HomeMy WebLinkAbout2022.02.01_OPGA AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO PUBLIC GOLF AUTHORITY (OPGA)
Council Chambers Old Central Building 109 North Birch, Owasso, OK
Tuesday, February 1, 2022 - 6:30 PM
NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving,
authorizing, awarding, denying, postponing, or tabling. RECEIVED
1. Call to Order AGENDA JAN 27 2022
Chair Bill Bush City Clerk's Office
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. Approve minutes - January 18, 2022, 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 bids received for the construction of a sand
storage silo
Shane Brown
Staff recommends awarding the bid to Power Mill Contractors of Oklahoma City, Oklahoma,
in the amount of $28,334.00.
6. Report from OPGA Manager
7. Report from OPGA Attorney
8. Official Notices (documents for acknowledgment or information only, no discussion or action
will be taken)
• Payroll Payment Report - Pay Period Ending Date January 15, 2022
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
Notice of Public Meeting filed in the office of the City Clerk on Friday, December 10, 2021, and
the Agenda posted at City Hall, 200 South Main Street at 5:00 pm on Thursday, January 27, 2022.
M. Stevens, City Clerk
The City of Owasso encourages citizen participation. To requestvan 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@citvofowasso.com
OWASSO PUBLIC GOLF AUTHORITY (OPGA)
MINUTES OF REGULAR MEETING
TUESDAY, January 18, 2022
The Owasso Public Golf Authority (OPGA) met in regular session on Tuesday, January 18, 2022, in
the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public
Meeting filed Friday, December 10, 2021; and the Agenda filed in the office of the City Clerk and
posted at City Hall, 200 South Main Street, at 1:00 pm on Friday, January 14, 2022.
1. Call to Order
Chair Bill Bush called the meeting to order at 7:23 pm.
2. Roll Call
Present Absent
Chair- Bill Bush None
Vice Chair - Kelly Lewis
Trustee - Alvin Fruga
Trustee - Doug Bonebrake
Trustee - Lyndeli Dunn
A quorum was declared present.
Staff:
Authority Manager- Warren Lehr
Authority Attorney - Julie Lombardi
3. 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 -January 4, 2022, and January 11, 2022, Regular Meetings
B. Approve claims
Ms. Lewis moved, seconded by Mr. Bonebrake to approve the Consent Agenda, as presented
with claims totaling $33,670.79.
YEA: Bonebrake, Dunn, Fruga, Lewis, Bush
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 bids received for the lease or purchase of a
golf cart fleet
Corey Burd presented the item, recommending to award the Alternate #2 bid to Yamaha
Golf -Car Company of Kennesaw, Georgia, for the lease to purchase of seventy -eight (78)
Yamaha (EFI) golf carts with annual payments of $57,862.20, contingent upon annual
appropriations by the Authority, and authorization to execute the necessary documents.
There were no comments from the audience. After discussion, Mr. Fruga moved, seconded by
Ms. Lewis to award the bid, and authorize execution of the necessary documents, as
recommended.
YEA: Bonebrake, Dunn, Fruga, Lewis, Bush
NAY: None
Motion carried: 5 -0
6. Report from OPGA Manager
Owasso Public Golf Authority
January 18, 2022
Page 2
None
7. Report from OPGA Attorney
None
8. Official Notices (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 January 1, 2022
• Monthly Budget Report -December 2021
9. New Business (New Business is any item of business which could not have been foreseen at
the time of posting of the agenda)
None
10. Adjournment
Mr. Bonebrake moved, seconded by Mr. Dunn to adjourn the meeting.
YEA: Bonebrake, Dunn, Frugo, Lewis, Bush
NAY: None
Motion carried: 5 -0 and the meeting adjourned at 7:31 pm.
