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HomeMy WebLinkAbout2024.10.15_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL Council Chambers Old Central Building 109 North Birch, Owasso, OK Tuesday, October 15, 2024 - 6:30 PM NOTE: APPROPRIATE ACTION may include, but is not limited to: acknowledging, affirming, amending, approving, outhoriz awarding, denying, postponing, or tabling. AGENDA 1. Call to Order- Mayor Alvin Fruga 2. Invocation -Pastor David Payne of Speak Life Fellowship RECEIVED 3. Flag Salute OCT 10 202114 4. Roll Call City Clerk's Office S. Presentation of the Employee of the Quarter - Chris Garrett 6. Consideration and appropriate action relating to 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 - October 1, 2024, and October 8, 2024, Regular Meetings B. Approve claims C. Approve early retirement benefits for Angela Hess D. Approve early retirement benefits for Kevin Richardson E. Approve a budget amendment in the Healthcare Self -Insurance Fund, increasing the appropriation for expenditures by $448,101.00 from a stop loss reimbursement F. Accept the Department of Justice Vest Grant and approve a budget amendment in the General Fund, increasing estimated revenues and the appropriation for expenditures in the Police Department by $6,583.57 G. Accept the 2025 Safe Oklahoma Grant, authorize execution of the contract with the Oklahoma Attorney General's Office, and approve a budget amendment in the General Fund, increasing estimated revenues and the appropriation for expenditures in the Police Department by $20,000.00 7. Consideration and appropriate action relating to items removed from the Consent Agenda 8. Consideration and appropriate action relating to a contract for specific excess workers' compensation coverage Jeff Atchison Staff recommends approval of the contract with Midwest Employers Casualty Company of Chesterfield, Missouri, authorization for payment in the amount of $121,516.00, and authorization to execute all necessary documents. 9. Consideration and appropriate action relating to a contract for property -casualty insurance coverage Jeff Atchison Staff recommends approval of the contract for coverage with Oklahoma Municipal Assurance Group of Edmond, Oklahoma, authorization for payment in the amount of $245,117.00, and authorization to execute all necessary documents. Owasso City Council October 15, 2024 Page 2 10. Consideration and appropriate action relating to Fiscal Year 2024-2025 budget amendments for the re - appropriation of carryover funds from Fiscal Year 2023-2024 Carly Novozinsky Staff recommends approval of the following FY 2025 budget amendments: • Increase the estimated revenues by $83,556.70 and the appropriation for expenditures by $4,972,523.75 in the General Fund • Increase the appropriation for expenditures in the Half -Penny Sales Tax Fund by $221,422.65 for Fire and $2,181,129.65 for Streets • Increase the estimated revenues by $34,489.95 and the appropriation for expenditures by $302,344.81 in the Half -Penny Sales Tax Fund for Police • Increase the appropriation for expenditures in the Ambulance Service Fund by $863,320.14 • Increase the appropriation for expenditures in the E91 1 Fund by $132,591.78 • Increase the appropriation for expenditures in the Emergency Siren Fund by $98,935.28 • Increase the appropriation for expenditures in the Hotel Tax Fund by $22,000.00 • Increase the appropriation for expenditures in the Stormwater Management Fund by $4,150,832.52 • Increase the appropriation for expenditures in the Opioid Settlement Fund by $164,307.00 11. Consideration and appropriate action relating to a final plat for Redbud Village Phase 1, a proposed commercial subdivision containing 11.27 acres located at 13747 East 1121h Street North Wendy Kramer Staff recommends approval of the final plat. 12. Consideration and appropriate action relating to bids received for the Honey Creek Rehabilitation Project Daniel Dearing Staff recommends awarding the construction contract to Ellis Concrete Construction, LLC of Okmulgee, Oklahoma, in the amount of $196,700.00, and authorization to execute all necessary documents. 