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2022.04.19_City Council Agenda
PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, April 19, 2022 - 6:30 PM NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, authorizing, awarding, denying, postponing, or tabling. AGENDA 1. Call to Order Mayor Bill Bush 2. Invocation Pastor David Payne of Speak Life Fellowship 3. Flag Salute 4. Roll Call RECEIVED APR 15 2022 City Clerk's Office 5. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes - April 5, 2022 Regular Meeting B. Approve claims C. Grant a Public Utility Easement to serve the Coffee Creek Lift Station located south of East 106th Street North on the west side of North 145th East Avenue D. Approve Resolution 2022 -02, accepting certain real property, shown as Tulsa County Assessor's Parcel # 91432- 14 -32- 32730; and, as described in the Deed of Dedication from Book 4160 Page 1263, located adjacent to property owned by the City of Owasso, which is used as access to a sanitary lift station, located on the East side of North 1 17th East Avenue, between East 69th Street North and East 72nd Street North E. Accept public sanitary sewer infrastructure located at 13311 East 1 16th Street North (Tommy's Car Wash) 6. Consideration and appropriate action relating to items removed from the Consent Agenda Consideration and appropriate action relating to a contract for audit services for Fiscal Year ending June 30, 2022 Carly Novozinsky Staff recommends approval of a contract with BT & Co., PA of Topeka, Kansas, in the amount of $51,000.00, related to auditing services for the City and its Trust Authorities; and $4,000.00, each, for any federal grant audits required under the Single Audit Act; and authorization to execute all necessary documents. 8. Consideration and appropriate action relating to bids received for the purchase of integrated software for Computer Aided Dispatch, Law Enforcement Records, Mobile Operations and Court Management David Hurst Staff recommends awarding the project bid to Tyler Technologies, of Plano, Texas, in an amount not to exceed $999,829.00, and authorization to execute all necessary documents. Owasso City Council April 19, 2022 Page 2 9. Consideration and appropriate action relating to bids received for the East 116th Street North Improvement Project from Garnett Road to North 129th East Avenue Daniel Dearing Staff recommends Staff recommends awarding the construction contract to Crossland Heavy Contractors, Inc., of Tulsa, Oklahoma, in the amount of $8,603,000.00, and authorization to execute all necessary documents. 10. Consideration and appropriate action relating to a utility relocation agreement for the East 116th Street North Improvement Project from Garnett Road to North 129th East Avenue Daniel Dearing Staff recommends approval of the Utility Relocation Agreement with Washington County Rural Water District #3 and authorization for the Mayor to execute the Agreement. 11. Consideration and appropriate action relating to bids received for US Highway 169 Right -of- Way Finish Mowing Larry Escalonta Staff recommends awarding the contract to SourceOne Management Services, Inc., of Tulsa, Oklahoma, in the amount of $1,691.00 per mowing, and authorization to execute all necessary documents. 12. Consideration and appropriate action relating to an agreement between the Oklahoma Department of Transportation and the City of Owasso to decommission State Highway 135, located along East 76th Street North from Main Street, extending east to the Northbound off- ramp of US Highway 169 Dwayne Henderson Staff recommends approval of the agreement between the Oklahoma Department of Transportation and the City of Owasso to allow for the decommissioning of State Highway 135, and to convert the segment to a municipal street in the City of Owasso and accept conveyance of title of right -of -way for public use, and authorization to execute all necessary documents. 13. Consideration and appropriate action relating to three separate Resolutions, authorizing applications requesting federal funding assistance through the Surface Transportation Program for the following roadway improvement projects: • Resolution 2022 -03, East 116th Street North, from North Memorial Drive to North Mingo Road •Resolution 2022 -04, North Garnett Road, from East 116th Street North to East 126th Street North • Resolution 2022.05, US Highway 169 East Service Road, from East 76th Street North to East 86th Street North Dwayne Henderson Staff recommends approval of Resolutions 2022 -03, 2022 -04, and 2022 -05. 14. Consideration and appropriate action relating to Resolution 2022 -06, authorizing the Mayor to execute a project agreement between the Oklahoma Department of Transportation and the City of Owasso for additional scope of work related to the East 76th Street North and U.S. Highway 169 Interchange Improvement Project and authorization for payment Roger Stevens Staff recommends approval of Resolution 2022 -06; and, authorization for payment to the Oklahoma Department of Transportation, in the amount of $350,000.00 for additional traffic signalization improvements. 15. Consideration and appropriate action relating to the appointment of a City Councilor to serve on the Board of Directors of the Owasso Chamber of Commerce Mayor Bush Owasso City Council April 19. 2022 Page 3 16. Report from City Manager 17. Report from City Attorney 18. Report from City Councilors 19. Official Notices (documents for acknowledgment of receipt or information only, no discussion or action will be taken) • Payroll Payment Report- Pay Period Ending Date April 9, 2022 • Health Care Self- Insurance Claims - dated as of April 14, 2022 • Monthly Budget Status Report - March 2022 20. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 21. 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 12:00 pm on Friday, April 15, 2022. Juliann M. Stevens, 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 @citvofowasso.com OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING TUESDAY, APRIL 5, 2022 The Owasso City Council met in regular session on Tuesday, April 5, 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 12:00 pm on Friday, April 1, 2022. 1. Call to Order Mayor Bill Bush called the meeting to order at 6:30pm. 2. Invocation The Invocation was offered by Reverend Blake Altman of Trinity Presbyterian Church, 3. Flag Salute Vice Mayor Kelly Lewis led the flag salute. 4. Roll Call Present Absent Mayor - Bill Bush None Vice Mayor- Kelly Lewis Councilor- Alvin Fruga Councilor -Doug Bonebrake Councilor - Lyndell Dunn A quorum was declared present. Staff: City Manager - Warren Lehr City Attorney - Julie Lombardi 5. Presentation of Character Trait of Forgiveness Jason Woodruff, Character Council Member, presented the character trait for the month of April. 6. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent' are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes - March 15, 2022, Regular Meeting B. Approve claims C. Authorize the execution of amended Vision 2025 Capital Improvements Agreements for the Community Center Outdoor Classroom and Gathering Area Project and Owasso Events Facilities - Sports Park Project #2, extending the expiration term for each agreement to November 1, 2022 Ms. Lewis moved, seconded by Mr. Bonebrake to approve the Consent Agenda, as presented with claims totaling $877,783.16. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 Consideration and appropriate action relating to items removed from the Consent Agenda None 8. Presentation of the Owasso Strong Neighborhood Initiative Annual Report Jerry Fowler presented the item and discussion was held. Owasso City Council April 5, 2022 Page 2 9. Consideration and appropriate action relating to a budget amendment in the Hotel Tax Fund Jerry Fowler presented the item, recommending approval of a budget amendment in the Hotel Tax Fund by increasing the appropriation for expenditures in the amount of $13,000.00 for the Neighborhood Grant Program. There were no comments from the audience. After discussion, Ms. Lewis moved, seconded by Mr. Bonebrake to approve the budget amendment, as recommended. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 10. Consideration and appropriate action relating to the purchase of computers Jason Woodruff presented the item, recommending approval to purchase twelve (12) Panasonic Toughbook 55 ruggedized laptop computers, in the amount of $37,800.00, from Turn -Key Mobile, Inc., of Jefferson City, Missouri, utilizing the State of Oklahoma's approved contract #SW 1020P, There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Mr. Fruga to approve the purchase, as recommended. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 11. Consideration and appropriate action relating to architect and engineering services for the Police Department Shoothouse and a Multi -Use Structure Jason Woodruff presented the item, recommending approval of an Agreement for Architecture and Engineering Services with K +D Architects of Owasso, Oklahoma, in the amount of $43,250.00, and authorization to execute the agreement. There were no comments from the audience. After discussion, Ms. Lewis moved, seconded by Mr. Dunn to approve and authorize execution of the agreement, as recommended. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 12. Consideration and appropriate action relating to bids received for the U.S. Highway 169 right - of -way mowing project Larry Escalanta presented the item, recommending to award the base bid and the alternate to MTS Brush Hogging Dozer & Lawn LLC, of Mannford, Oklahoma, in the amount of $7,684.20 per mowing, and authorization to execute all necessary documents. There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Ms. Lewis to award the base bid and alternate and authorize execution of all necessary documents, as recommended. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 13. Report from City Manager Warren Lehr introduced Roger Stevens to provide the monthly Public Works Project Status Report and discussion was held. Mr. Lehr reported on the Gathering on Main, the 14th Annual Economic Summit, and Owasso Day at the State Capitol. 14. Report from City Attorney None 15. Report from City Councilors Councilors commented on Owasso Day at the State Capitol and the Land Use Master Plan meeting. Owasso City Council April 5, 2022 Page 3 16. Official Notices (documents for acknowledgment of receipt or information only, no discussion or action will be taken) The Mayor acknowledged receipt of the following: • Payroll Payment Report - Pay Period Ending Dates March 12, 2022, and March 26, 2022 • Health Care Self- Insurance Claims - dated as of March 31, 2022 • Oklahoma Department of Environmental Quality Permit No. WL000072220143 Waterline Extension for Ascension St. John Rehabilitation Hospital 17. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None 18. Adjournment Ms. Lewis moved, seconded by Mr. Fruga to adjourn the meeting. YEA: Bonebrake, Dunn, Fruga, Lewis, Bush NAY: None Motion carried: 5 -0 and the meeting adjourned at 7:36 pm. Bill Bush, Mayor Juliann M. Stevens, City Clerk Claims List - 4119/2022 Fund Vendor Name Payable Description Payment Amount 01 GENERAL PDG INC. FUNTASTIC ISLAND - PLANNI $2,700.00 FUNTASTIC SPLASH PAD • Total AMAZON- SUPPLIES $2,700.00 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $82.76 CITY GARAGE CITY GARAGE OH LABOR MARC $189.83 JPMORGAN CHASE BANK AMAZON - EQUIPMENT $534.93 JPMORGAN CHASE BANK AMAZON -PARTS $53.04 JPMORGAN CHASE BANK FAMILY ANIMAL MED -SVC $157.62 JPMORGAN CHASE BANK HOME DEPOT - REFUND ($13.87) JPMORGAN CHASE BANK LOWES- SUPPLIES $58.44 JPMORGAN CHASE BANK STROBES N MORE - EQUIPM $616.22 JPMORGAN CHASE BANK TOMMYS - SERVICE $34.99 JPMORGAN CHASE BANK TROYTDVM -MED SVC $75.00 JPMORGAN CHASE BANK TROYTDVM- STERILIZATIO $75.00 JPMORGAN CHASE BANK WATERSTONE- CLEANING $59.70 GEN ANIMAL CONTROL -Total $1,923.66 JPMORGAN CHASE BANK NEXTCARE- VACCINATIONS $100.00 JPMORGAN CHASE BANK SITE IND -LIC FEE $257.50 UNIFIRST HOLDINGS LP UNIFORM SERVICES $20.40 GEN CEMETERY -Total $377.90 JOY CARLENE PAUL CLASSES $152.00 JPMORGAN CHASE BANK AMAZON- SUPPLIES $19.39 JPMORGAN CHASE BANK MEETING EXPENSE $309.81 JPMORGAN CHASE BANK REASORS- SUPPLIES $23.95 JPMORGAN CHASE BANK SAMS- SUPPLIES $49.61 OWASSO COMMUNITY THEATRE CLASSES $576.00 COMPANY COPIER BASE RATE FOR APRI $266.36 TEAL DANCE COMPANY LLC CLASSES $420.00 VICKI LYNN WIESE SERVICES $254.00 GEN COMM CTR DONATIONS -Total $1,804.76 GRAND GATEWAY ECO. DEV. ASSC. SENIOR RIDES FOR FEBRUARY $96.00 JPMORGAN CHASE BANK HOME DEPOT - MATERIALS $116.74 JPMORGAN CHASE BANK MIDWEST- UNIFORM $749.42 JPMORGAN CHASE BANK QUIT BUGGIN -PEST CONT $95.00 JPMORGAN CHASE BANK SAMS- SUPPLIES $23.96 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $727.55 SUMNERONE INC COPIER BASE RATE FOR APRI $266.36 GEN COMMUNITY CENTER -Total $2,075.03 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $69.96 CITY GARAGE CITY GARAGE OH LABOR MARC $354.67 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $584.01 INCOG 4RTH QUARTER DUES. $7,619.50 Fund 01 GENERAL Claims List - 4/19/2022 Vendor Name Payable Description Payment Amount JPMORGAN CHASE BANK LODGING EXPENSE 3/28 $385.76 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $69.65 JPMORGAN CHASE BANK TRIMBLE - SUPPLIES $239.20 JPMORGAN CHASE BANK WALMART - SUPPLIES $40.47 TREASURER PETTY CASH INSP LIC RENEW - SHAMPA $70.00 TREASURER PETTY CASH PARKING REIMB $30.00 TREASURER PETTY CASH TRAINING EXP -STACY $236.40 TREASURER PETTY CASH TRAVEL REIMB- FRITSCHE $300.40 UNIFIRST HOLDINGS LP UNIFORM SHIRTS $144.00 GEN COMMUNITY DEVELOPMENT -Total $10,144.02 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $33.72 CHRISTOPHER WALKER PARKS JANITORIAL SERVICES $1,300.00 CITY GARAGE CITY GARAGE OH LABOR MARC $67.58 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $80.48 JPMORGAN CHASE BANK AMAZON -STAND $34.99 JPMORGAN CHASE BANK FAIRWAY LAWNS - TREATME $41.47 JPMORGAN CHASE BANK SAVON- ADVERT $125.00 GEN CULTURE & RECREATION -Total $1,683.24 JPMORGAN CHASE BANK ADOBE -SUB FEE $29.99 JPMORGAN CHASE BANK FASTCO -SUB FEE $19.99 GEN ECONOMIC DEV -Total $49,98 AT &T PHONE SERVICE $3.04 CITY GARAGE CITY GARAGE OH LABOR MARC $186.67 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $156.65 VERDIGRIS VALLEY ELECTRIC COOP STORM SIREN ELECTRIC $94.23 GEN EMERG PREPAREDNESS -Total $440.59 CITY GARAGE CITY GARAGE OH LABOR MARC $585.17 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $392.73 JPMORGAN CHASE BANK BESTBUY - WEBCAMS $129.98 JPMORGAN CHASE BANK GELLCO -BOOTS $143.99 UNIFIRST HOLDINGS LP UNIFORM SERVICES $32.92 UNITED STATES CELLULAR CORPORATION PUBLIC WORKS MONTHLY $49.57 CELL GEN ENGINEERING -Total $1,334.36 CITY GARAGE CITY GARAGE OH LABOR MARC $98.92 JPMORGAN CHASE BANK DELL - MONITORS $2,161.20 JPMORGAN CHASE BANK OFFICE DEPOT- BATTERY $109.99 JPMORGAN CHASE BANK OFFICE DEPOT -TAPE $19.20 TREASURER PETTY CASH VEHICLE TAG $56.00 GEN FINANCE -Total $2,445.31 AMERICANCHECKED INC ATTN: BILLING SOLICITOR BACKGROUND $68.95 2 Claims List - 4/1912022 Fund Vendor Name Payable Description Payment Amount O1 GENERAL CHEC $133.65 AT &T PHONE SERVICE $9.14 BH MEDIA HOLDING GROUPS, INC TULSA WORLD PUBLICATIONS $231.68 ELIZABETH ANNE CHILDS GENERAL LEGAL SERVICE FEE $1,680.00 INCOG LEGISLATIVE CONSORTIUM $1,634.75 JPMORGAN CHASE BANK AMAZON- FILTERS $47.15 JPMORGAN CHASE BANK AMAZON - REFUND ($47,15) JPMORGAN CHASE BANK REASORS- SUPPLIES $8.19 JPMORGAN CHASE BANK USPS -PO BOX RENTAL $398.00 JPMORGAN CHASE BANK ZOOM -RENEW FEE $149.90 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $1,376.52 PROSTAR SERVICES INC COFFEE SUPPLIES $259.70 SUMNERONE INC COPIER SERVICE AND SUPPLI $607.76 TULSA COUNTY CLERK TULSA COUNTY CLERK FILING $136.00 GEN GENERAL GOVERNMENT -Total $6,560.59 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $246.11 GEN HISTORICAL MUSEUM -Total $246,11 AMERICANCHECKED INC ATTN: BILLING BACKGROUND CHECKS $133.65 JPMORGAN CHASE BANK AMAZON -EMPL DEVELOPME $354.96 JPMORGAN CHASE BANK NEXTCARE- TESTING $390.00 JPMORGAN CHASE BANK OFFICE DEPOT -TAPE $10.65 JPMORGAN CHASE BANK WRKERS CMP- FILING FEE $1,001.00 OKLAHOMA SAFETY COUNCIL DEFENSIVE DRIVER TRNG 03/ $1,800.00 GEN HUMAN RESOURCES • Total $3,690.26 CITY GARAGE CITY GARAGE OH LABOR MARC $136.67 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $59.71 JPMORGAN CHASE BANK AMAZON - SUPPLIES $48.73 JPMORGAN CHASE BANK AMAZON- VELCRO $15.42 JPMORGAN CHASE BANK CHICKASAW -TECH SUPPOR $555.00 JPMORGAN CHASE BANK COX - INTERNET $1,585.28 JPMORGAN CHASE BANK COX -SIP BILL $65.65 JPMORGAN CHASE BANK OFFICE DEPOT - CHARGES $41.88 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES $291.76 JPMORGAN CHASE BANK SHIPSTATION- SHIPPING $8.45 GEN INFORMATION TECH -Total $2,808.55 CITY GARAGE CITY GARAGE OH LABOR MARC $246.50 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $50.27 JPMORGAN CHASE BANK OWASSO CHAMBER - MEETIN $75.00 JPMORGAN CHASE BANK SAMS -EMPL RELATIONS $40.56 GEN MANAGERIAL -Total $412.33 3 Claims List - 4119/2022 Fund Vendor Name Payable Description Payment Amount 01 GENERAL JPMORGAN CHASE BANK POLICE RECORDS- TRAINI $159.00 GEN MUNICIPAL COURT -Total $159.00 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $113.98 CITY GARAGE CITY GARAGE OH LABOR MARC $1,534.08 CITY OF OWASSO WATER $315.00 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $390.12 JPMORGAN CHASE BANK CORNERSTONE - SUPPLIES $87.14 JPMORGAN CHASE BANK GRAINGER- SUPPLIES $340.23 JPMORGAN CHASE BANK HOME DEPOT - CHARGER $101.98 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $115.02 THE ADT SECURITY CORPORATION PARKS OFFICES SECURITY SY $85.44 UNIFIRST HOLDINGS LP PARKS STAFF UNIFORMS $4186 UNIFIRST HOLDINGS LP REDBUD FACILITIES STAFF U $19.36 VERDIGRIS VALLEY ELECTRIC COOP PARKS ELECTRIC $57.90 GEN PARKS -Total $3,204.11 DEPARTMENT OF PUBLIC SAFETY OLETS $1,500.00 JPMORGAN CHASE BANK WALMART- PRISON BOARD $16.88 TREASURER PETTY CASH NOTARY - BURGESS $25.00 GEN POLICE COMMUNICATIONS -Total $1,541.88 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $470.77 CITY GARAGE CITY GARAGE OH LABOR MARC $4,295.83 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $2,506.98 JPMORGAN CHASE BANK ATWOODS- HERBICIDE $359.94 JPMORGAN CHASE BANK CORNERSTONE - SHOVEL $38.98 JPMORGAN CHASE BANK NEXTCARE- VACCINATIONS $600.00 JPMORGAN CHASE BANK PSI SVC -PSI CORE EXAM $95.00 JPMORGAN CHASE BANK STANDARD SPLY- REPAIR $66.27 SPIRIT LANDSCAPE MANAGEMENT LLC 96TH ST LANDSCAPE $247.50 SPIRIT LANDSCAPE MANAGEMENT LLC MAIN ST LANDSCAPE $410.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES $113.29 GEN STORMWATER -Total $9,204.56 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $86.71 CITY GARAGE CITY GARAGE OH LABOR MARC $641.75 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $49.61 JPMORGAN CHASE BANK BEWLEY- SUPPLIES $10.24 JPMORGAN CHASE BANK COMM PWR SOL- SERVICE $360.00 JPMORGAN CHASE BANK GRIMSLEYS -SOAP $77.64 JPMORGAN CHASE BANK LIBERTY -FLAGS $438.09 JPMORGAN CHASE BANK LOWES -BULBS $74.90 JPMORGAN CHASE BANK LOWES -DOOR KNOBS $61.96 JPMORGAN CHASE BANK LOWES- SEALANT $98,34 Ell Claims List - 4119/2022 Fund Vendor Name Payable Description Payment Amount 01 GENERAL JPMORGAN CHASE BANK UHAUL - TRANSPORT $8610 OKLAHOMA DEPARTMENT OF LABOR CH ELEVATOR INSPECTION FE $225.00 TREASURER PETTY CASH VEHICLE TAG $46.00 UNIFIRST HOLDINGS LP UNIFORM RENTAL $58.46 GEN SUPPORT SERVICES -Total GENERAL -Total $2,314.80 AEP /PSO STREET LIGHTS $10.92 TREASURER PETTY CASH CC REFUND - DENTON $50.00 TREASURER PETTY CASH CC REFUND -HOLT $50.00 TREASURER PETTY CASH CC REFUND - RANDOLPH $100.00 k GENERAL -Total $210.92 GENERAL -Total $55,331.96 20 AMBULANCE SERVICE CITY GARAGE CITY GARAGE OH LABOR MARC $1,254.08 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $3,805.64 JPMORGAN CHASE BANK AMAZON- MOUNTS $79,90 JPMORGAN CHASE BANK BEARCOM -RADIO INSTALL $981.00 JPMORGAN CHASE BANK BOUNDTREE- SUPPLIES $2,132.80 JPMORGAN CHASE BANK CAPITAL WASTE- REMOVAL $320.00 JPMORGAN CHASE BANK ESO -CONF FEE $2,697,00 JPMORGAN CHASE BANK FEDEX - POSTAGE $16.51 JPMORGAN CHASE BANK FULLERTON- REFILLS $158.00 JPMORGAN CHASE BANK HENRY SCHEIN- SUPPLIES $322.80 JPMORGAN CHASE BANK LAERDALMEDICAL- SUPPLI $505.95 JPMORGAN CHASE BANK LIFE ASSIST- SUPPLIES $2,696.97 JPMORGAN CHASE BANK MEDLINE - SUPPLIES $1,133.17 JPMORGAN CHASE BANK NSC -TOOLS $64.69 JPMORGAN CHASE BANK OFCA -MEMB FEE $36.00 JPMORGAN CHASE BANK S ANESTHESIA- SUPPLIES $725.55 JPMORGAN CHASE BANK SOUTHWEST- AIRFARE $530.88 JPMORGAN CHASE BANK WALMART -FORMS $9,72 JPMORGAN CHASE BANK WS DARLEY -TOOLS $1,838.28 JPMORGAN CHASE BANK ZOLL - SUPPLIES $3,489.20 JPMORGAN CHASE BANK ZOLL - WARRANTY $1,400.00 OK STATE DEPT OF HEALTH EMERGENCY PMD RECERT $97,50 AMBULANCE -Total $24,295.64 AMBULANCE SERVICE -Total $24,295.64 21 E -911 AT &T T1 CIRCUITS $1,000.68 JPMORGAN CHASE BANK LANGUAGE LINE -SVC $129.51 JPMORGAN CHASE BANK POSITIVE PROMO- UNIFOR $126.61 JPMORGAN CHASE BANK QUEENSBORO- UNIFORM $137.82 JPMORGAN CHASE BANK SOUTHERN RUBBER -STAMP $42.36 MOTOROLA SOLUTIONS INC MON PYMT ASTRO SYSTEM $2,714.75 k Fund 21 E -911 Claims List - 4/1912022 Vendor Name RICH & CARTMILL INC Payable Description Payment Amount COMMUNICATIONS NOTARY $30.00 BON E911 COMMUNICATIONS -Total $4,181.73 E -911 -Total $4,181.73 25 HOTEL TAX JPMORGAN CHASE BANK MEETING EXPENSE 4/8 $485.00 HOTEL TAX ECON DEV -Total $485.00 JPMORGAN CHASE BANK HOME DEPOT - GLOVES $228.25 OSNIGRANTS -Total $228,25 CITY GARAGE CITY GARAGE OH LABOR MARC $69.92 JPMORGAN CHASE BANK OWASSO COMMUNITY FOUNDATION INC OFFICE DEPOT - SUPPLIES $18.09 2022 NEIGHBORHOOD GRANT F $28,000.00 STRONG NEIGHBORHOODS -Total $28,088,01 HOTELTAX -Total $28,801.26 27 STORMWATER MANAGEMENT BH MEDIA HOLDING GROUPS, INC TULSA WORLD PUBLICATIONS $123.00 JPMORGAN CHASE BANK ATWOODS- GRABBERS $83.93 JPMORGAN CHASE BANK BROWN FARMS - REPAIRS $35.00 JPMORGAN CHASE BANK DITCH WITCH - NOZZLE $261.00 JPMORGAN CHASE BANK GELLCO -BOOTS $170.00 LOT MAINTENANCE OF OKLAHOMA, INC. LITTER PICK UP $1,144.00 MESHEK & ASSOCIATES, P.L.C. ENGINEERING SERVICES - $3,640.00 MESHEK &ASSOCIATES, P.L.C. ENGINEERING SERVICES - BL $11,066.45 TREASURER PETTY CASH PARKING REIMS $4.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES $11.98 UNITED STATES CELLULAR CORPORATION PUBLIC WORKS MONTHLY $33.62 $2,518.56 CELL TULSA COUNTY CLERK STORMWATER- STORMWATER -Total $24.00 $16,572.98 STORMWATER MANAGEMENT -Total $16,572.98 34 VISION TAX BH MEDIA HOLDING GROUPS, INC TULSA WORLD PUBLICATION $71.34 GUY ENGINEERING SERVICES INC ENGINEERING SVCS $1,613.69 AGREEMEN 116TH - GARNETT RD TO 129TH - Total $1,685.03 CROSSLAND HEAVY CONTRACTORS CONSTRUCTION SVCS - 116 S $028,281.30 116THIGARNETT INTERS IMPR -Total $828,281.30 BKL INCORPORATED ENGINEERING $2,518.56 TULSA COUNTY CLERK TULSA COUNTY CLERK FILING $24.00 96TH FROM 119TH TO 129TH -Total $2,542.56 VISION TAX -Total $832,508.89 36 CAPITAL IMPROV GRANTS GH2 ARCHITECTS LLC SPORTS PARK VISON 2025 $9,353.79 VSN 2025 SPORTS PARK RDS -Total $9,353.79 CAPITAL IMPROV GRANTS -Total $9,353.79 Claims List - 4/19/2022 Fund Vendor Name Payable Description Payment Amount 37 SALES TAX FIRE AT &T PHONE SERVICE $3.04 CITY GARAGE CITY GARAGE OH LABOR MARC $4,532.75 CITY OF OWASSO WATER $101.50 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $3,833.94 JOHNNYSMITH TUITION REIMBURSEMENT $550.65 JPMORGAN CHASE BANK AMAZON- BATTERIES $11.96 JPMORGAN CHASE BANK AMAZON -BELTS $152.00 JPMORGAN CHASE BANK AMAZON -ROPE $13,99 JPMORGAN CHASE BANK AMAZON- SUPPLIES $120.49 JPMORGAN CHASE BANK CORNERSTONE- FITTING $7.58 JPMORGAN CHASE BANK CORNERSTONE- FITTINGS $11.95 JPMORGAN CHASE BANK CORNERSTONE -FUEL CAN $26.99 JPMORGAN CHASE BANK CORNERSTONE -PARTS $43.67 JPMORGAN CHASE BANK FLEET FUELS -DEF $639.90 JPMORGAN CHASE BANK LOWES -PARTS $14.34 JPMORGAN CHASE BANK NAFECO -BOOTS $331.00 JPMORGAN CHASE BANK NAT'L HONOR GRD -FEE $550.00 JPMORGAN CHASE BANK NSC- MONITOR $3,562.35 JPMORGAN CHASE BANK OFFICE DEPOT - BATTERY $176.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $119.54 JPMORGAN CHASE BANK OREILLY -FLOOR DRY $32.97 JPMORGAN CHASE BANK OREILLY- HEADLIGHT $56.04 JPMORGAN CHASE BANK OREILLY -PUMP $62.25 JPMORGAN CHASE BANK OREILLY- REFUND ($37.32) JPMORGAN CHASE BANK SAMS- SUPPLIES $719.39 JPMORGAN CHASE BANK SUMNERONE - COPIER FEE $160.27 JPMORGAN CHASE BANK TRADEHOME- UNIFORM $100.00 JPMORGAN CHASE BANK TRAVEL EXP 3129 $41.75 JPMORGAN CHASE BANK TRAVEL EXP 3/31 $43.96 JPMORGAN CHASE BANK TRAVEL EXP 4/1 $24.54 JPMORGAN CHASE BANK TRAVEL EXP 414 $91.15 JPMORGAN CHASE BANK TRAVEL EXP 4/6 $12.82 JPMORGAN CHASE BANK LISPS- POSTAGE $5.90 JPMORGAN CHASE BANK WALMART -SOAP $26.52 JPMORGAN CHASE BANK WALMART- SUPPLIES $92.67 JPMORGAN CHASE BANK WASH CO RWD -WATER $112.76 MOTOROLA SOLUTIONS INC RADIO REPAIR FD Z1708 $560.00 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $1,776.27 SALES TAX FUND -FIRE -Total $18,686.57 SALES TAX FIRE -Total $18,686.57 38 SALES TAX POLICE AT &T PHONE SERVICE $9.13 7 Claims List - 4/19/2022 Fund Vendor Name Payable Description Payment Amount 38 SALES TAX POLICE CITY GARAGE CITY GARAGE OH LABOR MARC $10,065.75 CITY OF OWASSO WATER $38.50 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $16,112.15 JOHNSON EQUIPMENT COMPANY DOOR REPAIR $170.00 JPMORGAN CHASE BANK ACTION TARGETS - SUPPLI $359.18 JPMORGAN CHASE BANK AMAZON- SUPPLIES $302.98 JPMORGAN CHASE BANK AT YR SVC- RENTAL $115.00 JPMORGAN CHASE BANK CORNERSTONE - SUPPLIES $18.50 JPMORGAN CHASE BANK EBAY-CAM ERA LENS $245.95 JPMORGAN CHASE BANK GALLS- UNIFORM ITEMS $517.31 JPMORGAN CHASE BANK LODGING EXPENSE 411 $597.87 JPMORGAN CHASE BANK MEETING EXPENSE 411 $80.94 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $104.30 JPMORGAN CHASE BANK OREILLY -PARTS $68.22 JPMORGAN CHASE BANK REEVES - UNIFORM ITEMS $96.89 JPMORGAN CHASE BANK ROYAL CANIN- SUPPLIES $735.09 JPMORGAN CHASE BANK SAMS- SUPPLIES $112.40 JPMORGAN CHASE BANK SKID TACTICAL - UNIFORM $69.95 JPMORGAN CHASE BANK SOUTHERN RUBBER - SUPPL $3525 JPMORGAN CHASE BANK SPECIAL OPS- UNIFORM $799.89 JPMORGAN CHASE BANK SPECIAL OPS- UNIFORM 1 $2,077.07 JPMORGAN CHASE BANK STOPSTICK - SUPPPLIES $1,408.00 JPMORGAN CHASE BANK TRACTOR SPLY - SUPPLIES $99.98 JPMORGAN CHASE BANK ULINE- SUPPLIES $74.44 JPMORGAN CHASE BANK WATERSTONE- CLEANING $1,129.22 LENOX WRECKER SERVICE INC TOWING SERVICE $300.00 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $1,140.76 OWASSO FOP LODGE #149 POLICE DEPT LEGAL DEFENSE $206.50 SHI INTERNATIONAL CORP LAPTOP $2,146.90 TREASURER PETTY CASH NOTARY - HAMRICK $10.00 SALES TAX FUND - POLICE -Total $39,248,12 SALES TAX POLICE • Total $39,248.12 39 SALES TAX STREETS AEP /PSO STREET LIGHTS $7,861.94 BLUE ENERGY FUELS LLC CNG FUEL PURCHASES MAR22 $203.17 CITY GARAGE CITY GARAGE OH LABOR MARC $3,490.00 FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $3,595.92 JPMORGAN CHASE BANK BROWNCO -MATS $270.00 JPMORGAN CHASE BANK CORNERSTONE -PARTS $56.62 JPMORGAN CHASE BANK DUNHAMS- ASPHALT $555.97 JPMORGAN CHASE BANK LOWES -BOARD $17.70 JPMORGAN CHASE BANK LOWES -FORM BOARDS $44.11 i Claims List - 4119/2022 Fund Vendor Name Payable Description Payment JPMORGAN CHASE BANK MEEKS -VEH STRIPING Amount 39 SALES TAX STREETS JPMORGAN CHASE BANK LOWES- SUPPLIES $62.28 JPMORGAN CHASE BANK NEXTCARE- VACCINATIONS $100.00 JPMORGAN CHASE BANK P &K -KEYS $21.55 JPMORGAN CHASE BANK TRACTOR SPLY -HITCH $94.99 JPMORGAN CHASE BANK WELSCO- RENTAL $49.64 JPMORGAN CHASE BANK WHITE STAR - FILTER $19.08 OKLAHOMA DEPT OF TRANSPORTATION SIGNAGE $4,948.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES $218.52 VERDIGRIS VALLEY ELECTRIC COOP 116/129 TRAFFIC SIGNA $76.57 VERDIGRIS VALLEY ELECTRIC COOP CHAMPION STREET LIGHT $75.56 VERDIGRIS VALLEY ELECTRIC COOP SECURITY LIGHT $6.13 SALES TAX FUND-STREETS -Total YELLOWHOUSE -PARTS $21,767.75 SALES TAX STREETS -Total NATURAL GAS USAGE $21,767.75 40 CAPITAL IMPROVEMENTS COMPLETE HARDSCAPE CONSTRUCTION WALL INSTALLATION $19,800.00 QUIKRETE HOLDINGS INC BAILEY MEDICAL ENTRANCE B $8,423.14 CI - GARN WID 96TH -106TH -Total $28,223.14 MAGNUM CONSTRUCTION 5K HEARTH HEALTHY TRAIL P $85,724.00 CIP SK TRAIL -Total $85,724.00 GARVER ENGINEERING DESIGN SVCS - $2,336.63 CIP 961145TH INTERSECT -Total $2,336.63 MAGNUM CONSTRUCTION FUNTASTIC ISLAND RENOVATI $134,688.60 CIP FUNTASTIC SPLASH PAD -Total $134,688.60 DOERNER, SAUNDERS, DANIEL & 106 AND 116TH AND N GARNE $1,742.65 CIP GARN RD WIDE 106.116 -Total $1,742.65 JPMORGAN CHASE BANK MEEKS -VEH STRIPING $3,681.95 CIP POLICE VEHICLES -Total $3,681.95 CAPITAL IMPROVEMENTS •Total $256,396.97 70 CITY GARAGE FLEETCOR TECHNOLOGIES CITY FUEL EXPENSES MAR 22 $56.16 JPMORGAN CHASE BANK AMAZON -HOOKS $28.31 JPMORGAN CHASE BANK AMAZON -PARTS $129.39 JPMORGAN CHASE BANK AMERIFLEX -PARTS $38.10 JPMORGAN CHASE BANK AMERIFLEX- SUPPLIES $48.00 JPMORGAN CHASE BANK HESSELBEIN -TIRES $680.00 JPMORGAN CHASE BANK HOLT- SUPPLIES $845.02 JPMORGAN CHASE BANK HOOTEN -PARTS $845.31 JPMORGAN CHASE BANK JIM NORTON -PARTS $393.80 JPMORGAN CHASE BANK YELLOWHOUSE -PARTS $667.63 ONEOK INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE $642.84 UNIFIRST HOLDINGS LP UNIFORM RENTAL $34.86 E Claims List - 4/19/2022 Fund Vendor Name Payable Description Payment Amount 70 CITY GARAGE CITY GARAGE - Total $4,409.42 CITY GARAGE -Total $4,409.42 76 WORKERS' COMP SELF -INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS $2,612.42 OK TAX COMMISSION SPECIAL TAX UNIT MITF ASSESSMENTS 21 -22 $1,178.17 UNITED SAFETY & CLAIMS INC UNITED SAFETY CLAIMS $1,658.33 WORKERS' COMP SELF -INS -Total $5,448.92 WORKERS' COMP SELF -INS -Total $5,448.92 77 GENERAL LIABILITY - PROPERT COREY HARVICK TORT CLAIM $440.23 MOHAMMED MOLLAH TORT CLAIM $4,000.09 GEN LIAB -PROP SELF INS -Total $4,440.32 GENERAL LIABILITY - PROPERT -Total $4,440.32 City Grand Total $1,321,444.32 R TO: The Honorable Mayor and City Council FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: Approval of Utility Easement Request for Coffee Creek Lift Station Electrical Service DATE: April 15, 2022 BACKGROUND: The Coffee Creek Lift Station, located just south of East 106th Street North on the west side of North 145th East Avenue is being constructed on property owned by the City of Owasso. American Electric Power /Public Service Company of Oklahoma (AEP /PSO) will service the lift station with underground electrical through a buried service line. AEP /PSO requires all lines to be placed in a utility easement. In this case, the corridor for the easement was set and the conduit for the service has been placed in that location. The legal description for the corridor was prepared by the design engineer and included on the appropriate legal forms (see attachment). RECOMMENDATION: Staff recommends granting the public utility easement and authorization to execute the necessary documents. ATTACHMENT Easement UTILITY EASEMENT KNOW ALL MEN BY THERE PRESENTS: That for and in consideration of value received, the City of Owasso, do hereby grant and dedicate to the public, for public use, a utility easement over and across the following described property situated in the County of Tulsa, State of Oklahoma, to -wit: See Attached Exhibit "A" with ingress and egress to and from the same; which utility easement and grant shall be for the several purposes of constructing, maintaining, operating, repairing, and removing any and all public utilities, including, but not limited to, storm and sanitary sewers, telephone and electric lines, poles and fixtures, natural gas and waterlines, and other appurtenant appliances; and together with all rights and privileges incident thereto, and the right to remove or trim trees when the same interfere with said utilities. TO HAVE AND TO HOLD the said utility easement and grant unto the public for public use, forever; the consideration hereof being in full payment for the rights and privileges herein granted. EXECUTED this 19th day of April, 2022. Bill Bush, Mayor City of Owasso STATE OF Oklahoma ss. ACKNOWLEDGMENT COUNTY OF Before me, the undersigned, a Notary Public in and for said County and State, on this day of , 2022, personally appeared Bill Bush to me known to be the identical person who subscribed the name of the maker thereof to the within and foregoing instrument as its grantee and acknowledged to me that he executed the same as his free and voluntary act and deed as Mayor of the City of Owasso, on behalf of the City, for the uses and purposes therein set forth. Given under my hand and seal of office the day and year last above written. My Commission Expires: NOTARY PUBLIC My Commission Number: R -14 -E E 106th ST. N. SECTION 16 T -21 -N, R -14 -E PARCEL 1 PERMANENT EASEMENT A TRACT OF LAND LOCATED IN THE NW /4 OF THE NW 14 OF SECTION 15, T -21 -N, R -14 -E OF THE INDIAN BASE & AERDWI, ROGERS COUNTY, STATE OF OWMWA, ACCORDING TO THE OFFICIAL U.S. GOVERNMENT SURVEY THEREOF, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: I COMMENCING AT THE NORTHWEST CORNER OF SECTION 15, T -21 -14, R -14-E; THENCE S 0001133' E ALONG THE WEST LINE OF THE NW /4 OF SAID SECTION 15 A DISTANCE OF 978.69 FEET; THENCE N 09°58'27" E A DISTANCE OF 50.00 FEET TO THE POINT OF BEGINNING; THENCE S 89°59'11' E AND PARALLEL WITH THE SOUTH LINE OF THE NW /4 OF THE NW 14 OF SAID SECTION 15 A DISTANCE OF 518.83 FEET; THENCE N 44°5817 E A DISTANCE OF 80.48 FELT; THENCE N 00°09'45' W A DISTANCE OF 53.05 FEET; THENCE N 89°15 E A DISTANCE OF 20.00 FEET; THENCE S 000945' E A DISTANCE OF 61.36 FEET. THENCE 5 4658'27 W A DISTANCE OF 97.013 FEET, THENCE N 89°59'11' W AND PARALLEL WITH THE SOUTH LINE OF THE NW /4 OF THE NW 14 OF SAID SECTION 15 A DISTANCE OF 527.13 FEET TO A POINT 50.00' EAST AS MEASURED PERPENDICULAR TO THE WEST LINE OF THE NW /4 OF SAID SECTION 15; THENCE N 000047 W PARALLEL WITH THE WEST LIFE OF THE NW /4 OF SAID SECTION 15 A DISTANCE OF 20.00 FEET TO THE POINT OF BEGINNING. LEGAL DESCRIPTION EXHIBIT PARCEL 1 PERMANENT EASEMENT SECTION 15, T -21 -N, R -14 -E ROGERS COUNTY, OKLAHOMA SECTION 15 T -21 -N, R -14 -E I PARCEL 1 PERMANENT EASEMENT A TRACT OF LAND LOCATED IN THE NW /4 OF THE NW 14 OF SECTION 15, T -21 -N, R -14 -E OF THE INDIAN BASE & AERDWI, ROGERS COUNTY, STATE OF OWMWA, ACCORDING TO THE OFFICIAL U.S. GOVERNMENT SURVEY THEREOF, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: COMMENCING AT THE NORTHWEST CORNER OF SECTION 15, T -21 -14, R -14-E; THENCE S 0001133' E ALONG THE WEST LINE OF THE NW /4 OF SAID SECTION 15 A DISTANCE OF 978.69 FEET; THENCE N 09 -58'27" E A DISTANCE OF 50.00 FEET TO THE POINT OF BEGINNING; THENCE S 89'59'11' E AND PARALLEL WITH THE SOUTH LINE OF THE NW /4 OF THE NW 14 OF SAID SECTION 15 A DISTANCE OF 518.83 FEET; THENCE N 44'5817 E A DISTANCE OF 80.48 FELT; THENCE N 00'09'45' W A DISTANCE OF 53.05 FEET; THENCE N 895015 E A DISTANCE OF 20.00 FEET; THENCE S 000945' E A DISTANCE OF 61.36 FEET. THENCE 5 4658'27 W A DISTANCE OF 97.013 FEET, THENCE N 89'59'11' W AND PARALLEL WITH THE SOUTH LINE OF THE NW /4 OF THE NW 14 OF SAID SECTION 15 A DISTANCE OF 527.13 FEET TO A POINT 50.00' EAST AS MEASURED PERPENDICULAR TO THE WEST LINE OF THE NW /4 OF SAID SECTION 15; THENCE N 000047 W PARALLEL WITH THE WEST LIFE OF THE NW /4 OF SAID SECTION 15 A DISTANCE OF 20.00 FEET TO THE POINT OF BEGINNING. TO: The Honorable Mayor and City Council FROM: Daniel Dearing, P.E., CFM Assistant City Engineer SUBJECT: Resolution 2022 -02, Property transfer from Tulsa County to City of Owasso DATE: April 15, 2022 BACKGROUND: In 1975, the City acquired three parcels for the 117th Lift Station and Force Main construction. The properties are located east of North 117th East Avenue between East 69th Street North and East 72nd Street North. One parcel contains the location of the lift station and the other two parcels are for the driveway access to the lift station. Two of the deeds were filed as being deeded to the City of Owasso and the third was deeded to the Public. Since the properties are not within City Limits, the parcel deeded to the public was placed in Tulsa County's title, being the Public Agency with jurisdiction. Since this parcel only contains infrastructure (sewer lines and driveway) owned and maintained solely for the City's sanitary sewer lift station, the City requested the property to be transferred to the City of Owasso in order to retain rights to install /relocate infrastructure without having to obtain agreements or permits through Tulsa County. Tulsa County has agreed and provided a Resolution for City Council consideration and action to receive the property. RECOMMENDATION: Staff recommends approval of Resolution 2022 -02, accepting the parcel transfer from Tulsa County to the City of Owasso. ATTACHMENTS: Resolution 2022 -02 Site Map CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2022 -02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AUTHORIZING THE RECEIPT OF PROPERTY FROM TULSA COUNTY WHEREAS, Tulsa County owns a certain real property within the limits of Tulsa County, adjacent to property owned by the City of Owasso, which is used as access to a City sanitary lift station. The property is located on the east side of North 117th East Avenue, between East 69th Street North and East 72nd Street North, a /k /a Tulsa County Assessor's Parcel# 91432-14-32-32730 and described as: The North 25 feet of the NW' /4 NEIA SW' /4 of Section 32, Township 21 North, Range 14 East of the Indian Base and Meridian, Tulsa County, State of Oklahoma (as described in the Deed of Dedication from Book 4160 Page 1263) WHEREAS, said property is not needed for any purpose of Tulsa County, including courthouse or jail purposes and therefore surplus to the needs of the County; and WHEREAS, said property was originally deeded for the purpose of an access road to and from a City of Owasso Sanitary Sewer Lift Station and contains City utilities. WHEREAS, pursuant to 19 O.S. § 349(B), the Board of County Commissioners of the County of Tulsa ('Board ") is conveying ownership of said property to the City of Owasso, Oklahoma by quit -claim deed to be used by the City of Owasso for any purpose authorized by law. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, that, to -wit: The above - described property is being conveyed to the City of Owasso according to law and the Chair of the Board of County Commissioners has signed all documents and accomplished all things to complete the conveyance. The Mayor is authorized and directed to approve the receipt of the property conveyed to the City of Owasso from Tulsa County on behalf of the City of Owasso. PASSED AND APPROVED this 19th day of April, 2022. Bill Bush, Mayor ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney Location Map 1" = 300 n Tulsa County Property 04/11/2022 Lift Station Drive This map may represents a visual display of related geographic information. Data provided hereon is not guarantee of acutual field conditions. To be sure of complete accuracy, please contact the responsible staff for most up-to -date information. TO: The Honorable Mayor and City Council FROM: Earl Farris Project Administrator SUBJECT: Acceptance of Infrastructure Improvements at Tommy's Carwash DATE: April 15. 2022 BACKGROUND: The subject commercial development is located at 13311 East 116th Street North. Public infrastructure improvements consist of sanitary sewer infrastructure. FINAL INSPECTIONS: Final inspections for the infrastructure components were completed in April 2022, by the Public Works Department. All standards for acceptance have been met. Additionally, the construction contractor has supplied the necessary two -year maintenance bond. RECOMMENDATION: Staff recommends acceptance of the public infrastructure improvements located at 13311 East 116th Street North consisting of sanitary sewer infrastructure. ATTACHMENTS: Location Map Approved Bond Tommy's Carwash i 11499 G v .ek.,a,. _ m: ?s �fll rAaa6- = 278 n Location Map 03/31/2022 Q MALPnIbpE��IWlyy This map may re resents a visual display of related geographic information. Data provided here on is not guarantee of acutual field conditions. To be sure of complete accuracy, please contact the responsible staffpfor most up -to -date information- Farris, Earl From: Lombardi, Julie Sent: Thursday, March 17, 2022 2:14 PM To: Hancock, Brandon; Farris, Earl Cc: Wingert Shellie Subject: RE: Bonds For Tommy's Carwash Gentlemen, I have reviewed the maintenance bond for the sanitary sewer extension for Tommy's Carwash. The attorney -in -fact signature is authorized, the surety is licensed to do business in OK and the amount of the bond is well within the surety's $63,162,000 underwriting limitation. Therefore, the bond is approved. Jufte Trout Gom6ardi City Attorney City of Owasso PO Box 180 200 S Main St Owasso, OK 74055 Phone: 918- 376 -1511 Fax 918 - 376 -1599 Email: jombardi@cityofowasso.com People • REAL Character • REAL Community From: Hancock, Brandon <BHancock @CityOfOwasso.com> Sent: Thursday, March 17, 20221:34 PM To: Lombardi, Julie <Joombardi @CityOfOwasso.com >; Farris, Earl <efarris @City0f0wasso.com> Subject: Bonds For Tommy's Carwash Julie- Please reply asap. Thanks Brandon Hancock, CPII Infrastructure Inspector Owasso Public Works office: 918 272 -4959 fax: 918 272 -4996 cell: 918 693.0373 Maintenance Bond PRIVATELY FINANCED PUBLIC IMPROVEMENTS Bond No. 0816220 KNOW ALL MEN BY THESE PRESENTS, That we Southstone, LLC as Principal (Developer and Contractor), and Harco National Insurance Company as Surety, are held and firmly bound unto the City of Owasso, as Obligee, in the penal sum of Nine Thousand Nine Hundred Fifteen & 00/100 ($ $9,915.00 ) which payment will and truly to be made, we do bind ourselves, and each of our heirs, executors, administrators, successors, and assigns jointly and severally, firmly by these presents. WHEREAS, the Principal will furnish a bond conditioned to guarantee, for the period of year(s) after final approval of the Sdnch Sanllary Sewer Extension to Serve Tommy's Car Wash located at 13311 E. 116th St. N. a privately financed public improvement, and acceptance of such by the City Council of the City of Owasso, against all defects in workmanship and materials which may become apparent in such privately financed public improvement during said period. NOW, THEREFORE, THE CONDITION OF THIS OBLIGATIONS IS SUCH that the Principal and /or Surety shall indemnify the Obligee for all loss that the Obligee may sustain by reason of any defective materials or workmanship in the privately financed public improvement which may become apparent during the said period. SIGNED, SEALED, AND DATED,, March 16, 2022 Principal Surety , Attonicy -in -Fact Power of Attorney POWER OF ATTORNEY Bondi 0815220 HARCO NATIONAL INSURANCE COMPANY INTERNATIONAL FIDELITY INSURANCE COMPANY Member companies of IAT Insurance Group, Headquartered: 4200 Six Forks Rd, Suite 1400, Raleigh, NG 27609 KNOW ALL MEN BY THESE PRESENTS: That MARCO NATIONAL INSURANCE COMPANY, a corporation organized and existing under the laws of Ilia Slate of Illinois, and INTERNATIONAL FIDELITY INSURANCE COMPANY, a corporation organized and existing Under the laws of the Stale of Now Jersey, and having their pdndpal offices located respectively In the Giles of Rolling Meadows, Illinois and Newark, Now Jersey, do hereby constitute and appoint VAUGHN ORAHAM. JR,, VAUGHN P. GRAHAM, CAREY KENNEMER, SHELLI M SAMSEL, TOM PERRAULT, nRISTIN LEWIS. BTEPHEN M. POLEMAN. VICKI WILSON, TRAVIS E. BROWN. DWIGHT& PILGRIM, J. BELLY DEER. DEBORAH L. RAPeR. AUSTIN N. OREeNHAW. JAMIE M. BURRIS. RYAN MATTHEW SANDERS Tulsa, OK Irish true and lawful allorney(s)•In•fact to execute, seat and deliver for and on Its behalf as surely, any end all bonds and undertakings, contracts of Indemnity and other writings obligatory In the nature thereof, which are or may be allowed, required or permitted by law, statute, rule, regulallon, contract or otherwise, and the execution of such Instrument(s) In pursuance of these presents, shall be as binding upon the sold MARCO NATIONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY, as fully and amply, to all Intents and purposes, as If the some had been duly executed and acknowledged by thelrregularly elected officers at their principal offices. This Power of Atiomey Is executed, and may be revoked, pursuant to and by authority orlhe By-Laws of MARCO NATIONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY and Is granted under and by authority of the following resolution adopted by the Board of Directors of INTERNATIONAL FIDELITY INSURANCE COMPANY at a meeting duly held on the 131h day of December,2018 and by the Board of Directors of MARCO NATIONAL INSURANCE COMPANY at a meeting held on the 131h day of December, 2018. 'RESOLVED, that (1) the Chief Executive Officer, President, Executive Moe President, Senior Mas President, Vice President, or Secretary of the Corporation shall have the power to appoint, and to revoke the appointments of, Atlornaye•In•Fact or agents with power and authority as donned or limited In their reepacliva powers of attorney, and to execute on behalf of the Corporation and affix Ilia Corporation's seal thereto, bonds, undertakings, racugnizances, contracts of indemnity and other willten obligations In the nature thereof or related thereto; and (2) any such Officers of the Corporation may appoint and revoke the appointments of joim•conirol custodians, agents for acceptance of process, and Attorneys-In-fact Wllh aumoriiy to execute walvers and consents on behalf of the Corporation; and (3) the signature of any such Officer of the Corporation and ilia Corporalion's seal may be affixed by facsimile to any power of attorney or certification given (or 010 execution of any bond, undertaking, recognizance, contract of indemnity or other written obligation In the nature thereof or related thereto, such signature and creels when so used whether heretofore or hereafter, being hereby adopted by the Corporation as the original signature of such officer and the original seal of the Corporation, to be valid and binding upon the Corporation with the some face and effect as though manually affixed." IN WITNESS WHEREOF, MARCO NATIONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY have each executed and attested these presents onthls 31st dayof December,2020 Kenneth Chapman Executive Mce President, Harco National Insurance Company and Intemationel Fidelity Insurance Company On this 31st day of December, 2020 . before me came the Individual who executed the preceding Instrument, to me personally known, and, being by me duly Swom, sell he Is the therein described and authorized officer of MARCO NA71ONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY; that the seals affixed to said Instrument are the Corporate Seats of said Companies; that the said Corporate Seals and his signature were duly affixed by order of the Boards of Directors of sold Companies. CERTIFICATION 1. the undersigned officer of MARCO NATIONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY do hereby certify that I have Compered the foregoing copy of the Power ofAttomey and affidavll, and the copy of the Sections of the By-Laws of 'aid Companies as eel forth in said Power of Attorney, with the originals on Ole In the home office of'said companies, and that the some are correct transcripts thereof, and of the whole of the sold originals, and that the said Power of Attorney has not been revoked and Is now In full farce and effect. IN TESTIMONY WHEREOF. I have hereunto eat my hand on this day, . March 16, 2022 Irene Medina, Assistant Secretary IN TESTIMONY WHEREOF, I have hereunto sat my hand amxed my Official Seat, at the City of Newark. New Jersey the day and year Oral above wrll ten. Shlrelle A.Outley a Notary Public of New Jersey My Commisslon Expifes Apd14. 2023 CERTIFICATION 1. the undersigned officer of MARCO NATIONAL INSURANCE COMPANY and INTERNATIONAL FIDELITY INSURANCE COMPANY do hereby certify that I have Compered the foregoing copy of the Power ofAttomey and affidavll, and the copy of the Sections of the By-Laws of 'aid Companies as eel forth in said Power of Attorney, with the originals on Ole In the home office of'said companies, and that the some are correct transcripts thereof, and of the whole of the sold originals, and that the said Power of Attorney has not been revoked and Is now In full farce and effect. IN TESTIMONY WHEREOF. I have hereunto eat my hand on this day, . March 16, 2022 Irene Medina, Assistant Secretary SOUTLLC -01 ,aCOR ®` CERTIFICATE OF LIABILITY INSURANCE DAT DryYYY) �.