Bill Bush, Chair
Juliann M. Stevens, Authority Clerk
Claims List - 21112022
Fund Vendor Name
Payable Description
Payment
Amount
55 OPGA AEP /PSO
ELECTRIC USE
$2,105.66
HOLLIDAY SAND & GRAVEL CO
SAND
$296.84
INTERNATIONAL SPORTS TURF RESEARCH
SOIL TESTS
$990.00
JPMORGAN CHASE BANK
SWI- FERTILIZER
$607.46
JPMORGAN CHASE BANK
HARRELLS- PESTICIDES
$4,228.40
JPMORGAN CHASE BANK
KANSAS GOLF - FILTERS
$62.82
JPMORGAN CHASE BANK
NORTHERN TOOL - SPRAYER
$3,902.31
JPMORGAN CHASE BANK
OREILLY- FILTERS
$88.58
JPMORGAN CHASE BANK
RR PRODUCTS -PARTS
$1,376.70
THE HUNTINGTON NATIONAL BANK
MAINT EQUIP LEASE
$5,207.39
UNIFIRST HOLDINGS LP
ENV CHARGE
$22.00
UNIFIRST HOLDINGS LP
JANITORIAL
$38.00
UNIFIRST HOLDINGS LP
SHOP TOWEL SERVICE
$41.94
UNIFIRST HOLDINGS LP
UNIFORM SERVICE
$29.99
COURSE MAINT -Total
$18,998,09
AEP IPSO
ELECTRIC USE
$806.21
AT&T LONG DISTANCE
LONG DISTANCE PHONE
$71.14
GPS TECHNOLOGIES INC
CART GPS
$630.00
JPMORGAN CHASE BANK
HOME DEPOT -PARTS
$7.37
JPMORGAN CHASE BANK
LOCKE -PARTS
$38.25
JPMORGAN CHASE BANK
LOWES -PARTS
$35.94
GOLF ADMIN -Total
$1,588.91
OPGA -Total
$20,587.00
OPGA Grand Total $20,587.00
L
TO: The Honorable Chair and Trustees
Owasso Public Golf Authority
FROM: Shane Brown, Assistant Golf Course Superintendent
SUBJECT: Bid Award - Sand Storage Silo
DATE: January 28, 2022
BACKGROUND:
Sand Topdressing is a key aspect in golf course management. Applying sand has been shown to
improve surface quality, playability, and turf health to putting greens. The sand used on the greens
at Bailey Ranch Golf Club is kiln -dried sand, which is heated and sieved to make sure it is free of
moisture and contaminants, such as gravel, dirt, organic matter, etc. Since using kiln -dried sand,
staff has struggled to house and maintain a contaminant free quality due to inadequate storage.
Loss of value, due to water intrusion, has been the primary issue since switching to kiln -dried sand.
PROPOSED EQUIPMENT:
Staff is recommending the purchase of an elevated sand silo, to ensure that sand stays free from
moisture and contaminants, thus protecting the sands value. In addition, an elevated silo will
increase productivity during topdressing through a more simplified loading process.
BID PROCESS:
Specifications were prepared and sealed bids were requested for a sand silo on December 15,
2021, with the public bid opening occurring January 5, 2022. One vendor responded with a sealed
bid. Power Mill Contractors submitted a bid for $28,334.00 and met the minimum specifications
required for consideration.
FUNDING:
The FY 2021 -2022 Owasso Public Golf Authority Budget includes funding for the purchase of a
sand storage silo.
RECOMMENDATION:
Staff recommends awarding the bid for a new sand storage silo to Power Mill Contractors of
Oklahoma City, Oklahoma, in the amount of $28,334.00.
ATTACHMENT:
Bid proposal -Power Mill Contractors
C21FAC People -RCUC aam -REAL Cammantly
BID SPECIFICATIONS
FOR
SAND STORAGE SILO
Bailey Ranch Golf Club
Owasso Public Golf Authority
CITY OF OWASSO, OKLAHOMA
Bid Opening Date : January 5, 2022
M.a-. an,-
Notice to Bidders
Instructions to Bidders
Specifications
Bid Form
Non- Collusion Bid Affidavit
NOTICE TO BIDDERS
Sealed Bids for sand storage silo will be received by the City of Owasso at the Owasso
City Hall, Office of the City Clerk, 200 S Main Street, Owasso, Oklahoma, 74055 until
3:00 PM (CST) on January 5, 2022, and then at said City Hall publicly opened and read
aloud,
Further information can be obtained by contacting Chris Cook via email at
ccook@cityofowasso.com, or by visiting the City of Owasso's website at
www.ci ofowasso com.