13. Consideration and appropriate action relating to bids received for the 2024 Annual Street Rehabilitation Project Jake Ketner Staff recommends awarding the base bid and alternates 1, 2, and 3 to Gradeline Construction, LLC, of Cleveland, Oklahoma, in the amount of $1,790,862.30, and authorization to execute the necessary documents. 14. Report from City Manager 15. Report from City Attorney 16. Report from City Councilors 17. Official Notices (documents for acknowledgment of receipt or information only, no discussion or action will be taken) • Payroll Payment Report- pay period ending date October 5, 2024 • Healthcare Self -Insurance Claims - dated as of October 10, 2024 • Monthly Budget Status Report - September 2024 18. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) Owasso City Council October 15, 2024 Page 19. Adjournment Notice of Public Meeting filed in the office of the City Clerk on Friday, December 8, 2023, and the Agenda posted at City Hall, 200 South Main Street, at 5:00 pm on Thursday, O�er024. Heather Stewar , eputy City Clerk The City of Owasso encourages citizen participation. To request an accommodation due to a disability, contact the City Clerk 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, OCTOBER 1, 2024 The Owasso City Council met in regular session on Tuesday, October 1, 2024, in the Council Chambers at Old Central, 109 North Birch, Owasso, Oklahoma per the Notice of Public Meeting filed Friday, December 8, 2023; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 5:00 pm on Thursday, September 26, 2024. 1. Call to Order - Mayor Alvin Frugo called the meeting to order at 6:30 pm. 2. Invocation - The Invocation was offered by Pastor Claud Slate of Fireside Baptist Church. 3. Flag Salute - Xander Harris of Boy Scout Troop 80 led the flag salute. 4. Roll Call - A quorum was declared present. Present Absent Mayor -Alvin Fruga None Vice Mayor - Lyndell Dunn Councilor- Doug Bonebrake Councilor- Paul Loving Councilor - Cody Walter Staff: City Manager - Chris Garrett / City Attorney - Julie Lombardi 5. Presentation of Character Trait of Thoroughness Warren Lehr, Character Council Member, presented the character trait for the month of October. *The Mayorrecognized Boy Scouts from Troop 80 in attendance.* 6. Consideration and appropriate action relating to 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 - September 17, 2024, Regular Meeting B. Approve claims C. Approve the contract renewal with Youth Services of Tulsa, Inc., in the amount of $49,500.00 for the management and operation of Owasso Youth Court for 2024-2025, and authorize the execution of all necessary documents D. Approve the continuation of the one-year service agreement for the twenty Flock Safety camera systems and authorize payment of the annual service fee of $60,000.00 to Flock Group Incorporated of Atlanta, Georgia E. Accept the Hale Acres Water Line Replacement Phase II Project Mr. Bonebrake moved, seconded by Mr. Dunn, to approve the Consent Agenda as presented, with claims totaling $856,317.39. YEA: Bonebrake, Dunn, Loving, Walter, Fruga NAY: None Motion carried: 5-0 7. Consideration and appropriate action relating to items removed from the Consent Agenda - None 8. Consideration and appropriate action relating to bids received