� 31/16121612022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER, IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must have ADDITIONAL INSURED provisions or be endorsed. if SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain pollcies may require an endorsement. A statement on PRODUCER INSURED 400 Soufhstone LLC 9226 S Elwood AVG Suite C Jenks, OK 74037 (918)283.7147 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN_ MAY HAVE SEEN REDUCED BY PAID CLAIMS, INSR- TYPE OFINSVRANCE IADDL'SUeR: POLICY NUMEER DESCRIPTION OF I LACORD 1101, Additional Remarks Schodulq may be allacbede more apace Ip required) 131 E116thSLN Sanitary Sewer Extension City of Owasso 200 S Main Owasso, OK 74066 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE TO: The Honorable Mayor and City Council FROM: Carly Novozinsky, Assistant Finance Director SUBJECT: Contract for Auditing Services DATE: April 15, 2022 BACKGROUND: The City Charter and state statutes require that an independent accountant perform an audit of the City's finances annually. In April 2020, the City accepted proposals for auditing services from public accounting firms. The proposal from BT & Co., PA was selected, and the City contracted with them to perform auditing services for FY 2020 and FY 2021, with options to renew until 2024. As outlined by the 2020 five -year proposal, the Fiscal Year 2022 base fee of $51,000.00 for BT & Co., PA auditing services related to the City and its Trust Authorities, is $1,000.00 higher than the FY 2021 contract. Federal grant audits, if required under the Single Audit Act, would continue to be billed at $4,000.00 each. Staff recommends approval of a contract with BT & Co., PA of Topeka, Kansas, in the amount of $51,000.00, related to auditing services for the City and its Trust Authorities; and $4,000.00, each, for any federal grant audits required under the Single Audit Act; and authorization to execute all necessary documents. ATTACHMENT: BT & Co., PA Audit Arrangement Letter Cori Jied Public A cca up fan is April 4, 2022 Honorable Mayor and City Council City of Owasso, Oklahoma City Municipal Building 200 S Main Street Owasso, Oklahoma 74055 The Objective and Scope of the Audit of the Financial Statements You have requested that we audit the City of Owasso, Oklahoma's (the City's) governmental activities, business- type activities, discretely presented component unit, each major fund and aggregate remaining fund information as of and for the year ended June 30, 2022, which collectively comprise the basic financial statements. We will also apply certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America and will report on whether supplementary information is fairly stated, in all material respects, in relation to the financial statements as a whole. We are pleased to confirm our acceptance and our understanding of this audit engagement by means of this letter. The objectives of our audit are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with auditing standards generally accepted in the United States of America (GAAS) and Government Auditing Standards issued by the Comptroller General of the United States (GAS) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. You have also requested that BT &Co., P.A. perform the audit of the City as of June 30, 2022, to satisfy the audit requirements imposed by the Single Audit Act and Subpart F of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (the Uniform Guidance). An Independently Owned Member, RSM US Alliance RSM US Alliance member firms are separate and independent businesses and legal entities that are responsible for their own acts and omissions, and each are separate and independent from RSM US LLP. RSM US LLP Is the U.S. member firm of RSM International, a global network of independent audit. tax, and consulting firms. Members of RSM US Alliance have access to RSM International resources through RSM US UP but are not member firms of RSM International. Honorable Mayor and City Council City of Owasso, Oklahoma Page 2 The Responsibilities of the Auditor We will conduct our audit in accordance with auditing standards generally accepted in the United States of America (GAAS); the Oklahoma state laws applicable to municipal accounting and finance; "Government Auditing Standards" (GAS) issued by the Comptroller General of the United States; and the provisions of the Single Audit Act, Subpart F of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Guidance, and U.S. Office of Management and Budget's (OMB) Compliance Supplement. Those standards, regulations, supplements or guides require that we comply with applicable ethical requirements. As part of an audit in accordance with GAAS, GAS, and the Uniform Guidance, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: • Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. However, we will communicate to you in writing concerning any significant deficiencies or material weaknesses in internal control relevant to the audit of the financial statements that we have identified during the audit. • Evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluate the overall presentation of the financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. • Conclude, based on the audit evidence obtained, whether there are conditions or events, considered in the aggregate, that raise substantial doubt about the City's ability to continue as a going concern for a reasonable period of time. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, an unavoidable risk that some material misstatements may not be detected exists, even though the audit is properly planned and performed in accordance with GAAS and GAS. Because the determination of waste or abuse is subjective, GAS does not require auditors to perform specific procedures to detect waste or abuse in financial statement audits, We will communicate to the City Council (a) any fraud involving senior management and fraud (whether caused by senior management or other employees) that causes a material misstatement of the financial statements that becomes known to us during the audit, and (b) any instances of noncompliance with laws and regulations that we become aware of during the audit (unless they are clearly inconsequential). We are responsible for the compliance audit of major programs under the Uniform Guidance, including the determination of major programs, the consideration of internal control over compliance, and reporting responsibilities. Honorable Mayor and City Council City of Owasso, Oklahoma Page 3 Our report on internal control will include any significant deficiencies and material weaknesses in controls of which we become aware as a result of obtaining an understanding of internal control and performing tests of internal control consistent with requirements of the standards and regulations identified above. Our report on compliance matters will address material errors, fraud, violations of compliance obligations, and other responsibilities imposed by state and federal statutes and regulations or assumed by contracts; and any state or federal grant, entitlement or loan program questioned costs of which we become aware, consistent with requirements of the standards and regulations identified above. We will maintain our independence in accordance with the standards of the American Institute of Certified Public Accountants and GAS. The Responsibilities of Management and Identification of the Applicable Financial Reporting Framework Management is responsible for: 1. Identifying and ensuring that the City complies with the laws and regulations applicable to its activities, and for informing us about all known violations of such laws or regulations, other than those that are clearly inconsequential; 2. The design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the City involving management, employees who have significant roles in internal control, and others where the fraud could have a material effect on the financial statements; and 3. Informing us of its knowledge of any allegations of fraud or suspected fraud affecting the City received in communications from employees, former employees, analysts, regulators, short sellers, vendors, customers or others. Management is responsible for the preparation of the required supplementary information which accounting principles generally accepted in the United States of America (U.S. GAAP) require to be presented to supplement the basic financial statements. Management is also responsible for the preparation of the supplementary information presented in relation to the financial statements as a whole in accordance with U.S. GAAP. Management agrees to include the auditor's report on the supplementary information in any document that contains the supplementary information and indicates that the auditor has reported on such supplementary information. Management also agrees to present the supplementary information with the audited financial statements or, if the supplementary information will not be presented with audited financial statements, to make the audited financial statements readily available to the intended users of the supplementary information no later than the date of issuance of the supplementary information and the auditor's report thereon. The City Council is responsible for informing us of its views about the risks of fraud, waste or abuse within the City, and its knowledge of any fraud, waste or abuse or suspected fraud, waste or abuse affecting the City. Honorable Mayor and City Council City of Owasso, Oklahoma Page 4 Our audit will be conducted on the basis that management and, when appropriate, those charged with governance acknowledge and understand that they have responsibility: 1. For the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America (U.S. GAAP); 2. To evaluate subsequent events through the date the financial statements are issued or available to be issued, and to disclose the date through which subsequent events were evaluated in the financial statements. Management also agrees that it will not conclude on subsequent events earlier than the date of the management representation letter referred to below; 3. For the design, implementation and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error; 4. For establishing and maintaining effective internal control over financial reporting, and for informing us of all significant deficiencies and material weaknesses in the design or operation of such controls of which it has knowledge; 5. For report distribution; and 6. To provide us with: a. Access to all information of which management is aware that is relevant to the preparation and fair presentation of the financial statements including information relevant to disclosures; b. Draft financial statements, including information relevant to their preparation and fair presentation, when needed, to allow for the completion of the audit in accordance with the proposed timeline; c. Additional information that we may request from management for the purpose of the audit; and d. Unrestricted access to persons within the City from whom we determine it necessary to obtain audit evidence. In connection with our audit of the financial statements, our responsibility is to read the other information and consider whether a material inconsistency exists between the other information and the financial statements, or the other information otherwise appears to be materially misstated. If, based on the work performed, we conclude that an uncorrected material misstatement of the other information exists, we are required to describe it in our report. BT&Co: Honorable Mayor and City Council City of Owasso, Oklahoma Page 5 As part of our audit process, we will request from management and, when appropriate, those charged with governance written confirmation concerning representations made to us in connection with the audit, including among other items: 1. That management has fulfilled its responsibilities as set out in the terms of this Arrangement Letter; and 2. That it believes the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. Because the audit will be performed in accordance with the Single Audit Act and the Uniform Guidance, management is responsible for (a) identifying all federal awards received and expended; (b) preparing and the fair presentation of the schedule of expenditures of federal awards (including notes and noncash assistance received) in accordance with Uniform Guidance requirements; (c) internal control over compliance; (d) compliance with federal statutes, regulations, and the terms and conditions of federal awards; (e) making us aware of significant vendor relationships where the vendor is responsible for program compliance; (f) following up and taking corrective action on audit findings, including the preparation of a summary schedule of prior audit findings and a corrective action plan; (g) timely and accurate completion of the data collection form and (h) submitting the reporting package and data collection form. Reporting We will issue a written report upon completion of our audit of the City's financial statements. Our report will be addressed to the City Council of the City. Circumstances may arise in which our report may differ from its expected form and content based on the results of our audit. Depending on the nature of these circumstances, it may be necessary for us to modify our opinion, or add an emphasis -of- matter paragraph or other -matter paragraph to our auditor's report. If circumstances arise relating to the condition of the City's records, the availability of appropriate audit evidence or indications of a significant risk of material misstatement of the financial statements because of error, fraudulent financial reporting or misappropriation of assets which, in our professional judgment, prevent us from completing the audit or forming an opinion, we retain the unilateral right to take any course of action permitted by professional standards, including, but not limited to, declining to express an opinion or issue a report, or withdrawing from the engagement. You have informed us that you desire us to issue a report on the basic financial statements of the City as of and for the year ended June 30, 2022 conforming only to the requirements of auditing standards generally accepted in the United State of America. This reporting will not be used for purposes to comply with a requirement calling for an audit in accordance with Government Auditing Standards. In addition to our report on the City's financial statements, we will also issue the following reports: 1. A report on the fairness of the presentation of the City's schedule of expenditures of federal awards for the year ending June 30, 2022; Honorable Mayor and City Council City of Owasso, Oklahoma Page 6 2. Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with GAS; 3. Report on Compliance for Each Major Federal Program and Report on Internal Control Over .Compliance Required by the Uniform Guidance; 4. An accompanying schedule of findings and questioned costs. Records and Assistance During the course of our engagement, we may accumulate records containing data that should be reflected in the City's books and records. The City will determine that all such data, if necessary, will be so reflected. Accordingly, the City will not expect us to maintain copies of such records in our possession. The assistance to be supplied by City personnel, including the preparation of schedules and analyses of accounts, has been discussed and coordinated with Linda Jones, Finance Director. The timely and accurate completion of this work is an essential condition to our completion of the audit and issuance of our audit report. Nonaudit Services In connection with our audit, you have requested us to perform certain nonaudit services: 1) Assistance with preparing the financial statements and note disclosures. 2) Assistance with the Federal Audit Clearinghouse submission. 3) Assistance with preparing the Form SA &I 2643. GAS independence standards require that the auditor maintain independence so that opinions, findings, conclusions, judgments and recommendations will be impartial and viewed as impartial by reasonable and informed third parties. Before we agree to provide a nonaudit service to the City, we determine whether providing such a service would create a significant threat to our independence for GAS audit purposes, either by itself or in aggregate with other nonaudit services provided. A critical component of our determination is consideration of management's ability to effectively oversee the nonaudit services to be performed. The City has agreed that Linda Jones, Finance Director possesses suitable skill, knowledge or experience and that the individual understands the nonaudit services to be performed sufficiently to oversee them. Accordingly, the management of City agrees to the following: 1. The City has designated Linda Jones, Finance Director, as a senior member of management who possesses suitable skill, knowledge and experience to oversee the services; 2. Linda Jones, Finance Director, will assume all management responsibilities for subject matter and scope of the nonaudit services; 3. The City will evaluate the adequacy and results of the services performed; and 4. The City accepts responsibility for the results and ultimate use of the services. Honorable Mayor and City Council City of Owasso, Oklahoma Page 7 GAS further requires that we establish an understanding with the City's management and those charged with governance of the objectives of the nonaudit services, the services to be performed, the City's acceptance of its responsibilities, the auditors' responsibilities and any limitations of the nonaudit services. We believe this Arrangement Letter documents that understanding. Other Relevant Information In accordance with GAS, a copy of our most recent peer review report is attached for your information. Fees and Costs Our fees for the services described above are based upon the value of the services performed and the time required by the individuals assigned to the engagement plus directly billed expenses. Our fee estimate and completion of our work are based upon the following criteria: 1. Anticipated cooperation from City personnel 2. Timely responses to our inquiries 3. Timely completion and delivery of client assistance requests 4. Timely communication of all significant accounting and financial reporting matters 5. The assumption that unexpected circumstances will not be encountered during the engagement If any of the aforementioned criteria are not met, then fees may increase. We propose that our fee for this audit engagement, which includes out -of- pocket expenses, will be $ 50,000 for the City, $ 4,000 for each major program for the single audit, and $ 1,000 for the preparation of Form SA &I 2643. The quoted fee for the year ended June 30, 2022, will be the maximum for the work described in this letter unless the scope of the engagement is changed, the assistance which the City has agreed to furnish is not provided, or unexpected conditions are encountered. No changes will be made in the maximum agreed to amount without discussion with you regarding the proposed change. All other provisions of this letter will survive any fee adjustment. No changes will be made to the fee without discussion with you regarding the proposed change. Interim billings will be submitted as work progresses and as expenses are incurred. Billings are due upon submission. In accordance with our policy, a finance charge of 1% per month will be applied to balances that are over 60 days old. Payments will be applied first to the accrued finance charges and then to outstanding invoices. You have informed us that you intend to prepare an annual comprehensive financial report (Annual Report) and submit it for evaluation by the Government Finance Officers Association's Certificate of Achievement for Excellence in Financial Reporting Program. Our association with the Annual Report is to consist of performing a review of the Annual Report to ensure its readiness for submission. Honorable Mayor and City Council City of Owasso, Oklahoma Page 8 Use of Third -Party Products From time to time and depending upon the circumstances, we may, in our sole discretion, use qualified third -party service.providers to assist us in providing professional services to you. In such circumstances, it may be necessary for us to disclose Personal Information or Confidential Information (as both terms are defined below) to them. You hereby consent to us sharing your information, including Confidential Information and Personal Information, with these third -party service providers on the same basis as we would be permitted to share information with one of our employees; provided that such recipients are bound by written obligations of confidentiality that are as protective of your Confidential Information as the confidentiality terms set forth herein. You acknowledge and agree that our use of athird -party service providers may involve the processing, input, disclosure, movement, transfer, and storage of your information and data outside of our technology infrastructure. We also may provide services to you using certain third -party hardware, software, software services, managed services (including, but not limited to, web hosting, data security, data back -up, email security, or similar services subject to direct end -user or subscription agreements), applications, and equipment (collectively, "Third -Party Products "). You acknowledge that your or our use of a Third -Parry Product may involve the processing, input, disclosure, movement, transfer, and storage of information provided by you to us, including Personal Information and Confidential Information, within the Third -Party Product's infrastructure and not ours, and that the terms of use and service set forth in the end -user license, subscription, or other agreement with the licensor of such Third - Party Product, including, but not limited to, applicable laws, will govern all obligations of such licensor relating to data privacy, storage, recovery, security, and processing within such Third -Party Product's infrastructure, as well as, the service levels associated with such Third -Party Product. You hereby consent to the disclosure of your information, including your Confidential Information and Personal Information, to the licensors of such Third -Party Products for the purpose described herein. You acknowledge that your or our use of Third -Party Products may be subject to limitations, delays, interruptions, errors, and other problems which are beyond our control, including, without limitation, internet outage or lack of availability related to updates, upgrades, patches, fixes, maintenance, or other issues. We will not be liable for any delays, delivery failures, or other losses or damages resulting from such issues. Nor will we be held responsible or liable for any loss, or unauthorized use or disclosure, of any information or data provided by you, including, without limitation, Personal Information provided by you, resulting from your or our use of a Third -Party Product. Use and Ownership; Access to Audit Documentation The Audit Documentation for this engagement is the property of BT &Co., P.A. For the purposes of this Arrangement Letter, the term "Audit Documentation" shall mean the confidential and proprietary records of BT &Co., P.A.'s audit procedures performed, relevant audit evidence obtained, other audit - related workpapers, and conclusions reached. Audit Documentation shall not include custom - developed documents, data, reports, analyses, recommendations, and deliverables authored or prepared by BT &Co., P.A. for the City under this Arrangement Letter, or any documents belonging to the City or furnished to BT &Co., P.A. by the City. Review of Audit Documentation by a successor auditor or as part of due diligence is subject to applicable BT &Co., P.A. policies, and will be agreed to, accounted for and billed separately. Any such access to our Audit Documentation is subject to a successor auditor signing an Access & Release Letter substantially in BT &Co., P.A.'s form. BT &Co., P.A. reserves the right to decline a successor auditor's request to review our workpapers. Honorable Mayor and City Council City of Owasso, Oklahoma Page 9 In the event we are required by government regulation, subpoena or other legal process to produce our documents or our personnel as witnesses with respect to our engagement for the City, the City will, so long as we are not a party to the proceeding in which the information is sought, reimburse us for our professional time and expenses, as well as the fees and expenses of our counsel, incurred in responding to such requests. You acknowledge and grant your assent that representatives of the cognizant or oversight agency or their designee, other government audit staffs, and the U.S. Government Accountability Office shall have access to the Audit Documentation upon their request and that we shall maintain the Audit Documentation for a period of at least three years after the date of the report, or for a longer period if we are requested to do so by the cognizant or oversight agency. Access to the requested Audit Documentation will be provided under the supervision of BT &Co., P.A. audit personnel and at a location designated by our firm. Indemnification, Limitation of Liability, and Claim Resolution Because BT &Co., P.A. will rely on the City and its management and City Council to discharge the foregoing responsibilities, the City agrees to indemnify, hold harmless and release BT &Co, P.A. and its partners, principals, officers, directors, employees, affiliates, subsidiaries, contractors, subcontractors, agents, representatives, successors, or assigns from all claims, liabilities, losses and costs arising in circumstances where there has been a knowing misrepresentation by a member of the City's management. The City and BT &Co., P.A. agree that no claim arising out of services rendered pursuant to this arrangement letter shall be filed more than the earlier of two years after the date of the audit report issued by BT &Co., P.A. or the date of this arrangement letter if no report has been issued. In no event shall either parry be liable to the other for claims of punitive, consequential, special, or indirect damages. BT &Co., P.A.'s liability for all claims, damages and costs of the City arising from this engagement is limited to the amount of fees paid by the City to BT &Co., P.A. for the services rendered under this arrangement letter. If any dispute arises among the parties hereto, the parties agree first to try in good faith to settle the dispute by mediation administered by the American Arbitration Association under its Rules for Professional Accounting and Related Services Disputes before resorting to litigation. The costs of any mediation proceeding shall be shared equally by all parties. The City and BT &Co., P.A. both agree that any dispute over fees charged by BT &Co, P.A. to the City will be submitted for resolution by arbitration in accordance with the Rules for Professional Accounting and Related Services Disputes of the American Arbitration Association. Such arbitration shall be binding and final. In agreeing to arbitration, we both acknowledge that, in the event of a dispute over fees charged by BT &Co., P.A., each of us is giving up the right to have the dispute decided in a court of law before a judge or jury and instead we are accepting the use of arbitration for resolution. Confidentiality BT &Co., P.A. and the City may, from time to time, disclose Confidential Information (as defined below) to one another. Accordingly, BT &Co, P.A. and the City agree as the recipient of such Confidential Information (the "Receiving Party ") to keep strictly confidential all Confidential Information provided to it by the disclosing party (the "Disclosing Party") and use, modify, store, and copy such Confidential Information only as necessary to Honorable Mayor and City Council City of Owasso, Oklahoma Page 10 perform its obligations and exercise its rights under this Arrangement Letter and for no other purpose or use. Except as otherwise set forth herein, the Receiving Party may only disclose the Confidential Information of the Disclosing Party to its personnel, agents, and representatives who are subject to obligations of confidentiality at least as restrictive as those set forth herein and only for the purpose of exercising its rights and fulfilling its obligations hereunder. To avoid any doubt, BT &Co., P.A. is permitted to disclose the City's Confidential Information to BT &Co., P.A.'s personnel, agents, and representatives for the purpose of maintaining compliance with applicable laws and professional, regulatory, and/or ethical standards. As used herein, "Confidential Information" means, information in any form, oral, graphic, written, electronic, machine - readable or hard copy consisting o£ (i) any nonpublic information provided by the Disclosing Parry, including, but not limited to, all of its inventions, designs, data, source and object code, programs, program interfaces, know -how, trade secrets, techniques, ideas, discoveries, marketing and business plans, pricing, profit margins and/or similar information; (ii) any information that the Disclosing Party identifies as confidential; or (iii) any information that, by its very nature, a person in the same or similar circumstances would understand should be treated as confidential, including, but not limited to, this Arrangement Letter. As used herein, the term "Confidential Information" will not include information that: (i) is publicly available at the time of disclosure by the Disclosing Party; (ii) becomes publicly available by publication or otherwise after disclosure by the Disclosing Party, other than by breach of the confidentiality obligations set forth herein by the Receiving Party; (iii) was lawfully in the Receiving Party's possession, without restriction as to confidentiality or use, at the time of disclosure by the Disclosing Parry; (iv) is provided to the Receiving Party without restriction as to confidentiality or use by a third party without violation of any obligation to the Disclosing Party; or (v) is independently developed by employees or agents of the Receiving Party who did not access or use the Confidential Information. The Receiving Parry will treat the Disclosing Party's Confidential Information with the same degree of care as the Receiving Party treats its own confidential and proprietary information, but in no event will such standard of care be less than a reasonable standard of care. The Receiving Party will promptly notify the Disclosing Parry if it becomes aware that any of the Confidential Information of the Disclosing Party has been used or disclosed in violation of this Arrangement Letter. Notwithstanding the foregoing, in the event that the Receiving Party becomes legally compelled to disclose any of the Confidential Information of the Disclosing Parry, or as may be required by applicable regulations or professional standards, the Receiving Parry will use commercially reasonable efforts to provide the Disclosing Party with notice prior to disclosure, to the extent permitted by law. Personal Information As used herein, the term "Personal Information" means any personal information that directly or indirectly identifies a natural person as may be defined by applicable privacy, data protection or cybersecurity laws, and includes, but is not limited to, nonpublic, personally identifiable information such as Social Security numbers, driver's license numbers or state - issued identification card numbers, credit or debit card numbers with or without any required security code, number or passwords, health information, and other personal information as defined by applicable laws, whether of the City or the City's customers or other third parties. Honorable Mayor and City Council City of Owasso, Oklahoma Page 11 Each parry agrees that it will not transmit to the other, in any manner, (i) Personal Information that is not needed to render the services hereunder, and (ii) Personal Information that has not been encrypted. In the event you transmit to us Personal Information in an unencrypted format or via unencrypted means, you agree that we have no obligation to notify you of the foregoing. You represent and warrant that you have provided all notices and obtained all consents required under applicable data protection laws prior to your collection, use and disclosure to us of such Personal Information and shall take reasonable steps to ensure that such Personal Information does not include irrelevant or unnecessary information about individuals. We will use all such City- provided Personal Information, if at all, only for the purposes described in this Arrangement Letter. The parties agree that as part of the performance of the services as described in this Arrangement Letter, and as part of the direct business relationship between the parties, we may, at our election, use the Personal Information to improve the services and for other similar internal and business purposes. We agree to maintain appropriate security measures to protect such Personal Information in accordance with applicable laws. If we become aware of an unauthorized acquisition or use of City- provided Personal Information, we will promptly inform you of such unauthorized acquisition or use as required by applicable laws and, upon your written request, reasonably cooperate with you at your sole cost in support of any breach notification requirements as imposed upon you by applicable laws. Retention of Records We will return to you all original records you provide to us in connection with this engagement. Further, in addition to providing you with those deliverables set forth in this Arrangement Letter, we will provide to you a copy of any records we prepare or accumulate in connection with such deliverables which are not otherwise reflected in your books and records without which your books and records would be incomplete. You have the sole responsibility for retaining and maintaining in your possession or custody all of your financial and nonfinancial records related to this engagement. We will not host, and will not accept responsibility to host, any of your records. We, however, may maintain a copy of any records of yours necessary for us to comply with applicable law and/or professional standards. Any such records retained by us will be subject to the confidentiality obligations set forth herein and destroyed in accordance with our record retention policies. Termination Your failure to make full payment of any and all undisputed amounts invoiced in a timely manner constitutes a material breach for which we may refuse to provide deliverables and/or, upon written notice, suspend or terminate our services under this Arrangement Letter. We will not be liable to you for any resulting loss, damage or expense connected with the suspension or termination of our services due to your failure to make full payment of undisputed amounts invoiced in a timely manner. In the event you terminate this engagement, you will pay us for all services rendered (including deliverables and products delivered), expenses incurred, and noncancelable commitments made by us on your behalf through the effective date of termination. Honorable Mayor and City Council City of Owasso, Oklahoma Page 12 We will not be responsible for any delay or failure in our performance resulting from acts beyond our reasonable control or unforeseen or unexpected circumstances, such as, but not limited to, acts of God, government or war, riots or strikes, disasters, fires, floods, epidemics, pandemics or outbreaks of communicable disease, cyberattacks, and internet or other system or network outages. At your option, you may.terminate this Arrangement Letter where our services are delayed more than 120 days; however, you are not excused from paying us for all amounts owed for services rendered and deliverables provided prior to the termination of this Arrangement Letter. When an engagement has been suspended at the request of management or those charged with governance and work on that engagement has not recommenced within 120 days of the request to suspend our work, we may, at our sole discretion, terminate this Arrangement Letter without further obligation to you. Resumption of our work following termination may be subject to our client acceptance procedures and, if resumed, will require additional procedures not contemplated in this Arrangement Letter. Accordingly, the scope, timing and fee arrangement discussed in this Arrangement Letter will no longer apply. In order for us to recommence work, the execution of a new Arrangement Letter will be required. We may terminate this Arrangement Letter upon written notice if we determine that our continued performance would result in a violation of law, regulatory requirements, applicable professional or ethical standards, or our client acceptance or retention standards. The parties agree that those provisions of this Arrangement Letter which, by their context, are intended to survive, including, but not limited to, payment, limitations on liability, claim resolution, use and ownership, and confidentiality obligations, shall survive the termination of this Arrangement Letter. Miscellaneous We may mention your name and provide a general description of the engagement in our client lists and marketing materials. You have informed us that you may issue public debt in the future and that you may include our report on your financial statements in the offering statement. You have further informed us that you do not intend for us to be associated with the proposed offering. We agree that our association with any proposed offering is not necessary, providing the City agrees to clearly indicate that we are not associated with the contents of any such official statement or memorandum. The City agrees that the following disclosure will be prominently displayed in any such official statement or memorandum: BT &Co., P.A., our independent auditor, has not been engaged to perform, and has not performed, since the date of its report included herein, any procedures on the financial statements addressed in that report. BT &Co., P.A. also has not performed any procedures relating to this [official statement] [memorandum]. Our professional standards require that we perform certain additional procedures, on current and previous years' engagements, whenever a partner or professional employee leaves the firm and is subsequently employed by or associated with a client in akey position. Accordingly, you agree to compensate us for any additional costs incurred as a result of your employment of one of our partners, principals or employees. Honorable Mayor and City Council City of Owasso, Oklahoma Page 13 RSM US LLP will be available to support BT &Co., P.A. by rendering services related to the performance of the engagement. If a situation occurs in connection with the proposed engagement for which we would request the services of RSM US LLP, we will notify you and obtain permission from you before giving access to your records. We will maintain supervision, control and ultimate responsibility for the performance of this engagement. BT &Co., P.A. is independently owned and operated and assumes full responsibility for the quality of service delivered to our clients. We are responsible for our own client fee arrangements and maintenance of our client relationships. RSM US Alliance provides its members with access to resources of RSM US LLP. RSM US Alliance member firms are separate and independent businesses and legal entities that are responsible for their own acts and omissions, and each are separate and independent from RSM US LLP. RSM US LLP is the U.S. member firm of RSM International, a global network of independent audit, tax and consulting firms. Members of RSM US Alliance have access to RSM International resources through RSM US LLP but are not member firms of RSM US LLP and RSM International. RSM, the RSM logo and RSM US ALLIANCE are trademarks of RSM International Association or RSM US. The services and products provided by RSM US Alliance are proprietary to RSM US LLP. Entire Agreement This Arrangement Letter constitutes the complete and exclusive statement of agreement between BT &Co., P.A. and the City, and supersedes all prior agreements, understandings, and proposals, whether oral or written, relating to the subject matter of this Arrangement Letter. If any term or provision of this Arrangement Letter is determined to be invalid or unenforceable, such term or provision will be deemed stricken, and all other terms and provisions will remain in full force and effect. This Arrangement Letter may be amended or modified only by a written instrument executed by both parties. Electronic Signatures and Counterparts Each party hereto agrees that any electronic signature of a party to this Agreement Letter or any electronic signature to a document contemplated hereby (including any representation letter) is intended to authenticate such writing and shall be as valid, and have the same force and effect, as a manual signature. Any such electronically signed document shall be deemed (a) to be "written" or "in writing," (b) to have been signed and (c) to constitute a record established and maintained in the ordinary course of business and an original written record when printed from electronic files. Each party hereto also agrees that electronic delivery of a signature to any such document (via email or otherwise) shall be as effective as manual delivery of a manual signature. For purposes hereof, "electronic signature" includes, but is not limited to, (a) a scanned copy (as a "pdf' (portable document format) or other replicating image) of a manual ink signature, (b) an electronic copy of a traditional signature affixed to a document, (c) a signature incorporated into a document utilizing touchscreen capabilities or (d) a digital signature. This Arrangement Letter may be executed in one or more counterparts, each of which shall be considered an original instrument, but all of which shall be considered one and the same agreement. Paper copies or "printouts," of such documents if introduced as evidence in any judicial, arbitral, mediation or administrative proceeding, will be admissible as between the parties to the same extent and under the same conditions as other original business records Honorable Mayor and City Council City of Owasso, Oklahoma Page 14 created and maintained in documentary form. Neither party shall contest the admissibility of true and accurate copies of electronically signed documents on the basis of the best evidence rule or as not satisfying the business records exception to the hearsay rule. Please sign and return a copy of this Arrangement Letter to indicate your acknowledgment of, and agreement with, the arrangements for our audit of the financial statements, including our respective responsibilities. Acknowledgement and Acceptance Each party acknowledges that it has read and agrees to all of the terms and conditions contained herein. Each party and its signatory below represent that said signatory is a duly authorized representative of such party and has the requisite power and authority to bind such party to the undertakings and obligations contained herein. SAH:tls Enclosures Confirmed on behalf of the City of Owasso, Oklahoma: Signature Very truly yours, BT&CO., P.A. Stacey A. Hammond Director Date A signed copy of this arrangement letter will be forwarded to the following pursuant to Government Auditing Standards Amendment No. 2, "Auditor Communication." • The Audit Committee • Linda Jones, Finance Director BROWN 6 CITYPLACE DRIVE. SUITE 900 ST. LOUIS. MO 63101 PH 314.963.1200 FX 314.993.1300 SROWNSMITHWALLACE.COM WALLACE THE FIRM FOR GROWTH: Report on the Firm's System of Quality Control November 17, 2020 To the Directors of BT &Co., P.A. and the Peer Review Committee of the Kansas Society of Certified Public Accountants We have reviewed the system of quality control for the accounting and auditing practice of BT &Co., P.A. (the firm) in effect for the year ended June 30, 2020. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants (Standards). A summary of the nature, objectives, scope, limitations of, and the procedures performed in a System Review as described in the Standards may be found at www.aicoa.org /ursunimary. The summary also includes an explanation of how engagements identified as not performed or reported in conformity with applicable professional standards, if any, are evaluated by a peer reviewer to determine a peer review rating. Firm's Responsibility The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. The firm is also responsible for evaluating actions to promptly remediate engagements deemed as not performed or reported in conformity with professional standards, when appropriate, and for remediating weaknesses in its system of quality control, if any. Peer Reviewer's Responsibility Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. Required Selections and Considerations Engagements selected for review included an engagement performed under Government Auditing Standards, including compliance audits under the Single Audit Act, and audits of employee benefit plans. As a part of our peer review, we considered reviews by regulatory entities as communicated by the firm, if applicable, in determining the nature and extent of our procedures. Opinion In our opinion, the system of quality control for the accounting and auditing practice of BT &Co., P.A. in effect for the year ended June 30, 2020, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Finns can receive a rating of pass, pass with deficiency(ies) or fail. BT &Co., P.A. has received a peer review rating ofpass. Brown Smith Wallace, LLP AN INDEPENDENT FIRM ASSOCIATED WITH MOORE GLOBAL NETWORK LIMITED MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS BROWN SMITH WALLACE IS A MISSOURI LIMITED LIABILITY PARTNERSHIP TO: The Honorable Mayor and City Council FROM: David Hurst Fire Chief SUBJECT: Computer Aided Dispatch System Purchase DATE: April 15, 2022 BACKGROUND: Staff from Emergency Communications, court, records, police, fire and information technologies (IT) have evaluated the operational stability and condition of the City's computer aided dispatch (CAD), Report Management System (RMS) and Court Software. After a thorough evaluation, staff determined the current CAD /RMS, Sheriff's Office Management System (SOMSO) from M &M Micro System Inc., no longer meets the needs of the City. SOMSO is built on an older operating system that is no longer supported by M &M Micro System Inc. The evaluation team concluded that the City is in critical need to replace the current CAD /RMS system with an updated system capable of reliably delivering emergency service communications and an RMS, generating a functional dispatching system, report management, records management, court management and providing analytics. SOMSO is primarily a law enforcement records management system with CAD capabilities. SOMSO was an affordable system that met the basic needs of the police department when it was placed into service in 2011. The SOMSO system worked well for its intended use for a period of time, but since being placed in service, the system has become cumbersome for dispatchers and patrol officers, relying heavily on user input with very little automation and, in several areas, requires duplication of input. SOMSO is limited on its configuration and provides very little support to the fire department for fire and Emergency Medical Services (EMS) dispatch applications. The City of Owasso has outgrown the capabilities of SOMSO and requires a modern system capable of supporting the needs of dispatch, records, court, police and fire. The evaluation team began meeting in March of 2018. The team reviewed the current capabilities and limitations of SOMSO. After compiling the information, staff developed a minimum needs list from the respective departments. With the minimum needs list, staff began researching other CAD /RMS vendors. Through extensive research and review, staff determined that Central Square, Tyler Technologies and Motorola were the top three industry leaders with the most capabilities. Staff made contact with each of the three vendors and set up demonstration meetings to allow each vendor to demo their product. After assessing the three systems, staff requested a list of local, regional, and national municipalities that have purchased their systems. Staff then contacted municipalities from the list, along with other known municipalities, and made several on -site visits, viewing these systems in real world application. Staff then developed bid specifications, that would meet the needs of each department. PROJECT BID On March 14, 2022, the project bid specifications were sent to Central Square, Tyler Technologies, Motorola, and posted on the City's website, with a bid opening date of March 25, 2022. Tyler CAD Software Page 2 of 3 Technologies was the only bid received. Both Central Square and Motorola submitted a decline to bid letter. Staff has reviewed the Tyler Technologies bid proposal for compliance and has determined that Tyler Technologies' proposal has met adherence of the bid specifications. After thorough review and consideration of performance, reliability and capabilities, staff concludes that Tyler Technologies will meet the current and future needs for each department. Tyler Technologies provides integrated information management solutions and services, with a focus on local governments. They are based in Plano, Texas, and have offices in 17 states. Their system offers CAD - dispatching for police, fire and EMS, mobile operations, law enforcement records and court management. Dispatch - Tyler Technologies has developed an intuitive CAD program that will allow for streamlined data collection, information processing and distribute information to the department users. Tyler eliminates the duplication of work by reducing the number of computers and programs to enter and process information. When information is entered, in reference to vehicles or individuals into a call, it is searchable and interfaces directly with Oklahoma Law Enforcement Telecommunications System (OLETS), vehicle registration, Department of Motor Vehicles and local systems. This improves efficiency in the processing of calls into dispatch as well as responder safety. It also interfaces with what responders are doing in the field in real time allowing dispatch and units in the field to work together. The Tyler CAD system also integrates with the use of electronic emergency medical dispatching (EMD) guide cards that assist call- takers in the processing of medical calls, providing pre - arrival instructions, enhancing care and reducing the liability for the City. Tyler's system includes call routing, call assignment and resource allocation for enhanced performance and reduced response times. The CAD system is customizable to the level of individual user. The information entered into system can cross refence history within the entire system including alerts for responder safety, rather than one or two fields. Police - Consolidates records management functions within a single source system, that includes training documentation, case management, property /evidence management, employee records, performance tracking, equipment management and scheduling. Eliminates duplicate reporting. Contains impound reports, driver information exchange reports, State crash reports and driver license scanning. Mobile operations include electronic ticketing and warning tracking. Citations and warnings are directly sent electronically to the Court Clerk. Tyler is Oklahoma State Bureau of Investigation (OSBI) certified and interfaces directly with Oklahoma Law Enforcement Telecommunications System (OLETS), checking for criminal history, vehicle registration, insurance, and stolen property, that can be accessed on scene. Includes police records, that produce standard the required reports, with the ability to create custom detailed reports. The custom reports can track crime statistics, criminal activity hot spots with mapping and other informational reports for actionable intelligence for responsive and proactive decision making. Improving efficiency and time savings for increased performance and productivity. Fire /EMS - Offers advanced dispatching for Fire /EMS, with a cross staffing function, dispatching the closest unit available for a faster response time, along with emergency medical call questioning and pre arrival instructions. Contains mobile operations that include mapping, turn by turn directions with recommended response routes, hydrant locations and preplans. CAD Software Page 3 of 3 Court — The Court system interfaces directly with the police record management system, allowing the Court Clerk and Municipal Judge access to past issued warnings and contacts by officers. It will automatically transmit electronic citations directly to DPS, which will minimize duplication of work. When court is cancelled or dates changed, participants will be notified via text and email, eliminating the need to contact each person individually via telephone. The system has the ability to administer court virtually when needed. It manages the check -in system and allows for court proceedings to be conducted in a protected virtual environment. There would be for less duplication of effort with reporting and error correction, increasing performance and productivity and allowing for more intuitive management of the court docket. Tyler also offers an evergreen licensing that includes no cost updates and /or system upgrade. Tyler Technologies Bid Proposal: There will also be IT infrastructure upgrades needed to support this project, which include NETAPP storage and two (2) host servers. These upgrades would be used for this project as well as other IT- related projects city -wide. Additionally, the City will need to purchase software that gives dispatchers the ability to provide pre - arrival emergency care instructions to 911 callers during medical incidents. All of the additional upgrades will come before City Council as separate agenda items at a later date, with an estimated cost of $155,000.00. FUNDING: The General Fund includes the necessary funding for the purchase of a CAD /RMS system. RECOMMENDATION: Staff recommends awarding the CAD Project bid to Tyler Technologies, of Plano, Texas, in an amount not to exceed $999,829.00, and authorization to execute all necessary documents. ATTACHMENTS: Additional Evaluation Factors Tyler Technologies Bid Proposal Tyler Technolo ies Police Dispatching Included Police Records Included E- Citation Included Property/Evidence Included Added Hardware /Services Included Fire /EMS Dispatching Included Fire /EMS Mobile Included Court Included Updates/Upgracle Fees Included Total $999,829.00 Annual Maintenance Fee $172,990.00 There will also be IT infrastructure upgrades needed to support this project, which include NETAPP storage and two (2) host servers. These upgrades would be used for this project as well as other IT- related projects city -wide. Additionally, the City will need to purchase software that gives dispatchers the ability to provide pre - arrival emergency care instructions to 911 callers during medical incidents. All of the additional upgrades will come before City Council as separate agenda items at a later date, with an estimated cost of $155,000.00. FUNDING: The General Fund includes the necessary funding for the purchase of a CAD /RMS system. RECOMMENDATION: Staff recommends awarding the CAD Project bid to Tyler Technologies, of Plano, Texas, in an amount not to exceed $999,829.00, and authorization to execute all necessary documents. ATTACHMENTS: Additional Evaluation Factors Tyler Technologies Bid Proposal Additional Evaluation Factors I Tyler Technologies • Oklahoma OSBI SIBRS Certified Vendor Yes • Vendor's Flagship (Tier t) Offering Yes • Integrated proposal with Municipal Court System Yes • Integrated proposal with Electronic Citations Yes • Advanced Analytics and Reporting Suite Yes • Fire Department Advanced Dispatching Yes • Publicly Traded & Transparent Finances (NYSE: TYL) Yes • Financials: Growing, profitable, solid balance sheet Yes • Largest provider of Public Sector Software in USA Yes • Has discontinued (end of life) software products No • Evergreen licensing Yes • Online Education & Ongoing Training System Yes • Dedicated Client Executive and Technical Rep Yes • Oklahoma Regional User Groups Yes • Award Winning and Industry Leading Support Yes Friday, March 25, 2022 Ms. Juliann Stevens, City Clerk City of Owasso 200 S. Main Street Owasso, Oklahoma 74055 Dear Ms. Stevens: technologies 840 West Long Lake Road Troy, Michigan 48098 P: 800.333.9673 www.tylertech.com Tyler Technologies , Inc. (Tyler) is pleased to provide our proposal to the City of Owasso (City) for an an integrated public safety and courts system that include Enterprise Public Safety powered by New World software. With decades of experience in designing, developing and delivering public sector and courts software nationally, we look forward to the opportunity to partner with the City to implement the requested software and provide professional services including project management, data conversion, testing and training. Should the City have any questions regarding this RFP response, please contact: Eric Burrell, Account Executive 840 West Long Lake Road Troy, Michigan 48098 (806) 789 -6117 Eric.Burrell@tylertech.com Tyler can provide a successfully proven and low -risk approach that will allow the City to quickly achieve the goals set forth for this project. We look forward to working with you as you consider the options for this upcoming project and firmly believe that the Tyler solution combines the product, the experience and the approach to fully meet the project's goals. Sincerely, Bryan Proctor President, Public Safety Division NON - COLLUSION BID AFFIDAVIT A. For the purpose of competitive bids, I certify: 1. I am the duly authorized agent of Tyler Technologies, Inc. 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. STATE OF Michigan COUNTY OF Oakland Bryan Proctor , being first duly sworn, on oath says that I a the agent authorized bbidder to submit the Non - Collusion Affidavit and attached bid. 22nd March 2022 S bscribed and sworn before me this _day of Public MELISSA ANN GIBBS comml$$IOn# Notary Public - State or Michigan Expiration: Countyofoakland My Commission Expires Sep 24, 2023 Acting in the County NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL BID PROPOSAL TOTAL BID: $ 999, 829 (One -time cost plus SaaS fees) ESTIMATED DELIVERY DATE: Pursuant to the City and Tyler creating a mutually developed project schedule. Annual Reoccurring Fees / System Maintenance Fees: $ 172,990' *Tyler will not increase annual maintenance fees on Tyler software by more than 3 percent per year in years two through 5. I hereby acknowledge that I have read the requirements and specifications and that I am legally bound by the statements in those specifications and on this Bid Proposal - Submittal page. Name of Manufacturer: Tyler Technologies software, multiple third -party hardware providers. Name of Vendor /Bidder: Tyler Technologies, Inc. Printed Name of Person Authorized to Sign: Signature: Title: Presi( Vendor /Bidder's Address: Division Bryan Proctor 840 West Long Lake Road Troy, Michigan 48098 Vendor /Bidder's Phone Number: (248) 269 -1000 Comprehensive Public Safety Software Solution Single /Multi - Jurisdictional Dispatch Software CAD Mapping Dispatch Questionnaire pip -N -Run Printing Service Vehicle Rotation E -911 ePCR Call Entry Fire Equipment Search Run Cards /Response Plans Unit Management NG911 Fire Records Call Control Panel GIS /Geo -File Verification Rapid SOS Web CAD Monitor CAD NCIC Out -of -Band AVL Unit Recommendations Hazard and Location Alerts Pic[ometry TelestaH Unit Status /Control Panel Hazma[Search Additional Modules Available Interfaces ASAP PulsePoint Call Stacking Hydrant inventory BOLOS Alarm Pre - Arrival Questionnaire Twitter CAD Messaging Note Pads CAD Auto Routing CAD to CAD Encoder PEMA Knowledge Center Call Scheduling Proximity Dispatch CAD AVL CAD Paging CAD [FS Export Radio Location Records Management Software for Single /Multi - Jurisdictional Law Enforcement Arrests Impounded Vehicles Training Equipment and inventory Available interfaces Buildings Incidents Wants and Warrant Gans Gangs R IACRIS LACRI Businesses Investigations Hazardous Materials Ticket Ticket Writer NCIC Case Management Order of Protection Additional Modules Narcotics Citizen Reporting Case Processing Personnel Alarms Pawn Shops COPLINK Citations Property Evidence Bookings Permits (Guns) Accurin[Crime Analysis Dynamic Reporting Records Request eq Briefing Notes Scheduling LINK Field Interviews Registered Offenders Crash Content Manager Evidence IBR /Clery Reporting Standard Reporting Stop ata P Use of Force SECTOR Records Management for Fire Departments Activity Reporting and Hazardous Materials Personnel /Education NFIRS /NEMSIS SA Reporting Fire Permits Scheduling Hydrant Inventory and Pre -Plans Additional Modules Inventory Investigations Inspections Station Activity Lag Data Analysis /Management LOSAP Tracking and Reporting Business Registry Incident Tracking BLSALS / Equipment Tracking Vehicle Tracking and Maintenance Corrections Management Software Tyler Corrections NarthPoint Classification Biometric identification Available Interfaces TDEx eSignatures Mobility — Inmate Tracking Biometric Hyperpiiance Uvescan Jail Manager integration Mugshots Jail Data Export VINE Taolkit Enterprise Custom Reports Mobile Computing Dispatch /Messaging/ DL Swipe Mugshot In -Car Routing LE Field Reporting Ticket Writer State /NCIC Download Stop Data LE Accident Field Reporting Fire Dispatch /Messaging In -Car Mapping/AVL Useofrorce Field investigations Mobility Software Law Enforcement Field Fire Field Mobile Data Collect Mobile Mobile Analytics Data Marts Public Safety Analytics Agency Intelligence SPECIFICATIONS FOR BID AND DELIVERY The below equipment is preferred, but equivalent equipment will be considered as long as documentation is provided outlining the equivalency: CAD must be part of a modular public safety suite of software to X 1 include Mobile, LE Records, and Field Reporting. All modules must be integrated to increase information sharing x 2 and reduce duplication of effort. The software must utilize an industry standard relational database X 3 structure. CAD must utilize Microsoft SQL Server 2012 or higher as the x 4 backend database management system. The server application must operate on MS Windows 2012 Server x 5 or higher. The system must provide for mandatory use of agency- specified x '.codes" in most fields such as Call for Service (CFS) type, call 6 disposition, etc. The system must provide a list of valid codes for certain "coded" x 7 fields. The operator is able to select a code from the list, at which time x 8 the system enters the code into the field. All code tables must be able to be updated by the agency's x personnel - no requirement for programmer or vendor 9 intervention to maintain any configuration or settings. CFS and Unit information must be accessible through ad hoc x 10 query searches with an internal query tool and report writer. 11 Standard CAD Reports can open directly in MS Excel. x The application administration functions can be performed by x any agency designated person and does not require technical 12 skills. The application provides module level security using agency and x 13 roles. System must be able to accommodate up to 99 CAD x 14 Dispatcher/Call Taker workstations. 15 System must be able to accommodate up to 750 Mobile units. x System must be able to accommodate at least 500,000 annual 16 calls for service. 17 Oklahoma OSBI SIBRS Certified 17 Ad Hoc Reporting via MS Excel Ix 18 Be -On- the - Lookout (BOLO) processing 19 Businesses and Places processing 20 Call for Service (CFS) Processing 21 Configurable CAD Workspace and Templates 22 Modern Windows UI with ribbon toolbar X 23 Integrated Esri Mapping x 24 Premise /Alert and Hazard Notifications X 25 System -wide Global Files (Master Indexes) x 26 Service Vehicle Rotation System X 27 Unit Recommendations x 28 Text Paging x 29 Automatic Vehicle Locator (AVL) Display x 30 CAD Unit Status Monitor x 31 CAD -to -CAD Event Transfer x 32 Multi - Jurisdictional CAD (all disciplines) x 33 Rip- and -Run Printing /Email x 34 Integrated Shift Management x 35 Importing roster from Kronos Telestaff x 36 State /NCIC Transactions x k. Any name entered by a Call Taker /Dispatcher must provide the x capability to be associated or added to the LE Records master 37 name database. The Call Taker /Dispatcher position must be capable of being x 38 either local or remote. The system must flag all incidents /calls that require a report x 39 submitted by the officer. The software must separate the CAD CFS number from the LE x 40 Records Incident and Records Case. The user must be able to access a command line within the call x 41 entry window; CAD must support multiple command lines. The system must provide the ability to attach special response X information to any CFS type desired by the agency. This must be 42 automatically displayed when the specified call type is selected. 43 The system must provide the ability to view cleared calls. x Cleared call processing must have the appropriate security, x defined by the agency, to prevent unauthorized modification 44 and viewing. The system must have the ability to reactivate cleared calls and x allow additional activity /dispatching of units to the original CFS 45 number. 46 The CAD call entry window must show the closest cross - streets. x The CAD call entry Window must allow jacket and global vehicle x 47 processing. The CAD call entry Window must allow for a non -E911 person to x 48 be added or deleted. The CAD call entry window must have a visual indicator on the x tabs if the tab contains information. 49 50 The CAD call list must allow users to customize the grid layout. x The CAD call list must allow for filters to be set, displaying just one x 51 type or any combination of call types (police, fire, EMS). The CAD Quick Entry Cali must support multiple license plates and x 52 driver's license numbers. The software must allow multiple Unit Status lists to be opened with x 53 different configurations. The software must have a list of values that can be used to x facilitate the data entry process, such as abbreviations, 54 directions, status codes and quick prompting The CAD system must support shortcut or "hot" keys for quick x 55 navigation. The software must have the ability to set up permissions for all x 56 components. Software must restrict users from operating in any agency unless x 57 authorized. Components must have the ability to restrict individual users or x 58 groups. 59 Components cannot be changed or deleted by users. x The software must support role -based security templates, which x 60 are defined by name. 61 System must support both user and password maintenance. x 62 Passwords must never be displayed. x The system administrator must have the ability to easily create x 63 1 users. The application must allow for Microsoft Active Directory x integration across domains; the application user ID and password 64 would be managed by Active Directory. The system administrator must have the ability to easily change x 65 passwords. A user's password can be changed but must not be displayed to x 66 the system administrator. A user's password must be encrypted when stored in the x 67 database. 68 Application permissions can be associated with a user or a role. x The software must automatically date and time stamp all CFS and x 69 unit activity in CAD. The software must allow supervisors /power users to reset x passwords without access to system administrator features or 70 other user authentication functions. 71 The software must provide a purge for the system log. x 72 The software must support both client and server logging. X E911 calls must automatically generate and populate the call x entry window with all known data (e.g., address, venue, registered name, phone number, etc.) based on the ANI /ALI 73 information. The Call Taker screen must capture a minimum of information, x including: call type, agency, status, phone number, address, cross street, nature of call, unlimited narrative and caller /complainant 74 names. The system must provide agency- defined security features to x 75 restrict commands and usage for each user. Once a Call Taker enters the minimal information about an x incident it must be immediately available for dispatch or other 76 CAD users The Call Taker must provide the option to put an unlimited x number of partially completed call(s) on hold to retrieve at alater 77 time. When the Call Taker enters additional information to a current x incident, the system must forward the updated communication to the Dispatcher. Dispatcher must be alerted to call updates by a 78 visual indicator in the call control window. The Call Taker must have the ability to override geo -based x 79 addresses and have the system document overridden addresses. The Call Taker must provide easy access to the Law Enforcement x (L.E.) Records name database for additional information on the Caller /Complainant, such as missing person, outstanding warrant, 80 prior incidents, hazards, etc. The system must alert all the appropriate Dispatchers when the x 81 call is ready for dispatch. Multiple Call Takers and Dispatchers must be able to work on the x 82 some call simultaneously. 83 The Call Taker must be able to enter individual unit activity. x 84 The software must allow an unlimited number of Call Takers. x The system must allow for the Supervisor to view any Call Taker x 85 position on demand. The system must be able to schedule calls for future dispatch (i.e., X parades, funerals, fairs, etc.) and assign to a specific unit as 86 needed 87 The system must be able to display a list of all scheduled calls. x 88 The system must allow for agency- defined call types. X Call Types can be configured with a primary discipline x 89 (Police/Fire/EMS) or none. `Y4 - . -...,. ,.a,. 90 Priority Indicator x 91 Default Status x 92 Alert Duration x 93 Report Required x 94 Call Type Timer x 95 Primary Agency (P /F /E) x The icon displaying the CFS type on the map must be agency x 96 defined. Unit recommendations must be agency- defined based on x 97 configurable response plans. The software must provide the ability to exchange one unitwith X another, automatically recording in history that the first unit was initially dispatched and then switched with the second unit. 98 The system must be able to reroute a unit from one call to another x in a single command and stack the original call against the 99 rerouted unit. When a rerouted unit is cleared, it must automatically be sent X 100 back to the original call. 101 Command line entry must be agency defined. x 102 Commands used in the command line must be agency defined. x 103 The command line must support all unit and call functionality. x 104 State /NCIC transactions can be run from the CAD application. I X 105 State /NCIC transactions use agency - configurable forms /masks. I x 106 State/NCIC transactions can run automatically from the call subject or vehicle information. x 107 State/NCIC responses can be parsed for critical text and notify the dispatcher. x 108 VIN x 109 State x 110 Plate x Ill Color x 112 Model x 113 Condition x 114 Year X 115 Description x 116 Style x 117 The software must allow users to match a vehicle already entered into the system. x 118 Vehicle information can be sent to State/NCIC automatically. x 119 As the call is being entered, any potential associated active call must be made known to the Call Taker/Dispatcher. X 120 The system must automatically track all activity by updating a CFS if dispatch updates any resource working that call. X 121 Information about intersections, areas, sections, hydrants, etc., must be easily displayed based upon the entered address. x 122 The Call Taker/Dispatcher/Officer working the call must be notified of any known hazards or alerts based on the location, subjects or vehicles. x 123 CAD must create an agency-specific incident number for all responding agencies that is easily displayed. x 124 The system must provide capability to create additional incident numbers for the CFS. x 125 All narrative entered into an incident must be immediately available to everyone working the CFS. X ' k& N-11 oi!'g 7 126 NCIC Transactions x 127 All persons or businesses associated with the call x 128 Special Response Information x 129 Unit Recommendation x 130 All Associated Vehicles x 131 Call and Unit Log x 132 GIS information to include response areas x 133 Associated and Linked Calls x 134 Alerts, Hazards, and Call History x 135 Narrative x 136 Call Questionnaire (agency configured based on call type) X 137 Dispositions X F 13g Service Vehicle Rotation X 139 The system must allow a CFS to be canceled prior to dispatching it, and record that activity showing a cancelled CFS. x 140 The system must provide the Call Taker /Dispatcher with a visual indicator if a CFS type has an associated questionnaire. x 141 The software must support CAD commands and descriptions that can be maintained by a system administrator. Activate Mode of Operation x 143 Add Call Disposition x 144 Add Call Stack x 145 1 Add Unit Disposition x 146 Add Unit to Cross Staffing Group x 147 Alert Search x 148 Call Type Timer Check In x 149 Cancel Call x 150 Change Call Location x 151 Change Dispatch Position x 152 Change Status of All Units on Call x 153 Change Unit Personnel x 154 Change Unit Status x 155 Clear Call x 156 Clear Call Change Trackers x 157 Clear Units Assignment x 158 Close Command Line x 159 Copy Call x 160 Create Call from Alarm Permit x 161 Create Case Number x 162 Cycle Command Line x 163 Disassociate Call x 164 Dispatch Unit to Location x 165 End Unit Pursuit x 166 Exchange Units x 167 Execute User Interface Command x 168 Global Subject Search x 169 Launch Emergency Medical Dispatch x 170 Load Template x 171 Make Primary Unit on Call x 172 Move Up Unit x 173 New Call x 174 New Narrative x 175 New Quick Call x 176 New Unit Log Entry x 177 Notepad Search x 178 Purge E911 Queue x 179 1 Remove Call Links x 180 Remove Unit Dispositions x 181 Remove Units from Cross Staffing group x 182 Report Fire Controlled x 183 Request Incident for Call x 184 Reroute Unit x 185 Return Unit to Cross Staffing group x 186 Run NCIC Form x 187 Run NCIC Query x 188 Search Cleared Calls x 189 Search Location Alerts x 190 Send Call Page . x 191 Send Chat Message x 192 Send Custom Page x 193 Set Ready for Dispatch X 194 Set Standby Unit x 195 Show Call x 196 Show Call in Default Window x 197 Show Call Stack x 198 Show EMD Summary x 199 Show Recommendations x 200 Show Unit Detail x 201 Show Unit Log x 202 Show Unit Personnel x 203 Start Track Unit x 204 Stop Track Unit x 205 Test Tone (tone encoders) x 206 Transfer Call x 207 Update Call x 208 Update Unit Check In x 209 Update Unit Dispatch Location x 210 Update Unit Information x 211 Update Unit Location x 212 Update Unit Secondary Location x 213 Update Unit Station x 214 Update Unit Timer x 215 Update Unit Vehicle Number x 216 Zoom to Call x 217 Zoom to Point x 218 Zoom to Unit x 219 E911 calls must automatically generate and populate the call entry window or E911 queue with all known data (e.g., address, venue, registered name, phone number) based on the call -in number. x 220 1 The dispatch screen must provide quick and easy access to all CFS information, specifically type, agency, status, phone number, address, cross street, nature of call, unlimited narrative and caller /complainant nome(s). x The system must provide the option to set up a dispatch position X as Law Enforcement only, Fire only, EMS only, combined Fire and EMS, or combined Law Enforcement, Fire and EMS. 221 Multiple call takers and dispatchers must be able to work on the x 222 same call simultaneously. The call list must display all calls that are assigned to a dispatch x 223 position. The system must provide agency - defined security features to X 224 restrict commands and usage for each user. The software must provide dispatchers with access to all unit X recommendations and unit commands based on Law 225 Enforcement, Fire and EMS access security. The software must provide the ability to access any CAD function x 226 based on authorized security. The system must provide the ability to filter (e.g., include or x exclude) types of calls from the call list. 227 228 All dispatch positions can have access to all call types. x The software must automatically dispatch stacked calls in order X 229 when a CFS is cleared. The system must automatically alert the dispatcher of a possible X duplicate call when two calls provide addresses that are in close 230 proximity to each other; radius defined by the agency. The software must provide agency- defined check -in times for X officers to increase safety. When an officer exceeds the allotted time, the software must visually and audibly display a warning alerting the Dispatcher. The reminder must provide an 231 override /reset feature. The software must provide agency- defined dispatch timers based X on CFS type and priority. The software must visually display a warning alerting the Dispatcher that too much time elapsed 232 without assigning a unit(s) to the call. The software must provide the Dispatcher with easy access to the X LE Records name database for additional information on the Caller /Complainant, such as missing person, outstanding warrant, 233 prior incidents, hazards, etc. Officer initiated quick call and traffic stop call entry functions must x 234 be accessible from the dispatch position. The software must allow for officer initiated quick calls and traffic x 235 stops to be created as a regular incident /call. Provide address /location verification against a common Esri X 236 geodatabase. Supports common names (building, business, landmark, places, x 237 etc.. 238 Common Names are maintainable within the application. x Provides street name suggestions to Call Taker with a drop -down x 239 list as the user types. Provides intersection suggestions to Call Taker with a drop -down x 240 list as the user types. 241 Intersecting streets can be entered in any order. x The software must allow Dispatchers to override address geo- x 242 validation, run priority and unit recommendations. The software must support an unlimited number of dispatch x 243 positions. The system must provide the ability to exchange one unit with x another, automatically recording in history that the first unit was 244 initially dispatched and then switched with the second unit. The system must be able to reroute a unit from one call to another X in a single command and stack the original call against the 245 rerouted unit. A call list must display active CFS information x 246 247 Dispatched Calls vs. Non - dispatched Calls X 248 Discipline (Police, Fire or EMS - any combination) x 249 Agency x 250 Specific Coverage or Response Areas x 251 Priority x 252 Unit Number x 253 Call Type x 254 Location and /or Common Name x 255 CFS Number x 256 CAD Position x Dispatchers must be able to quickly dispatch units from a x 257 displayed list of available units in the call list. The system must be able to dispatch units and perform call taking x 258 activities simultaneously at any position. All Dispatcher /Call Taker positions must be able to filter calls by X agency including or excluding specific agencies. 259 The system must provide an integrated Esri mapping solution with x the ability to plot incidents /calls and the units on a street map. The plotting of the incident /unit information must be a by- product of normal dispatch. The Dispatcher must be able to control the map from within the CAD display as to zoom, pan and layer 260 control. CAD GIS data must be maintainable using Esri desktop x 261 applications. System supports layers on the mop, which can be turned on or off x 262 based on the level of detail required. 263 All primary dispatch functions must be accessible from the map, x 264 Map must include a command line. x The system must be able to change a unit's status from the x 265 Command Line or Unit Status monitor window To dispatch a unit, the software must allow the user to drag and X drop a unit to the call list. 266 From the unit control panel, a dispatcher must have access to a x list of available calls and dispatch the units to calls. 267 The software must provide Supervisors with the ability to easily x support Call Takers and Dispatchers from their own display station, 268 as needed. The software must provide Supervisors with complete access to x 269 unit assignments and replacements features. When a supervisor fills in for a Dispatcher or Call Taker, they will x have the ability to perform all call- taking and dispatching 270 operations. The software must provide Supervisors with the ability to track CFS x by Dispatcher using assigned calls or by area. 271 The software must provide Supervisors with the ability to maintain x command and functional access for Call Takers and Dispatchers, 272 allowing CFS assignment transfers. The software must provide Supervisors with the ability to maintain x single and combined CFS types (each discipline gets their own 273 call type), The software must allow Supervisors to easily maintain police unit x 274 assignments and unit replacements. . The software must allow Supervisors to easily maintain police x 275 patrol assignments and patrol backups. The software must allow Supervisors to easily maintain unit timers x used for officer safety. 276 The software must allow the entry of alerts or hazards on an as- x 277 needed basis. 278 Alert types are agency defined and can be proximity based. x Alerts can be based on locations, persons, businesses and X 279 vehicles. The software must require first name, last name and ID number to x 280 enter an agency personnel record. The software must support maintaining personnel records by x Originating Agency Identification /Fire Department Identifiers and 281 Identity number. 282 Personnel records require additional permissions to access. x Personnel maintenance can display a picture of the employee on x 283 the initial screen of the personnel record. Each personnel record must support multiple education /training x 284 records with agency- defined course codes. Personnel records must support the attachment of other x 285 documents. The personnel record must support multiple assignments and x 286 require assignment date and type. The personnel record must support multiple issued equipment x 287 records and require issued date, item type and quantity. The software must allow for a universal way to search for and x 288 select officer ID numbers throughout the applications. The software must provide chat messaging across CAD, Mobile, x x 289 and LE Records. Available in Available in CAD and LE Records. Mobile. The software must provide a separate message screen that shows x all Call Taker, Dispatcher and Mobile Computing messages sent 290 to the Caller Taker /Dispatcher. The software must allow a CAD user to send and store messages x 291 to other users, groups or mobile units. The software must allow a message to be sent to multiple x 292 recipients. The software must allow a user to see all unread messages or all x 293 messages in the last 24 hours. 294 System can archive messages without deleting them. x System Administrators must have the ability to search for any x 295 message regardless of message state. 296 The software must be able to log all messages. x The software must automatically schedule CFS for future dispatch x to help manage special events, such as parades, funeral details, 297 prisoner transport, etc. 298 The software must be able to display a list of all scheduled calls. x The software must allow a user to manually activate a scheduled X 299 call. Authorized users must have the ability to activate a scheduled x 300 call at any time. 301 The software must support location override for scheduled calls. x The software must allow units to be assigned to multiple calls at x 302 the same time. The software must allow a user to view a unit's call stack to see x what call the unit is on, and what calls the unit will be handling 303 next. 304 The software must have only one call that is active per unit. X The software must support configuration by agency of mobile X alert types, export call types, call type disposition, and associated 305 call types. The agency must be able to define and associate a X 306 questionnaire to each CFS type, as needed by the agency. If a CFS type has an associated questionnaire, the system must X 307 provide the Call Taker /Dispatcher with a visual indicator. The software must have an unlimited number of questions, and an x 308 unlimited number of pre -set answers for each question. Once the current question of the questionnaire is answered, the x 309 next button is activated. 310 Once a question is answered, the "Previous" button is enabled. x The questionnaires) must have the ability to have the responses x selected from a pre -set list of valid answers from a pull -down 311 window or entered as a free -form text. The questionnaires must allow for an answer to a question to x change the priority and the status, as well as add sub - questions to 312 further detail the response. The questionnaire must provide the ability to prompt the user to x change the CFS type based on a question's response. This is not 313 an automatic or mandatory change, but a prompt. The questionnaire must have the ability to create a default x synopsis of the questionnaire, which is updated as questions are 314 answered. When the questionnaire is closed or saved, the default synopsis is x 315 stored in the narrative of the call. The software must allow users to continue to view /use the call x 316 while the questionnaire is being answered. The software must only allow one questionnaire narrative entry at x a time, because if the user changes answers to questions, the current synopsis narrative will be updated with the current 317 synopsis. CAD client can operate as stand -alone client and continue basic x dispatch operations without network connectivity or CAD server 318 access while in Catch -Up mode. Provides mechanism to back enter CFS with correct date and x 319 times. Must provide security to limit access to CAD catchup x 320 functionality. Allows for blocking out of incident numbers by agency as x 321 needed. User only needs to enter the number of incidents to catchup; they x 322 do not need to know starting or ending incident numbers. Narratives can be entered in catchup and reflect the actual x 323 event. Alert settings include show icon, flash icon, show desktop alert, x 324 and show map alert. The software must alert the Call Taker, Dispatcher and /or Officer x 325 of previous CFS at a location. The software must alert the Call Taker, Dispatcher and /or Officer if x an active warrant exists for any person at the location or for the 326 caller /complainant. The software must alert the Call Taker, Dispatcher and /or Officer if X any gun permits are at the location or guns are registered to the 327 caller /complainant. The software must alert the Call Taker, Dispatcher and /or Officerif x the caller /complainant is a known offender, a suspect in an open case, or a career criminal. 328 The software must alert the Call Taker, Dispatcher and /or Officer if x 329 hazardous material is stored at a location. The software must alert the Call Taker, Dispatcher and /or Officer if x there is any serious medical information concerning a person at 330 the location. The software must alert the Call Taker, Dispatcher and /or Officer if x 331 the location has an associated vacation check or house watch. The software must alert the Call Taker, Dispatcher and /or Officer if x 332 the location is a known narcotics location. The software must alert the Call Taker, Dispatcher and /or Officer if x 333 a building pre -plan or geo -file information exists for the location. The software must alert the Call Taker, Dispatcher and /or Officer if x orders of protection are associated with the location and /or 334 caller /complainant. The system must provide the ability to reactivate an alert in the x event an expired alert needs to be reactivated. 335 The software must alert the Call Taker, Dispatcher and /or Officer if x a unit has gone over its allocated time, as setup for the CFS type 336 to increase officer safety. The software must have the ability to set a timer for CFS types x based on priority. This timer alerts the dispatcher that an agency - specified time has elapsed and no units have been assigned to 337 the called. The software must provide automatic alerts to the Call Taker, X Dispatcher and /or Officer on an as- needed basis. 338 The software must allow the user to create an alert with a x category, description, and duration of time and an assigned 339 priority for the alert. The software must allow a note pad function that allows CAD x 340 users to type in any unlimited text and store the text within CAD. 341 The software must support a subset of note information by type. x The software must allow a document to be attached to a note x 342 via standard document controls. 343 Note pad entries must be date /time stamped. x 344 Note pad entries can be deleted. x The software must allow note pads to be edited and deleted only x 345 by authorized users. The software must allow rip and run reports to be sent to a printer x 346 or via email. The software must have the ability to determine when rip and run x 347 reports are sent and the format of the report. Rip and Run information can be sent multiple times based on x multiple triggers (when dispatched, at scene, return to station, 348 etc.). The software must allow the creation of response plans to define x Law Enforcement, Fire and EMS unit recommendations that are used to dispatch units based on the CFS type and location. 349 350 Supports cross- staffing for Fire /EMS units, based on personnel x Law Enforcement unit recommendations must be incident type x 351 specific and allow for multiple levels of backup. Law Enforcement unit recommendations must support different x unit types (i.e., one -man, two -man or K -9) to respond to a CFS 352 based on the incident type, priority and in- progress flag. The software must support changing the unit's assigned primary x 353 police beat during the shift. ( lYri' a lE�n ?z`r k,(' jra eti i "llfii , s sr s ssr t vp L Y ,y.r+t t bf J x *• z y s x a .,k�4 354 Agency -based Unit Type x 355 Response Areas ( Beat /Quadrant /District /Station) x 356 Radio Number x 357 Number of crew required x 358 Vehicle Number x 359 Capabilities X 360 Cross- Staffing x 361 Personnel X All Law Enforcement, Fire or EMS unit activity must be captured as x 362 part of the unit log. The Law Enforcement, Fire or EMS unit recommendation X maintenance must maintain operating procedures on each 363 incident type. All Law Enforcement, Fire or EMS unit personnel activity must be X 364 captured in a unit personnel log. The software must allow agency- defined icons to represent unit X 365 1 types. Unit Recommendations can be proximity based and can display x 366 unit ETA. Proximity -based recommendations use the street attributes, road x 367 closures and other GIS information. Fire /EMS recommendations must incorporate backup units, move x 368 up and stand by units, and backup stations. Proximity response plans, routing and ETA calculations leverage x Esri network analyst and available GIS data so information is 369 based on "real- world" factors. CAD must support dynamic unit recommendations where if a x better unit fit becomes available after initial dispatch, the system 370 will provide a notification to the dispatcher. The system must allow the agency to define an icon for each x 371 type of unit as defined by the agency. 372 All unit statuses can be defined by agency. X 373 The software must allow the setup of unit timers and call timers. x The software must generate a unit log, showing all actions that X 374 unit had taken. The unit log must show date /time of entry, status, action, CFS #, x 375 CFS type, CFS location and unit location. Response plans can be configured as proximity based, to prefer x 376 proximity, or area based. The software must allow the user to assign a priority to the CFS x 377 and enter the date /time range that the response plan is active. The software must allow the user to define units or unit x type /stations to a CFS based on Fire district (quadrant) and CFS 378 type. The software must allow a user to define alarm levels for response x 379 plans. The software must allow for multiple backups so that if the first x backup is unavailable, the system will check for the next available 380 backup. The software must have the ability to add special response x 381 narrative for response plans. The Supervisor must be able to maintain unit response plans as x 382 needed. The software must allow units on a response plan to be placed in x 383 the dispatched or other defined status. CAD must display unit recommendations with the unit /apparatus x 384 ETA. The software must allow the creation of exception and location- x 385 based response plans. The software must be able to handle multiple levels of alarm x 386 responses. Response plans must be able to use unit type, unit, capability, x equipment or skills in determining unit recommendations. 387 The system must allow for recommending units by proximity -based x dispatching utilizing the agency's GIS data to determine unit ETAS. 388 The system must provide the ability to recommend units based on X agency - defined capabilities such as Haz -Mat, Foam, Lift 389 capabilities, etc. The system must provide the ability to recommend units based on x agency- defined personnel skills (Spanish speaking, rope rescue, 390 hostage negotiation, etc.). The system must provide for creating alternate response plans x (disaster mode) based on agency- defined modes of operation 391 such as storms, wildland fires, or earthquakes. The system must provide for easy entry of agency- defined x response plans that can be associated to multiple areas and call 392 types (eliminate duplicate data entry). The software must allow multiple units lists to be opened with x 393 different configurations based on CAD workspace template. The software must provide the ability to filter or subset the list in x 394 the unit list. The software must allow to subset by agency type, allowing the X 395 selection of multiple agency types within any unit list. The software must allow the user to drag and drop a unit from the x 396 unit list to a call on the call list. The software must allow a user to change a unit's status, open the x unit's call stack and reroute a unit within the unit list via a mouse 397 click. From the unit list, a user must be able to get a list of all available x 398 calls and dispatch the unit to the call. An option must be available to determine if the unit will display on x 399 the unit list if the unit is not on a call. The software must allow the agency to modify the statuses that a x 400 particular unit can be assigned. The software must automatically refresh the unit list when x 401 information is updated. Unit recommendations can be specific to the CFS type and allow x 402 multiple levels of backup. Police unit recommendations must provide for different types of x units, such as one -man, two -man or K -9, to respond based on the 403 CFS type, priority and in-progress flag. A primary police beat can be assigned to a unit at the beginning x of a shift or automatically assigned as part of shift management 404 and changed at any time as needed. The software must be able to swap or exchange one unit with x another, and record that the first unit was initially dispatched, and 405 then exchanged with the second unit. All Law Enforcement, Fire or EMS unit activity must be captured in x 406 a unit history database. The system must provide access to the unit recommendation x 407 process as part of the incoming call. The software must maintain operating procedures (special x response information) on each CFS type. 408 The software must to maintain all agencies, including dispatched x 409 agencies and non- dispatched agencies. The software must create agency- specific incidents for a x 41 particular ORI /FDID. The software must have the ability to generate an incident x 411 number for mutual aid agencies. 1 r � i liAail kr� i[ j( Ji � PZitl rd qJ �)JX f d' 3 1� p 1 F f' �' 412 Alert Listing x 413 BOLO Listing X 414 CAD Log Listing X 415 Daily CFS Detail x 416 Daily CF5 Summary x 417 Dispatch Threshold x 418 Dispatcher Log X 419 False Burglary Alarm x 420 Officer Dispatch x 421 Officer Location x 422 Officer /Unit Status Inquiry List x 423 Service Vehicle Log x 424 User Access X i iy Fs 33-- p i [ 1 ",'Oe t n$� {'+ x X ♦ r- p 4 * ,* e r ,� 425 Briefing Listing x 426 Building Watch Listing x 427 Calls by Hour x 428 Calls by Month X 429 Call by Priority x 430 Officer Log X 431 Unit Status Time Report x 432 Overridden Address Report x 433 Personnel History x 434 Unit Auto Vehicle Locator Report x 435 Unit Status Response Analysis X 1 The software must have mapping capability to plot CAD calls and the units on a map. x 2 The plotting of the call and unit information must be a by- product of normal dispatch. x 3 The CAD map uses a standard windows toolbar. x 4 The CAD mapping toolbar (ribbon) must be customizable x 5 CAD Mapping uses standard Windows Help functionality. x 6 The dispatcher must be able to control the map from within the CAD display as to zoom, pan and layer control. x 7 All primary dispatch functions must be accessible from the map. x 8 The map must have agency defined and maintainable layers that help identify real -time critical information, such as unit status and call type. x 9 The software must allow for the layers on the map to display automatically based on the zoom level. x 10 Map layers must be able to be turned on or off manually. x The software must provide the ability to dispatch by placing the x 1 1 cursor on the unit or the map. The software must provide the ability to easily change unit status x 12 and dispatch units right from the map window. For each call for service type, the icon that displays on the map x 13 for that call type must be agency definable. The map must display only the units within the dispatcher's x 14 assigned Originating Agency Identification or beat. Standard right -click options must be available to map control. x Examples include center map on the unit; override unit time; check -in unit; change status; and go -to command (to send a unit 15 to a different location). The map must provide a tool tip on the unit displaying the unit ID x 16 and unit location when mouse -over the unit. The map must provide a tool tip on the CFS, which must display x the CFS number, the CFS location, and the CFS type when rolling 17 the mouse over the call. 18 Previous View x 19 Find Location x 20 New Call Here x 21 Directions from Here x 22 Directions to Here x 23 Zoom to Call x 24 Create simple or complex roadblocks x 25 Create Map Event x 26 Create Map Hyperlink x 27 Enable Clustering x 28 Show Map Scale x 29 Show Coordinates x 30 Show Unit Latency (for AVL Units) x 31 Show Unit Direction of Travel (for AVL units) x 32 Show in Picometre x The CAD Mapping must meet the guidelines set forth by the FCC x regarding wireless carriers to provide information about a caller 33 as part of the 911 call. The software must have the capability to receive latitude and x 34 longitude information via the E911 interface. The software must have the capability to enter latitude and x 35 longitude of the caller's location in the CAD call entry Window. The software must retain the latitude and longitude as original call x location if the call taker changes the location to an actual 36 address. The software must plot the Lat /long location on the map control x 37 panel using a special icon to designate a cell phone call. The software must provide the ability to draw a shape or a buffer x 38 around a call or location with a user entered description. The software must have the ability to plot, with agency- defined x icon, known activity (e.g., street closures, parades, construction, 39 etc.). 