Bidders shall submit Bid Proposal - Submittal Pages, Non - Collusion Bid Affidavit, detailed
written technical information, and any other items requested in the instruction and
specifications. Failure of any bidder to furnish all required information will disqualify that
bidder.
The City of Owasso expressly reserves the right to reject any or all bids, and to waive
any Irregularity. All bids will be considered irrevocable offers under conditions specified
in the bid for a period of thirty (30) calendar days from and after the date set for the
opening of bids.
Chris Cook, Contract Administrator
INSTRUCTIONS TO BIDDERS
It is the intent of these specifications and requirements to obtain bids on a sand storage silo to
meet the local needs of the purchaser, and to obtain bids that may be easily and completely
evaluated on an equal competitive basis.
Vendors are required to RETURN ONE (1) COPY of the specifications, correctly furnishing all
information required, and answer all questions attached. Any requested data, literature,
drawing, etc., and detailed written lists of exceptions taken must also be enclosed.
Since bids from a number of suppliers are anticipated, the purchaser cannot be expected to be
familiar with all various technical details of all vendors' products; the only adequate method of
evaluation will be to compare in this format. Vendors are cautioned that failure to submit
proposals in the form specified will be grounds to reject vendor's proposal and remove bid from
consideration.
Any questions for clarifications shall be directed in email form to Chris Cook at
ccook @cityofowasso.com.
EMEEEWM
Envelopes containing bids must be clearly marked on the outside of the envelope to
identify the item being bid. Bids received after the specified date and hour will be
returned unopened.
Each bid shall be legibly written in ink or printed on the form provided. No alteration in
bid forms will be accepted unless such alteration is initiated by the City. All addenda to
the bid documents, properly signed by the bidder, shall accompany the bid when
submitted.
B. WITHDRAWAL OF BID:
A bidder may withdraw a bid any time prior to expiration of the period during which bids
may be submitted, by a written request signed in the same manner and by the same
person who signs the bid proposal.
No bid may be withdrawn, modified, or otherwise changed once the bids have been
opened. It will be assumed that each bidder has thoroughly and completely familiarized
themselves with these specifications at the time of submitting the bid. Once a bid has
been submitted, modifications will not be permitted. Bidders are cautioned that verbal or
written modifications to already opened bids are not valid nor ethical, and the
comparison and selection of a bid will proceed only from what is stated in the bidder's
written proposal.
C. ACCEPTANCE OF BIDS:
Bids received after the specified time of opening will be returned unopened.
These specifications are intended to provide a common standard to which all vendors
shall bid. For this reason, all items that are not complied to must be indicated by
checking "EQUIVALENT", failure to do so may result in disqualification of the bid
process.
E. DEVIATION:
Any deviations to these specifications must be stated in writing and attached to the BID
PROPOSAL FORM with explanation and detailed description of the item or items the
bidder wishes to substitute. Exceptions to construction, quality, and testing as listed
herein are for reference only; while it is assumed some bidders will wish to substitute
some items, no substitutions will be permitted unless bidder complies with the above
procedure when bidding so that a fair comparison may be made.
SUBSTITUTIONS:
All substitutions shall be "equal to" or "greater than" the items specified and include full
detailed information to enable purchaser to determine suitability. Unless the exceptions
granted are acknowledged by purchaser in writing at the time of order, such exemptions
shall not be accepted at the time of delivery, and the delivered product shall be expected
to conform to every detail of these specifications, or suffer rejection.
G. REJECTION OF BID:
Purchaser reserves the right to reject any or all bids, and to determine the proposal
deemed in the best interest of the City from among those timely and properly submitted,
in accordance with these specifications. Lowest bid, while a major consideration, will not
govern the purchase. Bid award will be made from all considerations such as quality,
conformance with these specifications, service facilities, and experience of bidder,
suitability for particular use, as well as initial cost to purchase, plus quality and
completeness of vendor's proposal.