for the Garnett Widening Project from East 106th Street North to East 116fh Street North Dwayne Henderson presented the item, recommending to reject all bids received. Staff will evaluate the plans, project specifications, and timing before rebidding the project. There were no comments from the audience. After discussion, Mr. Bonebrake moved, seconded by Mr. Dunn, to reject all bids, as recommended. YEA: Bonebrake, Dunn, Loving, Walter, Fruga NAY: None Motion carried: 5-0 Owasso City Council October 1, 2024 Page 2 9. Presentation of the monthly Public Works Project Status Report Roger Stevens presented the item and discussion was held. 10. Report from City Manager Chris Garrett reported on the Free Land Fill Day, Annual Household Waste Collections and Recycling event, Gathering on Main, Groundbreaking Ceremony for the New Public Works Facility, and the Harvest and Pet Festival event. 11. Report from City Attorney - None 12. Report from City Councilors - None 13. Official Notices - The Mayor acknowledged receipt of the following: • Payroll Payment Report- pay period ending date September 21, 2024 • Healthcare Self -Insurance Claims - dated as of September 26, 2024 • Oklahoma Department of Environmental Quality Permit No. WL000072240622, McDonald's Restaurant Potable Water Line Extension 14. New Business - None 15. Adjournment Mr. Loving moved, seconded by Mr. Dunn, to adjourn the meeting. YEA: Bonebrake, Dunn, Loving, Walter, Fruga NAY: None Motion carried: 5-0 and the meeting adjourned at 7:10 pm. Alvin Fruga, Mayor Juliann M. Stevens, City Clerk OWASSO CITY COUNCIL, PUBLIC WORKS AUTHORITY, AND PUBLIC GOLF AUTHORITY MINUTES OF JOINT REGULAR MEETING TUESDAY, OCTOBER 8, 2024 The Owasso City Council, Owasso Public Works Authority (OPWA), and Owasso Public Golf Authority (OPGA) met in a joint regular meeting on Tuesday, October 8, 2024, in the Council Chambers at Old Central, 109 North Birch Street, Owasso, Oklahoma, per the Notice of Public Meeting filed Friday, December 8, 2023; and the Agenda filed in the office of the City Clerk and posted at City Hall, 200 South Main Street, at 5:00 pm on Thursday, October 3, 2024. 1. Call to Order - Mayor/Chair Alvin Fruga called the meeting to order at 6:00 pm. 2. Roll Call A quorum was declared present. Present Absent Mayor/Chair-Alvin Fruga None Vice Mayor/Vice Chair - Lyndell Dunn Councilor/Trustee - Doug Bonebrake Councilor/Trustee - Paul Loving Councilor/Trustee - Cody Walter Staff: City/Authority Manager- Chris Garrett ; City/Authority Attorney - Julie Lombardi 3. Discussion relating to a request for a final plat - Redbud Village Phase 1, a proposed commercial subdivision, containing approximately 11.27 acres located at 13747 East 112fh Street North Brian Dempster presented the item and discussion was held. It was further explained this item will be placed on the October 15, 2024, City Council agenda for consideration and action. 4. Discussion related to proposed FY 2023-2024 Carryover Funds - General Fund and OPWA Fund Carly Novozinsky presented item and discussion was held. It was further explained these items will be place on the October 15, 2024, City Council and OPWA agendas for consideration and action. 5. Discussion relating to the monthly sales and use tax report and revenue outlook Carly Novozinsky presented the item and discussion was held. 6. City/Authority Manager Report Chris Garrett reported on the groundbreaking ceremony for the new Public Works Facility and the 20th Anniversary of the Owasso Harvest and Pet Festival. 