40 The software must have the ability to open the CFS from the map. x Map data updates must not require CAD being in a restricted or x 41 "down" state Map must support both a street centerline and an address point X 42 layer for location verification The CAD map must support the configuration of a map x 43 document which controls the default map view. The GIS map must be Esri based using an SIDE instance within MS X 44 SQL Server The CAD map must also provide a view for address verification in X 45 a separate window The CAD map must work as a window within the CAD workspace X or as a "floating" window to maximize the available screen 46 display. CAD mapping must support map templates for easy x 47 configuration and restoration of map settings Must allow both a default zoom level and a custom zoom level X 48 for users CAD mapping must provide a "find location" function that x supports both physical locations as well as common names and 49 intersections. Users must be able to add a call for service into CAD from the X 50 map Users must be able to go to any call for service from the map x 51 using a right click or context menu. Map should support a command line that a user can turn on or X 52 off. Users can display "breadcrumbs" to identify tracks of AVL x 53 equipped units. CAD map has functionality for user to measure distance or area X 54 on the map. Mapping should allow a user to identify any GIS attribute from x 55 any map layer. CAD mapping must support finding the nearest address to a x location. If a E911 phase II call is entered, the CAD map must be able to resolve the closest physical location to the coordinates to 56 aid first responders. The system shall provide a mechanism to "activate" any GIS x 7 updates for both CAD and Mobile. 8 The system shall utilize ArcView ArcSDE for map generation. x The system must be able to upgrade to the most current versions x of ArcMap, ArcSDE and SQL Server as those versions become 9 available and are deployed. 10 The system shall support definable map symbology. x Support the customization of how maps are displayed within the x 11 Vendor's solution by use of Esri's .MXD files. Provide the some advanced routing capabilities as available x through Esri's Network Analyst. Must be fully integrated into CAD 12 solution. Support the use of Esri's Dynamic Display technology for high x 13 performance display of Units, CFS, etc., on the CAD Map. 14 Support a Services Oriented Architecture. X 15 Support the use of a common Enterprise Geodatabose. x 16 Support Multiple Locator Services for geocoding. x Support multiple map documents for CAD, LE Records, and X 17 Mobile. Support the use of scale tolerances for map layers to allow x 18 certain layers to appear at appropriate zoom levels. Support the ability to use agency- defined icons for units, CFS, x 19 etc., in the software. 20 Support the use of Hyperlinks within the CAD Map. x Supports proximity dispatch, routing and ETA using Esri x 21 technology. Can leverage the centerline attributes as part of the network x 22 datoset for routing, ETA, and driving directions. Ability to enter an address on a map and find directions between x 23 two locations Ability to display shortest route from point -A to point -B (i.e., street x network routing), and highlight quickest route, including directions based upon roadway /access availability (e.g., construction, 24 detours). Ability to highlight on the map the recommended route from x 25 current location to a dispatched incident site. The mapping application must include the ability to provide x mobile units with routing information to a dispatched incident 26 from their current GPS /AVL location. Routing to an event uses street impedances to factor fastest x 27 route. 28 Must provide both turn -by -turn and route indicator on map. X CAD must provide a driving directions toolbar which launches a x directions window for easy navigation, allowing the directions to 29 "float" over the map. 30 Auto Routing must support both units to calls and from call to call. x The auto routing feature must use a "find route" function that x allows both text -based driving directions and a visual route line on 31 the map. Routing accounts for unit /apparatus details (height, weight, turn x 32 radius ) in conjunction with street impedances. I CAD AVL must be integrated with vendor's Mobile solution. x 2 Must support various GPS devices based on NMEA standards, x The software must automatically ••• ••:e to dispatched 3 Must provide configurable icon to track unit on map. x basic information 4 Must capture unit and incident location as part of playback feature. x 5 AVL Playback must use the integrated CAD map and not require a separate map. x 6 AVL Playback must allow selection of specific unit(s). x 7 AVL Playback must allow selection of date /time ranges. x 8 AVL Playback must show the unit location, coordinates and seed for each stored AVL transmission. x 9 AVL Playback must show active incidents within the selected date /time range. x The software must quickly and equitably send wreckers, tow x 1 trucks or other service vehicles to a specific location. The software must setup wrecker response based on geographic x coverage, hours of operation, type of equipment or service 2 required, as well as company's place in the dispatch sequence. The software must maintain a database of service vehicle x 3 providers that want to maintain a rotation schedule. The software must show where in the rotation a provider is placed X 4 if a special event occurs when attempting contact. The software must automatically position the second company in x 5 the first position when the first company is selected. The software must allow the user to dispatch the next company, x when unable to reach the first company in line, without moving 6 the first company to the bottom of the rotation sequence. The software must generate a service vehicle log and service X 7 rotation listing. The software must be able to display service vehicle areas on the x 8 CAD map as a separate layer. The system must provide Wrecker /Ambulance Rotation software x to help Dispatchers dispatch a wrecker or private ambulance to 9 a call. 10 Service vehicle types must be configurable by agency. x Service vehicle rotation must be fully integrated with the CAD x map using map polygons to represent areas for easy 11 maintenance. The software must automatically to dispatched basic information The software must send text pages, using freeform text, to field x 2 personnel with alphanumeric pagers. 3 The software must send text pages to groups of pagers. x The software must allow for the entry and maintenance of pagers x or groups of pagers that have been added to the pager 4 software. CAD Paging must support numerous paging protocols to include: x Standard Telelocator Alphanumeric Protocol (TAP), Simple Mail Transfer Protocol, (SMTP), Simple Network Paging Protocol (SNPP) 5 and Wireless Communications Transfer Protocol WCTP . Paging must provide the CAD CFS details in the body of the text x page including location, coordinates, closest intersections and 6 narrative. Paging should allow configuration of the paging message x including "literals" that would allow agencies to define their own 7 label for fields in the page. Configuration for paging must be available from unit x B maintenance to allow easy setup of group pages 9 Paging must be supported from the Command Line in CAD. x Paging must be supported from the unit response x 10 recommendations window. CFS types must support automatic paging so that certain x 1 1 dispatch events will be paged without user intervention. Access to paging functions must be controlled by the application x 12 security. Paging maintenance must support drag and drop functionality to x 13 quickly and easily configure paging groups. The CAD application will provide a separate "Send Page" window x 14 for users to send text pages outside of a CFS. The "Send Page" window should provide a drop -down list of x individuals and groups that can be paged allowing the user to 15 quickly select from the list. Users will be able to view unit attributes from anywhere in CAD x 16 and see which paging group the unit is assigned to v fl .=-A t The E91 1 interface must provide an interface between the x 17 ANI /ALI controller and the CAD system. E91 1 should support most ANI/ALI controllers and industry x 18 standard E911 formats such as 30W and ALI GTE. The E -911 interface must transfer ANI /ALI information into the CAD x software, either by means of a call queue and /or automatically populating a call for service data entry window. 19 20 Fields transferred into CAD must include the following: 21 Call received date and time x 22 Telephone number x 23 E -911 Address x 24 Special Instructions x Phone subscriber information (Residence, Business, Cellular, PBXB, x 25 etc.. 26 The E -911 interface must be Cellular Phase I and Phase II compliant. x 27 In the event of Cellular Phase 11 calls, the CAD System shall provide users the ability to locate the nearest address directly from the CFS data entry window, without having to utilize the map. x 28 With a Cellular Phase II call, the CAD system will allow users to locate the nearest address to the call coordinates using the map. x 29 The interface must automatically link E91 1 data into the computer system via a communications port to a multi -user, multi- tasking workstation. x 30 The CAD software must be able to load data directly from an E911 system. X 31 The system must be able to accept data from a caller ID system, x 32 The interface must provide the ability to transfer and maintain the following data elements from the phone company's database to the CAD system: 33 The interface must accommodate changes in the ANI/AU layout `Without requiring programming or vendor modifications x 34 Time of Call x 35 Date of Call x 36 Customer Name X 37 House Number X 38 House Number Suffix x 39 Street Name X 40 Zone (ESN) x 41 City /Community x 42 Class of Service X 43 Operator Position X 44 The interface must accommodate changes in the ANI/ALI layout Without requiring programming or vendor modifications x 45 The interface must provide the ability to discriminate between class of service on the telephone ALI record and appropriately handle the class of service field on the CAD screen. X 46 The interface must allow for validation checks against: 47 Address verification file x 48 Active CFS x 49 Previously entered hazards x 50 Activate various checks in an E91 1 control file x 51 Cell phone capability to plot caller location X 52 EMS Questionnaire X 53 AVL X 54 Building Watch x 55 Ability to Lookup Personnel History X 56 Accept or Override Priority X 57 Unlimited Filter Capability X 58 Maintain user configured Window preferences x 59 heck Subject, Vehicle and Location master files X 60 Ability to Add Narrative to Call x The E91 I interface must provide support for emerging NG 911 x 61 standards and provide a framework for IP-based communication. The software must seamlessly interface with ProQA EMS Dispatch x 62 or APCO MEDS, a third party-application. The ProQA/APCO MEDS interface must automatically launch x 63 upon agency-defined call types. 64 ProQA must be able to be called from the CAD Command Line. x CFS information must be transferred from CAD to the x ProQA/APCO MEDS interface via a text file that meets technical 65 specifications. 66 Response information is written to CAD narrative for the CFS. x The CAD software must provide the ability to automatically x launch ProQA or APCO MEDS as a call type is entered, via the 67 interface. The CAD software must allow the user to manually launch ProQA X 68 or APCO MEDS as desired, via an inf erface. 69 The ProQA/APCO MEDS interface must be bi-directional. x The CAD Narrative must be populated with pertinent EMD x 70 questions/onswers as well as any determinant codes. The ProQA/APCO MEDS interface must allow for the automatic x change of the call type, depending on the final answers to 71 1 questions The tone encoder interface must support Zetron 25, 26, and IPFSA x 72 tone encoding The tone encoder interface must support Westnet First In and x 73 ComTech station alerting systems Tones must be automatically sent from the unit recommendation x 74 window CAD must provide an option to send tone information from unit x 75 recommendations Toning must be provided using a web service framework for easy X 76 troubleshooting Toning interface must support sending hexadecimal codes x 77 and/or text as required by the encoder The system must provide the capability of sending tones to x encoder devices that can control Fire station doors, alarms and 78 1 pages. I The software must support 8{)L[sfor make/model and narrative. The software must support BDKOs for people, including attributes X 2 for sex, race, height and narrative. I I I I The CAD -to -CAD interface must support call transfer bet 1 disparate CAD systems using the APCO /NENA standard. Dispatchers can easily send a CFS to another CAD system from x within the CAD application. CAD -to -CAD supports mutual aid and dispatching of agency x 3 configurable "shared" units. CAD -to -CAD supports real -time narrative updates between X 4 systems. Interface must support requests for assistance from otherCAD x systems but also allow a dispatcher to approve or decline the 5 request based on agency configuration. The application must be configurable to select specific incident x o e 3 types for inclusion. 4 The application must provide log in functionality. x 1 Users must log into an inquiry screen that defaults values but x 5 allows user to expand search for more information. Briefing notes must allow user to include incident narratives if x 6 1 desired. The CAD -to -CAD interface must support call transfer bet 1 disparate CAD systems using the APCO /NENA standard. Dispatchers can easily send a CFS to another CAD system from x within the CAD application. CAD -to -CAD supports mutual aid and dispatching of agency x 3 configurable "shared" units. CAD -to -CAD supports real -time narrative updates between X 4 systems. Interface must support requests for assistance from otherCAD x systems but also allow a dispatcher to approve or decline the 5 request based on agency configuration. o e �u w .a'e.rk?✓Nm.�. 1 Law Enforcement Records must fully integrate with the CAD x software and be provided by the same vendor. Full integration must include automatic, seamless transfer of critical information between CAD, Mobile Computing, and LE Records. Examples include transfer of CAD incident information to LE Records, and transfer of hazard information associated with persons and locations to alert dispatchers of potentially threatening situations for officers. 2 The software must have multi - jurisdictional environment capabilities. x 3 The software must have a tabular design, allowing access to x multiple layers of the system from the same screen. 4 Ability for multiple users to be logged onto the system and use the x same applications simultaneously. 5 The software must be compliant with current Web Browser x standards, while adhering to UI /UX design best practices 6 All software modules must have the ability to access the same x master name records. 7 Authorized agency staff must be able to modify or adjust x commonly altered variables such as codes, tables, report parameters, etc., without the services of a professional programmer. 8 Standard toolbar functionality must include buttons that allow users to do the following: Create new records X Open existing records x Save records x Delete records x Copy records x Print records x Access online Help x 9 The software must allow for users to open and use multiple Web browsers or tabs. x 10 The software must be able to associate codes to more than one location or panel when the some validation table entries are used in multiple locations. x 11 The system must use consistent validation table processing. x 12 The system must allow for agencies to define values within each validation table. x 13 Ability to assign alternate values to validation set values in order to tie specific data elements to various software functions, including, but not limited to, report generation and data matching with other ORIs and third-party software. x 14 All applications must integrate tightly with each other to permit the reatest o erator ands stem efficiency. x 15 The software must provide a one -time, single -point system of data entry that allows information to be accessed from other applications. x 16 The software must provide a basis, such as a report wizard, for preparing various statistical and analytical reports. x 17 The software must allow users to create and store ad -hoc reports. x 18 The software must directly output from a data search to a printer upon user request. x 19 The software must provide the capability to add unlimited narrative to records, to ensure all critical information is captured. x 20 The system administrator must be able to identify the individual who last entered or updated any transaction as well as the date and time of the modification. x 21 The software must track user activity (i.e., the addition, modification, viewing, and deletion of records) and record the following for each incidence of such activity: user name, access type, date, time, record key and device. x 22 The LE records software must have the ability to run in a virtual server environment, including both VMware and Microsoft Hyper -V. X 23 The software must provide inquiry capability for all employees based on profile and password security. x 24 The software must have Incident Based Reporting (IBR) compliance capability. x 25 The software must be National Incident Based Reporting System NIBRS compliant. x 26 The base LE Records software must support: Accidents x Arrests x Business Registry x Case Processing x Incidents x Computer Aided Investigation x Federal Reports (IBR) x Geo- Address Verification x Impounded Vehicles x Incident Tracking x Known Associates x Master Name Processing x Personnel /Training x Property and Evidence Tracking x Traffic Tickets & Citations x Wants and Warrants X 27 The following optional modules must also be available: Alarms x Bookings x Briefing Notes x Registered Offenders x Case Management x Demographic Profiling x Equipment /Inventory x Field Interviews X Gangs x Permits x Hazardous Materials x Narcotics X Orders of Protection x Pawn Shops X NCIC Interface x d W :./:.. .. , a.a t�b ✓ 1 The software must provide component (e.g., modules, entry screens) and report (e.g., case reports, ticket reports) security to permit and restrict user /user group rights. x 2 The system administrator must have the ability to set up, grant or deny, user /user group permissions for all components, including add, change, delete, view /use, and execute permissions. x 3 The system administrator must have the ability to restrict security components by individual user or user group. x 4 Security components cannot be changed or deleted by unauthorized users. x 5 The system administrator must have the ability to create and maintain authorization templates (which are defined by name). x 6 Authorizations must be tied to user login and corresponding confidential password. X 7 Passwords must never be displayed. x 8 The system administrator must have the ability to easily create system users. x 9 The system administrator must have the ability to easily change passwords. x 10 Although the administrator can change user passwords, the actual passwords must not be revealed to the system administrator. x 1 1 User passwords must be encrypted when stored in the database. x 12 Ability to require at least one number, symbol, and /or letter in user passwords. X 13 Ability to require password expiration after an administrator - defined number of days. x 14 Ability to define a minimum and maximum password length. x 15 Ability to lock users out of the system after an administrator - defined number of invalid login attempts. x 16 Authorized users can set individual document permissions. These permissions are governed by user roles. Permissions can only be removed from a user role, not added. Example, if a user role did not have access to delete documents, they cannot be added when applying individual document permissions. x 17 The software must provide the ability to restrict access to specific information /features. x 18 i The software must restrict access to specific records by review level. X 19 The software must provide inquiry capabilities for all employees based on profile and password security. x w4 [ 5t 3 1 Record numbering can be configured for system counter and /or manual entry. x 2 Ability to configure departmental structures as a representation of the operational hierarchy specific to an agency. x 3 Ability to configure the availability and display order of non - system required sections on a module record's view. x 4 Ability to configure the requirement, availability, and layout of non- system required fields in a module record's view. x 5 Ability to create user - defined fields specific to a module section that is shared amongst all agencies and of type: Checkbox X Date X Date /Time X Decimal x Hyperlink X Enumeration X Numeric X Text Area X Text box X Time X Validation Sets X 6 Allow admins to optimize data entry workflow in the software through specialized configuration of sections and fields. x 7 Ability to configure the email server, system admin email, default system email address, and SMTP port number for a specific agency. x 8 Able to configure the email settings to use SSL for a specific agency. x 9 Allow agencies to create activity types for global records. x p 4 1 Ability to configure the system to enable remote system integration X 2 Ability to configure the Date and Time format of the system. X 3 Ability to configure the time -out duration for all record locks in the system. x 4 Ability to define base alert types in the system that can be inherited and configured by each agency for their specific alert definitions. x 5 Ability to set up and configure email groups. X 6 Ability to configure the email server, system admin email, default system email address, and SMTP port number for the application system. x 7 Able to configure the email settings to use SSL for the application system. x 8 Ability to create Incident groups by type that can be leveraged in the system for reporting and search features. X 9 Ability to configure the maximum NCIC request number. x 10 Ability to configure the Property Room Evidence Barcode and Inventory Number auto -start values. x 1 1 Define reciprocal relationships between members of the Known Associates validation set in the system. x 12 Enter and maintain the name, description, and type (scar, mark, tattoo) of identifying features utilized throughout the system. x I The software must use the master name concept and contain all information collected on a person or business, as well as all associated activities, in a single master name record. x 2 The software must provide a listing of all activities in which a person has been involved, including those related to arrests, jail releases, tickets, warrants, cases, incidents, accidents, gangs, vehicles and guns. X 3 Ability to display an image of the subject within the master name record, whether by capturing an image with a digital camera or by uploading an image from a camera, computer disk or any TWAIN32- compliant imaging device. X 4 The master name record must be accessible from the following modules: Accidents x Alarms X Alerts x Arrests x Bookings X Buildings x Registered Offenders x Case Management X Cases x Computer Aided Investigation X Equipment /Inventory x Field Interviews X Gangs x Global Vehicles X Permits X Impounded Vehicles x Incidents X Narcotics X Orders of Protection x Pawn Shops x Property Room X Tickets and Citations x Wants and Warrants x 5 Ability to enter and maintain the following master name record data elements: Name (First, Middle, Last, Suffix) X Address (City, State, Zip Code) X Age /Race /Sex x Associated Names x Affiliation X Physical Description X Scars, Marks or Tattoos x Date of Birth X Driver's License Number x Driver's License Expiration Date x Driver's License Characteristics X Social Security Number X Personal Information x Handicaps X Inmate Number x Department Arrest Number X Mug Shot Number X FBI Number x Local Identification Number x State Identifier Number (SID) x Military Service Number x Identikit Number x Alias (Multiple Types) X Nickname (Street Name) x Place of Birth x Occupation x Home Phone x Work Phone x Cell Phone x Employer Name and Address x Fingerprint Classification Number x Marital Status x City, County, Country and Place of Birth X Illegal Alien X School x Religion x Citizenship x Associated ID Numbers x Modus Operandi /Crime Specialties X Known Associates X Contact Information X 6 The software must eliminate the need to duplicate any information already entered. X 7 Once a master name record is created, authorized users must be able to update any basic data fields and add or modify other information as needed. X 8 Ability to cross - reference the master name record to all other records associated with an individual. x 9 Ability to restrict name activity access by jurisdiction. X 10 Ability to edit and merge duplicate master names. X 11 The software must restrict access to Master Name Index to authorized users only. x 12 The software must store narrative associated with a name and display it upon inquiry for that name. x 13 The software must link multiple addresses to a master name record and date all changes to an address. x 14 The software must associate previous address records with a date of address change, along with the person that changed the address. x 15 The software must have the ability to check all coded entries in the master name record for validity at the time of data entry. x 16 The software must automatically check a name against the list of outstanding warrants and notify the user. x 17 Users must have the ability to search for and obtain details on any type of record associated with the individual master name record, such as: Arrests x Known Offenders x Known Associates x 18 Users must have the ability to search for master name files based on any of the following criteria: Name x Social Security Number x Date of Birth x Height or Height Range x Weight or Weight Range x Hair Color x Eye Color x Physical Characteristics x Combination of Parameters x Race x Sex x Identifying Clothing x 19 The software must treat common business names as a master name record. X 20 Ability to easily copy master name records, e.g., to use in other jurisdictions. x 21 Ability to locate subject records via Soundex (first, middle, last name). x 22 Ability to perform field level auditing within a master name record. X � 23 The software must capture and store data from on officer's field report, including the associated report narrative. X 24 The software must allow authorized users to update and maintain incident records with new information as needed. x 25 Ability to apply user security to incident entry, search and all incident related reports. X 26 Ability to enter supplemental reports. X 27 Ability to index incident records by incident number. x 28 Ability to enter and maintain information on any type of incident /criminal activity. x 29 Ability to correct previously entered incident data in the case data entry screen. X 30 Ability to enter and maintain the following general incident record data elements: Incident Type x Call Date /Time x Call Source x Status x Priority x Associated Case Number x Nature of the Call x Caller Name x Incident Location x Reporting District X 31 Ability to enter and maintain multiple officer narratives. x 32 Ability to view related special response information, as entered and maintained in CAD. x 33 Ability to enter and maintain associated calls, as entered and maintained in CAD. x 34 Ability to enter and maintain information about associated units and personnel. x 35 Ability to view a call and unit logs, i.e., lists of the calls and units associated with the incident, x 36 Ability to enter and maintain information about the vehicles associated with the incident. x 37 Ability to view a list of other incident numbers associated with the incident, as entered via CAD. x 38 Ability to enter and maintain information about all persons associated with the incident. x 39 Ability to enter and maintain associated dispositions. x 40 Ability to display and view a list of other records associated with the incident. X 41 Ability to generate multiple incident related reports for statistical crime analysis. x 42 Ability to associate property with an incident. X 43 Ability to apply user security to case entry, search and all incident related reports. x 44 Ability to pull data from an existing incident record. x 45 Ability to update and maintain case records with new information as needed. X 46 Ability to enter supplemental reports. X 47 Ability to index case records by case number, which may be the same as the originating incident number. X 48 Ability to enter and maintain case records on any type of incident or criminal activity. X 49 Ability to track multiple crimes within a single master case record. X 50 Ability to cross - reference and link multiple related offenses to a specific case record via its case number. X 51 Ability to automatically create a case record upon entry of the crime report data. x 52 Option to automatically generate year -based case numbers. X 53 Ability to correct previously entered incident data in the case data entry screen. x 54 Ability to enter and maintain the following case record data elements: Incident Type X Occurred Location x Hafe Bias Information x Criminal Activity x Entry and Exit Methods /Points x Date /Time of Occurrence x Date of Reported Occurrence x Multiple Crime /Offense Codes X Type of Arson Reported X Type of Theft Reported x Status of the Complaint X Disposition /Date of the Complaint X Multiple MOs of the Crime X Attempted Crime X Type of Weapon x Type of Tool x Codes for the Type of Scene of the Crime x Officer's Assignment X Type of Stolen /Recovered Vehicle x Estimated Dollar Amount of Property Involved x Property Involved X Solvability Factors Associated with Complaint x 55 Ability to enter and maintain detailed information about all offenses associated with a case. x 56 Ability to enter and maintain detailed information about all subjects x associated with a case, such as arrested adults, juveniles, witnesses, complainants, missing persons, reporting party, victims, etc. 57 Ability to enter and maintain information about all arrests x associated with a case. 58 Ability to enter and maintain information about all property x associated with a case. 59 Ability to enter and maintain information about all field x investigations associated with a case. 60 Ability to automatically link all information from a field investigation x record to the original complaint report. 61 Ability to enter and maintain information about all vehicles x associated with a case. 62 Ability to support unlimited narrative entries, with a maximum limit of x 100K characters, and formatting capabilities for the original complaint and supplemental reports. 63 Ability to support unlimited narrative entries, with a maximum limit of x 100K characters, and editing capabilities for any manually entered supplemental report. 64 Ability to capture crime analysis related information during case x processing. 65 Ability to expunge a subject from a case record. X 66 Information from an incident record is automatically pulled into an x associated case record to eliminate the need to enter the some data twice. 67 Ability to print hard copies of case records and supplemental X reports, depending on security. 68 Ability to print a sanitized version of a case record for public use. X 69 All entry information can be built into a report, which will plot on a x map or generate a printable report. 70 Ability to generate multiple case related reports for statistical crime x analysis. 71 Ability to attach multiple supporting documents of various types x (e.g., Word, Excel, JPG, MPG, WAV, etc.) to a case record. ��f'sU }�'i -F-> Ability to enter, maintain and track all information about an x 1 accident. 2 Ability to enter, maintain and track detailed information about all X subjects associated with on accident (e.g., drivers, passengers, pedestrians, witnesses, etc. 3 Ability to enter, maintain and track detailed information about all X vehicles associated with an accident. 4 Ability to attach multiple supporting documents of various types to X an accident record. 5 Ability to link accident, incident and case numbers for investigative x and search purposes. 6 Ability to print accident report on demand. x , 1 Ability to enter and maintain the following general arrest information: Arrest Number x Date /Time of Arrest x Arrest Type x Arrest Status and Status Date /Time X Associated Case Number X Location of Arrest X Name of Arrested Person x Arresting Officer (multiple possible) X Arresting Officer's Assigned Bureau x Assisting Arrest Officer x Disposition of the Arrest x Disposition Date X Resulting Charge at Disposition X Sentencing Information x Bond Information x 2 Ability to enter and maintain information about all charges associated with the arrest. x 3 Ability to enter and maintain data on arrest and court dispositions. x 4 Ability to enter and maintain information about any injuries the anestee may have sustained while being apprehended. x 5 Ability to enter and maintain information about any weapons involved in the arrest. x 6 Ability to enter and maintain information about the various identification numbers associated with the arrest, such as a booking number, case number, warrant number and offender -based tracking system number. X 7 Ability to properly report information per NIBRS requirements. x S Compliance with IBR reporting. x 9 The software must link newly arrested individuals to previous arrests, if applicable. x 10 If one does not already exist, the software must automatically create a master name record at the time of the arrest processing. x 11 The software must have easy access to an arrest register within a selected date range. x 12 An arrest record can be added at the time of the original complaint report or at a later date. X 13 In the event of an arrest at a later date, the software must have the ability to add additional supplemental narrative to the original complaint report. x 14 The software must require additional security to access juvenile records. x 15 Ability to search for arrest records based on the following criteria: Arrestee's Name x Arrest Date /Range X Complaint /Case Number x Arresting Officer ID x Arrest Tracking Number x 16 Ability to print a variety of arrest related reports to facilitate the statistical analysis or arrest data, including the following: Arrest by Court Disposition Date Report X Arrest by Location Report x Arrest by Officer Report x Arrest Detail Report x Arrest Register Report X Arrest Status Summary Report x 17 The software must provide equivalent reports for both juvenile and adult arrest records. x _ �. u� 1 Authorized users must have the ability to enter and maintain the details of an impounded vehicle, including the following general information: Impound Date /Time x Impound Lot x Reason for Impounding x Place of Storage x Location Impounded From X Towing Service X Impounding Officers x Vehicle Information (make, model, color, etc.) x 2 Ability to enter owner Information based on master name file selection. x 3 Ability to enter and maintain disposition information. x 4 Ability to enter and maintain vehicle release information. x 5 Ability to enter and maintain associated incident, case, arrest, warrant, and booking information. x 6 Ability to enter and maintain information about associated fees. X 7 Ability to attach multiple supporting documents of various types to an impounded vehicle record- x pp4 f ?3 4 WS y .rvf� z'wa E 011 .v.w'L`.P.% E>>) 1 Ability to create an electronic lineup based on user - defined physical characteristics and /or other pertinent information. x 2 Ability to easily modify, reorganize and print lineups. x 3 Ability to use any single photo of possibly multiple available photos for a single lineup subject. X 4 Ability to locate subjects using a single criterion or multiple criteria, including (but not limited to) physical characteristics, charges, scars, marks, tattoos, MO and handicaps. x 5 Ability to use "Wild Card" Combinations, i.e., random lineups of subjects drawn from search results. X 6 Ability to limit searches to a single jurisdiction. x 7 Ability to generate a crime analysis report based on user - defined report criteria, such as, but not limited to, specific criminal activity, offenses, M.O., entry/exit methods, evidence collected, location /scene, hate /bias and weapon used. x 81 Ability to search master names and businesses. x x5iK�n • y.,� i�y,y� 1 . � N� � -`}i Y Y£ '� i'? y o �'r4ti ff(� `S'Lh i .t `b -3 +i \ { #"'" i[. 1 The software must capture crime analysis data in the complaint report and produce specific crime analysis reports: Date of Offense X Time of Offense x Location of Offense x Description of the Premises x Type of Offense X Method and Point of Entry x Description of Weapons Used x Description of Tools Used x Victim Data (Age /Relationship) x Type of Property Stolen x Suspect Vehicle Description x Suspect Description x Modus Operandi (M.O.) Parameters x Hard Copy and Map Plotting x 2 Ability to generate all reports using a report wizard to ensure that reports meet all requirements and are easy to build. x 3 Ability to generate a report that shows statistical data on crimes concerning the frequency and the distribution of crime throughout user - selected jurisdiction reporting districts. x 4 Ability to retrieve cases with similar crime modus operandi to assist investigators in solving crimes. x 5 Ability to identify the overall activity per crime type within a selected date range and reporting district. x 6 Ability to create reports that target specific types of crimes based on the following: Location (specific address) of Occurrence x User Selected Crime Type x Hate Bias Information x Geographical Groupings of Crimes x Similar Types of Victims x Common M.O. of Crime x Suspect Vehicle Description x Suspect Physical Description x Tools Used x Weapons Used x Property Targeted for Theft x Point and Method of Entry x Scene Category of Crime x Theft Category of Crime (i.e., shoplifting from buildings, vehicles x Crime Attempts x 7 Ability to retrieve suspect names based on: Available photo in our system x Known Offender Address x Past Criminal Contacts x Past Vehicle Relations x Pawn Transactions x Weapon Registration x Known Associates x S Ability to retrieve suspect vehicle information based upon: Model Year of Vehicle x Make of Vehicle x Model of Vehicle x Style of Vehicle x Top and Bottom Color of Vehicle x License Plate of Vehicle x 9 Ability to retain information on vehicles obtained through: Field Interview Reports x Prior Contacts with the Department x Ability to associate impounded vehicle records with an arrest. The impoundment is an activity tracked on the global vehicle record. x Complaint Reports x Citations /Moving Violations x Accident Reports x Want and Warrant Records x Suspect Vehicles Record x Impounded Vehicles x 10 Ability to retain M.O. characteristics in coded fields and search for same by selected parameters. x 11 Ability to generate report with M.O. parameters and crime specialties. X 12 Ability to retain information on known offenders, such as: Past Criminal Contact x Sex Offenders x Narcotics Offenders x Parolees x Court Probationers x 13 Ability to capture and retrieve juvenile information, including: Juvenile Demographic Information x Juvenile Personal Characteristics x Juvenile Guardian Information x 14 Ability to capture and retrieve crime analysis information from complaint records when information is included on a juvenile arrest. X 15 Ability to link related complaints together through capture of associated case numbers. x yJY'F+�£ 1$• •..T.. 1 ra..a2_ fh.-�° f 4 1 The software must satisfy the physical requirements for automated submission (tape, bulletin board or Internet) to: Incident Based Reporting (IBR) X Interface to the State Police via Internet, if applicable x 2 The software must transmit changed and updated records as well as original records within the reported month. x 3 The software must provide the required Incident Based Reporting data elements in the appropriate formats. X 4 The software must edit the monthly IBR information and identify errors before submission (for IBR, create as you go). x 1 Ability to enter and maintain detailed information about want and warrant records, including (but not limited to) the following data elements: Court Warrant Number X Court Case Number X Warrant Number X Wanted Driver's License Number X Wanted Social Security Number X Reason for Change on Warrant x Issuing Judge x Wanted Alias(s) x Date of Birth X Charges x Bond Amount X Vehicle Make /Model /Color x Vehicle License Plate /State /Year x Disposition x Status History x Activity x 2 Ability to display an image of the subject within the master name record, whether captured by directly connected digital camera or by if uploaded from local workstation or any connected media. X 3 Ability to display an alert whenever the name of a subject with an outstanding warrant is entered anywhere in the system. x 4 Authorized users must be able to update the status of a warrant record whenever necessary. x 5 Ability to assign warrant transaction numbers manually or automatically via an optional auto - incrementing feature. x 6 Ability to generate a printed report displaying a log of all warrants within a specified date range. x 7 Authorized users have the ability to cancel outstanding warrant records. Authorization is based on user security profiles (ID, password, security permissions). x 8 Ability to cancel outstanding warrants for the following reasons: Recalled by Court x Served on the Person x Cleared of the Charge x Beyond Statutory Limits x 9 Ability to maintain records on canceled warrants for an unlimited amount of time. x 10 In CAD, warrants are automatically searched based on the entry of matching name and /or matching address. A match on either of these search criteria will display a warning message for the user. x 1 1 Ability to generate a printed report that lists all canceled warrants within a specified date range. x 12 Ability to generate a printed warrant summary report that lists all warrant types and totals within a specified date range. x i; `T•== YSy'�`;',r (may,. - 5--•3F V�K.. <4..m4'�LlAe�.3e- Y�M�.3rvw. 1 Ability to enter and maintain all information pertaining to traffic tickets and citations: Ticket Book Distribution x Statistical Information by Department x Statistical Information by Officer x Ticket Deletions x Status Changes x 2 Ability to maintain a history on each traffic ticket and citation produced, including (but not limited to) the following information: Name x Violation x Personal Information x License Plate Number x Vehicle Make and Model x Vehicle Color x Location x Date/Time Stamped x Statute /Ticket Type x Court and Disposition Data x Weather and Traffic Conditions X 3 Authorized personnel must have the ability to void /delete tickets. x 4 Ability to support multiple violations under a single ticket number. x 5 Ability to quickly search and access ticket /citation information using name, location, geographic area, officer and ticket type as search criteria. x 6 Ability to track multiple subjects involved /associated with the ticket (example Witness, Juvenile Guardian, Passengers). x 7 Provide integration with form -based Brazos eTicketing solution. x 8 Ability to track and synchronize the following data with the Brazos eTicketin software: Statutes x Personnel Info x Cities (Venue) x Counties X Court rooms x Ethnicity x Eye color X Hair color X Phone Type X Race X Sex X State X Ticket Types x Traffic Conditions X Vehicie Colors x Vehicle Makes X Vehicle Styles X Vehicle Types X Court Docket Number X 07 g, 'a a I Ability to enter and maintain detailed information on all businesses located within a given jurisdiction. X 2 Ability to track the following information on businesses: Business Name, Address, Phone X License Type X Hours of Operation X Owner's Information x Hazards x Basic Floor Plans X Prior Addresses x Contact Information x 3 Ability to search for business records based on business name, building name, building number, district, zone, class and sub-class. X 4 Ability to easily access the fire pre-plan associated with a given business, should one exist. X 5 Ability to generate a Pre-plan report for the Business X 61 Ability to customize the pre-plan report for each ORI I Ability to enter and maintain detailed information on all buildings/structures located within a jurisdiction. X 2 Ability to track the following information for Buildings Building Name, address, phone X Contacts including address and phone numbers X Structure Details including structure floor size, stories, elevators X Fire Flow calculations based off of NFPA guidelines X Key Response Details such as knox box codes, gate codes or utility shutoff locations X Hazardous Materials on site X Tanks including both above and below ground X Protection Systems including Fire Alarms X Sprinkler systems and locations x Auto Extinguishment Systems and locations x Fire Pumps and Hose Cabinets X 3 Ability to search for building records based on building name, building number, address X 4 Ability to easily access the fire preplan associated with a given building x 5 Ability to generate a Pre -plan report for the building x 6 Ability to customize the pre -plan report for each ORI x s ra ibis 1 Ability to display an image of the subject within the record, whether captured by directly connected digital camera or by if uploaded from local workstation or any connected media. x 2 Ability to enter and maintain the following general personnel information on every employee: X Employee Full Name x Employee Address x Employee Badge and /or ID Number x Social Security Number X Home Phone Number x Department Number and Extension x Date of Birth x Place of Birth x Citizenship x Current Rank X Rank History x Hire Date x Termination Date X Education (Job- specific skills and certifications) X Special Skills x Emergency Notification Information X Employee Status or Promotions X Reprimands and Commendations (associating the Personnel record to the relevant documentation in file storage) X Spouse's Name x Driver's License Number X Employee Demographic Information x Contact Information x 3 Ability to enter and maintain information about an employee's current assignment, as well as maintain a history of assignments. X 4 Ability to track information about the equipment issued to each employee, including the following: x Item Type X Quantity X Inventory Number X Date Issued X Condition of Item X Returned Date X Condition Returned x 5 Ability to enter and maintain information about an employee's education and training, including, but not limited to, the following: X Courses (e.g., Firearms Training, Hazmat Technician Training, etc.) X Programs x Certifications x Basic Academy Training X Military Training x College Classes x 6 Ability to maintain the following training - related data elements: x Employee ID Number X Training Course Title x Training Location x Re- certification Date x Length of the Course x Course Completion Date x Course Comments x Credit Hours x 7 Ability to enter and maintain information about any special skills an employee may have, including, but not limited to: x Foreign Language x Public Relations Training x Bomb Disposal Training x First Aid Training x SWAT Training x Breathalyzer Training x 8 Ability to view summary information for all employees and all training conducted within a date range, x 9 Ability to view summary information of all training received by an employee during employment. x 10 Ability to display an image of the subject within the record, whether captured by directly connected digital camera or by if uploaded from Vx�ocal workstation or any connected media. x I Ability to enter and maintain the following property data: X Item Number x Piece Number x Serial Number x Property Code (e.g., stolen, pawned, evidence) x Property Tag Number x Owner Applied Number x Storage Location x Quantity x Value — Nearest Dollar x Property Owner (one or more) x Date Property Received x Item Category (e.g., currency, gun, drugs, tools, etc.) x Lab Report Information x Date of Disposal /Release x Target Disposal Date x Item Class x Free -form Descriptions x Color x 2 Ability to enter and maintain the following additional elements for firearms: x Gun Type x Action (automatic, bolt action, carbine, pump) x Caliber x Shot Capacity x Barrel Length x Finish x Make /Model x Type of Firearm x Condition x Year Made X 3 Ability to enter and maintain the following additional elements for boats: x Boat Name x Hull Shape x Hull Material x Propulsion x Boat Length x 4 Ability to enter and maintain the following additional elements for vehicles: x Vehicle Type x Color (primary, secondary, inte(or) x Make /Model x License Plate /VIN x Plate Year x 5 Ability to tie a property item to a case. x 6 Ability to maintain complete evidence tracking audit trail until final disposition of the property item. x 7 Ability to maintain details of all evidence retained in the property room for an indefinite amount of time. x 8 Ability to maintain a status value for all evidence items after each item has been released. x 9 Ability to track items from receipt to disposal. x 10 Ability to maintain lab reports on fingerprint tests. x 11 Ability to enter and maintain information about the individual or organization to which the property was released. x 12 Ability to print an evidence inventory report by case number. x 13 Ability to print a disposal /release report for all items when disposed. x 14 Ability to generate a list of property /evidence by Target Disposal Date with user - defined date range). x 15 Ability to generate a list of all items of property /evidence by case or incident. x 16 Ability to restrict inquiry access to property /evidence records by individual user and permission. x 17 The module must allow users to search for property based on the following search criteria: x Serial Number x Owner's Name x Tag Number x Case Number x Make /Model x Property Type x Property Class x Storage Location x 18 Ability to print barcodes for the following: x Originating Agency Identification (ORI) x Officer x Status x Chain of Custody (Intake /Release) value x Locations x 19 Ability to print location labels by specific location or all for a specific facility. x 20 Ability to set agency- defined label height and width. X 21 Ability to print labels individually. x 22 Ability to automatically generate tag numbers for property/evidence items. x 23 Ability to perform property room inventory using barcode scanning. x 24 Supports bar code scanning. x 25 Ability to locate and access property items based on information x obtained from scanned property bar codes. 