLANT LIFT ST $1,137.00 SPOK, INC. PAGER USE $90.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE $158.52 WASHINGTON CO RURAL WATER MAGNOLIA LS WATER $23.10 DISTRICT WASHINGTON CO RURAL WATER MORROW LS WATER $19.80 DISTRICT WASTEWATER COLLECTIONS -Total $18,569.99 AEP IPSO ELECTRIC USE $24,837.67 AT &T CONSOLIDATED PHONE $58.79 JPMORGAN CHASE BANK AMAZON- CAPACITOR $9.75 JPMORGAN CHASE BANK AMAZON- CAPACITORS $52.65 JPMORGAN CHASE BANK AMAZON -PARTS $26.08 JPMORGAN CHASE BANK AMAZON -RELAY $86.16 JPMORGAN CHASE BANK AMAZON -TOOLS $308.99 JPMORGAN CHASE BANK BAYCENTRAL -PARTS $8.36 JPMORGAN CHASE BANK CONT'L RESEAR - SUPPLIE $1,095.85 JPMORGAN CHASE BANK GRAINGER- EYEWASH $37.29 JPMORGAN CHASE BANK GRAINGER- GREASE $121.00 JPMORGAN CHASE BANK GRAINGER -PPE $182.85 JPMORGAN CHASE BANK GRAINGER- REAGENTS $66.75 JPMORGAN CHASE BANK HACH- REAGENT $285.91 JPMORGAN CHASE BANK HACH- REAGENTS $585.10 JPMORGAN CHASE BANK HACH- TUBING $863.90 JPMORGAN CHASE BANK HOME DEPOT - HARDWARE $70.55 JPMORGAN CHASE BANK HOME DEPOT -HOOKS $23.22 3 Fund 61 OPWA Claims List - 7/7/2020 Vendor Name Payable Description Payment Amount JPMORGAN CHASE BANK INDUST'L MTR -MOTOR $360.00 JPMORGAN CHASE BANK INTERSTATE- BATTERIES $13.70 JPMORGAN CHASE BANK LIBERTY FLAGS -FLAGS $100.30 JPMORGAN CHASE BANK LOCK &LUBE -PARTS $105.93 JPMORGAN CHASE BANK LOWES -HOT WATER TANK $336.98 JPMORGAN CHASE BANK LOWES- TUBING $19,78 JPMORGAN CHASE BANK MUSTANG MOWERS- BLADES $134.70 JPMORGAN CHASE BANK NCL OF WISC- SUPPLIES $219.43 JPMORGAN CHASE BANK OFFICE DEPOT -CHAIR $119.99 JPMORGAN CHASE BANK OFFICE DEPOT - GLOVES $331.98 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES $18.38 JPMORGAN CHASE BANK PRECISION FITTING -PAR $292.69 JPMORGAN CHASE BANK SAMS - SUPPLIES $20.30 JPMORGAN CHASE BANK SUNDANCE- SUPPLIES $29.98 JPMORGAN CHASE BANK TIMMONS OIL -FUEL $608.33 JPMORGAN CHASE BANK UNIFIRST -EAR PLUGS $24.13 JPMORGAN CHASE BANK WALMART -WATER $1224 SPOK, INC. PAGER USE $53.40 UNIFIRST HOLDINGS LP UNIFORM SERVICE $21921 WASTEWATER TREATMENT -Total $31,742.32 AEP IPSO ELECTRIC USE $299.86 BILL BASORE TRUCKING & EXCAVATION, MAY DIRT BILLING $65.00 JET TRUCKING, LLC YARD DIRT $225.00 JPMORGAN CHASE BANK ACCURATE ENV - TESTING $800.00 JPMORGAN CHASE BANK ADVANCE AUTO - SUPPLIES $22.04 JPMORGAN CHASE BANK ATWOODS -BLUE DEF $41.94 JPMORGAN CHASE BANK ATWOODS -PINS $10.43 JPMORGAN CHASE BANK BROWN FARMS -SOD $200.00 JPMORGAN CHASE BANK CORE&MAIN- MATERIALS $2,381.81 JPMORGAN CHASE BANK CORE &MAIN - SUPPLIES $4,728.84 JPMORGAN CHASE BANK DESERT DIAMOND INDUST $541.00 JPMORGAN CHASE BANK HOME DEPOT - MATERIALS $37.29 JPMORGAN CHASE BANK SHELTON- CONCRETE $722.50 SECOND SIGHT SYSTEMS LLC WATER METER REPLACEMENT $15,318.75 P SPOK, INC. PAGER USE $161.20 TOMMY E. KITCHEN HYDRAULIC INVESTIGATION - $629.20 UNIFIRST HOLDINGS LP UNIFORM SERVICE $229.86 WATER -Total $26,414.72 CP &Y INC DESIGN SERVICES $15,788.12 WWTP UPGRADE -Total $15,788.12 4 Claims List - 7/7/2020 Fund Vendor Name Payable Description Payment Amount 61 OPWA -Total $331,360.38 67 OPWA SALES TAX BANCFIRST 2018 NOTE FISCAL AGENT FE $2,000.00 BANCFIRST 800650012/2016 NOTE $231,888.80 BANCFIRST 800730038/2018 NOTE $97,218.54 BANCFIRST 800826026/2020 NOTE $96,036.11 OPWASTF DEBT SERVICE -Total $427,143.45 OPWA SALES TAX -Total $427,143.45 69 OPWA SALES TAX SUB MORROW PLACE INVESTMENT GROUP DEVELOPMENT AGREEMENT $4,970.32 ACCOUN LLC OPWASTSUB -DEBT SERV -Total $4,970.32 OPWA SALES TAX SUB ACCOUN -Total $4,970.32 OPWA Grand Total_ $763,474.15 REpI Pocplo • REAL Character • RFAL Community TO: The Honorable Mayor and City Council The Honorable Chair and Trustees Owasso Public Works Authority (OPWA) FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: 2020 Hale Acres Community Development Block Grant Sewer Line Replacement Project