7. City Councilor/Trustee comments and inquiries 8. Adjournment The meeting adjourned at 6:17 pm. Alvin Fruga, Mayor/Chair Juliann M. Stevens, City Clerk Claims List - 10/15/2024 Fund 01 GENERAL Vendor Name Payable Description Payment Amount CROSSLAND HEAVY CONTRACTORS 116TH - MINGO-GARNETT $74,856.57 116TH-MINGO TO GARNETT RD - Total $74,856.57 AT&T PHONE USE $27.23 BLUE ENERGY FUELS LLC CNG FUEL SEPT. 24 $72.44 COX COMMUNICATIONS PHONE USAGE $11.29 DALE & LEES SERVICE INC AC DIAGNOSTIC CH $184.00 DALE & LEES SERVICE INC AC REPAIR CITY HALL $138.00 DALE & LEES SERVICE INC CHAMBER AC REPAIR $416.30 ENTERPRISE FM TRUST FLEET LEASE $1,819.69 JPMORGAN CHASE BANK AMAZON -REFUND ($261.97) JPMORGAN CHASE BANK FASTSIGNS-SIGN $185.00 JPMORGAN CHASE BANK HOME DEPOT -WALL PLATE $4.86 JPMORGAN CHASE BANK L&W-CEILING TILES $953.92 JPMORGAN CHASE BANK LOCKE-SHOP REP $44.04 JPMORGAN CHASE BANK LOWES-BATHROOM REP $43.29 JPMORGAN CHASE BANK LOWES-BULB REP $49.96 JPMORGAN CHASE BANK LOWES-LIGHT ADD $53.44 JPMORGAN CHASE BANK LOWES-MOWING $16.98 JPMORGAN CHASE BANK LOWES-SINK REPAIR $38.96 JPMORGAN CHASE BANK LOWES-SPARE KEYS $23.88 JPMORGAN CHASE BANK OFFICE DEPOT -PAPER $65.88 JPMORGAN CHASE BANK OFFICE DEPOT -REFUND ($38.23) JPMORGAN CHASE BANK OFFICE DEPOT -SUPPLIES $12.00 JPMORGAN CHASE BANK RED WING -BOOTS $170.00 JPMORGAN CHASE BANK SAMS-SUPPLIES $908.62 SECONDARY RHODES OC SHINGLE REPAIR $408.80 SECONDARY RHODES SOFFIT REPAIR CH EAST ENT $9,576.00 UNIFIRST HOLDINGS LP UNIFORMS $196.03 VERIZON WIRELESS WIRELESS CONNECTION $40.01 BUILDING MAINTENANCE - Total $15,160.42 JPMORGAN CHASE BANK ANCHOR STONE -CONCRETE $748.60 JPMORGAN CHASE BANK HOME DEPOT -FENCE $173.81 JPMORGAN CHASE BANK LOWES-FENCE $272.46 CEMETERY WALL REPLACEMENT -Total $1,194.87 COX COMMUNICATIONS PHONE USAGE $11.29 ENTERPRISE FM TRUST FLEET LEASE $1,173.62 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $169.25 FULLERTON HYDRO -TEST INC. ANIMAL CONT SUPPLIES $27.50 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $62.00 JPMORGAN CHASE BANK AMAZON -REFUND ($29.85) JPMORGAN CHASE BANK AMAZON -SUPPLIES $344.35 1 Claims List - 10/15/2024 Fund 01 GENERAL Vendor Name Payable Description Payment Amount JPMORGAN CHASE BANK AMAZON -UNIFORM $28.94 JPMORGAN CHASE BANK BLAUER-UNIFORM $136.48 JPMORGAN CHASE BANK HOMEDEPOT-SUPPLIES $16.94 JPMORGAN CHASE BANK QUARTERMASTER -UNIFORM $128.98 JPMORGAN CHASE BANK SEW IT -TAILORING $120.07 JPMORGAN CHASE BANK TOMMYS-FLEET $29.99 JPMORGAN CHASE BANK TRACTOR SUPP-SUPPLIES $54.99 JPMORGAN CHASE BANK TROYTDVM-SERVICE $75.00 JPMORGAN CHASE BANK WALMART-SUPPLIES $90.97 JPMORGAN CHASE BANK WILL ROGERS-MEDICAL $167.70 VERIZON WIRELESS WIRELESS CONNECTION $160.04 GEN ANIMAL CONTROL - Total $2,768.26 JPMORGAN CHASE BANK LOWES-SUPPLIES $126.94 UNIFIRST HOLDINGS LP UNIFORM SERVICES $0.25 GEN CEMETERY - Total $127.19 COX COMMUNICATIONS PHONE USAGE $18.81 DALE & LEES SERVICE INC CC AC REPAIR $552.00 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $70.00 JPMORGAN CHASE BANK AMAZON -CURTAIN $95.05 JPMORGAN CHASE BANK AMAZON -LEDGER PAPER $123.96 JPMORGAN CHASE BANK AMAZON -PING PONG $748.24 JPMORGAN CHASE BANK AMAZON -PLAYING CARDS $26.70 JPMORGAN CHASE BANK AMAZON -SHARPIES $9.44 JPMORGAN CHASE BANK AMAZON -SIGH $21.99 JPMORGAN CHASE BANK AMAZON -SUPPLIES $91.57 JPMORGAN CHASE BANK ETSY-GAME SHEETS $5.00 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $183.19 JPMORGAN CHASE BANK SAMS-SUPPLIES $100.92 JPMORGAN CHASE BANK WALMART-COFFEE $9.09 VERIZON WIRELESS WIRELESS CONNECTION $40.01 GEN COMMUNITY CENTER -Total $2,095.97 COX COMMUNICATIONS PHONE USAGE $30.10 DLT SOLUTIONS, LLC AUTOCAD SUBSCRIPTION $471.50 ENTERPRISE FM TRUST FLEET LEASE $1,701.20 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $276.12 HOVEY THULIN LAWN MAINTENANCE $312.00 TREASURER PETTY CASH A BEEMER-PER DIEM $238.00 TREASURER PETTY CASH W KRAMER-PER DIEM $238.00 VERIZON WIRELESS