26 Ability to generate a randomized list of items for use with periodic X audit requirements 27 Ability to update multiple records at the same time based on x barcode scan 28 Ability to check in multiple records to property room at the same x time 29 Ability to reject items back to officer to correct /update before X checking in 30 Ability to dispose of multiple items at once (e.g., by case /incident, x Target Disposal Date, etc.) i l; z., �,g;a,r?.,t 1 Document management available in all record modules x 2 Upload attachments through file selection or drag and drop X 3 Attach multiple files simultaneously via file selection or drag and X drop 4 Document permissions are role based and govern who has access X to document functions 5 Ability to set permissions on individual documents x 6 Supported file types: bmp, jpg, jpeg, gif, html, png, tif, tiff, doc, X docx, pot, txt, wav, xls, xlsx, xml, zip 7 Redaction is available on documents saved in an image format x PDF, ' e , tiff, n 8 Ability to manually redact selected information in a document. x .9 Ability to manually redact information from files prior to printing a x public copy. 10 Ability to include agency- defined language in a redacted x document 11 Ability to save a copy of the redacted report. x 12 Ability for redaction to include the metadata that is associated with x the redacted fields. 13 Ability to manually redact information prior to generating a public x copy. Ability to manually redact designated fields prior to generating a x public co y. F 15 Ability to generate a full version of the document without X redactions for output. Ability to maintain multiple redacted versions of the same original x document (e.g., insurance version, DHS version, public version). 17 Ability to identify whether an electronic file has been altered by a x System User. 18 Permissions govern who has access to perform and see - through x redactions 19 Online view of documents / images available x 20 Ability to download documents X 21 Ability to view documents in read only mode x 22 Ability to seal documents x 23 Ability to create and edit PDF, Word, Text and PowerPoint Files X through the document module 1 I For the available modules, the software shall include set of pre- x defined standard reports 2 Ability to search for reports from a central location X 3 Ability to assign specific permissions for every report X e 1 4 Ability to mark reports as favorite for easy access X 5 Ability to use pre- defined filters to easily find reports (keyword x 2 Ability to track and maintain a complete history of and up -to -date search, module name, report name, etc.) 6 Ability to preview the report and print a paper copy of the report X 3 7 Ability to add custom watermarks to the report X 8 Ability to add Agency specific logo to the report X 4 9 Ability to customize Report Title and subtitle X 10 Ability to set a daily, weekly, monthly, or yearly recurrence to x from local workstation or any connected media. schedule report 5 11 Ability to electronically transfer reports to specific personnel or a X information, such as arrest details, prior records, and warrants. group of personnel 6 12 Ability to download any report in PDF or Excel format X 13 Ability to attach documents to a detail report and print the report x 7 Ability to record and maintain unlimited booking related events. With the selected documents 8 14 Ability to customize a detail report for difference audiences, such as x 9 Ability to house an inmate in location based on a pre- defined list of public view, prosecutor requests, court proceedings, FOIA requests, ail locations. etc. 10 15 Ability to inactive a report not used by the Agency X 0 e 1 The module must be fully integrated with same vendor CAD and LE X Records to eliminate redundant data entry. 2 Ability to track and maintain a complete history of and up -to -date x log about each inmate. 3 Ability to enter, maintain and track all details about a x booking/incarceration. 4 Ability to display an image of the subject within the record, whether x captured by directly connected digital camera or by if uploaded from local workstation or any connected media. 5 From the Bookings module, authorized users must have access to x information, such as arrest details, prior records, and warrants. 6 Ability to enter and maintain the names of the individuals who x brought the subject in, as well as their associated agency. 7 Ability to record and maintain unlimited booking related events. x 8 Ability to enter and maintain unlimited number of charges. x 9 Ability to house an inmate in location based on a pre- defined list of x ail locations. 10 When housing an inmate, user is alerted if co- defendants or known x associates are housed together. 1 1 Ability to maintain and track the name of the individual who x received the offender's personal possessions on booking and the location of their storage. 12 Ability to print receipts for possessions. x 13 Ability to attach associated documents to the booking record. x 14 When creating a new record, the module must automatically x check the database for an existing record to eliminate duplicates. 15 Ability to track an inmate's booking history. x 16 Ability to create agency defined forms with any of the booking x e f a Ability to search records and global items X information included. 2 Ability to use the module as a supervisory tool. X 17 Ability to create a booking from an arrest record that is in the x Ability to assign or reassign officers to cases. x system. 4 Ability to assign case activities to officers. X 18 Ability to create a booking from an arrest report that has been X Ability to enter and maintain solvability factors. x x started by an officer in the field. 6 Ability to view status history. x 1 7 Ability to maintain a database of current cases and statuses. X e f a Ability to search records and global items X 2 Ability to use the module as a supervisory tool. X 3 Ability to assign or reassign officers to cases. x 4 Ability to assign case activities to officers. X x 5 Ability to enter and maintain solvability factors. x x 6 Ability to view status history. x x 7 Ability to view disposition history. X x 8 Ability to generate numerous breakdown statistical reports. x x 9 Ability to track assigned and unassigned cases. X x 10 Ability to track cases by case status. x x 1 1 Ability to track cases by officer, activity type and activity owner. x x 12 Ability to track cases by agency defined departmental structures /hierarchies. x x 13 Ability to enable automatic email notifications to appropriate personnel whenever a case is updated, or a report is added to a case, through subscriptions. x x 14 When information is entered into the module, it must be automatically updated in the master name file in LE Records. x 15 Create Arrest from Case x 16 Ability for an officer to maintain email and in -app notifications for assignments and activities. x 17 Ability for multiple officers assigned to the same case to collaborate and share notes within the system. x 6a eea y�A+v es ^1v ryp, J ge W.. , F.?3a. p. 'L* �"'..2' 'A T.iC 'i .A. k*' �v 3r,.K„4 -ar .�e:�1'S.,. .i'i.3, e ui'SN.a C.i^ 1 Ability to search records and global items X wX 3 Yi54''4$ %j hbi t ,,FSd i,�_ 2 Ability to create Work Queues based on (Event Types): Arrest Recently Merged x Arrest Reports to Review x Career Criminal Upcoming Registrations x Career Criminal Home Visits Due x Career Criminal Homeless Check -ins x Career Criminal Overdue Registrations x Case Recently Merged x Case Reports to Review x Crash Reports to Review x Field Interview Reports to Review x 1 The module must automate the reporting process using a report x Wizard that guides users through the steps of generating reports. 2 Authorized users must be able to run a query on nearly every field in X the LE Records software to generate reports. 3 The Management Reports must track statistical, operational, x investigative, management and administrative data. 4 1 The module must be fully integrated with LE Records and all optional I x 5 Once data is extracted from a query, the user must be able to: x Save and edit the query at a later date x Export to one of the supported formats (Excel, PDF) x Plot data on a map x Generate and print the final report x 6 Users can only query data they are authorized to view within the x 7 I The module must allow users to customize the following report I x elements: Titles and Subtitles I x� Incident Reports to Review X Unmatched Alarm Transactions x Warrant Expiration x 3 Ability to access specific tasks for each Event Type x 4 Ability to create a Web Viewer Tile X 5 Ability to create a Chart Tile x 6 Ability to create a Map Tile X 7 Ability to create a Saved Search Notifications Tile x 8 Ability to create a Saved Search Tile x 9 Ability to create Work Queue Task Cards x 10 Ability to create KPIs based on a defined goal /limit x 11 Ability to create KPIs based on a floor /ceiling X 12 Ability to set KPI goals based on a value x 13 Ability to set KPI goals based on a comparison X 14 Ability to set multiple KPI target values x 15 Ability to configure target color /icon X 16 qF .x Y' Abilityyy to modify the display value of the KPI result ... r,x,..�.. ,.. h „> f s��.�, }. o.<z'.]''t l..�t. vim..,. .�? .... .�y': x �n �a.. e"',+1$��.� ✓_. Y fps ;) 17 Ability to create multiple dashboards per user x 18 Ability to create multiple dashboard objects per dashboard x 19 Ability to reorganize dashboard layout x 20 Ability to represent the same data in multiple formats x 21 Ability to create Saved Search Notifications X ru�!y.F�, �M Y x 22 Export Map as Image 23 1 Export Chart as Image X 1 The module must automate the reporting process using a report x Wizard that guides users through the steps of generating reports. 2 Authorized users must be able to run a query on nearly every field in X the LE Records software to generate reports. 3 The Management Reports must track statistical, operational, x investigative, management and administrative data. 4 1 The module must be fully integrated with LE Records and all optional I x 5 Once data is extracted from a query, the user must be able to: x Save and edit the query at a later date x Export to one of the supported formats (Excel, PDF) x Plot data on a map x Generate and print the final report x 6 Users can only query data they are authorized to view within the x 7 I The module must allow users to customize the following report I x elements: Titles and Subtitles I x� Graphics (e.g., agency logo) x 8 The module must support electronic transfer of reports to management officials. x 9 The software must support pin- mapping and plot incidents on a map to show: x Incidents near specific businesses, such as liquor stores x Incidents near specific schools x Incidents by type x Incidents by date /time x 10 The software must provide an agency- defined list of topics located in the drop -down menus, including: x Incidents x Cases x Offenses x Arrests x Warrants x Tickets /Citations x Jackets x Property x Case Subjects x Field Investigations x Use of Force x Training x Buildings x Hydrants x Training (Program, Course, Class) x Intelligence x Personnel x Evidence x Pawn Transaction x Alarm Invoice x Equipment x Gun Permit x Order of Protection x Registered Offender x 11 The wizard must allow users to specify information such as, but not limited to, the following: x Date and Date Ranges x Time and Time Ranges x ORIs x Address and Address Ranges x Types x Maps x Specific Beats x 12 Ability to name and save a query, and quickly access a saved query at a later date. x 13 Users can only query data they are authorized to view within the Sys M. x 14 Ability to display detailed information about an incident, accident, etc., on mouse -over of each map icon. x 15 Ability to zoom and pan. x 16 Ability to apply multiple and various layers for more details. x 171 The module must have a hot spot map to show high crime areas. x 18 Ability to export data into spreadsheets for users to create high quality meaningful reports x 19 The module must be able to map crime trends by M.O., location, subject or weapon. x 20 Ability to add agency logo x 21 Ability to set a daily, weekly, monthly, or yearly recurrence to schedule report x 22 Ability to electronically transfer reports to specific personnel or a group of personnel x 23 Ability to download any report in PDF or Excel format x 24 Ability to assign specific permissions on who can create, configure and execute the ad hoc queries x 1 Ability to enter and maintain detailed records on all department equipment. x 2 Ability to create and maintain agency- defined equipment categories. x 3 Ability to create and maintain agency- defined equipment types. x 4 Ability to define equipment type by equipment category. x 5 Ability to track and assign equipment by: x Personnel x Storage Location x Unit x 6 Ability to capture equipment issued and return dates. x 7 Ability to capture equipment condition when assigned to personnel. x 8 Ability to capture equipment condition when returned. x 9 Ability to capture the name of the officer who issued the equipment. x 10 Ability to capture equipment purchase information, such as purchase date, the name of the individual from whom an equipment item was purchased, P.O, number, and retail and original cost. x 1 1 Ability to schedule replacement date. x 12 Ability to update personnel record with issued equipment. x 13 Ability to search all department equipment from CAD. x 14 Ability to schedule equipment for department- specific maintenance. x 15 Ability to associate with department- specific inventory number. x 16 Ability to capture and report by equipment serial number. x 17 Ability to create and maintain department- specific equipment activities (maintenance). x 18 Ability to enter and schedule department- specific equipment- related activities. x 19 Ability to track complete equipment history. x 20 Ability to attach multiple and various supporting documents to equipment records. x 21 Ability to receive in app notifications of assigned activities or maintenance forequipment x 22 Ability to receive in app notifications when activities or maintenance for equipment is overdue x a digital lineup based on a wide variety of subject with a single subject and I choose one for 3 1 Ability to automatically display a minimum of six photos X simultaneously that meet the criteria specified. ee I The module must provide immediate access to all information about field interviews. x 2 Ability to associate an interview to one or more cases. x Ability to associate an interview to multiple record types, including Incidents, Arrests, and Intelligence records. x 3 Ability to enter and maintain the following basic contact information: x Contact date /time x Contact type X Contact reason x Location x 4 Ability to enter and maintain information sources (e.g., rumors, anonymous tips, confidential informants and first -hand accounts from a law enforcement officer). x 5 Ability to grade the credibility of each source (e.g., reliable, unreliable, unknown, etc,). x 6 Ability to associate an interview with a specific agency department. x 7 Ability to identify a contact by master name or by associated case subject. x 8 Ability to enter and maintain contact vehicle information. X 9 Ability to enter and maintain all officers associated with the interview. x 10 Ability to attach multiple documents of various types to an interview record. x 1 1 Ability to enter formatted Comments on the interview. x 12 Ability to enter one or multiple log entries tracking information about the interview x 13 Ability to enter officer written formatted narratives describing the interview x 14 Ability to track interviews entered in the field by officers x 15 Full field level auditing of views, additions, deletions, and changes within the interview. x 16 Ability to track field interviews by: X Contact type X Contact reason x Date /time range X Field interview number x Investigating officer X Contact name x Partial text contained in narratives x Location x a digital lineup based on a wide variety of subject with a single subject and I choose one for 3 1 Ability to automatically display a minimum of six photos X simultaneously that meet the criteria specified. 4 Ability to quickly and easily add a photo to a lineup. x 2 Ability to automatically generate system -wide alerts when a defendant is defined, and the order record saved. 5 Ability to quickly and easily remove a photo from a lineup. x 6 Ability to quickly and easily organize photos in a lineup. X Expiration date x 7 Ability to generate a lineup of subjects randomly selected from the search results of matching subjects. x Number of subjects not served 8 Ability to print a lineup. X x 9 Ability to quickly and easily view statistics on a subject within the lineup. x Type X 1 Ability to create, maintain and track orders of protection records. x 2 Ability to automatically generate system -wide alerts when a defendant is defined, and the order record saved. X 3 Ability to track the following basic order of protection details: Issued date x Expiration date x Number of subjects served x Number of subjects not served x Court date x Status x Type X 4 Ability to create and maintain information on all subjects associated with an order, including each subject's role and relationship to the complainant or petitioner. x 5 1 Ability to access the department history of all involved parties from I X 6 1 Ability to enter and maintain information about all the locations x from which defendants are restricted. 7 Ability to enter and maintain the terms of orders of protection. x 8 Ability to enter and maintain information about the cancellation of x 9 Ability to enter and maintain information about all activities x associated with an order. 10 Ability to enter and maintain information about court ordered x remedies. 1 I Ability to generate NCIC queries and display query responses. x 12 Ability to generate department- specific reports on any captured x table /data field. I Supports communication between the booking module and third- x party Livescan software. 2 Supports communication between the arrest module and third- x party Livescan software. 3 Supports communication between the person module and third- x 4 Supports Identix, CrossMatch, Printrok, Sagem Morpho and Cogent. x 5 Ability to utilize interoperability to facilitate the sharing of data x between Bookings and third-party applications. 6 Ability to determine which booking and master file name data x e 1 elements are exported from the booking, arrest or person record to x the Livescan software. 7 Ability to start and stop the interface. X Ability to create and maintain records on all the training courses for I X which fire personnel can register. 2 I Ability to enter and maintain the following basic information for each course: Course Title I x Instruction Method Recertification Period e 1 The interface must support two -way communication between the x application suite and the National Crime Information Center (NCIC), as well as local and state systems. 2 Ability to authorize individual clients or workstations to access the x State /NCIC application based on IP address or device name. 3 Ability to direct a single query to the state /NCIC. x 4 Ability to create user - designed format screens. X 5 Ability to specify the maximum number of requests your agency x can send to the NCIC. 6 Ability to log all transactions in a history file for viewing and reporting X purposes. 7 Ability to search for state /NCIC responses by date /date range. X 8 Ability to print messages received via a state /NCIC x request /response. 9 Ability to edit the string of data that is sent to the local, state, or x NCIC system. 10 The interface must provide or support an online interface from the X CAD application to the State /NCIC database. 11 Ability to link form the CAD software to the State /NCIC network to X run license plate and warrant checks. 12 Ability to link from the CAD to the State /NCIC network to x automatically attach a CAD inquiry to the incident /call database. 13 Ability to access NCIC forms within CAD. X 14 Ability to access NCIC history within CAD. x 15 Ability to set up the automatic transmission of license plate or driver x license information based on CFS type. 16 All automatic transmissions that are attached to a CFS must be X logged on the call and easily accessed. 17 All responses that can be matched to the original transmission and x are attached to a CFS will be logged on the call in the same area as the transmissions. 18 Application must support encryption up to AES 256 for state /NCIC X traffic on the LAN and FIPS 140 -2 for wireless state /NCIC traffic. Ability to create and maintain records on all the training courses for I X which fire personnel can register. 2 I Ability to enter and maintain the following basic information for each course: Course Title I x Instruction Method Recertification Period Recertification Units x 3 Ability to enter and maintain course information regarding hours and default provider, including the following: Duration X Units x Number of Days x Credit Hours X Additional Hours x Length of Service Award Programs ( LOSAP) Category Type x LOSAP Category x LOSAP Points X Default Provider Name, Address and Phone X 4 Ability to view course history and the scheduling of a given course, including the following information: Course Title x Category x Start Date /Time x End Date /Time X Provider x Address x Location x Phone Number X 5 Ability to create and maintain course objectives. x 6 Ability to attach multiple supporting documents of various types to each course record. X 7 Ability to search for existing course records based on the following user - defined search criteria: Course Code x Title X Category X Active /Inactive /All X Program x S Ability to create, maintain and track class records, i.e., schedules for individual courses. X 9 Ability to enter and maintain the following basic information for each class record: Start Date /Time X End Date /Time X Provider X Course x Class Location x Address x Phone Number x Days of the Week x Class Format (Instruction Method) x Training Type x Level of Training X Remarks (free -form narrative) x 10 Ability to indicate all subjects associated with the scheduled course, including instructor and attendees. (classes) x I I Ability to select class attendees by entering individual personnel x 3 subjects, linking to master name files, entering names in free -form x 4 narrative. Personnel can be added in a type ahead multi - select x 5 field. X 12 Ability to enter and maintain information about the registered x attendees' course results (grade/score), see at- a- glance all of the x objectives associated with a current scheduled course, and track x 6 which objectives have been completed by which attendees. x 13 Ability to attach multiple supporting documents of various types to X each scheduled course record. x 14 Ability to search for existing class records based on the following user - X defined search criteria: x Class Code x Class Title x Provider x Location x Program x Class Start Date /Time Range x 15 Ability to create, maintain and track training program records. X 16 Ability to associate multiple required courses with a training program. x 17 Ability to associate personnel with a training program by selecting x individual personnel subjects. Personnel can be added in a type ahead multi - select field. Ability to apply user security to Use of Force entry, search and all Use X of Force related reports. 2 The software must allow authorized users to search, update and maintain information within a Use of Force record as needed x 3 Ability to associate a Use of Force record to an Incident record x 4 Ability to associate a Use of Force record to a Case record x 5 Ability to view the following Case data on the Use of Force record: X Case Number x Case Offenses x Case Subjects x 6 Ability to correct previously entered incident data in the case data x 7 Ability to enter and maintain the following general incident record data elements: Use of Force Type x Contact Date /Time X Result x Status and Status Date X Reason for Initial Contact X Location x Officer approached subject x Ambush Incident x Supervisor Consulted x Location Type X Light Condition x Number of Officer Involved X 8 Ability to enter and maintain all subjects associated with the Use of Force x " 3%of4rg .v.Y: �.,y �'yT£i pyu, 3: f�J1 `ylG` ^�t`YU^ .'"r v 9 Ability to enter and maintain Injury information for each subject associated with the Use of Force x i 10 Ability to enter and maintain officer information (including Name and Demographic information) associated with the Use of Force x x 11 Ability to enter and maintain related subjects to each officer x 12 Ability to enter and maintain officer LEOKA information x x 13 Ability to view history of status changes on the Use of Force record x 14 Ability to enter and maintain Assisting Agencies on the Use of Force event x x 15 Ability to display and view a list of other records associated with the Use of Force x x 16 Ability to enter additional comments and events related to the Use of Force x 17 Ability to add multiple documents related to a Use of Force x x 18 Ability to search for specific Use of Force record using any of the following fields: x Use of Force Number x x Use of Force Type x Status x Contact Date /Time x Subject Name x x Officer Name x Location x Location Type x Reason for Initial Contact x 19 Ability to view and print a detail Use of Force report x 20 Ability to customize the standard report by ORI x 21 Ability to Lock a Use of Force and allow specific personnel to access the locked Use of Force x 22 Ability for the software to build and submit Use of Force data to the state x 23 1 Ability for the officer to capture Use of Force information in the field x 0 " 3%of4rg .v.Y: �.,y �'yT£i pyu, 3: f�J1 `ylG` ^�t`YU^ .'"r v fl"f. ^*fnf�" ,a- i -,a", -. Able to support multi - jurisdictional and multi- discipline (law x I enforcement, fire, EMS) environments. Must support configuration of the main toolbar and workspace by x 2 discipline. 3 Must support State /NLETS /NCIC inquiry transactions. x Mobile should support a dynamic (real -time) unit status monitor x 4 that can be configured by the user. The mobile client should have utilities for changing unit x 5 information, audible alerts, and GPS status. The mobile system must have an emergency button. Once x pressed, the message should go out to all Mobile users and CAD. The message should include the unit number, last known location 6 (if no AVL), or current location (with AVL). The software should support remote administration via a browser- x 7 based portal. Should provide the capability to direct output to a local or x 8 network printer. 9 Should limit the Call Types officer can initiate from the field. x Should have ability to save user settings on the mobile server 10 froaming profiles). M, tr�- 9 ;,M I I Windows 8.1 12 Windows 10 13 Must support touch screen, hot keys and mouse input. x 14 Mobile client must have night mode for all features. x Must have the ability to update Mobile clients remotely. The X updates should include but not limited to mobile software, map 15 data, pre-plans, building diagrams and any field reporting data. Administrator should be able to see which units have received x 16 and installed the updates successfully. Mobile must have the capability to run either Law Enforcement or x Fire mobile on the same client (public safety agencies) without any configuration required on the user's part. The user needs only 17 to close one application to start the other. 18 Allow more than one user to be assigned to one Mobile unit. x The Mobile software should have a visual indicator showing the x 19 client's connection status. Should provide emergency transmission support to all MDTs/MCTs x 20 and CAD dispatchers for the jurisdiction. Administrator should be able to configure the layout of the x assigned call for service form that an officer uses to view CFS 21 information Assigned call for service form layouts can be configured x 22 separately for each agency. Assigned call for service form should display unit's assigned x 23 location when it differs from the call for service location. 24 Should allow an MDT/MCT to add narrative to a CFS. x Should provide for the entry of text information that goes directly x to the narrative of a call whether or not the call is active or 25 cleared. 26 Should allow the user to mark a narrative entry as critical. x Should display critical narrative in a way the alerts the user about x 27 the importance of the text. Should support the use of hyperlinks in narrative entries to allow x 28 the user to drill down into additional information. Should provide message routing between Mobile Data Terminal x (MDTs) and CAD for the purposes of assisting dispatching, updating unit status, and database inquiry provided appropriate 29 CAD interfaces are licensed. Should provide emergency button that transmits to CAD and x 30 other mobile units. Should provide the ability to initiate "quick calls" from the mobile x devices which alert the dispatch center of an event, officer location, license plate number, unusual circumstances and/or 31 other added narrative. Should support voiceless dispatch for law enforcement, fire and x 32 EMS personnel. 33 Should provide information on open incidents by ORI status. x 34 Should provide information on unit status by ORI display, x Should provide information on all units associated with an x 35 incident. Should provide sign -on /sign -off dispatch, en- route, at scene, X 36 clear, to hospital, at hospital functions from MDT /MCT to CAD. Users should be able to view Active or Pending calls and be able x 37 to dispatch self to selected call based on permissions). Should have a unit monitor to view all statuses, location and any x 38 changes in real time. Should have standard filters and the ability to create custom filters x 39 for the unit monitor. 40 Notify user with audible new message alert. x 41 Mobile shall be completely integrated with CAD and LE Records. x CAD must have the capability to automatically send and receive x incident information to and from mobile clients. Must support 42 silent dispatching. 43 Mobile must support Unit Log inquiries. x Mobile must have the ability to automatically prompt the officer x 44 for demographic profiling information after clearing a traffic stop. Must have available the ability to change the unit status to one of x 45 the next available statuses. The Mobile Unit Status Monitor and mobile map should update x 46 dynamically in real -time. The Mobile client must be able to receive supplemental dispatch x information in real -time. This includes updates from CAD or other mobile units (i.e., updates to incident, additional information on 47 persons, vehicle information, narratives, etc.). Mobile client must have the capability of displaying pre - plans, x building diagrams, photos or any other media file associated with 48 a location. Mobile users should be able to query both CAD calls and agency x 49 incidents. 50 Should provide search functionality over unit log information. x System should allow agency- defined questionnaires that can be x used for various activities, including start of shift or with specific 51 field situations. ( 5 } r ...$(�i/���Nx.e � � r. { 5� t.. f�. � .. 1 �Y �:L y` v4�..., I?< 5y 'x 3 S..d } =e `. � l � 3....r , t.. i w C, v .{ � .....WLn .. q✓ S Y ry -n...F . 1 I Should provide security that prevents unauthorized access x 52 application functionality. Should provide sign on /sign off capability from the mobile x computer to include a configurable time period to force 53 reauthentication. Should prevent users from signing on without authorization from x 54 the system administrator. Should provide password security to limit access to specific x 55 transactions from any MDT. 56 Should support multiple security templates for different roles. x 57 Security and encryption must be FIPS 140 -2 compliant. x 58 Should allow Administrator to set password rules. x The administrator should be able to set password length, special x characters, numbers, uppercase, duration, disallow previousused passwords (i.e., cannot change password to the current password and time period to be able to use that password 59 again). The administrator should be able to set password rules to conform x with the Criminal Justice Information Services (CJIS) Security 60 Policy. The administrator should be able to configure a system use x notification that is displayed to all users as part of the login 61 process. 62 The mobile system must use a least privilege authorization model. x i 63 The Mobile client must support the use of an AVL device. x The Mobile AVL system must support locally stored Esri-based GIS X 64 map data for operation in a disconnected mode. ... �c. . '..;il i� >•��fY Y.:� -. .` ..,T4 v/FV�'. ..�.J 4_4 S _ 4'� a`v'S .1 � .1°�{� a "i,4.� ±. a t:: F ..o-� Local Person /Vehicle /Property inquiries should allow wildcard x 65 searches. Person /Vehicle /Property inquiries should include x 66 State /NLETS /NCIC and Local (RMS) at the some time. The message switch or mobile server must interface to local, x county, state, national or any other databases for the purpose of 67 inquiry. Should provide records database inquiry on wants /warrants, x hazards, jacket activity, house watches, geo -file verifications, and 68 vehicles. 69 Should provide the ability to do global name searches. x User should be able to run inquires for persons, vehicles or prior x 70 calls from dispatch message without reentering information. Should provide a location history search that can display all x 71 , alerts, cleared calls, and resident information. ;fC4. ! ii !4PAbM1n���.:- gq111``'a�c('tivit S �P,ER.,r.:�SrXyga Y�i�ir'1i�SyR F!::...[a,r� �ya.i �3 �.�_%4L a5:�u.. E(. .a. ^ee- h?..:Yl...ef r.:P. Y)y.F.1f The Mobile user should be able to turn on or off different layers of x 72 the map. The Mobile client should be able to display all active and x 73 pending call locations on the map. Mobile mapping should display the position of all mobile units that x 74 are providing AVL updates. Mobile mapping should provide the option to display the position x of all mobile devices linked to a unit that are providing AVL 75 updates including tablets, cell phones, and watches. The Mobile user should be able to filter map to display only those x 76 units on the call they are dispatched to. 77 The Mobile user should be able to filter units to their own ORI /FDID. x 78 The Mobile user should be able to select units to display on map. x The Mobile client must support routing and high lighting the x 79 suggested route on the map. Must plot call location on map from dispatch without reentering x 80 address of incident. Should be able to display the route from unit to call location on x 81 map and with driving directions. Calculated route should take into account roadblocks and x 82 impediments defined in real -time in CAD. Mobile client should support configurable geo- fencing and geo- x 83 fence rules. 84 Mobile mapping should display geofences defined in CAD, x Geofences should be capable of automatically changing a unit's x 85 status based on proximity to a location. Geofences should be capable of notifying user based on x 86 proximity to other units. Mobile mapping should support integrated hyperlinks to allow x 87 user to access files related to a map location or feature. Mobile mapping has the ability to route unit to a call or any other x 88 location. User can search the mobile map for a location or any map x 89 feature. . � �Hfi Y , h.!1.� -i%� x Should support officer- initiated calls and traffic stops and x 90 automatically run any State /NCIC queries. Should ability to save inquiries (State and Local) and retrieve x 91 saved inquiries from any mobile computer. Should provide message routing between mobile and State /NCIC x 92 networks for inquiry purposes. Should provide the capability for a single query to be directed to x 93 the State /NCIC, the local database or both. 94 All State /NCIC messages must be logged and available for audit. x 95 Should provide the capability for user - defined formats. X 96 Should provide the capability for multi- screen formats. x Should support parsing of response information that can populate x 97 other inquiries and field reports. s „{a u ¢ .1 9 f 's � ✓.e }� r 3LL •v „s., r_� `PS ;xf x � � -t.c �t� �., ��u� ,r.F »,. ,G*?'s r._ 9'2�P �. _r �Z.,. r S .i... ..' -h i �.� z) � ... �. •iU,$ia 98 Font Size X 99 Font Color x 100 Audio File x Mobile must include functionality to scan a driver license x barcode to send State /NCIC transactions and /or populate field 101 reports or other queries. Mobile must include functionality to scan a vehicle registration x barcode to send State /NCIC transactions and /or populate field 102 reports or other queries. as pp Should provide broadcast message capability based on x 103 configurable groups. 104 Messaging allows configuration of static and dynamic groups. x Messaging is available across CAD, Mobile, and LE Records x 105 applications. Supervisors have the capability to review any messages to or from X 106 mobile units. Allow users (with permissions) to set up chat groups from x 107 MDT /MCT. 108 Allow users to inquire on chat history from MDT /MCT. X w , Mobile users must be able to access current BOLO information x 109 directly via a hotkey or toolbar button. The mobile system must support viewing BOLO information to X 110 include any photo or image. Mobile users must be able to add new BOLOS to the system as X 11 1 needed; to include uploading hotos and images. x 1 supplements, and user - defined forms. The software must also offer an option for field x The mobile client must support configuration for an e- ticketing X 112 interface. Forms and report merge (into LE Records) process must be x 4 agency- defined. 5 K +: x Mobile client should support functionality to send freeform X The software must have the ability to add business logic to form 113 alphanumeric text messages via CAD 6 entry. The software must support entry of incidents, cases, arrests, x 1 supplements, and user - defined forms. The software must also offer an option for field x investigations /contact cards so they can be done in the field but 3 still support a review process Forms and report merge (into LE Records) process must be x 4 agency- defined. 5 The software must support entry of accident reports. x The software must have the ability to add business logic to form x 6 entry. 7 The software must support an IBR- compliant data schema x The printed output from any particular field report type must be x 8 agency configurable to support mandated report outputs. The software must have the ability to use a scanned image as a x 9 background for the report. Field Reporting must support the downloading of tables to all x mobile devices, eliminating the need to update tables on 10 individual devices. 11 Software should use drop -down lists and validation sets. X All field reporting drop -down lists should come from LE Records, X avoiding duplicate configuration and setup and ensuring that 12 both LE Records and FR are in synch Should support hidden data for report entry allowing the X administrator to configure default values and text that becomes 13 visible based on any report field. Should allow agency - defined data entry screens for oil field x 14 reports. Must support multiple report types for each incident and /or case x so an agency can have separate screens for specific report types 15 like domestic violence 16 Should support touch screen functionality. x 17 Should allow agencies to define business rules on any form. x Should allow agency- defined actions in the field report based on x a certain text string or predefined setup. For example, if a report has a certain value in a field than other field(s) can be made mandatory. This type of action should be allowed on any form or 18 any field on any form. The software should allow for agency defined colors and modes x 19 on all forms and screens. The software should allow all toolbars and toolbar buttons to be x agency defined. In a multi - jurisdictional environment, each 20 agency can layout the system the way they desire. The software should allow for patches and updates to be applied x from a central site without having to go to each individual mobile 21 unit to load. The software should support encryption during all processes both x 22 on the local client and over the wireless network. The software should fully utilize XML to store, transmit, and edit x 23 data. Any form that is built or scanned into the field reporting software x should also have ability to print with the appropriate data as the 24 original form. 25 Software should support the display of a night mode theme. x Vl 26 The software should support user password protection X The software should support granting and denying permissions to x 27 write field reports by agency. The software should support granting and denying permissions to x 28 view field reports by agency. The software should support granting and denying permissions to x 29 review field reports by agency. Software should restrict the display of a field report that is linked to x 3o a case that is locked in the LE Records system. Software should prevent the display of a field report that is linked x 31 to a case that has been sealed in the LE Records system. Field Reporting (FR) must be able to have configurable form /field x 32 rules that will catch most IBR errors at data entry time The software must allow an officer to review the report for errors x 33 and warnings before submitting to a supervisor. 34 Software must support narrative text entry with spell checker. x 35 Software must have automatic spell check. x Should support copying of data from different report sections and x 36 between different reports to cut down on data entry. Should allow a user to base a new report on a previously entered x report. This would copy the applicable data out of one report 37 and into another. Should allow users to prompt data from the report into the x 38 narrative. 39 Should provide the ability to print in the car. x The software should support the start of a new field report by x 40 defaulting information from the officer's assigned call for service. The software should support the start of a new field report by x defaulting information from a booking record that the officer 41 specifi�e�s. C�'mNd�v •fc ;s ; h^� ., r;; .;t+� ^-w ;..:.%"�,eco,'".�4ru c.b {c.:., i"., ..d.. r.:: _�'�>r <r ., x.,.., .,�.T, n Lfl.: 42 The software must support Supervisor Review. x The software must allow for upload of officer reports to the x 43 Supervisor via the following means: The software must support printing of a Field Report prior to being x 44 merged into the LE Records database. 7"5V `' �` rr", ^- A F�Z''i �,u , +. e ➢�^yYd, r �y" a�tH+,...x r'z fr3' yF. ,Nyil%f011ftfd '�lk`7 YYfl#t}1Q1Y@ .s ..sm,� r. sF"' �a"`�irilt�`�9 5 4nr �y v3«s�. .�..I:`C�IJrVi110Yifi3 - �'y ^sy"k� '"�tiil�flr a Must .. support . . should ©�� Handheld device should include a live video camera caloabkfy. Handheld device s�ouldinclude a sound recording capabivY:--�����l The software must allow a user to merge officer reports into an x existing Records Management Database, eliminating duplicate 45 entry and any re- keying of data. The software must be able to attach an exact copy of the field x 46 report into LE Records as a PDF. The software must be able to attach an exact copy of all x 47 supplements into LE Records as a PDF Field Reporting must support an exact copy of an officer's report, x as it existed when approved, for agencies that treat the officers 48 report as evidence in court proceedings Software should allow an officer to save an incomplete report for x 49 completion at another time. Incomplete reports can be completed in station or on any other x 50 device that has Field Reporting installed The merge process should support merging one record at a time, x 51 allowing the merge administrator to make changes if necessary. The field reports should be capable of automatically populating x 52 the Fields in the LE Records database during the merge process. 53 Should provide the ability to complete accident diagrams. x Any completed accident diagram must be part of LE Records x 54 and accessible from both Field Reporting and LE Records. Should allow notes on every form and field as needed by the x 55 officer or supervisor The software should allow for a report to be transmitted to a x supervisor and back to individual for review and editing all over 56 the wireless network. Software should provide the option to track the workflow status x history for field reports retaining a copy of the field report data for 57 each workflow status change. Authorized user should be able to view the workflow history for a x field report and display and /or print the report data at the time of 58 the workflow status change. Software should be able to display a watermark indicating that a x field report is in progress if it is printed before the data has been 59 finalized in the LE Records system. An officer should be able to recall a report that has been x submitted for supervisor review as long as the review process has 60 not started. The software should allow the configuration of report fields that x can be used to help organize and manage field reports through 61 the workflow process. 