Phase II and Phase III Bid Award and Budget Amendment DATE: July 2, 2020 BACKGROUND: Each year municipalities as part of the Urban County designation, of which Owasso is one, are notified by Indian Nation Council of Governments (INCOG) of their approximate allocations for the next round of Community Development Block Grant (CDBG) funding. The City of Owasso has completed several projects that spanned multiple years, including several sidewalk projects in Rayolo Park, the Baptist Village and various other sites. In 2018, the Owasso CDBG project focused in Hale Acres after an income survey was performed and the results yielded the area as qualifying for CDBG funds for a five -year period. Phase I of the project was awarded, constructed, and considered a success. In 2019, Owasso applied for Phase 11 and Phase III of the project utilizing two years of new funding plus the remaining funds from Phase I. Phase I was completed with $4,356.17 remaining. Phase II and III funding totals $138,377.04 and $133,117.11, respectively. The total CDBG funding currently available for Phase II and III is $275,850.32. The City of Owasso has matched the Phase II and III portion of the project with $126,400.00 from the OPWA. Staff surveyed Phase II and III and designed the sewer line replacement project internally. After surveying the sewer line, staff determined that the original line, constructed in Tulsa County in the 1970s, has permanent buildings constructed over the line and also has large trees over the line alignment. Because of the obstructions, staff has specified pipe bursting for the replacement of these lines. Pipe bursting is the practice of replacing a pipe from the inside by pushing an oversized steel rod through the clay line and pulling polyethylene pipe in the alignment of the original line. This practice is more expensive than open cut and replacing, but in the right application can save money in surface restoration costs. The lines targeted for pipe bursting are the east -west lines in the alley between East 112th Street North and East 1121h Place North from North 1061h East Avenue to North 112th East Avenue. Also scheduled for replacement is the north -south line along North 106th East Avenue from the south end of the subdivision to East 114th Street North (See Location Map). SOLICITATION OF BIDS: In April 2020, the engineering design was complete, Oklahoma Department of Environmental Quality (ODEQ) permit received and in May 2020, an advertisement for bids was published in accordance with state statutes. A voluntary on -line pre -bid meeting was held on June 3, 2020, 2020 CDBG award OPWA budget amendment Page 2 of 2 and bids were opened online on June 11, 2020, with a total of three (3) contractors submitting bids. The City Engineering staff completed a bid tabulation and T -G Excavating, Inc., was determined to be lowest qualified bidder for the base bid and additive alternate work. The base bid of $326,190.00, was lower than the engineering estimate of $337,100.00. The additive alternate bid from T -G Excavating, Inc., is $128,254.00 and the engineering estimate is $182,715.00. Even though the bid was within the engineering estimate, the bids are higher than the available funds for the base bid and the entire additive alternate. However, the bids are very respectable and staff recommends that a portion of the FY 2020 -2021 budget be made available to construct the entire project. See bid and funding summary tables below: FUNDING: Funding is available through the Community Development Block Grant and the OPWA Fund. Staff is seeking to carry-over FY 2019 -2020 OPWA funds for this particular project. RECOMMENDATIONS City Council Recommendation: Staff recommends awarding the base construction bid and the added alternate bid to T -G Excavating, Inc., of