WIRELESS CONNECTION $293.27 GEN COMMUNITY DEVELOPMENT - Total $3,560.19 COX COMMUNICATIONS PHONE USAGE $15.05 %i Claims List - 10/15/2024 Fund 01 GENERAL Vendor Name CUTTER & BUCK INC JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK JPMORGAN CHASE BANK Payable Description Payment Amount R&C STAFF UNIFORMS $145.28 ABCO PARTY -RENTAL $414.30 AMAZON -RIBBONS $14.99 AMAZON -SUPPLIES $97.04 EX INFLATABLES-RENTAL $2,055.00 OFFICE DEPOT -SUPPLIES $3.29 TULSA BALLOONS-SVC $2,055.00 GEN CULTURE & RECREATION - Total $4,799.95 COX COMMUNICATIONS PHONE USAGE $7.52 JPMORGAN CHASE BANK APPLE-IPAD $768.00 JPMORGAN CHASE BANK APPLE-IPAD PENCIL $119.00 JPMORGAN CHASE BANK TRAVEL EXP 09/20 $7.51 VERIZON WIRELESS WIRELESS CONNECTION $1.31 GEN ECONOMIC DEV - Total $903.34 AEP/PSO ELECTRIC USE $39.77 AT&T PHONE USE $27.23 COX COMMUNICATIONS PHONE USAGE $3.76 ENTERPRISE FM TRUST FLEET LEASE $586.81 JPMORGAN CHASE BANK COX-EOC CABLE $511.58 JPMORGAN CHASE BANK SUMNER-EOC COPIER $81.95 VERIZON WIRELESS WIRELESS CONNECTION $40.01 GEN EMERG PREPAREDNESS -Total $1,291.11 COX COMMUNICATIONS PHONE USAGE $30.10 DLT SOLUTIONS, LLC AUTOCAD SUBSCRIPTION $6,360.40 ENTERPRISE FM TRUST FLEET LEASE $2,033.97 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $255.64 JPMORGAN CHASE BANK BEST BUY-IPAD CASE $79.99 JPMORGAN CHASE BANK BEST BUY -SCREEN PROT $37.49 JPMORGAN CHASE BANK ULINE-ENG. SUPPLIES $143.72 JPMORGAN CHASE BANK USCELL-IPAD & PENCIL $1,628.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES $41.84 VERIZON WIRELESS WIRELESS CONNECTION $120.03 GEN ENGINEERING - Total $10,731.18 COX COMMUNICATIONS PHONE USAGE $30.10 INTEGRITY CLIENT SERVICES, LLC GASB 75 ACTUARY $4,950.00 JPMORGAN CHASE BANK OFFICE DEPOT-BANDAIDS $2.24 JPMORGAN CHASE BANK SAMS-SUPPLIES $8.97 GEN FINANCE - Total $4,991.31 AT&T PHONE USE $108.90 ENTERPRISE FM TRUST FLEET LEASE $1,208.61 3 Claims List - 10/15/2024 Fund 01 GENERAL Vendor Name Payable Description Payment Amount FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $68.85 JPMORGAN CHASE BANK AMER WASTE -DISPOSAL $124.92 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $219.11 JPMORGAN CHASE BANK PIKEPASS-FEES $3.30 JPMORGAN CHASE BANK WALMART-SUPPLIES $6.98 GEN GENERAL GOVERNMENT -Total $1,740.67 COX COMMUNICATIONS PHONE USAGE $3.76 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $16.00 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $44.69 GEN HISTORICAL MUSEUM -Total $64.45 AMERICANCHECKED INC ATTN: BILLING BACKGROUND CHECKS $239.66 COX COMMUNICATIONS PHONE USAGE $15.05 JPMORGAN CHASE BANK AMAZON -BOOKS $51.61 JPMORGAN CHASE BANK FACEBOOK-ADVERTISE $61.00 JPMORGAN CHASE BANK GIANT OS-EMP DEVELOP $826.19 JPMORGAN CHASE BANK GODADDY-DOMAIN RENEW $146.01 JPMORGAN CHASE BANK MEETING EXP 10/04 $100.60 JPMORGAN CHASE BANK SAMS-SUPPLIES $49.92 GEN HUMAN RESOURCES - Total $1,490.04 AT&T PHONE USE $27.23 COX COMMUNICATIONS PHONE USAGE $22.57 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $49.88 JPMORGAN CHASE BANK AMAZON-HDMI $25.78 JPMORGAN CHASE BANK AMAZON -PULL TAPE $487.90 JPMORGAN CHASE BANK AMAZON -REFUND ($270.00) JPMORGAN CHASE BANK AMAZON -SHELF $73.00 JPMORGAN CHASE BANK AMAZON -SUPPLIES $115.47 JPMORGAN CHASE BANK APPLE-IPAD PENCIL $119.00 JPMORGAN CHASE BANK ATWOOD-SUPPLIES $19.47 JPMORGAN CHASE BANK COX-INTERNET $1,593.68 JPMORGAN CHASE BANK COX -SERVICE $81.29 JPMORGAN CHASE BANK DELL -MONITORS $332.34 JPMORGAN CHASE BANK EBAY-CISCO CONF PHONE $685.24 JPMORGAN CHASE BANK EBAY-MICROPHONE $59.99 JPMORGAN CHASE BANK EBAY-REFUND ($79.99) JPMORGAN CHASE BANK EMERSON-REFUND ($6.82) JPMORGAN CHASE BANK HOME DEPOT -DUST COLL $39.97 JPMORGAN CHASE BANK HOME DEPOT -PULL TOOLS $86.93 JPMORGAN CHASE BANK HOSTING -DOMAIN RENEW $75.00 JPMORGAN CHASE BANK LOWES-SHELVING $88.36 JPMORGAN CHASE BANK SAMS-STORAGE RACK $159.98 4 Claims List - 10/15/2024 Fund 01 GENERAL Vendor Name Payable Description Payment Amount JPMORGAN CHASE BANK WALMART-SUPPLIES $40.60 VERIZON WIRELESS WIRELESS CONNECTION $252.06 GEN INFORMATION TECH - Total $4,078.93 AMAX SIGN COMPANY, INC NAME PALTE INSERT ECO. DE $36.00 AMERICANCHECKED INC ATTN: BILLING SOLICITORS BACKGROUND $37.00 CHE COX COMMUNICATIONS PHONE USAGE $22.57 ENTERPRISE FM TRUST FLEET LEASE $1,019.57 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $48.38 JPMORGAN CHASE BANK AMAZON -CHAIR $363.48 JPMORGAN CHASE BANK AMAZON-WEBCAM $44.99 JPMORGAN CHASE BANK B&H PHOTO -RAM & HDD $198.86 JPMORGAN CHASE BANK BEST BUY -UPS $89.99 JPMORGAN CHASE BANK CHAMBER -FEES $80.00 JPMORGAN CHASE BANK DELL -ADOBE LIC $348.04 JPMORGAN CHASE BANK DELL -LAPTOP $406.75 JPMORGAN CHASE BANK DELL -MONITOR $235.98 JPMORGAN CHASE BANK DELL -MONITORS $330.22 JPMORGAN CHASE BANK DELL -PC $1,135.72 JPMORGAN CHASE BANK DELL -SOUND BAR $33.88 JPMORGAN CHASE BANK DOLLAR GENERAL-SUPP $14.00 JPMORGAN CHASE BANK EPIC-EMBRIODERY $243.00 JPMORGAN CHASE BANK MEETING EXP 09/12 $40.85 JPMORGAN CHASE BANK MEETING EXP 09/27 $40.16 JPMORGAN CHASE BANK MEETING EXP 10/02 $17.60 JPMORGAN CHASE BANK MEETING EXP 10/04 $52.63 JPMORGAN CHASE BANK OFFICE DEPOT -SUPPLIES $11.02 JPMORGAN CHASE BANK SAMS-SUPPLIES $15.92 JPMORGAN CHASE BANK SAVON-BUSINESS CARDS $80.00 JPMORGAN CHASE BANK TRAVEL EXP 09/17-19 $158.02 JPMORGAN CHASE BANK WALMART-SUPPLIES $57.90 OKLAHOMA MUNICIPAL CLERKS, OMCTFOA REGISTRATION $250.00 GEN MANAGERIAL - Total $5,412.53 COX COMMUNICATIONS PHONE USAGE $15.05 JPMORGAN CHASE BANK PIKEPASS-FEES $2.60 WEST WAY LLC PROCESS SERVICE COURT $65.00 AHA WEST WAY LLC PROCESS SERVICE COURT $65.00 RIN GEN MUNICIPAL COURT - Total $147.65 CITY OF OWASSO WATER SERVICE $5,985.00 COX COMMUNICATIONS PHONE USAGE $3.76 5 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 01 GENERAL ENTERPRISE FM TRUST FLEET LEASE $2,358.32 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $742.47 G.W. ELECTRIC CO. REDBUD LIGHT FIXTURES $2,808.75 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $166.00 JPMORGAN CHASE BANK AMAZON -TONGS $26.99 JPMORGAN CHASE BANK ATWOOD-BOOTS $139.99 JPMORGAN CHASE BANK ATWOOD-TRAILER JACK $54.99 JPMORGAN CHASE BANK ATWOOD-ZIP TIES $14.49 JPMORGAN CHASE BANK CORNERSTONE -BLADES $175.95 JPMORGAN CHASE BANK CORNERSTONE -EDGER $356.99 JPMORGAN CHASE BANK CORNERSTONE -HOLE SAW $16.99 JPMORGAN CHASE BANK CORNERSTONE -HOLE SAWS $52.14 JPMORGAN CHASE BANK CORNERSTONE -HOSE $79.99 JPMORGAN CHASE BANK CORNERSTONE -ODOR BAN $3.79 JPMORGAN CHASE BANK CORNERSTONE -PVC REP $9.49 JPMORGAN CHASE BANK CORNERSTONE -SINKS $32.28 JPMORGAN CHASE BANK CORNERSTONE -SPRAYER $19.99 JPMORGAN CHASE BANK CORNERSTONE -SUPPLIES $4.74 JPMORGAN CHASE BANK HOME DEPOT -ZIP TIES $14.34 JPMORGAN CHASE BANK JANI KING -SERVICE $4,916.50 JPMORGAN CHASE BANK LOWES-GLOVES $16.17 JPMORGAN CHASE BANK LOWES-HANGER $12.98 JPMORGAN CHASE BANK LOWES-MULCH $249.75 JPMORGAN CHASE BANK LOWES-SUPPLIES $114.96 JPMORGAN CHASE BANK NEWELL-LAWN SVC $481.14 JPMORGAN CHASE BANK OK FACILITY -LAWN SVC $1,900.00 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $53.03 JPMORGAN CHASE BANK TURFWORX-LAWN SVC $2,928.00 MBE ENTERPRISES, LLC REMOVE TREES $9,000.00 POWER PLAY LLC SPLASHPAD PARTS $255.40 ROGERS COUNTY RURAL WATER DISTRICT CENTENNIAL WATER $251.95 UNIFIRST HOLDINGS LP PARKS STAFF UNIFORMS $61.56 VERDIGRIS VALLEY ELECTRIC COOP PARKS ELECTRIC $148.58 VERIZON WIRELESS WIRELESS CONNECTION $40.01 GEN PARKS - Total $33,497.48 JPMORGAN CHASE BANK AMAZON -PRISON BOARD $79.99 JPMORGAN CHASE BANK WALMART-PRISON BOARD $25.88 GEN