7"5V `' �` rr", ^- A F�Z''i �,u , +. e ➢�^yYd, r �y" a�tH+,...x r'z fr3' yF. ,Nyil%f011ftfd '�lk`7 YYfl#t}1Q1Y@ .s ..sm,� r. sF"' �a"`�irilt�`�9 5 4nr �y v3«s�. .�..I:`C�IJrVi110Yifi3 - �'y ^sy"k� '"�tiil�flr a Must .. support . . should ©�� Handheld device should include a live video camera caloabkfy. Handheld device s�ouldinclude a sound recording capabivY:--�����l Should support multiple GIS map systems including Esri and x 5 Goo le. Applications must handle switching between networks without 6 interruption (e.g., WIFI network to 4G network). 'a Mobility solution must be deployable in both a secure cloud- based service to route data between device and agency and an on-premise server solution, depending on agency 7 requirements. Ability to secure the application with a login including a 8 username and password. Any data stored on the device must be encrypted to HIPAA and 9 CJIS levels. Ability to disconnect a device with confirmation that the device 10 has been disconnected. N� Ability to receive a dispatched call and display associated call x 11 information. Handheld app must adhere to CAD system permissions in regard x 12 to access to information or status changes. 13 Ability to change status for authorized users. x Ability to provide GPS-based location information to CAD so that x 14 the location can be plotted on the CAD map. Ability to allow multiple handheld devices to be associated with x 15 the some unit or vehicle. Ability to show an overview map which also displays calls and x 16 units. 17 Ability to show a list of active Calls for Service (CFS). x Ability to calculate and display on the map the best route x 18 between current location and destination. Ability to show turn -by -turn directions for route between current x 19 location and destination. 20 Ability to view Call narrative on a CFS. x 21 Ability to view Alarm narrative on a CFS. x 22 Ability to view EMD narrative on a CFS. x 23 Ability to add narrative on a CFS. x Ability to view pre-plan information for a building or business x including contacts, hydrants, onsite chemicals, and attached 24 documents such as floor fans. Ability to view a Personnel Accountability (PARS) countdown x timer and to track check-ins for all personnel associated with a 25 call. 26 Ability to show a summary of the CFS including: 27 Date and Time of Incident x 28 Call Type x 29 Address of Incident x 30 Dispatched Time x 31 Arrived Time x 32 Cleared Time x 33 Number of minutes while en-route x Total duration in minutes of the call from Dispatched Time to x 34 Cleared Time 35 Name of all Officers associated with CFS x 36 History of all Narrative during CFS x 37 Ability to email the summary of the CFS. X Ability to print the summary of the CFS directly from the handheld x 38 device to a network connected printer. Ability to send /receive chat messages with CAD, Mobile, and x x 39 Records system users. Available in Available in CAD and LE Records. Mobile. Ability to support voice commands for adding CFS narrative X 40 entries. 41 Ability to easily switch between a day /night mode display. x Ability to automatically capture and display the user name and x 42 date. /time of when narrative is entered. va f M When displaying apparatus /units on the map, the icon must x 43 distinguish between Fire, EMS and Law Enforcement. When displaying apparatus /units on the map, the unit number, x 44 speed, and estimated time of arrival must be shown. Ability to use common pinch action to zoom into and out of the x 45 map. 46 Ability to use a swipe action to pan the map in any direction. X Ability to use the same data from mop layers which are used in X 47 CAD. B .: I. SlY ICY IY Ability to. automatically update the route on map if vehicle drives x 48 off of the route Ability to automatically zoom the map display as vehicle x 49 approaches route destination. Ability to show the following information in the route driving x 50 directions: 51 Next Turn direction x 52 Distance until next turn x 53 Street name of next turn x 54 Estimated arrival time X 55 Remaining distance until destination X h _ j`'t x„ ✓ ` ,q. vt sr,,,.: �' y _' _.'{r s ; 1 �, b r - , �', y: r c _ XI Fion For call list, ability to show associated call information including x Call Date /Time, Call Type, Call Priority, Call Location, Radio 56 Channel, ETA, Last Narrative. 57 Ability to filter call list by FDID or ORL X Ability to zoom and center the map to corresponding call when X 58 the call is selected in the call list. brs 59 Ability to easily view next PARS time. x 60 Ability to reset the PARS timer. X Ability to initiate immediate PARS timer reset for specific situations x 61 such as all clear or sudden hazard. Ability to view personnel associated with call and display an x 62 indicator that shows if they have checked in. Ability to show users who are online and who can receive a chat x 63 message. Y(6 ow0 - 1 Solution must be a complete, turnkey solution integrated with the x public safety system. 2 Solution must be configurable to meet the Agency's requirements. X 3 Shall run on any device with a Windows, Android, or IOS operating x system. 4 Solution should not be hard -coded for a specific function but x running on a configuration interpreter for flexibility. 5 Solution must support multi- agency /multi- department X implementation. 6 Must support custom workflows, x 7 Solution must be entirely web -based and require no dedicated x workstations for administration or updates. 8 Assign unique citation numbers and include complete audit reports x f account for oil citation numbers 9 Provide data integrity controls to prevent a loss of data integrity x such as a disassociation of citation number to citation data, mixing of citation data, association of citation number to multiple records, association of citation data to the wrong citation number, data corruption and other forms of integrity loss. 10 Reinitialize a handheld device and reestablish the configuration x after the battery dies. 1 1 Data must be encrypted. x 12 Must be able to capture signature electronically. x 13 Solution must allow officers to create, save, and print citations with x or without network connectivity. 14 The solution must ensure that no ticket records are lost, or in X jeopardy of being lost, due to software, hardware or wireless network problems, or due to low battery power. 15 Software installation must be an automated process that requires x minimal IT involvement. 16 Must provide the ability to add additional customized "forms" such x as parking, racial profiling, field investigation, crash, etc., that also meet the exact process flow desired by the Agency. 17 Must have the function of drawing collision diagrams and X automatically attach to citation. 18 Must be able to interface with all of the Agency's existing systems. x 19 Must offer an import /export wizard for creating new interfaces. x 20 Must allow authorized users to view and print the citation from x website. 21 Solution must provide a system that provides real -time access and x query to State /NCIC. 22 Vendor must offer customer support, 365 days a year, 24 hours a x day, 7 days a week, including holidays 23 Vendor maintenance plan must be all inclusive'flat fee' that will not x require the agency to pay any additional fees for changes, modifications, and updates requested by courts and State throughout the year 24 Training shall consist of two (2) days of on -site officer /employee x training, including classroom and On the Job training; online reference materials; one 1 day remote administrator trainin . 25 Vendor must have been in business for a minimum of five (5) years. x 0 The Court Case Management System must utilize a true 32 -bit X 1 Graphical User Interface. Master files are used to reduce the need to re -enter often used x 2 Information, codes, persons, and vehicles. A "List Window" for all fields marked with a dropdown must allow x the user to select code from the screen during input without 3 having to look up information in separate manuals, and provide the ability to add new codes from a lookup window without exiting to a file maintenance program. 4 All dates in the system use o four (4) digit year. X Docket numbers can be manually entered, automatically entered x 5 by the system, or the citation number can automatically be used as the docket number. The system collects street name and block number in the location X 6 of a violation fields. 7 The system has defaulted fields for new citation entry. x 8 The user can define unlimited warrant types. X The system must keep a history of previous addresses for persons in x 9 the Master Name file. 10 System must track changes to master name file by user and date. x The system must provide an option to add a fee to citations X 1 I involving an accident. A fee can be added to warrants when issued. This is done for each x 12 of the warrant types. The system allows partial payments to be taken for a fine and x 13 distributed to the fees /costs /fines, fines /fees /costs, or a percenta a to fees /costs /fines. The systems must not allow the some citation number to be used X 14 more than once. The system must allow the user to attach multiple violations to the x 15 basic citation information. The system must provide for each fine and multiple fees and /or x 16 court costs to be attached to the offense, based on State & Local fees /costs requirements. The system must allow fees /costs /fines to be increased or 17 decreased without affecting other citations. The system must allow an administrator or designated user to 18 adjust fees or fines in a table, based on effective date. JX The system must display all violations for a defendant in a single 19 Inquiry Screen. If a violator is a juvenile at the time of the violation, an indicator 20 must be shown on the Name, Inquiry, and Case information Screens. The system must be able to create an export file for the Collection x 21 Agency. The system must note in the case state specific collection x 22 information. .,1''hu3LvY:�Y.La#"✓`�'ib.4.�. 'ti?r3J. „ra.5 23 Citation number. X 24 Date violation occurred. x 25 Time violation occurred. x 26 Date citation filed in Court. x 27 If an accident involved. x 28 If hazardous material involved. X 29 Display Commercial Driver's License flog. X 30 State Specific identification numbers. x 31 Name of the violator (see Master Name File for detail). x 32 Information on vehicle involved (see Master Vehicle File for detail). x 33 Officer issuing citation (see Officer File for detail). x 34 County where violation occurred, x 35 The system must allow for cases that are not initiated with a citation. x 36 System must be able to capture user defined code for selected citations for tracking purposes. x .._��.id4...E�.Et i3s �,�"t- a?i,��b��no-n .na�. FM,Sa���� -�3 �.:S �i.- Se',�] ✓S a��9.i'•,�{.J�f'#.. 1+'Sn�k{4 {f�.'J � t _�� 34 Docket number (assigned by system, manually entered or same as citation number). x 35 Offense. x 36 Location of the violation (block, street). x 37 Intersection. x 38 Location of intersection (block, street). X 39 Location grid (user defined). x 40 Attorney of record (from Attorney file). X 41 Judge scheduled to hear case (from Judge file). X 42 Plea entered. X 43 Date plea entered. x 44 Date of conviction. x 45 Date conviction reported to State. x 46 Current case event status, due date /pending date and time. x 47 The system must allow for multiple statuses, due dates /pending dates/ and times. X C'c{] MEMO >, ie...Sr..C.;..9.F5 ^.AFB..:.. SAM"- I�N���,` 48 Warrant status of case. x 49 Fees due for case. x 50 Court costs due for case. x 51 Fines due for case. x 52 Total amount due for case. X 53 Bond set by Judge. X 54 Bond posted by violator. X 55 Type of bond posted. x 56 Indicator for "No Bond." X 57 Bond agent or attorney. X 58 Review Attorney. X 59 Prosecutor. X 60 Date case sent to collection agency. x 61 Date case cleared from collection agency. X 62 State specific case information for state reporting. X 63 Continuance Tracking. x 64 Driver's License suspension. x 65 Suspension date. x 66 End suspension date. X 67 Date suspension report to State. x 68 Special sentencing. x 69 Other complainant. x 70 Posted speed limit. x 71 Actual alleged speed. x 72 Construction zone. x 73 Must be able to double fines for violations within a construction zone. x 74 The system must allow for a complaint form to be printed for each violation on each citation entered. x 75 The system must have the ability to print a complaint. X 76 The system must allow for a complaint form for each violation to be user defined. x 77 A user defined letter can be produced automatically to send to the parent /guardian of juvenile offenders. x �. 4s... 78 e�i.-. a����.' . f.Y t���ko1an�i� ...- �n,sv��e?.m..4x+;�.Pi. vmmv'£}r�rw /:� yi n• � Last Name .w`.. 1".c" i�:.�L. f:x'L�'.t �3 u x 79 First Name x 80 Middle Name X 81 Suffix Name x 82 Soundex code last name X 83 Soundex code first name x 84 Date of birth x 85 Sex x 86 Race x 87 Ethnic Designator X 88 Height x 89 Weight X 90 Hair Color X 91 Eye Color x 92 Driver's license number x 93 Driver's license State x 94 Driver's license expiration year x 95 Driver's license type x 96 Driver's license CDL X 97 Social Security Number x 98 Address /Block/ Street /Apartment /City /State /Zip X 99 Home phone x 100 Cell Phone X 101 Occupation x 102 Employer X 103 Employer address /city /state /zip X 104 Work phone X 105 The system must have a Master Name file that holds information on all persons in the court system. x 106 Once a person is added to the Master Name file, the system must have the ability to attach the name to multiple citations without re- entering their personal information. X 107 The system must provide for user - defined flags to be placed on a defendant that will be view from other programs in the software (e.g., CASH ONLY, VIOLENT, CDL). x 108 The system must provide for alternate mailing addresses for defendant. x 109 The system must provide for Alias Information. x 110 The system must display all violations for a defendant, including citations for Aliases on the Inquiry Screen. x III Ability to capture photograph of violator and attach to file. x 112 Must be able to print photo directly onto documents (e.g., Warrants). x D2 gs 113 Make of vehicle x 114 Model of vehicle x 115 Body style of vehicle x 116 Year of vehicle x 117 Vehicle color - must allow for multiple colors x 118 Commercial vehicle x 119 VIN x 120 License plate State x 121 License plate number x 122 License plate expiration year x 123 Comments or Notes on the vehicle x 124 Registered Owner information x 125 Date last sold x 126 Boot or Tow Information x 127 The system must maintain a history of any changes made to the vehicle information by user and date. x 128 Once a vehicle is entered in the system it must be able to attach a vehicle to multiple citations without re-entering the information. LZ ME MZL 129 Officer agency x 130 Officer badge /id number x 131 Officer lost name x 132 Officer first name x 133 Officer middle initial x 134 Officer rank x 135 Officer email address x 136 Officer Alternate contact information x 137 Sub-station information x 138 The system must maintain an Officer Master File that allows officers to be associated with their citations without typing names for each citation. x 139 The system must allow for Citation Book Tracking for citation books signed to officers. x 140 The officer's badge/ID number must allow for a change without affecting citations already entered, or future citations entered in the court system. x 141 The Attorney/Bond Co. & Collection Agency Master file must eliminate the need to type in attorney information for cases. 142 Attorney/Bond Company or Collection Agency name must be searchable. 143 Contact Person. 144 Firm/Company name. x 145 Firm/Company address/block/street/city/state/zip. x 146 1 Phone number/Alternate Phone number/ Fax number. x 147 The system must be able to set a Bond Limit for Bondsperson. x 148 The system must collect Attorney State Bar number and expiration. x 149 The system must collect Bondsperson License number and ex iration. x 150 The system must collect Bondsperson insurer. x 151 The system must be able to receive a bond payment separately from a court payment. x 152 The system must have a field to enter the Bond number. x 153 The system must have the ability to display Bond Company information related to each case. x 154 The system must allow a single bond to be applied to number violations on the defendant, and /or transferred to othercases within one bond management screen. x 155 Must be able to accept and track: x 156 Cash Bonds x 157 Surety Bonds x 158 Property Bonds x 159 PR Bonds x 160 The system must allow a bond to be returned, forfeited, or changed by designated user. x 161 Warrants can be automatically flagged by the system or selected by the user and printed by the system. x 162 The system must retain information on served warrants for historic purposes. x 163 The system must be able to automatically add a warrant fee to fees /costs when a warrant is issued. x 164 The user can define an unlimited number of warrant types and set up the wording for each. x 165 Warrant number. x 166 Type of warrant (user defined). x 167 Date warrant was issued. x 168 Amount of bond set for warrant. x 169 Amount due for warrant. x 170 Name of person for which warrant issued. x 171 Vehicle information. x 172 Date warrant closed. x 173 How closed (served, recalled, canceled - from user - defined fields). x 174 Person closing warrant. x 175 Officer warrant assigned to for service. x 176 State /Regional Data Bank Information. x 177 ID number. x 178 Date entered. x 179 Date removed. x 180 Current status of warrant. x 181 Notes or Comments section specifically for warrants. x 182 The system must be able to track and log service attempts for warrants. x 183 The system must provide for a user - defined warrant form with site /state specific information for each type of warrant. x 184 The system must provide for a secure signature to be placed on a warrant if desired. x X 185 Warrant program must be able to maximize fine automatically. �t 186 The system will allow fees, costs, or fines to be changed when payments are entered. x 187 The system will allow payment in full or partial payments. x 188 The system must allow credit to be applied to a case for various types of community service or jail time. x 189 The system must have Internet payment capability x 190 The system must have receipts that are printed and numbered for each transaction x The system must allow for cases to be set for any type of court x 191 session and a case docket printed for each pending court session or prior court sessions 192 The system must allow for subpoena printing for officers and /or witnesses automatically within the court setting process X 193 The system must allow for subpoenas to be printed for one entire court session at one time x 194 Automated processes must be available to perform batch processing without human intervention x 195 Cases must be able to be processes individually or in a group, using user defined process steps x 196 The system must allow for purging cases x 197 The system must allow for expunging cases x 198 The system must allow for sealing of cases X 199 The system must allow for cases to be placed on any user defined program including: x 200 Probation X 201 Deferred adjudication /diversion x 202 Traffic school x 203 Any type of program /sentence ordered by the judge and tracked through completion x 204 The system must have a live courtroom docket for disposition of cases in real -time in the courtroom. x 205 The system must have a live courtroom docket that has a customizable view for each user. x The system must have a courtroom check -in program which allows x 206 for unscheduled cases to be placed on the courtroom docket at the time of check -in. The system must have a live courtroom docket which has a one- x 207 click to detailed case information, prior violation information, imaging system and processing information. 208 The system must provide user- defined workflow utilizing queues and automated processing. x 209 The system must be able to assign cases to multiple users through queue -based workflow. x M-0, Y 210 The system must allow for a full Court Calendar template and creation. X The court sessions must allow for user defined sessions to include x 211 maximum number of cases allowed in a court session, and the weight given to each type of case for accurate caseload. 212 The court calendar must be displayed in a daily, weekly and monthly view. x 213 The court calendar must filter for view by Judge, Session and Prosecutor. x 214 The court calendar must allow for editing by designated user. x 215 Calendar must validate court date availability prior to setting the case for court. X The system must have a document generation capability that x 216 merges case management system data with word processing templates. 217 The system must allow for the court to add, modify and otherwise maintain the templates without programmer assistance. x 218 Any documents produced by the court must be able to be sent directly to the case within document imaging. x 219 The system must provide for either manual or automatic production of complaints if needed. x 220 The system must provide the capability of emailing any generated document. x 221 The system must prevent documents from being printed when the address is undeliverable. x 222 The system must provide for more than one address to be placed on a generated document. x ✓' <4lv .> >� 1r ,. r: ? ✓_ aS fie, .,rq a a s !s 223 The system must be able to create the following non - compliance reports: 224 Number of payment plans /cases are late with payments x 225 Number of extensions /cases have not paid by extension due date x 226 Number of cases have not completed Traffic School by due date x 227 Number of cases have not completed Diversion /Probation terms or payment by due date x 228 Number of cases have not completed court ordered classes by due date x 229 Number of cases are in collections for non - payment x 230 Number of cases have a DL Suspension status for non - payment x 231 The system must be able to create the following reports for outstanding cases by: x 232 Officers x 233 Offense x 234 Judges x 235 The system must comply with all State Reporting. j x 236 The system must be able to export select reports to Excel. X 237 The system must provide reporting based on case status, file date and citation date. x 238 List Citations by Violation Date X 239 List Citations by Filed Date x 240 List Citations by Citation Number X 241 List Citations by Docket Number x 242 List Citations by Violator Name x 243 List Citations by Officer x 244 List Citations by Violation Type x 245 List Citations by Court Date x 246 List Citations by Due Date and Event x 247 List Citations by Payment Plan x 248 List of Defendants by Name 249 List of Defendants by sex, race, date of birth, ethnicity 250 List of Defendants with associated vehicles 251 List of Vehicles by make, model, year 252 List of Vehicles by license plate information 253 List of Vehicles with associated persons 254 List of Officers by Name x 255 List of Officers by Agency/Badge/ID Number x 256 List of Citation Books assigned to an officer 257 The system must produce a list of cases by attorney or surety bonds by attorney/bond company/collection agency. x 258 The system must list attorneys by name. x 259 The system must list court cases on docket by attorney. x 260 The system must list bond companies by name. x 261 The system must provide warrant report of defendants with warrants in the system. x 262 List of Warrants Issued x 263 List of Warrants Cleared x 264 List of Warrants Outstanding by date or person x 265 List of Warrants entered and removed from State/Region data bank x 266 Option to include name/address information in warrant reports x 267 Must be able to update a warrant status notes with "attempt to serve" information. 268 Payments by date x 269 Payments by Receipt number x 270 Payments by Fees /Costs /Fines x 271 Payments by GL account number x 272 Fees/Cost distribution for quarterly report to State x RA 273 Conviction report to State to include all State required reports x 274 various court docket schedules by judge/date/type of trial x 275 Monthly judicial report to State x 276 List of persons requesting Drivers Safety Course x 277 Li t of cases pending by various status x 278 Outstanding 279 Bonds Posted 280 Bonclsf &M I 281 Central cash collections x 282 Imaging capability x ..!i, YvF ` .h, :�,.1..- -1+.i ,.4�hryi.'.✓lC�ari�v .4"<4 283 Public safety RMS x The Central Cash Collection System must utilize a true 32 -bit x 284 Financial software x Graphical User Interface. 285 Hand -held citation issuing device x System must be able to accept cash receipts for all types of court x 286 Third -party collection agency x payments. � S. j o. � t4 -' +c � n �i4{J'�t''APeI.Cy= 2' Mhi '� Y � � � ..!i, YvF ` .h, :�,.1..- -1+.i ,.4�hryi.'.✓lC�ari�v .4"<4 [t l „z 1 The Central Cash Collection System must utilize a true 32 -bit x Graphical User Interface. 2 System must be able to accept cash receipts for all types of court x payments. Cashiers are to have a workstation with a dedicated x 3 receipt /validation printer, Credit card swipe, automated cash drawer, signature pad, and eyeball camera. 4 The system must provide the option to have more than one x operator logged into a work station at the same time. 5 System must require that each operator is given a unique code that x must be used by the operator receiving payments on a workstation. The system must allow that if only one operator is logged on a work x 6 station, the unique operator code should not have to be re- entered before each payment posted. The system must provide department level security for the x 7 centralized cash collections system which allows departmental access granted or prevented based on security settings. Operator profiles should define authorized security parameters for x 8 each operator in the cash collection system. Each operator profile must contain operator name, the terminal to x which the login permits access, the operator's cash drawer and printer setup, the operator's login and transaction passwords, the 9 department codes the operator is authorized to access, the transaction codes for which the operator is authorized to accept payments, and the payment methods the operator is authorized to receive. The system must provide an inactive status flag on the operator x profile to suspend an operator who has been terminated - An 10 inactive operator ID cannot be used to access cash collections, but can still be selected to include on reports. 11 An operator listing must be available for printing from the operator x maintenance. Each operator must be able to have multiple batches active in the x 12 system, and the ability to update each separately - the batches must be available with approval and update functions from the same operator process window. Cash receipts integrated into Court must remove warrant status x 13 when full payment is made. Receipts are reflected in the vendor's integrated sub - system as x 14 "pending activity" until such time the daily posting procedure is completed. 15 Each type of receipt must carry a unique code that indicates the x type of payment being posted. A drop -down list look -up feature must be provided that allows the x 16 operator to view the available codes authorized for that operator and make a selection. The transaction codes must be user defined providing parameters x 17 such as description, an option for a default charge, and a receipt description. 18 Must provide an option to deactivate transaction codes. X 19 Must provide the ability to require a description for General Ledger X type transaction codes. System must support a minimum of 99 predefined General Ledger x 20 accounts that may be debited /credited for each transaction code. 21 Must have an option to apply a receipt across multiple General X Ledger accounts on a predefined percentage basis. 22 The system should be capable of endorsing checks and printing x receipts. The time, date, operator code, amount paid, how paid, amount x 23 posted, change given, and customer balance should be printed on the receipt or bill. 24 The system must provide online account number validation x integrated court system. 25 The system must default to the balance currently owed by the x violator when posting a payment to the court account. 26 Any overpayments must be stored in an unapplied credit account x until applied against the proper revenue code. When posting a payment the system must provide the ability to x 27 look -up tickets by ticket number, the violator name, or a portion of the name - once the account is selected, the operator can choose from all tickets available for that account to apply payment. 28 The system must allow financial transactions be consolidated for a x person across multiple cases. 29 The system must be able to compute and display all fees and costs x associated with a case 30 Balance financial obligation must display inclusive of all fees and x costs for cases with payment applied. 31 The system must allow for a non -cash transaction, e.g., jail time x served, community service, etc. The system must have the ability to process cases in the payment x 32 screen e.g., add fees, change status, print documents, according to court processes. The system must be able to place defendants into a payment plan x 33 or agreement and have the payment ordered display on the payment screen. 34 The system must allow emailing receipt to defendant and /or x multiple parties. 35 The system must allow for a payee that is different from the party on x the case. 36 The system must allow for multiple payment methods on one x payment. 37 The system must allow for multiple cases to be paid with one check x or payment method. 38 The system must allow a supervisor to view batch total for operators x throughout the business day. 39 The collection sequence of fees and fines must follow state x requirements. 40 The system must allow for a credit card payment to be processed in x the system without having to use an outside terminal. 41 The system must allow for credit card payments to be made over x the phone. The system must be able to block payments where there is a x 42 mandatory court appearance, but allow payment after adjudication. 43 The system must allow for miscellaneous payments, (e.g., copies, x reports) that are separate from the defendant case. The system must allow the court to designate whether the X 44 supervisor or cashier will perform individual cashier close out and reconciliation. 45 The system must be able to combine multiple batches into a single x deposit or posting. The system must allow for returning a batch to the operator for x 46 correction before final posting, even if moved to the pre -post system. The system must be able to receive the Online Payments in a batch X 47 for posting with all payments at the posting time designated by the court /finance 48 The system must allow the payment screen to have alerts which x would alert to clerk to CASH ONLY, BAD CHECK, WARRANT, etc. 49 The system must have a customizable grid on the payment screen x to display defendant case information 50 Operators should be warned by the system if they attempt to post a x ticket payment to a case that has a payment pending 51 A record of each transaction must be able to be printed on a X separate journal tape. They system must provide for verification of online credit card X 52 payments based on address or credit card security code - setup requirements may apply for the merchant code when using this feature. The system must provide the feature to mask credit card X 53 information on receipts and reports - options should include the ability to mask full credit card numbers and /or expiration dates. They system must provide the ability for a cashier to collect and x 54 receipt payments for miscellaneous transactions not related to offenses entered in the system, From the operator process window, the operator must be able to x 55 create, open, and close batches, as well as enter payments, void receipts, and reprint receipts. The system must allow, at the end of a cashier's scheduled day, a X 56 close -out report to be printed and balanced with the cash, checks, money orders, etc. in the operator's drawer. The system allows the ability to record cashier over and under to a X 57 finance system account, as well as, the ability to print a receiptfor the over and under transaction. 58 The system must provide the ability to void a receipt. x The system must provide online context sensitive documentation x 59 with table of contents, index, and keyword search capabilities, and the ability to email or generate fax sheets for support requests directly from the application. The system must provide direct access to the vendor's help website x 60 to log support requests, query knowledge base for FAQs, participate in user -group discussions, and download updates via a secure connection. If a customer pays less than the current balance in the court case, x 61 the payment should be automatically distributed to revenue categories based on a user - defined formula. X The system must allow a user - defined message to be printed on the 62 bottom of the receipt - the message will print on all receipts regardless of the system a payment is collected for. When processing a customer's ticket payment, the system must X provide the ability to go to court case management window and 63 inquire information such as transaction history, detailed data of current ticket, violator history, etc. - once the inquiry is complete, the system must return the user to the original point of processing. The system must provide the ability, at any time of the day, to x display a summary of all receipts processed at a cash collection 64 workstation - information displayed should include the operator's code and name and payment type (cash, check, credit card, etc.) the grand total of all receipts at the workstation should be displayed as well as the total number of receipts voided. The system must allow for user defined payment methods to be x 65 setup with an associated bank reconciliation group to be assigned to each payment method. 66 Cash Collections must be integrated to provide the ability to automatically post to the court system. x ��` r rfi�b�aJ�' MF.vY i - ✓i 1�.SFi T +Yu. ✓.^�. vf�h {'i'G .. `�tt- `J'b.t�.. )t Yi �e�..`}�3 . "WIZ � . NtY.h `f'S3�,lii'.. R t.-.. � 5y <E i' ..Sb 67 The system must provide all state required reports. x All reports must be able to be previewed through aWindows- x 68 format viewer with user - defined display parameters, layouts, formats, and rinters available. 69 The required viewer should provide search, go -to, and status bar functionality. X The required viewer should provide a report warehousing function x 70 through folder structure on server, with the ability to retrieve and reprint any or all previously warehoused reports. 71 The system must produce a journal report for each operator, department, terminal and batch. x Users must be able to save filtering and formatting settings specified x 72 for a particular report with a profile name for retrieval when printing the report on a subsequent occasion. 73 Users should be able to flag a profile as the default for loading report settings. x 74 The system must produce a History Transaction Report by transaction date, posting date, receipt range and packet. x 75 The system must produce a payment history report by payment method. x 76 The system must produce a report of all cash long or short entries and amounts. x 77 The system must produce a report that would list all outstanding x U x �i� �NeL�e,.,�'Yi" s',.�.v. =ci: f ry o i�LF�g yJ". NY"� �,..�a�<,c.��eu, 2 fees /fines /costs. x 78 The system must produce a report that would list all paid x 4 fees /fines /costs within a date range in detail and summary. x Ability to - general cit• • •• • • - /•i violations, dates and amounts, Citation #, Docket # and Current Status on one screen view. 79 The system must produce a report showing restitution paid. x Ability to view case • including warrants, court location and pleas, bonds, configurable by the site. 1 Must be able to match the City's website decor and format. S�T W. XF?.c U x �i� �NeL�e,.,�'Yi" s',.�.v. =ci: f ry o i�LF�g yJ". NY"� �,..�a�<,c.��eu, 2 Website must be PCI compliant. x 3 Must be able to accept Credit, Debit and e- checks for a ments of court fees /fines. x 4 Must be able to accept partial payments. x Ability to - general cit• • •• • • - /•i violations, dates and amounts, Citation #, Docket # and Current Status on one screen view. 5 Must integrate to the court system in real time. x Ability to view case • including warrants, court location and pleas, bonds, configurable by the site. 6 Must be accessible from the City's website. x Ability to view Judgment data included but not limited to: 7 Must clear warrants in real -time when a full payment is made. x •1- 8 Must be formatted to operate on a smartphone or tablet device. x 9 Must allow defendant to view past or paid citations. x Original offense and amended of ense 10 Program must be highly configurable by the site. x m Defense Attorney 'sentenced m Restitution • • Must be integrated in the on-line payment system for payment Must be highly configurable by the city to prevent or allow -various data elements to be exposed or hidden. m• • �able • - • dockets • upcoming court • © -- m •- to List of defendants © -- Hyperlinks to case details 1 Must be able to match the City's website decor and format. x 2 Website must be PCI compliant. x 3 Must be able to accept Credit, Debit and e- checks for a ments of court fees /fines. x 4 Must be able to accept partial payments. x 5 Must integrate to the court system in real time. x 6 Must be accessible from the City's website. x 7 Must clear warrants in real -time when a full payment is made. x 8 Must be formatted to operate on a smartphone or tablet device. x 9 Must allow defendant to view past or paid citations. x 10 Program must be highly configurable by the site. x a Y WIT x, f i�',�*? 4�*" A s t v_ � a a t? ftlpol!� )x, 1 �,t , z S..�rP.5`�k Must retain defendant email address entered for payment X x 1 1 confirmation, as information placed in the court system Ability to call in English or Spanish. X defendant email address field. Text must be configurable by the court staff without programmer assistance. x 12 Must have ability to provide defendants with options such as X x Extensions, Driving Safety or Traffic Schools, etc. Must integrate with the court case management system to automatically update the history of the case file for the following: 13 Must have the ability to customize requirements for defendants x X to upload or download required documents. Wrong number x 14 Must have the ability for uploaded documents to I x x automatically stored in the document imaging software. Hang -up x a Y WIT x, f i�',�*? 4�*" A s t v_ � a a t? ftlpol!� )x, 1 �,t , z S..�rP.5`�k 1 Ability to auto dial defendants based on a preset message and case status. x 2 Ability to call in English or Spanish. X 3 Text must be configurable by the court staff without programmer assistance. x 4 Date and time of call must be configurable by the court staff without programmer assistance. x 5 Must integrate with the court case management system to automatically update the history of the case file for the following: 6 Answered call X 7 Wrong number x 8 Voicemail x 9 Hang -up x 10 No answer x 11 Busy line x 12 Information tone x 13 System must provide notification results reports to include the following: 14 Answered call x 15 Wrong number x 16 Voicemail x 17 Hang -up x 18 No answer x 19 Busy line x 20 Total Notifications X 21 System must provide notification results reports to include the following: 22 Payments received within 48 hours of the call x 23 Payments received within a specific date range x 24 Warrants cleared as a result of the call x »3- c�',�`k�'Y�'F'i''�'e ��t �- `�`1'"'- .,YCSr ';zf 'is .+` r t+c .r �y. i x -v c�i r rx ✓'r C"•r �,.f�fb5 -'$^s /A,..7r ry s.` bra t 5 �,<'sbS�C���11���1 � r..`s�c > ;x °'s i�"-�' ,�ydut .'e O)N 1 �3v rM, `""+°� 1 .. �u2£' eSlm. ov^°. vS��c�. tTST. ul". L4�....... z. ia. v.'...�3::.avf"..rr2- t....�4 /al •• • capabilities �-Document scanning directly to case. © • • directly to imaging l� Email capability directly from imaging. 5 Email capability to defendant from court case management x system. 6 Ability to redact and /or highlight in imaged document. x Ability to automatically rubber stamp documents as a x 7 workflow step (e.g., stamp "Received by (date)" as a document enters the database). 8 Imaged documents must be categorized by date entered x into imaging. 9 Photos and /or videos must be able to be placed in imaging, x in a particular case. Documents in imaging must be easily retrieved from x 10 numerous programs within the court case management system. 1 1 The system must have a client friendly user interface to create x new document types from existing templates. 12 The system must have the ability to capture documents from X forms with preprinted barcodes. 13 The system must allow for batch scanning of documents. X 14 The system must have the ability to perform a keyword search X for documents within imaging. The system must allow for security within the system (e.g., X 15 documents may be hidden from users without permission to view). 16 The system must allow for purging of images when a case is x purged in the system. The system must allow documents from the court case X 17 management system to be sent automatically to imaging in the specific case. City of Owasso, Oklahoma The CAD Project 2. Technical Information Our response centers around a virtualized Windows Server 2019 environment configured to work within the City's network. Windows Server 2019 is the most integrated, comprehensive and easy -to -use server operating system available today. Its flexibility and expanded communications services meet the most demanding requirements of today's computing environments, while providing the best network foundation for the future. The system configuration will provide high performance. A Windows workstation environment exists to provide the ability to switch /interface applications easily, including any workstation -based applications the user may require. The Windows look and feel combined with Tyler's standard menu - driven capabilities results in a familiar and practical presentation format. Some of the major benefits of the Windows Server 2019 are its processing speed, reliability and storage capabilities. All communication procedures, system security, network monitoring and server diagnostics are made simple with graphical user interfaces. The operating system was designed to allow the system to grow as a client's needs change. The ability to add hardware components without the need to modify the Windows Server 2019 software protects your original investment for many years to come. Tyler will team with the City to develop a successful project plan and together we will proceed through a smooth implementation process that culminates when the system goes live. Hardware Requirements System Hardware Host Servers (2) Dell PowerEdge R650 (1U) Rack Server (Or Similar) - (2) Intel Silver 4310 2.1Ghz, 2666MHz, 12C Processors -512GB 3200MHz RDIMM (Memory) - Internal Dual SD Module with 16GB SD Card - Diskless configuration, iDRAC9 Enterprise - (1) Intel X710 -T4L Quad Port 10Gb Base -T OCP NIC 3.0 - (1) Intel X710 -T2L Dual Port 10Gb Base -T PCIe - Dual, Hot -Plug 110OW Power Supply - 3 Year ProSupport and Mission Critical 24X7X4 Hour Onsite Storage Array (SAN) (1) Dell EMC PowerVault ME4024 (2U) 10GB iSCSI Hybrid SAN (Or Similar) - (6) 960GB SSD 2.5" SAS Hot Plug Disk Drives (5.8TB RAW) - (14) 1.2TB 10k -RPM 2.5" SAS Hot Plug Disk Drives (16.8TB RAW) - (4) Blank Future Expansion Slots -10Gb iSCSI Base -T Ethernet Dual Controller (Up to 8 Total) - Dual Controllers with 8GB Memory (16GB total) - Supports RAID 0, 1, 5, 6, 10, 50 or Adapt - Redundant Hot Swappable Controllers and Cooling Fans - Dual, Hot -Plug 58OW Power Supply, 100 -240v - 3 Year ProSupport and Mission Critical 24X7X4 Hour Onsite 00 . o tyler Page 12 City of Owasso, Oklahoma The CAD Project System Software Host Servers (24) Microsoft Windows Server 2019 Datacenter- License, 2 Cores, MOLP Gov (100) Microsoft Windows Server 2019 - Device CALs (Estimated) (6) SQL Server 2019 - Standard Core Edition (12 vCPUs Total) (1) VMware Essentials Plus 7 - Includes vSphere & vCenter for 3 Hosts, 1 Yr. SnS (2) Microsoft Office Standard 2019 - License, MOLP Gov (Prod/Test) Workstation Specifications Call Taker /Dispatcher Workstation - Intel Core i7 /Xeon (4C) Processor - Windows 10 Professional 64 -bit - 16GB System Memory - Keyboard, Mouse, DVD -ROM - SSD System Disk (50GB Available) - Integrated GB Ethernet, Integrated Audio w /External Speakers (Audible Alerts) - (3) 24" Flat Panel Color Monitors (1024 X 768 or Better) - Quad Port Graphics with 4GB Dedicated Memory RMS /Court Workstation - Intel Core i5 /i7 Processor - Windows 10 Professional 64 -bit - 8G6 System Memory - SSD /SATA System Disk (50G13 Available), Keyboard, Mouse, DVD -ROM - Integrated GB Ethernet, Standard /Integrated Graphics Adapter - (1) 24" Flat Panel Color Monitor (1024 X 768 or Better) Mobile Data Computer - Intel Core i5 /i7 Processor -Windows 10 Professional 64 -bit - 8G6 System Memory - SSD /SATA System Disk (50GB Available - Not Including Aerial Imagery) -12" or Larger Display (1024 X 768 or Better), Backlit Keyboard - Optional Integrated 4G /LTE Mobile Broadband w /GPS Windows Tablet - Intel Core i5 Processor - Windows 10 Professional 64 -bit - 8GB System Memory -SSD /Flash System Disk (50GB Available - Not Including Aerial Imagery) •bs V P ■F 00 00. t i 149 Page 13 City of Owasso, Oklahoma The CAD Project -10" or Larger Display (1024 X 768 or Better), WiFi 802.11 g /n /ac - Optional Integrated 4G /LTE Mobile Broadband w /GPS Mobility Device - 10S Version 13.0 (or newer), 32GB Capacity (or larger) - Android Version 8.0 (or newer), 32GB Capacity (or larger) Hardware System Diagram Please see attached. X0®•0% tyler Page 14 City of Owasso, Oklahoma The CAD Project 2D Barcode Imager 2D Barcode Imager (1) L -TRON 4910LR- 152 -LTRK 2D Imaging Scanner - High Performance 2 Dimensional (PDF 417) Barcode Imager - High Visibility Green LED Aimer and Red LED Backlight - Supports COM Port Emulation, Keyboard Emulation, HID Mode - Microphone Style Megapixel Imager w /Mount -9.5' Coiled USB Interface Cable - Native USB COM Port Emulation Drivers - 3 Year Warranty Bar Coding Scanner Kit with Signature Pad Zebra TC72 TC720L- OME24BO -FT Handheld Tablet - Android 10 Operating System - Qualcomm Snapdragon 660 octa -core 2.2 Ghz - 4.7" HD Multi Touch LCD, 1280 X 720 Resolution, Gorilla Glass - 32GB Flash Memory - 4GB RAM - 802.11 a /b /g /n /ac WiFi, Bluetooth, NFC, GMS -1D /2D Barcode Laser (SE4750) -13MP Rear Camera, SMP Front Camera - 4620mAh, 33V Hot Swap Li -Ion Battery Pack - 6.3 " (L) X 3.3 " (W) X 1. 