H. DELIVERYAND INSPECTION:
Estimated delivery date for the sand storage silo MUST be included in your bid. Delivery
and inspection will occur at Bailey Ranch Golf Club and payment for such equipment will
be at the discretion of the City of Owasso within 30 days of the delivery. Acceptance and
payment is incumbent upon all specifications and/or criteria identified being met by the
bidder at the time of delivery. The City of Owasso reserves the right to reject any
delivered equipment that does not meet identified specifications or criteria.
These specifications detail the minimum needs for a storage silo for kiln -dried sand. All
materials and components shall be designed and built with that purpose in mind. All
specifications shall be met. If an equivalent specification is proposed, the vendor shall provide
any necessary information showing the minimum specification is being met.
1. Minimum hopper storage volume of 800 cubic feet
Comply Not Comply Equivalent
2. Manual control butterfly discharge valve with a minimum clearance height from ground to
bottom of valve of 10"
Comply Not Comply Equivalent
3. Roof access ladder with safety cage
Comply Not Comply Equivalent
4. Pneumatic line with pressure relief valve on bin roof
Comply Not Comply Equivalent
5. Minimum width between skids of 9'6"
Comply Not Comply Equivalent
6. All components shall be constructed with steel and painted with industrial enamel paint to
inhibit rust
Comply Not Comply Equivalent
on
TOTAL BID:
ESTIMATED DELI ERY DATE:
I hereby acknowledge that I have read the requirements and specifications and that 1 am legally
bound by the statements in those specifications and on this Bid Proposal - Submittal page.
Name of Manufacturer:
Name of Vendor /Bidder:
Printed Name of Person Authorized to Sign:
Signature:
Title:
Vendor /Bidder's Address:
Vendor /Bidder's Phone Number: NON - COLLUSION BID AFFIDAVIT
A. For the purpose of competitive bids, I certify:
1. 1 am the duly authorized agent of the bidder submitting
the competitive bid which is attached to this statement, for the purpose of certifying the facts pertaining to
the existence of collusion among bidders and between bidders and state officials or employees, as well as
facts pertaining to the giving or offering of things of value to government personnel in return for special
consideration in the letting of any contract pursuant to the bid to which this statement is attached;
2. 1 am fully aware of the facts and circumstances surrounding the making of the bid to which this
statement is attached and have been personally and directly involved in the proceedings leading to the
submission of such bid; and
3. Neither the bidder nor anyone subject to the bidder's direction or control has been a party:
a, to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed
price or to refrain from bidding,
b. to any collusion with any state /municipal official or employee as to quantity, quality or price in the
prospective contract, or as to any other terms of such prospective contract,
c. in any discussion between bidders and any state official concerning exchange of money or other thing
of value for special consideration in the lettering of a contract, nor
d, to any collusion with any state agency or political subdivision official or employee as to create a sole -
source acquisition in contradiction to Section 85.45j.1 of Title 74
B. I certify, if awarded the contract, whether competitively bid or not, neither the contractor nor anyone
subject to the contractor's direction or control has paid, given or donated or agreed to pay, give or donate
to any officer or employee of the State of Oklahoma or the City of Owasso any money or other thing of
value, either directly or indirectly, in procuring the contract to which this statement is attached.
, being first duly sworn, on oath says that 1 am the agent authorized by the bidder
to submit the Non - Collusion Affidavit and attached bid.
Subscribed and sworn before me this
OWASSO PUBLIC GOLF AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING DATE 01115/22
Department
Payroll Expenses
Total Expenses
600 Golf Shop Operations
4,742.29
8,393.02
605 Cart Operations
1,211.19
1,352.30
610 Golf Course Operations
7,519.62
13,790.07
670 Food & Beverage
1,949.66
3,540.41
690 General & Administration
3,954.81
5,735.27
FUND TOTAL 19,377.57 32,811.07