Catoosa, Oklahoma, in the amount of $454,444.00, and authorization to execute the necessary documents. OPWA Recommendation: Staff recommends approval of a budget amendment in the FY 2020- 2021 OPWA Fund increasing the appropriation for expenditures by $126,400.00 in the Wastewater Collection Budget, by utilizing carryover FY 2019 -2020 funds. Engineer's Estimate T -G Excavating Horseshoe Construction Timberwolf Excavating Base Bid $337,100.00 $326,190.00 $414,640.00 $847,080.00 $138,377.04 $142,733.21 CDBG FY2019 $133,117.11 $133,117.11 Additive Alternate No. 1 $182,715.00 $128,254.00 $205,536.00 $266,758.00 OPWA FY 2021 $134,000.00 $ 52,193.68 $454,444.00 Total Total $519,815.00 $454,444.00 1 $620,176.00 1 $1,113,838.00 FUNDING: Funding is available through the Community Development Block Grant and the OPWA Fund. Staff is seeking to carry-over FY 2019 -2020 OPWA funds for this particular project. RECOMMENDATIONS City Council Recommendation: Staff recommends awarding the base construction bid and the added alternate bid to T -G Excavating, Inc., of Catoosa, Oklahoma, in the amount of $454,444.00, and authorization to execute the necessary documents. OPWA Recommendation: Staff recommends approval of a budget amendment in the FY 2020- 2021 OPWA Fund increasing the appropriation for expenditures by $126,400.00 in the Wastewater Collection Budget, by utilizing carryover FY 2019 -2020 funds. Funding Available Funding Needed Cumulative CDBG FY 2017 $ 4,356.17 $ 4,356.17 $ 4,356.17 CDBG FY 2018 $138,377.04 $138,377.04 $142,733.21 CDBG FY2019 $133,117.11 $133,117.11 $275,850.32 OPWA FY 2020 $126,400.00 $126,400.00 $402,250.32 OPWA FY 2021 $134,000.00 $ 52,193.68 $454,444.00 Total $536,250.32 $454,444.00 FUNDING: Funding is available through the Community Development Block Grant and the OPWA Fund. Staff is seeking to carry-over FY 2019 -2020 OPWA funds for this particular project. RECOMMENDATIONS City Council Recommendation: Staff recommends awarding the base construction bid and the added alternate bid to T -G Excavating, Inc., of Catoosa, Oklahoma, in the amount of $454,444.00, and authorization to execute the necessary documents. OPWA Recommendation: Staff recommends approval of a budget amendment in the FY 2020- 2021 OPWA Fund increasing the appropriation for expenditures by $126,400.00 in the Wastewater Collection Budget, by utilizing carryover FY 2019 -2020 funds. sd REAL Poople •REAL C�araefar � REAL Community TO: The Honorable Chair and Trustees FROM: Daniel Dearing, P.E., CFM Sr. Civil Engineer SUBJECT: Recommendation for Rejection of Bids 2020 Owasso Market Sewer Improvements DATE: July 2, 2020 BACKGROUND: Rejection of Bids 2020 Owasso Market Sewer Improvements Page 1 of 2 An 8" sanitary sewer trunk line from fhe Garnett Regional Detention Pond area to the southwest portion of Owasso Market has limited capacity and regularly surcharges within the system at peak flow periods. The surcharging occurs due to sections of pipe being below minimum required slope from faulty installation. This has limited the capacity to below what a standard 8" line should handle and has caused solid settlement in the lines which reduces line capacity further and requires Public Works staff to perform regular maintenance and cleaning of the line. The majority of the existing 8" sewer line was installed to serve ONG's former office and facility that sat on the south side of East 961h Street North and functioned initially with little known problems. Capacity problems were not manifested until additional developments extended the system and began increasing the load on the sewer line. The sewer line crosses the open field that remains from what many know as Hayward and Betty Smith's farm on the southeast comer of East 961h Street North and Garnett Road. In