1 " (H), 13.3 oz. - FIPS & TAA Compliant Five -Year OneCare Essential Support Services Z1AE- TC72XX -5000 Zebra LI4278- PRBU2100AWR Cordless Handheld Scanner Kit -Zebra LI4278- SR20007WR Linear Scanner -Zebra CR0078- SCIO007WR Desktop Cradle -Zebra PWR- BGA12V50WOWW Power Supply - 7' USB Cable - Bluetooth - 3 Year Limited Warranty, Parts & Labor (Excludes Battery) Zebra ZD421 ZD4A042- 301EOOEZ Thermal Barcode Printer -4" Print Width - Thermal Transfer /Direct Thermal - 203 dpi Print Resolution - 256MB Standard Memory - 10/100 Ethernet or USB Page 15 City of Owasso, Oklahoma The CAD Project Topaz SignatureGem T- LBK755SE- BTBl -R Bluetooth Signature Pad - Tempered Glass 4X3 LCD Display - 2 Year Manufacturer Warranty *A USB Signature Pad is available upon request (T- LBK755- BHSB -R) ACCESSORIES Zebra CRD- TC7X- SE2EPP -01 Single Desktop ShareCradle - Includes Spare Battery Charging Slot - Charge /USB /Ethernet Connection Zebra PWR- BGA12u50WOWW Power Supply Adapter Zebra CBL- DC -388A1 DC Line Cord Zebra 23844- 00 -OOR AC Line Cord Zebra SG- TC7X- HSTR2 -03 Hand Strap, 3 pack Zebra SG- TC7X- STYLUS -03 Stylus with Tether, 3 pack Zebra BTRY- TC7X- 46MAH -01 Spare Battery Pack Theramark TTL4010PS 4" X 1" Therm. Trans. Label (2,260 /Roll) Zebra 03200GS11007 4.3" X 244' Wax Resin Ribbon TRENDNETTBW -106UB Micro Bluetooth USB Adapter Device Server (1) Lantronix UDS -1100 External Device Server (UD1100001 -01) - Ethernet, Fast Ethernet, RS -232, RS -422, RS -485 Data Link Protocols - TCP /IP, UDP /IP, ICMP /IP Network/Transport Protocols - SNMP, Telnet, HTTP Remote Management Protocols - 1 X Serial RS- 232/422/485 - 25 Pin D -Sub (DB -25) Interface -1 X Ethernet 1OBase- T /10OBase -TX - RJ -45 Interface (1) Null Modem Adapter - (1) DB -9 (9 -Pin, D -Sub) Male 1 (1) DB -9 (9 -Pin, D -Sub) Female - Converts Straight Through Cable into Null Modem Cable 0 tyler Page 16 TO: FROM: SUBJECT: DATE: The Honorable Mayor and City Council Daniel Dearing, PE Assistant City Engineer Recommendation for Contract Award - East 1 l6th Street North Widening From North Garnett Road to North 129th East Avenue April 15, 2022 BACKGROUND: In 2017, the City Council approved an engineering services agreement with Guy Engineering Services, Inc., for the design of a four -lane roadway section with center turn lanes and landscaped medians on East 116th Street North from North 1291h East Avenue to North Garnett Road. Bike lanes, sidewalk and trail access were added, as part of the "Complete Streets Policy" adopted by the City of Owasso. As part of the overall widening project, intersection improvements will occur at East 1161h Street North and North Garnett Road. The intersection project affects two other adjacent roadway- widening projects west and south of the intersection and is undergoing construction first. SOLICITATION OF BIDS: In March 2022, Guy Engineering and City Engineering staff completed final bid documents, and published advertisements in accordance with state statutes on March 8th and 15th. A mandatory pre -bid meeting was held on March 291h, and bids were opened on April 7th, with a total of four contractors submitting bids. City Engineering staff completed a Bid Tabulation, showing the bid amounts and engineering estimate: Engineering Estimate $9,895,521.00 Crossland Heavy Construction, Inc $8,603,000.00 Paragon Contractors, LLC $9,195,584.86 Becco Contractors, LLC $9,697,000,00 Grade Line Construction $11,996,996.96 Crossland Heavy Contractors, Inc., provided the lowest qualified bid in the amount of $8,603,000.00, which is below the engineering estimate. Included in the project is a project allowance of $470,000.00 should the final project cost require additional scope of work unforeseen at the time of bidding. Also included is the cost to relocate Washington County RWD #3 (WCRWD3) water lines, which will include a reimbursement of $235,443.40 from WCRWD3 at the completion of the project. FUNDING: Funding is available in the Vision Recapture Fund. 116 & Garnett Improvements Page 2 RECOMMENDATION: Staff recommends awarding the construction contract to Crossland Heavy Contractors, Inc., of Tulsa, Oklahoma, in the amount of $8,603,000.00, and authorization to execute all necessary documents. ATTACHMENTS: Site Map Contract Documents Project Location Map 116th Street North 1" = 700 ft from Garnett to 129th E Ave 04/11/2022 This map may represents a visual display of related geographic information. Data provided here on is not guarantee of acutual field conditions. To be sure of complete accuracy, please contact the responsible staff for most up -to -date information. SECTION 00300 U6171100VI lMN THIS AGREEMENT is dated as of the 19th day of April 2022, by and between City of Owasso (hereinafter called OWNER) and Crossland Heavy Contractors, Inc. (hereinafter called CONTRACTOR). OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1. WORK CONTRACTOR shall complete all Work as specified or indicated in the Contract Documents. The Work is generally described as follows: 116th St. N. Widening from N. Garnett Rd. To 129th St N. CITY OF OWASSO, OKLAHOMA The project for which the Work under the contract documents may be the whole or only a part, is described as follows: The widening of E 116th St Nfrom N Garnett Rd to 129`h St N to a four (4) lane roadway with a concrete median, center turn lanes and bike lanes. Included in the project is, installation of storm sewers, water line installation, force main installation, landscaping with irrigation and two new drainage structures. ARTICLE 2. ENGINEER The project has been assigned to the Project Manager or his/her duly authorized representative, who is hereinafter called ENGINEER and who will assume all duties and responsibilities and will have the rights and authority assigned to ENGINEER in the Contract Documents in connection with the completion of the Work in accordance with the Contract Documents. ARTICLE 3. CONTRACT TIME 3.1 The Work will be substantially completed within Three Hundred and Sixty (360) calendar days from the date of Notice to Proceed; and completed and ready for final payment in accordance with the General Conditions within Four Hundred and Fifty (450) calendar days from the date of Notice to Proceed, which will be on or before , 3.2 Liquidated Damages. OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not substantially complete within the time specified in paragraph 3.1 above, plus any extensions thereof allowed in accordance with the General Conditions. They also recognize the delays, expense and difficulties involved in proving in a legal or arbitration proceeding the actual loss suffered by OWNER, if the Work is any such proof. OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER One Thousand Dollars ($1000.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for substantial completion until the Work is substantially complete. After Substantial Completion, if CONTRACTOR shall neglect, refuse or fail to complete the remaining Work within the time specified in paragraph 3.1 for completion and readiness for final payment or any proper extension thereof granted by OWNER, CONTRACTOR shall pay OWNER One Thousand Dollars ($1000.00) for each consecutive calendar day that expires after the time specified in paragraph 3.1 for completion and readiness for final payment. ARTICLE 4. CONTRACT PRICE 4.1 OWNER shall pay CONTRACTOR for performance of the Work in accordance with the Contract Documents in current funds the amount agreed upon in CONTRACTOR'S bid. 4.2 CONTRACTOR understands that the estimated quantities are not guaranteed and that the determination of actual quantities and their classification is to be made by the OWNER at the time of application for payment. 4.3 CONTRACT AMOUNT: Contract amount is, Eight Million, Six Hundred Three Thousand, and no /100, $8,603,000.00. ARTICLE 5. PAYMENT PROCEDURES CONTRACTOR shall submit Applications for Payment in accordance with the General Conditions on the Pay Estimate Forms included as Exhibit "A" to this Agreement. Applications for Payment will be processed by OWNER as provided in the General Conditions. 5.1 Progress Payments. OWNER shall make progress payments on account of the Contract Price on the basis of CONTRACTOR's Applications for Payment in accordance with the City of Owasso's Payment Schedule included as Exhibit "B" to this Agreement during construction as provided below. All progress payments will be on the basis of the progress of the Work. 5.1.1 Progress payments shall not exceed an amount equal to 95% of the WORK completed until such time as CONTRACTOR shall complete in excess of fifty percent (50 %) of the contract amount. 5.1.2 Upon completion in excess of fifty percent (50 %) of the total contract amount, OWNER shall pay an amount sufficient to increase total payments to CONTRACTOR to 97.5% of the Contract Price, less such amounts as OWNER shall determine in accordance with the General Conditions, provided that OWNER has determined that satisfactory progress is being made, and upon approval by the Surety. 5.2 Final Payment. Upon final completion and acceptance of the Work in accordance with the General Conditions, OWNER shall pay the Contract Price. ARTICLE 6. CONTRACTOR'S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR makes the following representations: 6.1 CONTRACTOR has familiarized himself/herself with the nature and extent of Contract Documents, Work, locality, and with all local conditions and federal, state and local laws, ordinances, rules and regulations that in any manner may affect cost, progress or performance of the Work. 6.2 CONTRACTOR has studied carefully all reports or explorations and tests of subsurface conditions at or contiguous to the site and all drawings of physical conditions in or relating to existing surface or subsurface structures at or contiguous to the site (except underground facilities) which have been identified in the Supplementary Conditions as provided in the General Conditions. Contractor accepts the determination set forth in the General Conditions of the extent of the "technical data" contained in such reports and drawings upon which Contractor is entitled to rely. Contractor acknowledges that such reports and drawings are not Contract Documents and may not be complete for Contractor's purposes. Contractor acknowledges that Owner and Engineer do not assume responsibility for the accuracy or completeness of information and data shown or indicated in the Contract Documents with respect to underground facilities at or continuous to the site. Contractor has obtained and carefully studied (or assume responsibility for having done so) all such additional supplementary examinations, investigations, explorations, tests, studies and data concerning conditions (surface, subsurface and underground facilities) at or contiguous to the site or otherwise which may affect cost, progress, performance or furnishing of the Work or which relate to any aspect of the means, methods, techniques, sequences and procedures of construction to be employed by Contractor, and safety precautions and programs incident thereto. Contractor does not consider that any additional examinations, investigations, explorations, tests, studies, or data are necessary for the performance and furnishing of the Work at the Contract Price, within the Contract Times and in accordance with the other terms and conditions of the Contract Documents. 6.3 CONTRACTOR has made or caused to be made examinations, investigations, tests and studies of such reports and related data in addition to those referred to in paragraph 6.2 as (s)he deems necessary for the performance of the Work at the Contract price, within the Contract Time and in accordance with the other terms and conditions of the Contract Documents; and no additional examinations, investigations, tests, reports or similar data are or will be required by CONTRACTOR for such purposes. 6.4 CONTRACTOR has reviewed and checked all information and data shown or indicated on the Contract Documents with respect to existing Underground Facilities at or contiguous to the site and assumes responsibility for the accurate location of said Underground Facilities. No additional examinations, investigations, explorations, tests, reports, studies or similar information or data in respect of said Underground Facilities are or will be required by CONTRACTOR in order to perform and furnish the Work at the Contract Price within the Contract Time and in accordance with the other terms and conditions of the Contract Documents, including the General Conditions. 6.5 CONTRACTOR has correlated the results of all such observations, examinations, investigations, tests, reports and data with the terms and conditions of the Contract Documents. 6.6 CONTRACTOR has given OWNER written notice of all conflicts, errors or discrepancies that he has discovered in the Contract Documents, and the written resolution thereof by OWNER is acceptable to CONTRACTOR. 6.7 CONTRACTOR has obligated himself/herself to the OWNER to be responsible for the workmanship, labor and materials used in the project for one (1) year after the project has been accepted by the OWNER. 6.8 CONTRACTOR understands that (s)he will be exempt from all sales tax on materials and other items necessary for the completion of the project. The OWNER has issued him a Certification of Tax Exempt Project enclosed as Exhibit "C" of this Agreement. ARTICLE 7. CONTRACT DOCUMENTS The Contract Documents which comprise the entire agreement between OWNER and CONTRACTOR are attached to this Agreement, made a part hereof, and consist of the following: 7.1 This Agreement (pages 1 to 6 inclusive). 7.2 Exhibits "A ", "B ", "C" and "D" to this Agreement. 7.3 Advertisement for Bids (Section 00100). 7.4 Requirements for Bidders (Section 00110). 7.5 Instructions to Bidders (Section 00120). 7.6 Bid (Section 00200). 7.7 Bid Bond (Section 00210). 7.8 Bid Affidavits (Section 00220). 7.9 Statement of Bidders Qualifications (Section 00230). 7.10 Certificate of Non - Discrimination (Section 00240). 7.11 Performance Bond (Section 00410). 7.12 Maintenance Bond (Section 00420). 7.13 Statutory payment Bond (Section 00430). 7.14 Notice of Award (Section 00510). 7.15 Notice to Proceed (Section 00520). 7.16 Change Order (Section 00600). 7.17 General Conditions (Section 00700). 7.18 Project Specifications (Section 00800). 7.19 Special Provisions (Section 00900). 7.20 Project Drawings, consisting of Sheets 1 to 130, inclusive, and Standard Drawings. 7.21 Addendum Numbers 1 to 1, inclusive. 7.22 Documentation submitted by CONTRACTOR prior to Notice of Award. 7.23 Any Modification, including Change Orders, duly delivered after execution of Agreement. There are no Contract Documents other than those listed above in this Article 7. The Contract Documents may only be altered, amended or repealed by a Modification (as defined in the General Conditions). ARTICLE 8. MISCELLANEOUS 8.1 Terms used in this Agreement which are defined in the General Conditions shall have the meanings indicated in the General Conditions. 8.2 No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically, but without limitation, monies that may become due and monies that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law) and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 8.3 OWNER and CONTRACTOR each binds himself /herself, his/her partners, successors, assigns, and legal representatives to the other party hereto, his/her partners, successors, assigns and legal representatives in respect to all covenants, agreements and obligations contained in the Contract Documents. 8.3 The Agreement (or remaining portions thereof) should continue in effect, be valid and binding upon both parties even if a provision or part of the Contract Documents should be held void or unenforceable by law. IN WITNESS WHEREOF, the parties hereby have signed this Agreement in duplicate. One counterpart has been delivered to CONTRACTOR, the other belongs to OWNER. All portions of the Contract Documents have been signed by OWNER and CONTRACTOR. This Agreement will be effective on April 19` ", 2022. OWNER: HE Bill Bush, Mayor CONTRACTOR: (SEAL) (SEAL) ATTEST: Juliann M. Stevens, City Clerk Title Approved as to form: Julie Lombardi, City Attorney Address for giving notices: 302 W. 2nd St. Owasso, OK 74055 TO: The Honorable Mayor and City Council FROM: Daniel Dearing, P.E., CFM Assistant City Engineer SUBJECT: Recommendation for Utility Relocation Agreement- East 116th Street North Widening from Garnett Road to North 129th East Avenue DATE: April 15, 2022 BACKGROUND: In 2017, City Council approved Engineering Services with Guy Engineering Services, Inc., for the widening of East 116th Street North from North Garnett Road to North 129th East Avenue. It was determined that Washington County Rural Water District (RWD) #3 water lines were in conflict with future roadway and drainage improvements. Included in the design contract was the design of necessary relocations of the District's water lines. The relocations will need to occur at the time of the construction of the roadway and drainage to ensure that the future water line is at the appropriate grades and elevations. Due to the rights of the District and that betterments (improvements) were requested, the relocation of the water line is the City's responsibility to fund, with the District paying for the difference in cost of the betterment. In order to avoid additional costs, delays and burdensome coordination between separate contractors and contracts, staff proposes the relocations occur as a part of the roadway construction. Final design and bid documents for the roadway widening project were completed in March 2022. Bids were opened on April 7, with Crossland Heavy Contractors, Inc., being the low bidder. The water line portion of their bid was in the amount of $603,701.00, which included upsizing various lines and installing altogether new lines as requested by the District as a betterment to the RWD #3 water system. The water lines, if relocated as it existed, would have cost $369,805.00. Due to the new lines that the District requested, Oklahoma Department of Environmental Quality permitting was required and the cost of the permit fee was $1,547.40. The increase for the betterment is $235,443.40, which is the amount of reimbursement that will be requested from the District once the lines are installed and accepted. In order to formalize responsibilities, an agreement has been drafted with Washington County RWD #3 (see attachment) that includes the following: • Because there is a "betterment" associated with the project, the City of Owasso and Washington County RWD #3 will have a cost share. The City of Owasso will pay $369,805.00 to relocate their existing water lines and the District will pay $235;443.40 for the betterment. • Washington County RWD #3 water line shall be relocated upon right -of -way or easement land obtained by the City of Owasso for that purpose. • The City of Owasso will assure compliance with all local, state, and federal laws, rules, regulations, ordinances, orders, and required approvals applicable to it or the project. FUNDING: Funds are available in the Vision Recapture Fund. E 116 St N, Garnett Rd to N 129th E Ave Utility Relocation Page 2 RECOMMENDATION: Staff recommends approval of the Utility Relocation Agreement with Washington County Rural Water District #3, and authorization for the Mayor to execute the Agreement. ATTACHMENTS: Location Map Utility Relocation Agreement Water Line Agreement Calculations Project Location Map 1" = 700 n 116th Street North 04/11/2022 from Garnett to 129th E Ave This map may represents a visual display of related geographic information. Data provided hereon is not guaramee of acutual field conditions. To be sure of complete accuracy, please comactthe responsible staff for most up -to -date information. UTILITY RELOCATION AGREEMENT PROJECT: Widening of E 116th ST N from Garnett Rd to N 129th E Ave Job #: N,L COUNTY: Tulsa Countv THIS AGREEMENT made and entered into by and between the City of Owasso, Oklahoma (Owasso Public Utilities Authority), hereinafter referred to as the "City" and Rural Water District No. 3, Washington County, Oklahoma, hereinafter called the "District ". RECITALS WHEREAS, the City proposed to construct certain roadway and drainage system improvements in the vicinity of the E 116 St N from Garnett Rd to N 129th E Ave and such improvements will necessitate the rearrangement and /or relocation of certain water lines and related appurtenances (i.e., facilities) currently owned, operated and maintained by said District within the project corridor, and; WHEREAS, it is understood that the scope of the relocation work is different than the facilities that exist within the project corridor today, and [check one]: such differences do not constitute "betterments" for the District; OR X such differences constitute "betterments" for the District, and the District shall therefore pay the fixed sum of $235.443.40 of the project costs, with City paying all remaining costs. WHEREAS, if District's waterlines and facilities are currently situated in private easement(s), and District will be giving up certain rights and benefits it enjoys in entering into this Agreement, and to the extent possible, City will either purchase and pay for utility easement(s) or rights -of -ways for the benefit of private or public utilities; and WHEREAS, for any portions not placed in private easement in the name of the District, City shall designate a portion or portions of public utility easements and /or rights -of -way for use by the District. In all circumstances the facilities shall be legally and rightfully relocated upon lands obtained by City for the benefit of the District, all for the purpose of giving the District the same rights it enjoys in currently held easements and /or rights of way. In all circumstances the District shall be afforded sufficient space, same meaning an area approximately 20 feet in width above ground, to install, construct, maintain, operate and /or replace its waterlines, appurtenances and facilities; provider further, that all waterlines, appurtenances and facilities shall be spaced pursuant to ODEQ rules and regulations, whether above or below ground; and WHEREAS, the City will provide the legal documents to the District that show and describe the easements and /or rights -of -way upon which the District's facilities will be relocated, and City Page 1 of 8 Utility Relocation Agreement E 116th ST Widening — Garnett to N 129th E Ave herein guarantees title to such easements and /or rights -of -way and agrees to indemnify, defend and hold District harmless from any suits involving the validity, existence or the District's rights in and to use said easements and /or rights -of -way, and; WHEREAS, the City will be responsible for all tasks to complete the required relocation work including but not necessarily limited to field surveys, design and plan preparation, reviews, permitting, bidding and construction, all being subject to the review and written approval of the District. The design and construction work will be performed in complete conformance with the current Standards for Materials and Construction of the District (see attachment) and; WHEREAS, the City will be responsible for all associated costs including the District's legal expenses pertaining to the project, and expenses to have the District's own engineer review and comment on the plans for the required relocation work, attend meetings and prepare related correspondence, and technical guidance, and; if there is a "betterment requested by the District ", the District will cover the prorated portion of the additional cost for engineering and plan review by the District's Engineer. WHEREAS, it is understood that if said project is to be financed in part from funds appropriated by the United States by either party, and expended under its regulations, that acceptance of work and procedure in general are subject to Federal Laws, Rules, Regulations, Orders, and Approvals applying to it as a Federal Project; provided, however, if the District uses federal money to pay for a "betterment" and the "betterment" necessitates an environmental study other than what is necessary for the underlying project, then the District shall bear the costs of the environmental study. Otherwise, City shall pay for all other environmental study. WHEREAS, the City will be responsible for assuring compliance with all local, state and federal laws, rules, regulations, ordinances, orders, and required approvals applicable to it or the Project, whether by reason of being a Federal Project or otherwise, and; WHEREAS, the City and /or District both separately or together reserve the right to cancel this Agreement at any time prior to the beginning of the adjustment or relocation of the facilities of the District, and; NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties hereto agree as follows: 1. City will pay all costs associated with or related to the relocation of the District's waterlines, appurtenances and facilities, including costs of easements and /or rights -of -way, except for the sum of $235.443.40 to be paid by the District. The District shall pay 50% of its portion prior to construction with the remaining 50% after receipt from City of Record Drawings pursuant to Paragraph 14 below; provided, however, should City fail to provide Record Drawings pursuant to Paragraph 14, then pursuant to said paragraph the District is entitled to produce Record Drawings, and the parties agree the District may thereafter take any amounts spent in doing so from the portion the District is obligated to pay pursuant to this Agreement. Should the District spend more in producing Record Drawings than it is required to pay under Page 2 of 8 Utility Relocation Agreement E 116th ST Widening — Garnett to N 129th E Ave this Agreement, the District will pay nothing, and City shall pay District the balance expended in producing Record Drawings. City shall immediately notify the District, in writing, of any delay claim made by a contractor and pertaining to the District's portion of the project. 2. City will prepare, or have prepared, engineered drawings showing the present, temporary and proposed location of the District's facilities in both plan and profile views, with reference to the centerline of survey and /or the new and existing easement and /or right -of -way lines using control stationing and state plain coordinates, if applicable. The plans shall delineate the details of the work including, but not necessarily limited to, alignment geometry, pipe materials and pressure class, fitting types and end conditions, restraints, depth of cover and regulatory mandated separation distances from other utilities. 3. City shall provide District two (2) sets of drawings (11x17) for every review required for the project, whether required by the City or the District. 4. The City will comply with all applicable laws, rules, statutes, ordinances and regulations (collectively hereinafter referred to as "laws') pertaining in any way to the project, including, without limitation, those necessary to meet the Oklahoma Department of Environmental Quality (ODEQ) requirements for pollution prevention, including discharges from storm water runoff on this project, spacing between utilities, and required depth of facilities. Further, City agrees to secure a Storm Water Permit from ODEQ, when required. City represents and agrees that the project plans and specifications, required schedules for accomplishing the temporary and permanent erosion control work, and the storm water pollution prevention plans contained in the plans constitute the Storm Water Management Plan for the project. City agrees to have daily operational control of those activities, at the site, either through its third -party representative or in cooperation with ODOT's project manager, necessary to ensure compliance with plan requirements and permit conditions. City agrees to make sure that the contractor files any Notice of Intent (NOI), when required, for a general construction Oklahoma Pollutant Discharge Elimination System Permit with ODEQ, which authorizes the discharge of storm water associated with construction activity from the project site identified in this document. Such drawings will be attached to and become a part of this agreement. S. City and the District agree to comply fully with all funding agency requirements, if any, and as applicable. 6. Upon completion of the plan review process, and written notice by District to City of the District's approval of the plans, City agrees to provide the District with two (2) sets of the final plans (11x17) for use during bidding and construction. 7. City agrees to provide the District with two (2) sets of all shop drawing submittals for the District's water line(s) and related appurtenances and facilities, and shall not allow the installation of any materials without prior written approval from the District. The District shall Page 3 of 8 Utility Relocation Agreement review and comment on each submittal and respond to the City of Owasso within 10 business days of receiving the submittal for review. 8. City agrees to include the District in all coordination and construction progress meetings for the water line relocation portion of the project and to provide two (2) copies of all related project correspondence. 9. District will have at least one representative who will review and inspect the Work and progression on the Project, said representatives to be paid for at District's sole expense. City agrees to effectively communicate with the District's representative(s) regarding construction issues and related concerns. Effective communication shall include, but not necessarily be limited to, written documentation describing any proposed changes to the District's existing and /or new facilities. 10. City agrees to provide for a qualified inspector, or inspectors, as the case may dictate, that will be on site during the relocation work. If applicable, ODOT's inspector shall serve as ODOT's and City's representative and will work with the District and its representative(s) as a liaison. The City's inspector will be responsible for documenting all day -to -day communications with the District during the construction work. It is agreed that the District's representative shall not direct any field changes with the Construction Contractor that haven't been previously approved in writing by the City and /or City's inspector. 11. City agrees to consider and act upon reasonable changes requested by the District that varies from the approved plans and bid documents. It is anticipated that certain changes may be required as the result of unforeseen obstacles and /or other utility or roadway changes. The cost for changes of this nature will be paid entirely by the City. Changes that are not the result of unforeseen obstacles and result in betterments beyond the scope depicted in the final approved plans and bid documents shall be paid by the District and will be agreed upon in writing before any work is performed; provided, however, if such agreement cannot be reached between City and the District then this Agreement shall be considered null, void and terminated. 12. The District's representatives shall have any and all reasonable access to the project site during the installation of the District's water line(s), appurtenances and facilities during the project roadway and /or bridge construction to protect their new and existing water lines. The District's project representative shall have final approval of all trenching, bedding, haunching, backfilling and final grading over the District's water line, installation of all valves, hydrants, restraints, pipes, meters and other appurtenances and facilities. Trenches shall remain open until the end of the work day, so the District's representative can approve them for backfilling. Any conflicts with the installation of the District's waterlines, appurtenances or facilities in relation to the overall project construction shall be presented to the District and /or District's Engineer for resolution. Safety vest and hard hat must be worn by the District representative while present of the job site. Page 4 of 8 Utility Relocation Agreement 13. City agrees to allow the District to be present when pressure testing and disinfection of its water lines, appurtenances and facilities, and City will provide approval to the Contractor only after receiving written final approval from the District. 14. The City and District agrees that existing services in the City's service district currently served by the District will be transferred over to the City after water line construction. City agrees to assure minimum down times for the transfer of all services. The District accounts to transfer to the City are as follows: a. Account #4035 Tyson Ratts (11302 E 116th ST N) b. Account #2354 Jeff Eshelman (11595 E 116th ST N) c. Account #1921 Hope Chapel (10631 E 116th ST N) d. Account #2042 Poyner Trust (11425 E 116th ST N) e. Account #999 Theron Martin (11508 E 116th ST N) f. Irrigation Account #5300 Brookfield Crossing HOA (P.O. Box 1141, Owasso, OK 74055) g. Inactive Accounts #1862 & #1863 McClure Trust (11610 E 116th ST N) 15. City agrees to provide the District with two (2) complete sets of Record Drawings for the Project. The Record Drawings shall be provided in both hard copy and electronic format. The electronic format shall be on compact disk that includes design files that are directly compatible with AutoCAD Lt 2007, or any other program approved by the District. If City fails to provide two (2) complete sets of Record Drawings, District shall have the right to survey, pothole, review existing records and anything necessary to draft Record Drawings, and all the expenses associated with same shall be paid by City, subject to the terms and conditions of Paragraph 1. 16. The District shall pay no costs or expenses other than the amount set forth above, if any. Any cost or expense which is not specifically allocated to the District, in writing, shall be paid by City. 17. Should any future relocation be required with respect to the District's waterlines, appurtenances or facilities, the City shall pay all the costs thereof, unless otherwise agreed to, in writing. After relocation and upon final approval of the District, the District will assume all operational ownership and maintenance responsibilities of the District's waterlines, appurtenances and facilities. 18. City states that no building, structure, fence, wall or other above ground structure or obstruction will be placed, erected, installed or permitted upon the area set aside as an easement or right -of -way for the District (defined above as being an area approximately 20 feet in width, above ground, and subject further to ODEQ spacing rules and regulations); provided, however, that the installation of landscaping and /or paving may occur in said easement or right -of -way area under the condition that the District shall not be responsible in any manner to repair any damage to such pavement (including, without limitation, roadways, driveways and Page 5 of 8 Utility Relocation Agreement sidewalks, whether asphalt, concrete, rock or any other material) or landscaping in relation to the District's installation, repair, replacement, operation, maintenance or any other District activity associated with or relating to its waterlines, appurtenances and facilities (including, without limitation, damage caused by excavation and damage occasioned by a water leak or waterline "blow out "). District shall bear no obligation whatsoever for any damages or expenses associated with any such landscaping, pavement, or any other structure on, at or near the area given the District to install, maintain, operate, repair or replace its waterlines, appurtenances and facilities. 19. If the District's waterlines, appurtenances or facilities are damaged through no fault of the District, the party damaging such waterlines, appurtenances and facilities shall be responsible for all repair costs, and for the cost of water lost at the then existing rates of the District. 20. The Recitals stated above are considered material terms of this Contract, and the parties agree to be bound by all statements and representations made in the Recital section above, and said Recital section shall be considered a part and parcel of the parties' bargained for exchange. 21. It is understood that this Agreement does not change the rights or obligations of the District or the City as they exist in accordance with present State Law. 22. Benefit; Binding Effect. This Agreement shall inure to the benefit of both of the parties herein, and to each of the parties' respective successors and assigns. Likewise, this Agreement shall be binding on the parties hereto and their respective successors and assigns. 23. Partial Invalidity. If any part of any provision of this Agreement shall be invalid or unenforceable under applicable law, such part shall be ineffective to the extent of such invalidity only, without in any way affecting the remaining parts of such provision or the remaining provisions, terms, covenants or conditions of this Agreement. 24. Laws of the State of Oklahoma Govern, Venue. This Agreement shall be governed by the laws of the State of Oklahoma. Any action taken to enforce the provisions herein shall be filed and maintained in Washington County, State of Oklahoma, which shall be the venue of any such action. 25. Attorney's Fees, Costs and Expenses. In the event any action is brought to enforce, or for the breach of, any provision of this Agreement, the prevailing party shall be entitled to recover its costs and expenses, including attorney's fees, associated with such action. 26. Entire Agreement. This Agreement represents the entire, integrated agreement between the City and District, and supersedes all prior negotiations, proposals, representations, commitments, understandings, contracts or agreements made or entered into by the parties, either written or oral, with respect to the matters and terms covered by this Agreement. Page 6 of 8 Utility Relocation Agreement Additionally, this Agreement may not be modified or amended except by a written instrument executed by both parties. 27. Duplicate Originals. This Agreement may be executed in duplicate originals, each such duplicate original shall be deemed to be an original, and all such duplicate originals taken collectively shall constitute one instrument for all purposes. 28. Notwithstanding any other provision herein stated, it is expressly understood that this Agreement is strictly by and between City and the District, and provided further no other entity is deemed to be a beneficiary of this Agreement, whether an intended beneficiary, or otherwise, and whether reference be made to another entity or class of entity, or not. IN WITNESS WHEREOF, the parties hereto have caused this Utility Relocation Agreement to be executed by their duly authorized officers on the day and year last below written. WASHINGTON COUNTY RURAL WATER DISTRICT NO. 3: M (Title) (Date) Page 7 of 8 Utility Relocation Agreement THE CITY OF OWASSO, OKLAHOMA A MUNICIPAL CORPORATION: Bill Bush, Mayor Date: ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney (SEAL) Page 8 of 8 Utility Relocation Agreement CITY OF OWASSO COST of WCRWD #3 water line replacements E. 116th STREET NORTH: N. GARNETT ROAD TO N. 129th E. AVENUE WCRWD #3 with NO BETTERMENTS ITEM DESCRIPTION UNIT QUANTITY UNIT COST EXTENSION 2DD RIGHT -OF -WAY CLEARING 8 RESTORING LF. 4303 $1.00 $4,303.06 201 12 INCH PVC ASTM D27A1 CLASS 200 SDR -21 (RJj L.F. 140 $145.00 $20300.00 202 121NCH PVC ASTM 02241 CLASS 200 SOR -21 L.F. 1018 $77.00 $78,386.0 203 a INCH PVC ASTM D2241 CLASS 200 SDR -21 LF. 120 $60.00 S7,200.00 204 61NCH PVC ASTM D2241 CLASS 200 SDR -21 RJ LF. 197 $40.00 S7,880.00 205 61NCH PVC ASTM 02241 CLASS 200 SDR -21 LF. 1827 $37.00 S67 599.00 206 61NCH HOPE PE 4710 -DR11 LF. 455 $39.00 $17745.00 207 41NCH PVC ASTM D2241 CLASS 200 SDR -27 RJ L.F. 212 $26.00 $5512.00 208 41NCH PVC ASTM D2241 CLASS 200 SDR -21 LF. 888 $30.00 $26,640.0 209 12 INCH DUCTILE IRON 90 DEGREE BEND (RJ) EA. 1 $1,245.00 $1,245.DD 210 12 INCH DUCTILE IRON 45 DEGREE BEND (RJ) FA. 2 $1,100.00 $2,200.00 211 12 INCH DUCTILE IRON 11.114 DEGREE BEND (RJ) EA. 2 $1,000.00 $2,000.00 212 81NCH DUCTILE IRON 22 -1/2 DEGREE BEND (RJ) EA. 2 $645.00 $1,290.00 213 61NCH DUCTILE IRON 45 DEGREE BEND (RJ) EA. 10 $420.00 $4,200.00 214 B INCH DUCTILE IRON 90 DEGREE BEND (RJ) EA. 4 $450.00 $1,800.00 215 41NCH DUCTILE IRON 90 DEGREE BEND (RJ) EA. 4 $325.00 $1,300.00 216 12 INCH X 12 INCH DUCTILE IRON TEE (RJ) EA. 1 $3,090.00 $3,080.00 217 61NCH X 61NCH DUCTILE IRON TEE (RJ) EA. 8 $780.00 $6,240.00 218 41NCH X 41NCH DUCTILE IRON TEE RJ EA. 2 $500.00 51,000.00 219 B INCH DUCTILE IRON SLEEVE (RJ) EA. 1 $3,000.00 $3,000.00 220 61NCH DUCTILE IRON SLEEVE (RJ) EA. 3 $2,150.00 $6,450.00 221 41NCH DUCTILE IRON SLEEVE (RJ) EA. 2 $1,150.00 $2,300.00 222 12 INCH X 81NCH DUCTILE IRON REDUCER (RJ) EA. 1 $1,236.00 $1,235.00 223 12 INCH X 6 INCH DUCTILE IRON REDUCER (RJ) EA. 1 $1,070.00 $1,070.00 224 61NCH X 4 INCH DUCTILE IRON REDUCER (RJ) EA. 2 $385.00 $770.00 225 24 INCH STEEL CASING LF. 88 $245.00 $21,560.00 226 24 INCH PVC CASING - BORED LF. 44 $725.00 $31,900.00 227 24 INCH PVC CASING LF. 48 $155.00 $7,440.00 228 16 INCH STEEL CASING L.F. 157 $196.00 $30,615.00 229 15 INCH PVC CASING L.F. 40 $125.00 $5,000.00 230 14 INCH HOPE CASING - BORED LF. 302 $318.00 $96,036.00 231 12 INCH PVC CASING - BORED L.F. 32 $295.00 $9,440.00 232 10 INCH PVC CASING L.F. 72 $70.00 $5,040.00 233 81NCH PVC CASING - BORED L.F. 74 $295.00 $21830.00 234 12 INCH STEEL CASING LF. 110 $165.00 $18150.00 236 WATER SERVICE CONNECTIONRRANSFER EA. 8 $1,300.00 $10,400.00 236 12 INCH GATE VALVE (RJ) EA. 2 $4,075.00 $8,150.00 237 81NCH GATE VALVE (RJ) EA. 1 $2,225.00 $2,225.00 238 61NCH GATE VALVE (RJ) EA. 10 $1,425.00 $14,250.00 239 61NCH SWING CHECK VALVE (RJ) EA. 1 $2,605.00 $2,605.00 240 41NCH GATE VALVE (RJ) EA. 3 $1,050.00 $3,150.00 241 3 -WAY FIRE HYDRANT ASSEMBLY EA. 4 $6,440.0D $25,760.00 242 2 -WAY FLUSHING HYDRANT ASSEMBLY EA. 2 $5,300.00 $10,600.00 243 4 -ID MANHOLE EA. 1 $3,125.00 $3,125.00 244 IVALVE BOX EA. 16 $105.00 $1,680.00 SUB- TOTALWATER= $603701.00 Cost of COED Permitting $1,547.40 Less Cost of Project with No Betterment - $369,805.00 Total cost of Betterment $235,443.40 CITY OF OWASSO COST ESTIMATE for NO BETTERMENTS on the WCRWD #3 water line replacements E. 116th STREET NORTH: N. GARNETT ROAD TO N. 129th E. AVENUE WCRWD #3 with NO BETTERMENTS ITEM DESCRIPTION UNIT QUANTITY I UNITCOST I EXTENSION 200 RIGHT -OF -WAY CLEARING 8 RESTORING LF. 3,734 $1.00 $3,734.0 201 81NCH PVC ASTM D2241 CLASS 200 SDR -21 L.F. 785 580.00 $47,100.0 202 61NCH PVC ASTM D2241 CLASS 200 SDR -21 RJ L.F. 134 $40.00 $5,360.00 203 61NCH PVC ASTM D2241 CLASS 20D SOR -21 L.F. 32 $37.00 $1184.00 2D4 41NCH PVC ASTM D2241 CLASS 200 SDR -21 MI LF. 180 S60.11D $10800.00 205 21NCH PVC ASTM D2241 CLASS 200 SDR -21 (FL11 LF. I" $55.OD $7920.00 206 21NCH PVC ASTM D2241 CLASS 200 SDR -21 LF. 2,911 $60.00 S1,15,50. 207 81NCH DUCTILE IRON 22 -1/2 DEGREE BEND RJ EA. 2 $645.00 $1,290.0 208 61NCH DUCTILE IRON 45 DEGREE BEND RJ EA. 2 $420.00 $840.00 209 41NCH DUCTILE IRON 90 DEGREE BEND IRJ) EA. 2 $325.00 $660.00 210 21NCH DUCTILE IRON 46 DEGREE BEND (RJ) EA. 6 $400.00 $2,400.0 211 61NCH X 61NCH DUCTILE IRON TEE (RJ) EA. 2 $790.00 $1,660.0 212 d INCH X 4 INCH DUCTILE IRON TEE (RJ) EA. 1 $500.00 $500.00 213 21NCH X 2 INCH DUCTILE IRON TEE IRJ) EA. 1 $500.00 $500.00 214 81NCH DUCTILE IRON SLEEVE (RJ) EA. 2 $3,000.00 $6,000.0 215 41NCH DUCTILE IRON SLEEVE (RJ) EA. 2 $1,150.00 $2,300.0 216 21NCH DUCTILE IRON SLEEVE (RJ) E0. 1 11 $350.00 217 61NCH X 2 INCH DUCTILE IRON REDUCER (RJ) EA. 1 $400.00 $400.00 218 41NCH X 21NCH DUCTILE IRON REDUCER (RJ EA. 1 $350.00 $350.00 219 16 INCH PVC CASING - BORED LF. 44 $140.00 $6,160.0 220 16 INCH PVC CASING L.F. 20 $60.00 $1,200.00 221 14 INCH HDPE CASING - BORED L.F. 104 $318.00 $33,0720 222 12 INCH STEEL CASING LF. 110 $165.00 $18,150.0 223 81NCH STEEL CASING LF. 72 $70.00 $6,040.0 224 81NCH PVC CASING LF. 40 $30.DO $1,200.0 225 81NCH HDPE CASING - BORED LF. 162 $100.00 $16,200.0 226 81NCH PVC CASING - BORED L.F. 32 $295.00 $9,440.00 227 B INCH HDPE CASING - BORED LF. 110 $9D.00 $B,900.0 228 61NCH PVC CASING L.F. 72 $25.00 $1,800.0 229 WATER SERVICE CONNECTION/TRANSFER EA 4 $1,300.00 $5,200.0 230 81NCH GATE VALVE (W) EA. 1 52,225.00 $2,225.0 231 61NCH GATE VALVE (RJ) EA 2 $1,426.00 $2,850.0 232 41NCH GATE VALVE RJ EA 2 $1,060.00 $2,100.0 233 21NCH GATE VALVE RJ EA. J $1302 a $3,900.0 234 3 -WAY FIRE HYDRANT ASSEMBLY EA. 1 564400 $6440.00 235 2 -WAY FLUSHING HYDRANT ASSEMBLY EA. 1 $5,300.00 $6,3000 236 VALVE BOX EA. B $105.00 $840.00 SUB -TOTAL WATER= $369,805.00, No ODEQ permitting required ITEMS needed If NO BETTERMENTS were Induced ($ estimated) ITEMS used bid prices from Crossland Heavy TO: The Honorable Mayor and City Council FROM: Larry Escolanta General Services Superintendent SUBJECT: U.S. Highway 169 Right -of -Way Finish Mowing Contract Approval DATE: April 15, 2022 BACKGROUND: The Stormwater /Vegetation Division budget includes funds to add six seasonal employees each year beginning in April, and ending in October. The additional staffing is to help with the heavy workload during the mowing season. However, over the past several years, staff has been unsuccessful in hiring a sufficient number of seasonal employees. As a result, the Stormwater /Vegetation Division has utilized overtime and staffing from other divisions within Public Works in order to properly maintain the vegetation to an acceptable appearance. Due to the difficulties of hiring seasonal employees, staff is proposing to contract out 30.98 acres of right -of -way mowing to a private contractor instead of hiring seasonal workers. The funds that are normally budgeted for the seasonal employees will be used to fund the mowing contract. SOLICITATION OF BIDS: A notice was published in the Owasso Reporter on Monday, March 14, 2022, and March 21, 2022, to solicit bids for the U.S. Highway 169 Right -of -Way Finish Mowing contract. In addition, four vendors were notified of the bid opportunity. The bid opening occurred on March 28, 2022, with three contractors submitting bids. Contractor Per Mowing SourceOne Management Services, Inc. $1,691.00 Precision Lawn Care of Tulsa $2,185.00 Lot Maintenance of Oklahoma, Inc. $1,942.00 City staff completed a bid evaluation and determined the bid submitted by SourceOne Management Services, Inc., met the requirements. SourceOne Management Services, Inc. has performed several mowing projects and is a competent, qualified, responsible bidder. In addition, staff determined the bid is within the project budget. FUNDING: Funding is included in the FY2022 Stormwater Fund. RECOMMENDATION: Staff recommend s Oklahoma, in the documents. ATTACHMENTS: Contract Maps awarding the contract to SourceOne Management Services, Inc., of Tulsa, amount of $1,691.00 per mowing, and authorization to execute all necessary Agreement Right -of -Way Finish Mowing CONTRACT made this 191h day of April, 2022, between SourceOne Management Services, Inc., (hereinafter referred to as "Contractor "), and THE CITY OF OWASSO, an Oklahoma municipality, operating pursuant to its charter, (hereinafter referred to as "City "). In consideration of the mutual promises set forth herein, it is agreed by and between contractor and city as follows, to -wit: SECTION ONE - RELATIONSHIP OF PARTIES The parties intend that an independent contractor relationship be established by this Contract. Contractor is not to be considered as an agent or employee of City for any purpose, nor is Contractor entitled to any of the benefits. SECTION TWO - DESCRIPTION OF WORK The City hereby contracts with Contractor for the mowing of city property, more particularly, Right of Way Finish Mowing (see attached maps). Such work to be accomplished once every seven (7) days up to twenty -six (26) times per growing season beginning on April 18, 2022 and continuing through October 10, 2022. Mowing shall be accomplished between the hours of 7:00 and 7:00 p.m. There shall be no mowing on Ozone Alert days. The required duties of the Contract will be according to bid specifications dated March 2022. The Contractor covenants unto the City that Contractor possesses sufficient equipment capable to perform the services called for hereunder in a timely manner. It is understood and agreed that the time of performance, as provided above, is of the essence and that any delay in performance would be unacceptable and serve as grounds for early termination of this Contract. Further, it is understood that any time, and for as many times as City deems appropriate, the City shall have the opportunity to inspect all work being performed by Contractor, to assure the accuracy thereof for the benefit of the City. SECTION THREE - COMPENSATION For the work performed under this Contract, the City will pay Contractor the sum of $1,691.00 per mowing. Mowing shall be once every seven (7) days up to twenty -six (26) times per growing season, such sum payable on or before thirty (30) days after Contractor's billing. It is specifically understood that such payment constitutes total compensation hereunder and that no further compensation shall be provided unto the Contractor. It will be the responsibility of the Contractor to mow within the specified time schedule; to call for an inspection of work each time it is completed; and to turn in all invoices due by the last day of each month for payment to be made following the second City Council meeting of the next month. The effective date of this Contract shall be on the 18 "i, day of April, 2022, and continue through the 10th day of October, 2022. Additional mowing may be required after October 10th, 2022, depending upon the actual growing season, and will be at the sole discretion of the City. The City may, for its convenience, at any time terminate this Contract by serving written notice of such termination upon the Contractor, as well as providing compensation due for services rendered through the date of termination. Contractors awarded bids in 2022 April will be given the option of mowing the same property during the 2023, 2024, & 2025 mowing seasons at the 2022 bid price should the City decide to continue to contract out the mowing for those years. If that should occur, contractors will be contacted by the City, January 30th of each year and will be required to execute a new contract for each year that he /she wishes to mow the property. This will be done prior to issuing bid documents, and those properties will not be included in the bid document. SECTION FIVE - ENTIRE CONTRACT The foregoing represents the entire understanding between the parties. No modification, variation, change, addition, deletion or alteration of the relationship of the parties shall be effective unless agreed to in writing and executed by both parties hereto. SECTION SIX - CHOICE OF LAW This Contract shall be construed in accordance with the laws