POLICE COMMUNICATIONS -Total $105.87 BLUE ENERGY FUELS LLC CNG FUEL SEPT. 24 $60.02 ENTERPRISE FM TRUST FLEET LEASE $4,698.64 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $1,727.62 on Claims List - 10/15/2024 Fund Vendor Name Payable Description 01 GENERAL HERITAGE LANDSCAPING LLC LAWN MAINTENANCE HOLLON FIRE PROTECTION FIRE EXT INSPECTION JPMORGAN CHASE BANK STANDARD -SUPPLIES SOURCEONE MANAGEMENT SERVICES INC LAWN MAINTENANCE SPIRIT LANDSCAPE MANAGEMENT LLC 96TH ST LANDSCAPE SPIRIT LANDSCAPE MANAGEMENT LLC MAIN STREET LANDSCAPE UNIFIRST HOLDINGS LP UNIFORM SERVICES VERIZON WIRELESS WIRELESS CONNECTION Payment Amount $1, 560.00 $110.25 $48.74 $10,212.00 $267.70 $443.46 $130.60 $120.03 GEN STORMWATER - Total $19,379.06 AEP/PSO STREET LIGHTS $10.92 TREASURER PETTY CASH CC DEP REF -BURR $50.00 TREASURER PETTY CASH CC DEP REF-JACKSON $100.00 TREASURER PETTY CASH CC DEP REF-SCHLOMANN $100.00 TREASURER PETTY CASH CC DEP REF -STAMMER $100.00 TREASURER PETTY CASH CC DEP REF-WAGGNOR $100.00 TREASURER PETTY CASH OC DEP REF-WORLEY $100.00 GENERAL -Total $560.92 TREASURER PETTY CASH HARVEST-K HEATH $40.00 TREASURER PETTY CASH HARVEST-LUNA FOX $40.00 TREASURER PETTY CASH HARVEST-NANS CRAFTS $40.00 GF-HARVEST FESTIVAL - Total $120.00 GENERAL - Total $189,077.96 20 AMBULANCE SERVICE FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $3,594.28 FULLERTON HYDRO -TEST INC. 02 REFILLS $180.00 JPMORGAN CHASE BANK BOUND TREE -SUPPLIES $2,038.72 JPMORGAN CHASE BANK CAPITAL WASTE-DISPOSA $84.80 JPMORGAN CHASE BANK KNOX-LICENSE $584.00 JPMORGAN CHASE BANK LIFE ASSIST -SUPPLIES $3,559.21 JPMORGAN CHASE BANK LODGING EXP 09/8-13 $2,738.10 JPMORGAN CHASE BANK MEDLINE-SUPPLIES $269.64 JPMORGAN CHASE BANK SUMNER-COLOR COPIES $26.56 JPMORGAN CHASE BANK TELEFLEX-SUPPLIES $1,345.50 JPMORGAN CHASE BANK TRAININNG-HIPAA TRNG $149.00 JPMORGAN CHASE BANK TRAVEL EXP 09/13 $3.89 JPMORGAN CHASE BANK TRAVEL EXP 09/8-13 $663.88 JPMORGAN CHASE BANK UPS -SHIPPING $26.81 JPMORGAN CHASE BANK USPS-SHIPPING $5.58 JPMORGAN CHASE BANK ZOLL-SUPPLIES $1,074.00 MEDICLAIMS INC BILLING SERVICES $9,832.09 TOTAL RETURNS, INC. NARC DESTRUCTION $282.00 VERIZON WIRELESS WIRELESS CONNECTION $40.01 N Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 20 AMBULANCE SERVICE AMBULANCE - Total $26,498.07 REPUBLIC RECOVERY SERVICES INC COLLECTION SERVICES $75.00 TREASURER PETTY CASH AMB REF-ALFORD $125.00 AMBULANCE SERVICE - Total $200.00 JPMORGAN CHASE BANK AMAZON-ST1 FIFE $100.27 JPMORGAN CHASE BANK BEST BUY -CABLES $44.98 JPMORGAN CHASE BANK BEST BUY -REFUND ($29.99) JPMORGAN CHASE BANK GRAINGER-ST1 FIFE $57.90 JPMORGAN CHASE BANK HOME DEPOT-ST1 FIFE $602.45 JPMORGAN CHASE BANK LOCKS-ST1 FIFE $588.47 JPMORGAN CHASE BANK LOWES-REFUND ($45.90) JPMORGAN CHASE BANK LOWES-ST1 FIFE $1,043.88 JPMORGAN CHASE BANK MK2 ELECTRIC-ST1 FIFE $675.00 JPMORGAN CHASE BANK OFFICE DEPOT -REFUND ($67.99) JPMORGAN CHASE BANK OFFICE DEPOT-ST1 FIFE $292.45 JPMORGAN CHASE BANK ULINE-ST1 FIFE $332.93 JPMORGAN CHASE BANK WALMART-KEYBOARD $34.88 JPMORGAN CHASE BANK WALMART-ST1 FIFE $154.84 JPMORGAN CHASE BANK ZORO TOOLS-ST1 FIFE $311.37 FIRE STAT #1 RENOVATION -Total $4,095.54 JPMORGAN CHASE BANK B&H PHOTO -RAM & HDD $198.86 JPMORGAN CHASE BANK DELL-LTPC $1,135.72 JPMORGAN CHASE BANK DELL -MONITOR $283.10 JPMORGAN CHASE BANK DELL -SOUND BAR $33.88 JPMORGAN CHASE BANK OFFICE DEPOT-LTPC UPS $89.99 FIRE STAT #2 RENOVATION -Total $1,741.55 AMBULANCE SERVICE -Total $32,535.16 21 E-911 AT&T PHONE USE $440.79 CHICKASAW TELECOM INC OLETS FIREWALL CONFIG $410.00 COX COMMUNICATIONS T1 CIRCUITS $229.00 INCOG 911 INCOG FEES $8,307.42 JPMORGAN CHASE BANK APCO-TRAINING $100.00 JPMORGAN CHASE BANK HEADSETS -TOOLS $449.84 JPMORGAN CHASE BANK MEETING EXP 