addition to the current surcharging, there is adjacent and upstream property to the sewer line that remains undeveloped and will increase the sanitary sewer flows in the near future. Since 2013, Public Works staff has been monitoring the sewer load on the system as development has increased and determined to address the line within the FY 2019 -2020 budget. In winter of 2019, City Engineering staff began in -house survey and design of the project. The project will provide a new 12" sanitary sewer trunk line to handle all current and anticipated future sewer flows. A portion of the new 12" trunk fine will take a different route from the existing line on vacant property, which will allow the City to leave a section of the existing 8" line that will function as an available line for future development. Problematic areas on the 8" line will be replaced or abandoned with the remaining portions of the new line being installed. Replacing the existing line in a separate alignment for a portion of the project allows the City to have two available sewer lines for additional capacity and future development, thus providing the City the better system improvement than replacing the 8" line in place. Staff completed the design in February 2020, with an engineering estimate of $832,875.00, for the project, and received the Oklahoma Department of Environmental Quality (ODEQ) permit to construct in March 2020. City staff completed the preparation of project specifications and bidding documents and proceeded with project advertisement in May 2020. Rejection of Bids 2020 Owasso Market Sewer Improvements Page 2 of 2 SOLICITATION OF BIDS: In May 2020, City Engineering staff completed final bid documents and published advertisements in accordance with state statutes. A non - mandatory pre -bid meeting was held on June 11, by a live feed due to COVID -19 restrictions, and bids were opened on June 18, with a total of three contractors submitting bids. City Engineering staff completed a Bid Tabulation and Timber Wolf Excavating, LLC. was determined to be lowest qualified bidder. The bid amount provided by Timber Wolf Excavating, LLC, is $1,004,360.00, which significantly exceeds the Engineering estimate for the project at $832,875.00. Staff will proceed with a recommendation to reject all bids and will evaluate the plans, specifications and bid timing and process prior to re- advertisement of the project. FUNDING: Funding for the project was in the FY 2019 -2020 Wastewater Collections Division budget. RECOMMENDATION: Staff recommends to reject all bids received for the project. Staff will revise the bid specifications and re- submit the project for bidding at a future date. ATTACHMENTS: Site Map Bid Tabulation --LAPf �G I --� ltNbpk-R0JIECT LOCATION YJ .2020 OWA SO MA KJ:: Si WEE UMPROVEMENTS CITY OF OW SO NEW 12.1.MFF 3' LLY '1l.) KLti& :10D S..,PAu;- HU&'t P.0— Bm 38G se trove ro air nr- Acru ® 13 T4bFG Im; ,s 0 Dmcsin, OK NMI �+ N6rlla ia.a. CITY OF OWASSO, OKLAHOMA 2020 Owasso Market Sewer Improvements Project Bid Opening: June 18, 2020 BID DOCUMENTATION Number of Bids: 3 Bids Opened By: Darby Hickman Witnesses: Daniel Dearing BIDDER Base Bid Timber Wolf Excavating $1,004,360.00 Circle B Underground $1,249,303.60 McGuire Brothers Construction $1,752,425.00 Certification: I, Darby Hickman, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: 0 I ' 11 , Date: June 19, 2020 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 06/2012020 Department Payroll Expenses Total Expenses 400 OPWA Administration 14,932.97 22,119.74 405 Utility Billing 6,768.00 11,561.10 420 Water 16,438.90 26,545.50 450 Wastewater 13,211.49 21,428.04 455 Wastewater Collection 12,444.04 20,974.74 480 Refuse 14,417.87 23,096.27 485 Recycle Center 2,535.75 4,064.78 FUND TOTAL 80,749.02 129,790.17