of the State of Oklahoma. IN WITNESS WHEREOF, the parties hereto have executed this Contract at Owasso, Oklahoma, the day and year first above written. This Agreement will be effective on April 19th, 2022 OWNER: Bill Bush, Mayor ATTEST: Juliann M. Stevens, City Clerk Approved as To Form and Content: Julie Trout Lombardi, City Attorney Address for giving notices: 301 W 2nd Ave Owasso, OK 74055 CONTRACTOR: Title West Service Rd Creekline I" = 499 ft Sub Title 01/19/2022 This map may represents a Visua] display of related geographic information. Data erovided here cn is not ouaran :ee of acutual field conditions. To be sure of :ompfete accuracy please contactthe responsible staff for most up-to-date infOrmati on 86th -96th East Service Rd 1" = 371 ft Acres 03/03/2022 This map may represets a visual display of related geographic Information. Data provided hereon is no. gjaran:ee of acutual field conditions. To be sure cf _or,p!ete acouracg please ceraact the res Pon sfGle staff for most un to -date Info rmaton 116th Clovers, N. Rejoice Rd, N. College Rd. V = 664 ft Sub Title 01/20/2022 106th Street Clovers 1" = 281 ft Sub Title 01/20/2022 Tnis map may repr_sems a visual display of related geographic information. Data provided hereon is not guarantee of acutual field conditions. To be cure cf :omplete accuracy, please contactthe responsible ataff for most up- todate information 86th Street Clovers 1" = 366 ft Sub Title 01/19/2022 This map may represents a visaal cisplay of rela:ed geographic information. Data cro %iced here on is nc: gJsrarl.ee of acutual field condiicns. To be sure of oompieteacwracg please t_rca.rre responsible st-',rfor most up- to-dme mformatlon 76th St Clovers Sub Title 01/19/2022 TO: The Honorable Mayor and City Council FROM: H. Dwayne Henderson. P.E. City Engineer SUBJECT: State Highway 135 Decommissioning (East 761h Street North) Request from Oklahoma Department of Transportation (ODOT) and Acceptance of right -of- way (ROW) DATE: April 15, 2022 BACKGROUND: US Highways 169 and 75 have directed drivers through northern Tulsa County for years. US Highway 75 was designated a highway in the 1920's. The highway paralleled US 66 east of Tulsa along Admiral, but diverted northward on Mingo Road toward Owasso, where it ended at East 76th Street North, US Highway 75 then moved northward along Owasso's Main Street. As Main Street ended, the highway moved to Garnett Road and continued north toward Collinsville. In the late 1930's, US Highway 169 was constructed in northern Tulsa County. The roadway branched from State Highway 11 (Peoria), and headed northeast through the Mohawk Park Area and eventually turned into East 56th Street North and converged with US Highway 75 at North Mingo Road. US Highways 169 and 75 shared the same alignment for many years to Collinsville. According to the 1965 Oklahoma State Highway Map, US Highway 169 was constructed on the current alignment in the mid- 1960's and ended at the current 76th Street North interchange. US Highway 75 (Business Route) assumed the US Highway 169 designation from State Highway 11 to North Mingo Road and extended to the new US Highway 169 alignment. With US Highway 169 ending at the interchange, ODOT needed to connect to the existing highway on Main Street. State Highway 135 was conceived to make the connection until US Highway 169 could be extended northward. Eventually US Highway 75 moved west of Owasso and US Highway 169 extended north of East 86th Street North, not needing State Highway 135 for the required contiguous connection. The current pavement and utilities along East 761h Street North from the east side of Main Street to the interchange has been maintained by the City of Owasso for many years. The pavement and utilities east of the interchange were recently updated with new concrete paving, water and storm sewer lines with local funds and matching funds from the Federal Highway Administration. DECOMMISSIONING REQUEST: ODOT has requested that the City of Owasso allow the decommission of State Highway 135 and transfer all infrastructure maintenance and right -of -way properties over to the City of Owasso. These areas include East 76th Street North between the east edge of Main Street to approximately where the traffic signals are located east of the new Kum N Go. Also included is the right -of -way east of the east service road in front of Arvest Bank and Quik -Trip. State Highway 135 Decommissioning (East 76th Street North) Request from ODOT and Acceptance of ROW Page 2 The City of Owasso currently, by agreement when the interchange was built, is responsible for operation and maintenance of East 761h Street North and the drainage structures between the service roads, however the right -of -way for the interchange will remain ODOT's. AGREEMENT: ODOT has prepared an agreement for the decommissioning of State Highway 135. The City Attorney has reviewed the agreement and has no issues with the request. If approved by both parties, the agreement would remove State Highway 135 from the State Highway System and convert segments beginning on East 76 +h Street North at the intersection of Main Street and extending east to the intersection of the Northbound off -ramp of US Highway 169 to the responsibility of the City of Owasso. RECOMMENDATION: Staff recommends approval of the agreement between the Oklahoma Department of Transportation and the City of Owasso to allow for the decommissioning of State Highway 135, to convert the segment to a municipal street in the City of Owasso and accept conveyance of title of right -of -way for public use, and authorization to execute all necessary documents. ATTACHMENTS: Right -of -Way Map ODOT Agreement SH -135 (76th Street North) Decommissioning Right -of Way Map 03/27/2022 Right -of Way Map 03/27/2022 This map may r resents a visual display of related geographic information. Data provided here on is not guararcee of acutual field conditions. To be sure of complete a. curacy, please ccrttact the responsible sta #for most up-to-date information AGREEMENT BETWEEN THE OKLAHOMA DEPARTMENT OF TRANSPORTATION AND THE CITY OF OWASSO This Agreement is made and entered on the 19th day of April, 2022 by and between the Oklahoma Department of Transportation (hereinafter referred to as "ODOT "), and the City of Owasso (hereinafter referred to as "CITY "). WITNESSETH: WHEREAS, ODOT is charged under the laws of the State of Oklahoma with the construction and maintenance of highways which are designated as a part of the State Highway System; and, WHEREAS, ODOT and the CITY are authorized to enter into agreements with one another for joint or cooperative action pursuant to the State Highway Administration Act at Title 69 O.S. § 304. NOW, THEREFORE, for and in consideration of the mutual needs of the parties, ODOT and the CITY hereby mutually agree as follows: SECTION 1: Purpose of the Agreement This Agreement is to remove State Highway 135 within the corporate limits of the municipality from the State Highway System and convert segments to municipal streets owned by the CITY, pursuant to 69 O.S. § 501 (C). The removal of State Highway 135 begins on 76`h Street North at the intersection of Main Street and extends east to the intersection of the Northbound off- ramp of US -169. -1- SECTION 2: Right -of -Way to be Conveyed ODOT shall determine the specific right -of -way to be conveyed to the CITY and execute a conveyance of title document for all right -of -way within the corporate limits of the CITY for State Highway 135 described in Section 1. SECTION 3: Necessary Improvements by ODOT ODOT shall make all necessary improvements to the road to meet the minimum design guidelines as required by 69 O.S. § 501(D) prior to transferring the state highway to the CITY, all as contemplated in ODOT Project NHPP- 272N(291)PM. The CITY shall be responsible for any upgrades needed for ADA compliance west of the intersection of SH -135 and W. Frontage Road. ODOT shall be responsible for any upgrades needed for ADA compliance east of the intersection of SH -135 and W. Frontage Road. SECTION 4: Acceptance of Right -of -Way by CITY Upon ODOT's completion of all necessary improvements to the subject right -of -way pursuant to Section 3, the CITY hereby agrees to accept the conveyance of title of all of the described right -of -way from MOT to be dedicated and accepted by the CITY in trust for the public use and enjoyment as a municipal street thereafter maintained by the CITY. 2 SECTION 5: Mutual Agreements Both parties mutually agree to do all things necessary or legally required to accomplish the purposes of this Agreement and close the transaction contemplated herein. IN WITNESS THEREOF, Mayor Bill Bush of the City of Owasso has set his hand and seal this 19th day of April, 2022, and Brian Taylor, Chief Engineer, Oklahoma Department of Transportation has set his hand and seal this 19th day of April , 2022,. CITY OF OWASSO: Bill Bush, Mayor ATTEST: Juliann M. Stevens, City Clerk (SEAL) OKLAHOMA DEPARTMENT OF TRANSPORTATION Recommended Approval: Shawn Davis, Director of Operations nxaafflasm Brian Taylor, Chief Engineer Approved as to Form and Legality: Julie Lombardi, City Attorney Approved as to Form and Legality: David Allen Miley Assistant General Counsel TO: The Honorable Mayor and Council FROM: H. Dwayne Henderson, P.E. City Engineer SUBJECT: Resolutions 2022 -03, 2022 -04 and 2022 -05, Surface Transportation Project Application for Three (3) Asphalt Overlay Projects East 116th Street North, North Memorial Drive to North Mingo Road North Garnett Road, East 1 16th Street North to East 126th Street North US Highway 169 East Service Road, East 76th Street North to East 861h Street North DATE: April 15, 2022 BACKGROUND: In January 2022, Indian Nations Council of Governments ( INCOG) opened applications for the FY 2024 Surface Transportation Program (STP) funds. These funds are made available on an annual basis by the Federal Highway Administration (FHWA), through the Oklahoma Department of Transportation (ODOT), for the implementation of eligible transportation improvements in the Tulsa Urbanized Area. Road rehabilitation and reconstruction projects are scored together, with the higher scoring projects being successfully funded. This year, INCOG opened the projects up to where multiple projects could be submitted as long as projects were prioritized based on funding preference. After internal review, staff is proposing three (3) projects be submitted. Each project has: Increasing average daily traffic; Are located adjacent to a project either under construction or soon will be under construction and will affect the surface of the road due to road construction; Roads that should be able to withstand waiting 3 -4 years for funding to be approved and ready to make improvements. The projects recommended are as follows: • East 116th Street North, North Memorial Drive to North Mingo Road • North Garnett Road, East 1 16th Street North to East 126th Street North • US Highway 169 East Service Road, East 76th Street North to East 86th Street North East 116th Street North, North Memorial Drive to North Mingo Road is a heavily traveled road. Recent traffic counts taken showed that 9,830 vehicles per day (VPD) traveled the two -lane road. The road funnels traffic from US Highway 169 to US Highway 75. The City of Owasso annexed the road in the mid -70s and has been in our maintenance system since then. The road has not been resurfaced in many years and is due for a new surface. The project is located at the west end of the East 116th Street North Vision Project corridor and will need a new surface even more with the increased traffic this corridor will experience. North Garnett Road, East 116th Street North to East 1261h Street North is another heavily traveled two -lane road, registering 7,240 VPD. The project is currently maintained by Tulsa County, but half the road belongs to the City of Owasso byway of annexation. The roadway is the original US STP Funding Page 2 Highway 169 that traversed along North Garnett Road from East 86th Street North to Collinsville, Oklahoma. Tulsa County has been using the double chip and seal method to resurface the road; however, the heavy traffic requires the road to be resurfaced every 4 -5 years. The expansion of the intersection at East 116th Street North and Garnett Road and the subsequent mile south of the intersection will allow more traffic to flow in the area. A mill and overlay of the road section is being proposed to restore the life of the road. Tulsa County has agreed that if the project is funded, they will contribute 50% of the local match for the project. The US Highway 169 service road between East 76th Street North to East 86th Street North is a busy roadway that serves many businesses, restaurants, single - family, multi - family and light industrial users. The road section was constructed by ODOT with the new elevated US Highway 169 in the 1980s. The road has medium duty asphalt, but has had very little maintenance since originally constructed. Staff registered traffic loads for one week and the traffic averaged 6,280 VPD. The floodplain on the southern end is not conducive to curb and gutter due to potential flooding, which is evident with the use of large borrow ditches. For this project, staff proposes to concentrate on the road surface through this program and continue to maintain the drainage with local crews. As the interchange at East 761h Street North and US Highway 169 is modified, there will be an increase of traffic on this section of road as people avoid the construction. Staff has targeted these sections of roadway for resurfacing in the next few years as part of the annual street rehabilitation program, but the cost to mill and overlay the roads with 100% City of Owasso funds would take almost 2 years of funding. Utilizing STP for arterial maintenance has been staff's focus for the last few years and these three projects are prime candidates for the funds. STP FUNDS: INCOG administers the grant funding and has established a selection process for the distribution of STP funds. Priority funding is given to projects that meet federal regulations, help advance the Regional Transportation Plan through safety improvements, and reduce traffic congestion. Proposed projects are evaluated for eligibility and prioritized based on a 100 -point rating system. While the two project categories (rehabilitation and capacity improvements) have different scoring criteria and reconstruction projects score higher, maintenance projects typically cost less and asking for less funds score higher at the end. The total funding for projects in the urbanized area is $22,000,000 for the FY 2024 funding year. $6,000,000 is designated to the Gilcrease Expressway implementation, which leaves $16,000,000 for remaining projects. INCOG solicited for STP funding applications with a submittal deadline of March 18, 2022. Resolutions are allowed to be submitted following the deadline. PROPOSED RESOLUTION FOR CONSTRUCTION PHASE: Similar to the process utilized in obtaining federal funding assistance for previous STP projects, such as East 861h Street North Pavement Improvements from North 119th East Avenue to North 129th East Avenue that were recently bid by ODOT, a resolution is necessary in order to complete the application process. The application will request federal funding assistance for the construction of the roadway improvements. If this project is selected in spring 2024, the funding for construction will be targeted in FY 2027 or sooner, depending on funding availability. STP Funding Page 3 CONCEPTUAL COST SUMMARIES: The proposed work for these roadway sections is to remove the surface course of pavement and replace it with a new surface course. The pavement will be restriped. Repairs will be made as needed and driveway aprons replaced if necessary. Based on the conceptual cost estimate, the anticipated costs for construction of the proposed roadway improvements are listed below. Construction administration (testing, inspection and administration of pay applications) is equal to 10% of the construction fee: Budgeting another 10% for engineering, surveying and geotechnical exploration, the estimated total project cost for each submitted roadway segment is listed below. If authorized by the City Council, the City of Owasso will pay for engineering design locally and request ODOT funding to contribute towards construction. ODOT funding for this project would be through the Surface Transportation Program, which would fund 80% of eligible construction costs, while the local government funds 20 %. Based upon this information, the following tables indicate the project estimates: East I I 61 Street North, North Memorial Drive to North Minqo Road Project Segment Estimate ODOT Portion City of Owasso Construction $621,182 $496,946 $124,236 Administration $62,118 $49,694 $12,424 Engineering $62,118 N/A $62,118 Total Project Cost $745,418 $546,640 $198,778 North Garnett Road, East 1 16th Street North to East 1261h Street North Project Segment Estimate ODOT Portion City of Owasso/Tulsa County Construction $668,500 $534,800 $133,700 Administration $66,850 $53,480 $13,370 Engineering $66,850 N/A $66,850 Total Project Cost $802,200 $588,280 $213,920 US Hiahwav 169 East Service Road, East 761h Street North to East 86th Street North Project Segment Estimate ODOT Portion City of Owasso Construction $825,176 $660,140 $165,035 Administration $82,518 $66,014 $16,504 Engineering $82,518 N/A $82,518 Total Project Cost $990,211 $726,154 $264,057 Therefore, 100% of the engineering costs will be paid by the City of Owasso. Construction and construction administrative services will be shared with ODOT paying for 80% of these costs and the City of Owasso paying 20% of these costs. The total project cost to ODOT will be 73 %, which STP Funding Page 4 will be paid with STP funds. Local project costs for the overall project will be 27 %. Reducing the STP request to 73% will allow an extra point in the scoring criteria. RECOMMENDATION: Staff recommends approval of Resolutions 2022 -03, 2022 -04, and 2022 -05. ATTACHMENTS: Resolutions 2022 -03, 2022 -04, and 2022 -05 Location Maps CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2022-03 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AUTHORIZING AN APPLICATION FOR FUNDING BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR THE 116th STREET NORTH, MEMORIAL DRIVE TO MINGO ROAD RESURFACING PROJECT WHEREAS, Surface Transportation Program Urbanized Area funds have been made available for transportation improvements within the Tulsa Transportation Management Area; and WHEREAS, The City of Owasso has selected a project described as follows: The 1161h STREET NORTH, MEMORIAL DRIVE TO MINGO, Resurfacing Project, Owasso, Oklahoma; and WHEREAS, the selected project is consistent with the local comprehensive plan, including applicable Major Street and Highway Plan Element, and the Regional Transportation Plan; and WHEREAS, the engineer's preliminary estimate of cost is $745,418, and Federal participation under the terms of the Surface Transportation Block Grant Program Urbanized Area funds are hereby requested for funding of 73 percent of the project cost ($546,640); and WHEREAS, the City of Owasso proposes to utilize the 1/2 Penny Sales Tax Fund and the Capital Improvements Fund for the balance of the project costs; and WHEREAS, the City of Owasso agrees to provide for satisfactory maintenance after completion, and to furnish the necessary right -of -way clear and unobstructed; and WHEREAS, the City of Owasso has required matching funds available and further agrees to deposit with the Oklahoma Department of Transportation said matching funds within the time frame as required by the ODOT. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, that, to -wit The Indian Nations Council of Governments is hereby requested to program this project into the Transportation Improvement Program for the Tulsa Transportation Management Area, should the project be selected for funding; and That upon inclusion in the Transportation Improvement Program, the Oklahoma Transportation Commission is hereby requested to concur in the programming and selection of this project and to submit the same to the Federal Highway Administration for its approval. The Mayor is authorized to execute the application on behalf of the City of Owasso ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney PASSED AND APPROVED this 19th day of April, 2022. Bill Bush, Mayor East 116th Street North STP Project 1" = 1200 ft Project Location Map 03/27/2022 map may re resents a visual display of related geographic Data prow:ded hereon is nct guar an; =_e of acuru al field conditions. To be sure of cc mplete accuracy, please contact the responsible staff for most up-to-date information. CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2022 -04 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AUTHORIZING AN APPLICATION FOR FUNDING BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR THE NORTH GARNETT, EAST 116th STREET NORTH to EAST 126th STREET NORTH ROAD RESURFACING PROJECT WHEREAS, Surface Transportation Program Urbanized Area funds have been made available for transportation improvements within the Tulsa Transportation Management Area; and WHEREAS, The City of Owasso has selected a project described as follows: NORTH GARNETT, EAST 116th STREET NORTH to EAST 1261h STREET NORTH ROAD RESURFACING PROJECT; and WHEREAS, the selected project is consistent with the local comprehensive plan, including applicable Major Street and Highway Plan Element, and the Regional Transportation Plan; and WHEREAS, the engineer's preliminary estimate of cost is $802,200, and Federal participation under the terms of the Surface Transportation Block Grant Program Urbanized Area funds are hereby requested for funding of 73 percent of the project cost ($588,280); and WHEREAS, the City of Owasso proposes to utilize the 1/2 Penny Sales Tax Fund and the Capital Improvements Fund for the balance of the project costs; and WHEREAS, the City of Owasso agrees to provide for satisfactory maintenance after completion, and to furnish the necessary right -of -way clear and unobstructed; and WHEREAS, the City of Owasso has required matching funds available and further agrees to deposit with the Oklahoma Department of Transportation said matching funds within the time frame as required by the ODOT. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, that, to -wit The Indian Nations Council of Governments is hereby requested to program this project into the Transportation Improvement Program for the Tulsa Transportation Management Area, should the project be selected for funding; and That upon inclusion in the Transportation Improvement Program, the Oklahoma Transportation Commission is hereby requested to concur in the programming and selection of this project and to submit the same to the Federal Highway Administration for its approval. The Mayor is authorized to execute the application on behalf of the City of Owasso PASSED AND APPROVED this 19th day of April, 2022. ATTEST: Bill Bush, Mayor Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney North Garnett Road STP Project Project Location Map 03/27/2022 rpresents a visual display of related geographic information. Data provided hereon is not guarantee of acitua[ fie id condi ions. Tote sure of ccmplete accuracy, please contact the responsible staff for most up-to-date information. CITY OF OWASSO, OKLAHOMA RESOLUTION NO. 2022 -05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AUTHORIZING AN APPLICATION FOR FUNDING BETWEEN THE CITY OF OWASSO AND THE OKLAHOMA DEPARTMENT OF TRANSPORTATION FOR THE US HWY 169 EAST SERVICE ROAD, EAST 76TH STREET NORTH TO EAST 86th STREET NORTH ROAD RESURFACING PROJECT WHEREAS, Surface Transportation Program Urbanized Area funds have been made available for transportation improvements within the Tulsa Transportation Management Area; and WHEREAS, The City of Owasso has selected a project described as follows: US HWY 169 EAST SERVICE ROAD, EAST 76TH STREET NORTH TO EAST 86th STREET NORTH ROAD RESURFACING PROJECT; and WHEREAS, the selected project is consistent with the local comprehensive plan, including applicable Major Street and Highway Plan Element, and the Regional Transportation Plan; and WHEREAS, the engineer's preliminary estimate of cost is $990,211, and Federal participation under the terms of the Surface Transportation Block Grant Program Urbanized Area funds are hereby requested for funding of 73 percent of the project cost ($726,155); and WHEREAS, the City of Owasso proposes to utilize the 1/2 Penny Sales Tax Fund and the Capital Improvements Fund for the balance of the project costs; and WHEREAS, the City of Owasso agrees to provide for satisfactory maintenance after completion, and to furnish the necessary right -of -way clear and unobstructed; and WHEREAS, the City of Owasso has required matching funds available and further agrees to deposit with the Oklahoma Department of Transportation said matching funds within the time frame as required by the ODOT. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, that, to -wit The Indian Nations Council of Governments is hereby requested to program this project into the Transportation Improvement Program for the Tulsa Transportation Management Area, should the project be selected for funding; and That upon inclusion in the Transportation Improvement Program, the Oklahoma Transportation Commission is hereby requested to concur in the programming and selection of this project and to submit the same to the Federal Highway Administration for its approval. The Mayor is authorized to execute the application on behalf of the City of Owasso ATTEST: Juliann M. Stevens, City Clerk APPROVED AS TO FORM: Julie Lombardi, City Attorney PASSED AND APPROVED this 19th day of April, 2022. Bill Bush, Mayor US HWY 169 - East Service Road STP Project I" = 1200 ft Project Location Map 03/27/2022 This map may represents a visual display of related geographic information. Data provided hereon is nor guarantee of aCJTU51 fie:d conditions. T? t•. >_ie or complete accura-r. [le ?se contact the responsible staff for most up-to-date information. TO: FROM: SUBJECT: DATE: The Honorable Mayor and City Council Roger Stevens Public Works Director Resolution 2022 -06, US Hwy 169 and East 761h Street North Interchange Improvements, Project Agreement and Invoice for City of Owasso Local Match April 15, 2022 BACKGROUND: The Oklahoma Department of Transportation (ODOT) has designed, funded, and awarded a bid to replace the deficient bridge on US Hwy 169 that traverses over East 76th Street North. The project, starting in May 2022, will improve the interchange and expand the roadway to 6- lanes in preparation of widening US Hwy 169 from East 661h Street North to East 86th Street North (included in the ODOT 8 -year plan to occur in FY 2024). Staff has worked closely with ODOT and the design engineers to make sure that City infrastructure is protected during construction and that new infrastructure meet standards. PROJECT AGREEMENT: The signalization on East 76th Street North was initially designed to either replace, or retrofit the existing signals to meet the minimum standards for ODOT. However, the City of Owasso requested to cost participate with ODOT in order to upgrade the signals to meet the City's standard. By doing so, the new signalization will communicate with the current system, improve vehicle detection by upgrading to radar technology, as well as, upgrade the appearance of the signals to meet the new pole standards currently being installed at other locations within the City of Owasso. ODOT agreed to allow the changes to the four (4) locations; two (2) at each off- ramp and two (2) at each service road. The additional services added to the project is ODOT has awarded the project, fhe next step in action related to an agreement, by resolution, Owasso's share of project construction. FUNDING: an estimated increase of $350,000.00. Since the process is City Council consideration and authorizing payment to ODOT for the City of Funding is available in the Capital Improvement Fund. RECOMMENDATION: Staff recommends approval of Resolution 2022 -06, authorizing the Mayor to execute a project agreement between the Oklahoma Department of Transportation and the City of Owasso and authorization for payment to Oklahoma Department of Transportation, in the amount of $350,000.00, for additional traffic signalization improvements. ATTACHMENTS: Resolution 2022 -06 Project Memorandum of Agreement Project Location Map ODOT Invoice RESOLUTION NO. 2022-06 BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF OWASSO, OKLAHOMA: WHEREAS, it is in the best interest of the City of OWASSO, Oklahoma, to execute that certain project agreement for Job Piece Number 27073(04), by and between the City of OWASSO and the Oklahoma Department of Transportation; NOW THEREFORE, it is hereby resolved that the Mayor is hereby authorized and directed to execute the above described agreement on behalf of the City of Owasso, and duly signed by the Mayor on this 5th day of April, 2022. CITY OF OWASSO Bill Bush, Mayor ATTEST: Juliann M. Stevens, City Clerk Approved as to form and legality this 19th day of April, 2022. Julie Lombardi, City Attorney STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION PROJECT AGREEMENT NO. 27073(04) US -169: OVER 76TH STREET (SH -135), 8.7 MILES NORTH OF 1-44 THIS AGREEMENT, made the day and year last written below, by and among the City of OWASSO, hereinafter referred to as the CITY and the Department of Transportation of the State of Oklahoma, hereinafter referred to as the DEPARTMENT, for the following intents and purposes and subject to the following terms and conditions, to wit: WITNESSETH: WHEREAS, the DEPARTMENT is charged under the laws of the State of Oklahoma with the construction and maintenance of state highways and bridges; and, WHEREAS, the DEPARTMENT, as part of its responsibilities for the construction and maintenance of state highways and bridges, must cooperate with the local entities of government to allow the location, construction and maintenance of mutual use facilities pursuant to Title 69 OS §304; and WHEREAS, receipt of the benefits of this project will require that the CITY assume certain financial obligations; and, WHEREAS, the CITY is a municipal corporation and charter city created and existing under the Constitution and laws of Oklahoma; and, WHEREAS, the Constitution and laws of the State of Oklahoma impose fiscal limitations on the CITY and its ability to agree to financial obligations; and, WHEREAS, the parties hereto recognize those fiscal limitations and agree that the financial obligations assumed by the CITY by the terms of this agreement are enforceable only to the extent as may be allowed by law or as may be determined by a court of competent jurisdiction; and, WHEREAS, it is understood that, by virtue of the Oklahoma Constitution Article 10, Section 26, the payment of CITY funds in the future will be limited to appropriations and available revenues in the then - current CITY fiscal year; NOW THEREFORE, subject to the limitations herein before described and the limitations of applicable Oklahoma law, the DEPARTMENT and the CITY, in consideration of the mutual covenants and stipulations as set forth herein, do mutually promise and agree as follows: SECTION 1: PROJECT AGREEMENT 1.1 The DEPARTMENT will request approval from the Transportation Commission for participation in the project that consists of additional signal improvements and signal upgrades, along with powder coat items and aesthetics. 1.2 The DEPARTMENT will recommend approval of the project by the Federal Highway Administration (FHWA). 1.3 The CITY shall by resolution, duly authorize the execution of this agreement by proper officials and attach copies of such resolution to this agreement. 1.4 The CITY shall each comply with Title VI of the Civil Rights Act of 1964, 78 O.S. § 252.42, U.S.C. §2000d -et seq., and all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Part 21 - "Nondiscrimination in federally assisted Programs of the Department of Transportation- effectuation of Title VI of the Civil Rights Act 1964." 1.5 The DEPARTMENT and the CITY mutually recognize that each party is a governmental entity subject to the provisions of the Governmental Tort Claims Act (51 O.S. § 151 et seq.). The DEPARTMENT and CITY hereby mutually agree that each is and may be held severally liable for any and all claims, demands, and suits in law or equity, of any nature whatsoever, paying for damages or otherwise, arising from any negligent act or omission of any of their respective employees, agents or officers which may occur during the prosecution or performance of this agreement to the extent provided in the Governmental Tort Claims Act. Each party agrees to severally bear all costs of investigation and defense of claims arising under the Governmental Tort Claims Act and any judgments which may be rendered in such cause to the limits provided by law. Nothing in this section shall be interpreted or construed to waive any legal defense which may be available to a party or any exemption, limitation or exception which may be provided by the Governmental Tort Claims Act. SECTION 2: ENGINEERING RESPONSIBILITIES 2.1 The DEPARTMENT shall provide professional engineering services for the development of the Plans, Specifications and Estimates (PS &E). 2.1.1 The design and plans shall be subject to review and approval by CITY and shall conform to current State and AASHTO policies and standards, as modified by the DEPARTMENT. 2.2 To the extent permitted by law, all data prepared under this agreement shall be made available to the DEPARTMENT without restriction or limitation on their further use, with exception of any documents or information that would be considered attorney /client privileged. 2 2.3 The DEPARTMENT will conduct the environmental studies and prepare the National Environmental Protection Act documents as required. 2.4 The DEPARTMENT will forward the environmental documents to FHWA for approval. SECTION 3: LAND ACQUISITION AND UTILITY RELOCATION 3.1 The DEPARTMENT warrants that, they have or will acquire all land, property, or rights -of -way in their respective jurisdictions needed for complete implementation of said project, free and clear of all obstructions and encumbrances and in full accordance with the DEPARTMENT's guidelines for Right -of -Way Acquisition on Federal -Aid Projects, the Uniform Relocation Act, the National Environmental Protection Act and all other applicable local, state and federal regulations. 3.2 In exchange for the consideration provided from and through the DEPARTMENT, the CITY shall convey title to the State of Oklahoma on all tracts of land acquired in the name of the respective city on the State or Federal Highway System (if any) in accordance with Oklahoma Administrative Code Title 730, Chapter 20, Section 730:20 -1 -2. SECTION 4: CONSTRUCTION RESPONSIBILITIES 4.1 Upon approval of this agreement and the plans, specifications, and estimates by the Federal Highway Administration, the DEPARTMENT will advertise and let the contract for this project in the usual and customary manner. It is agreed that the projects herein contemplated are proposed to be financed as described in this agreement, and that this agreement, all plans, specifications, estimate of costs, acceptance of work, payments, and procedure in general hereunder are subject in all things at all times to all Federal laws, regulations, orders and approvals as may be applicable hereto. 4.2 The DEPARTMENT, using its own forces or the services of others, will supervise and inspect all work performed by the construction contractor and will provide such engineering, inspection and testing services as may be required to ensure that the construction of the project is accomplished in accordance with the approved PS &E. 4.3 Upon completion of the project, the new roadway will be maintained by the appropriate jurisdiction in accordance with the Oklahoma Transportation Commission Policy. SECTION 5: CONSTRUCTION FUNDING 3 5.1 The total estimated construction cost is $14,434,720. The DEPARTMENT agrees to provide $14,434,720. The CITY agrees that local funds shall be used to provide their obligation of $350,000 which shall be deposited with the DEPARTMENT within 60 days of executed agreement. SECTION 6: PRIOR UNDERSTANDING 6.1 This agreement incorporates and reduces to writing all prior understandings, promises, agreements, commitments, covenants, or conditions, and constitutes the full and complete understanding and contractual relationship of the parties. SECTION 7: AMENDMENTS OR MODIFICATION OF AGREEMENT 7.1 No changes, revisions, amendments or alterations in the manner, scope, or type of work or compensation to be paid by the DEPARTMENT shall be effective unless reduced to writing and executed by the parties with same formalities as are observed in the execution of this agreement. SECTION 8: GOVERNING LAW AND VENUE 8.1 Any claims, disputes or litigation relating to the solicitation, execution, interpretation, performance, or enforcement of this agreement shall be governed by the laws of the State of Oklahoma and the applicable rules, regulations, policies, and procedures of the Oklahoma Transportation Commission. Venue for any action, claim, dispute or litigation, mediation or arbitration shall be in Oklahoma County, Oklahoma. SECTION 9: DISPUTE RESOLUTION 9.1 The parties hereto have entered into this agreement in the State of Oklahoma and the laws of the State of Oklahoma shall apply. The parties agree to bargain in good faith in direct negotiation to achieve resolutions of any dispute and, if such efforts are unsuccessful, to retain a neutral mediation service to mediate the dispute prior to filing court action. Mediation shall be conducted in the city of Oklahoma City area and the costs of such mediation shall be borne equally by the parties. If mediation is not successful, venue for any action brought to enforce the terms of this agreement shall be Oklahoma County, State of Oklahoma. Each party shall bear any costs and attorney fees incurred by that party in such litigation. SECTION 10: TERMINATION 4 10.1 This agreement may be terminated by any of the following conditions: 10.1.1 By mutual agreement and consent, in writing of both parties. 10.1.2 By the DEPARTMENT by written notice to the CITY as a consequence of failure to perform the services set forth herein in a satisfactory manner. 10.1.3 By either party, upon the failure of the other party to fulfill its obligations as set forth herein. 10.1.4 By the DEPARTMENT for reasons of its own and not subject to the mutual consent of the CITY upon five (5) days written notice to the CITY. 10.1.5 By satisfactory completion of all services and obligations described herein. 10.2 The termination of this agreement shall extinguish all rights, duties, obligations and liabilities of the DEPARTMENT and the CITY under this agreement. If the potential termination of this agreement is due to the failure of either the DEPARTMENT or the CITY to fulfill their obligation as set forth herein, the non - breaching party will notify the party alleged to be in breach that possible breach of agreement has occurred. The party alleged to be in breach should make a good faith effort to remedy that breach as outlined by non - breaching parry within a period mutually agreed by each party. SECTION 11: RECORDS 11.1 The CITY is to maintain all books, documents, papers, accounting records and other evidence pertaining to costs incurred and to make such materials available at its respective offices at all reasonable times, during the agreement period and for three (3) years from the date of final payment under the agreement, for inspection by the DEPARTMENT and the State Auditor and Inspector, and copies thereof shall be furnished to the DEPARTMENT if requested. SECTION 12: NOTICES 12.1 All notices, demands, requests, or other communications which may be or are required to be given, served or sent by either party to the other pursuant to this agreement shall be in writing and shall be deemed to have been properly given or sent: 12.1.1 If intended for the DEPARTMENT, by mailing first class mail or, if sender prefers, by registered or certified mail, return receipt requested, with postage prepaid addressed to: Oklahoma Department of Transportation District 8 Engineer 5 Randle White 4002 N. Mingo Valley Expressway Tulsa, OK 74116 12.1.2 If intended for the CITY, by mailing by first class mail or, if sender prefers, by registered or certified mail, return receipt requested, with postage prepaid, addressed to: City of Owasso Mayor Bill Bush 200 S. Main Owasso, OK 74055 6 SECTION 13: HEADINGS 13.1 Article headings used in this agreement are inserted for convenience of reference only and shall not be deemed a part of this agreement for any purpose. SECTION 14: BINDING EFFECTS 14.1 This agreement shall be binding upon and inure to the benefit of the DEPARTMENT and the CITY, severally, and shall be binding upon their successors and assigns, respectively, subject to the limitations of Oklahoma law. SECTION 15: SEVERABILITY 15.1 If any provision, clause, or paragraph of this agreement or any document incorporated by reference shall be determined invalid by a court of competent jurisdiction, such determination shall not affect the other provisions, clauses, or paragraphs of this agreement which are not affected by the determination. The provisions, clauses, or paragraphs of this agreement and any documents incorporated by reference are declared severable. SECTION 16: EFFECTIVE DATE 16.1 This agreement shall become effective on the date of execution by the DEPARTMENT's Deputy Director /Chief Engineer or designee as the last party to execute this agreement. THIS SPACE LEFT INTENTIONALLY BLANK 7 IN WITNESS WHEREOF, the Deputy Director /Chief Engineer of the DEPARTMENT or designee, pursuant to authority vested by the Transportation Commission, has hereunto subscribed his name as Deputy Director /Chief Engineer of the DEPARTMENT and the CITY have each severally executed same pursuant to authority prescribed by law. The CITY on the _ day of 20 and the DEPARTMENT on the _ day of 20 CITY OF OWASSO Reviewed For Form And Legality: City Attorney Attest: Date City Clerk Date Mayor STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION Recommended For Approval: District 8 Engineer Approved: Date Approved As To Form And Legality: Date General Counsel Deputy Director /Chief Engineer Date Date STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION PROJECT AGREEMENT NO. STATUTORY AFFIDAVIT State of Oklahoma ) County of ) Affiant, of lawful age, and having been first duly sworn, on oath says: 1. (S)he is the duly authorized agent of (contractor), the contractor under the agreement which is attached to this statement, for the purpose of certifying the facts pertaining to the giving of things of value to government personnel in order to procure said agreement; 2. (S)he is fully aware of the facts and circumstances surrounding the making of the agreement to which this statement is attached and has been personally and directly involved in the proceedings leading to the procurement of said agreement; 3. 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 any money or other thing of value, either directly or indirectly, in procuring the agreement to which this statement is attached; and The contractor further certifies that no person who has been involved in any manner in the development of that agreement while employed by the State of Oklahoma shall be employed to fulfill any of the services provided for under said agreement. If this agreement is for professional services and if the final product is a written proposal, report, or study, the contractor further certifies that (s)he has not previously provided the state agency with a final product that is a substantial duplication of the final product ofthe proposed agreement. Signature Printed Name State of Oklahoma County of Subscribed and sworn before me this My Commission Expires: My Commission Number: Date Title day of , 20_. Notary Public STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION PROJECT AGREEMENT NO. 27073(04) INVOICE Make check PAYABLE, and MAIL TO: Oklahoma Department of Transportation Comptroller Division 200 N.E. 21st Street Oklahoma City, OK 73105 -3204 To: City of Owasso 200 S. Main 10OWT-04wel 24 VE low Invoice Number: Division Name: Project Management Division Date: 60 days from executed agreement Description - Explanation of Charge Total Due Date: May 1, 2022 US -169: OVER 76TH STREET (SH -135), 8.7 MILES NORTH OF 1 -44 Job Piece Number 27073(04) Cost Breakdown City Obligation $ 350,000.00 Accounting Use Only $ 350,000.00 Purchaser Copy Remit with Payment Retain in Division To Comptroller 10 US HWY 169/76th Street North Interchange Project 1" = aoo ft Project Location Map 03/27/2022 5Q •V l F.�V •• PF�Fl\ f.�wlh This map may repr <sents a visual Cisplay of rela:ed geographic information. Data crovided here on is nct guarantee of acutual field Conditions. To be sure of complete accur3cy, please contact the responsible staff fcr most up-to-date information - STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION PROJECT AGREEMENT NO. 27073(04) INVOICE Make check PAYABLE, and MAIL TO: Oklahoma Department of Transportation Comptroller Division 200 N.E. 21st Street Oklahoma City, OK 73105 -3204 To: City of Owasso 200 S. Main Owasso, OK 74055 Invoice Number: Division Name: Project Management Division Date: 60 days from executed agreement Description - Explanation of Charge Total Due Date: May 1, 2022 US -169: OVER 76TH STREET (SH -135), 8.7 MILES NORTH OF 1 -44 Job Piece Number 27073(04) Cost Breakdown City Obligation $ 350,000.00 Accounting Use Only $ 350,000.00 Purchaser Copy Remit with Payment Retain in Division To Comptroller 10 CITY OF OWASSO GENERALFUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING 04109122 Department Payroll Expenses Total Expenses 105 Municipal Court 5,821.68 9,340.44 110 Managerial 25,221.79 35,313.95 120 Finance 19,502.14 29,246.88 130 Human Resources 10,790.45 15,813.51 160 Community Development 20,031.31 31,255.10 170 Engineering 20,173.42 31,406.68 175 Information Systems 17,990.37 26,604.12 181 Support Services 9,773.40 14,939.97 190 Cemetery 1,406.00 2,952.80 201 Police Grant Overtime 3,621.29 3,669.30 215 Central Dispatch 2,603.44 3,905.41 221 Animal Control 4,437.52 6,612.41 280 Emergency Preparedness 2,460.89 3,459.26 370 Stormwater /ROW Maint. 6,485.09 10,929.73 515 Park Maintenance 8,197.44 12,317.06 520 Culture /Recreation 8,387.00 15,122.95 550 Community- Senior Center 6,460.18 8,655.33 580 Historical Museum 804.40 898.10 720 Strong Neighborhood 346.94 538.75 General Fund Total 174,514.75 262,981.75 185 Garage Fund Total 10 224.21 17,202.04 255 Ambulance Fund Total 553.85 618.38 215 E911 Communication 23,876.12 38,098.75 250 Fire Fund 37 Total 200 418.35 306,559.46 201 Police Fund 38 Total 188,576.83 292,008.61 300 Streets Fund 39 Total 20,313.71 35,758.41 370 Stormwater Fund 27 Total 4,975.89 7,682.43 150 Worker's Compensation Total 720 Strong Neighborhoods Total 4,159.89 6,220.60 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 4114/22 VENDOR DESCRIPTION AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL VSP VISION MEDICAL SERVICES VISION MEDICAL SERVICES VISION DEPT TOTAL HEALTHCARE SELF INSURANCE FUND TOTAL AMOUNT 58,466.20 28,072.48 64,169.26 32,477.90 183,185.84 8,560.80 2,199.42 3,395.12 14,155.34 3,067.29 60.50 3,127.79 200,468.97 CITY OF OWASSO GENERAL FUND & HALF -PENNY SALES TAX FISCAL YEAR 2021 -2022 Budgetary Basis Statement of Revenues & Expenditures As of March 31, 2022 REVENUES: Taxes Licenses & permits Intergovernmental Charges for services Fines & forfeits Other Interest TOTAL REVENUES MONTH YEAR TO -DATE TO -DATE $ 2,999,140 45,552 87,905 63,619 15,880 144 $ 32,021,959 313,080 4,505,207 612,925 136,203 206,960 BUDGET $ 37,418,096 256,639 7,980,058 764,001 219,100 212,565 8,142 58,084 97,761 $ 3,220,382 $ 37,854,416 $ 46,948,220 PERCENT OF BUDGET 85.58% 121.99% 56.46% 80.23% 62.16% 97.36% 59.41% 80.63 %, EXPENDITURES: Personal services $ (1,707,589) $ (16,707,058) $ (24,406,970) 68.45% Materials & supplies (115,159) (1,141,986) (2,065,485) 55.29% Other services (303,758) (1,904,303) (3,057,593) 62.28% Capital outlay (126,779) (400,528) (5,011,803) 7.99% Deferred Budget - COVID Grant 0.00% TOTAL EXPENDITURES $ (2,253,284) $ (20,153,874) $ (34,541,851) 58.35% REVENUES OVER EXPENDITURES $ 967,098 $ 17,700,542 $ 12,406,369 TRANSFERS IN (OUT): Transfers in - Sales Tax $ 1,458,237 $ 15,647,454 $ 18,322,425 85.40% Transfers out (1,467,487) (27,118,618) (38,423,306) 70.58% TOTAL TRANSFERS $ (9,250) $ (11,471,164) $ (20100,881) 57.07% NE INCOME (LOSS) $ 957,847 $ 6,229,378 $ (7,694,512) ENCUMBRANCES OUTSTANDING $ (1,138,791) FUND BALANCE (Budgetary Basis) Beginning Balance 18,057,397 18,057,397 Ending Balance $ 23,147,983 $ 10,362,884 Q: \Finance (120)\Accounling\Reports \Current FY\GF Financials