09/26 $80.21 JPMORGAN CHASE BANK OK PUBLIC -TRAINING $319.00 JPMORGAN CHASE BANK SOUTH RUBBER -NOTARY $51.45 LANGUAGE LINE SERVICES TRANSLATION SERVICE $196.71 TREASURER PETTY CASH NOTARY-HARRIS $10.00 TREASURER PETTY CASH NOTARY -HUNT $10.00 VERIZON WIRELESS WIRELESS CONNECTION $40.01 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 21 E-911 E911 COMMUNICATIONS - Total $10,644.43 E-911 - Total $10,644.43 25 HOTEL TAX COX COMMUNICATIONS PHONE USAGE $7.52 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $37.63 JPMORGAN CHASE BANK AMAZON -CALCULATOR $8.72 JPMORGAN CHASE BANK BHM-SUBSCRIPTION $4.99 JPMORGAN CHASE BANK EVENT EXP 09/26 $112.08 STRONG NEIGHBORHOODS - Total $170.94 HOTEL TAX - Total $170.94 27 STORMWATER MANAGEMENT MESHEK & ASSOCIATES, P.L.C. GARNETT IMPROVEMENTS $1,412.90 GARNETT CULVERT IMPROV -Total $1,412.90 MESHEK & ASSOCIATES, P.L.C. HALE ACRES DRAINAGE $4,880.95 HALE ACRES DRAINAGE IMPRO - Total $4,880.95 MESHEK & ASSOCIATES, P.L.C. NOTTINGHAM DRAINAGE IMP $226.47 NOTTINGHAM DRAINAGE IMPRO - Total $226.47 COX COMMUNICATIONS PHONE USAGE $7.52 ENTERPRISE FM TRUST FLEET LEASE $1,041.60 JPMORGAN CHASE BANK ATWOOD-SAFETY BOOTS $159.99 JPMORGAN CHASE BANK BROWN FARMS -SOD $70.00 JPMORGAN CHASE BANK HOME DEPOT -SUPPLIES $35.76 JPMORGAN CHASE BANK OREILLY-SUPPLIES $7.49 JPMORGAN CHASE BANK YELLOW HOUSE -RENTAL $4,500.00 MESHEK & ASSOCIATES, P.L.C. MISC DRAINAGE REVIEWS $8,111.25 SOURCEONE MANAGEMENT SERVICES INC LAWN MAINTENANCE $13,165.30 UNIFIRST HOLDINGS LP UNIFORM SERVICES $13.44 VERIZON WIRELESS WIRELESS CONNECTION $40.01 STORMWATER - STORMWATER - Total $27,152.36 STORMWATER MANAGEMENT - Total $33,672.68 28 FEDERAL GRANTS GRADE LINE CONSTRUCTION 96TH - BRIDGE TO 129 $294,226.30 96TH-BRIDGE TO 129TH - Total $294,226.30 FEDERAL GRANTS - Total $294,226.30 31 AMBULANCE CAPITAL ZOLL MEDICAL CORP AUTOPULSE LEASE $19,917.44 AMBULANCE CAPITAL FD - Total $19,917.44 AMBULANCE CAPITAL -Total $19,917.44 37 SALES TAX FIRE AT&T PHONE USE $27.23 CITY OF OWASSO WATER SERVICE $84.00 COX COMMUNICATIONS PHONE USAGE $124.15 ENTERPRISE FM TRUST FLEET LEASE $5,264.85 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $3,151.93 9 Claims List - 10/15/2024 Fund 37 SALES TAX FIRE Vendor Name Payable Description Payment Amount HOLLON FIRE PROTECTION ALL ST FIRE INSPECT $932.90 JPMORGAN CHASE BANK AMAZON -REFUND ($117.00) JPMORGAN CHASE BANK AMAZON-ST4 DRYER REP $5.26 JPMORGAN CHASE BANK AMAZON-ST4 SUPPLIES $12.11 JPMORGAN CHASE BANK AMAZON -SUPPLIES $231.98 JPMORGAN CHASE BANK AMER WASTE -DISPOSAL $172.41 JPMORGAN CHASE BANK CORNERSTONE -REPAIRS $18.57 JPMORGAN CHASE BANK DAVENPORT -VALVES $8,688.00 JPMORGAN CHASE BANK EBAY-RADIO PINS $25.93 JPMORGAN CHASE BANK EBAY-ST4 RANGE REPAIR $6.86 JPMORGAN CHASE BANK EMTEC-PEST $625.00 JPMORGAN CHASE BANK FEDEX-SHIPPING $14.45 JPMORGAN CHASE BANK GREEN COUNTRY -TRAIN $7.18 JPMORGAN CHASE BANK HILTON HOTELS -REFUND ($667.10) JPMORGAN CHASE BANK HOME DEPOT -MOUSE TRAP $9.94 JPMORGAN CHASE BANK HOME DEPOT-SUPPPLIES $430.74 JPMORGAN CHASE BANK LOCKS-ST4 DRYER REP $5.25 JPMORGAN CHASE BANK LODGING EXP 08/13-16 $621.37 JPMORGAN CHASE BANK LOWES-CASCADE REP $9.24 JPMORGAN CHASE BANK LOWES-TRNG GROUNDS $72.00 JPMORGAN CHASE BANK NAFECO-SUSPENDERS $863.00 JPMORGAN CHASE BANK NAFECO-UNIFORMS $407.99 JPMORGAN CHASE BANK NALCO-BOILER MAINT $275.00 JPMORGAN CHASE BANK NSC-4GAS MONITOR $1,102.22 JPMORGAN CHASE BANK OFFICE DEPOT -BC UPS $89.99 JPMORGAN CHASE BANK OK POLICE -UNIFORMS $339.97 JPMORGAN CHASE BANK OK STATE FIR -DUES $440.00 JPMORGAN CHASE BANK OKIAAI-REGISTRATION $500.00 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $964.94 JPMORGAN CHASE BANK OREILLY-ALERT REPAIR $3.49 JPMORGAN CHASE BANK OREILLY-GAS CAN ST2 $29.99 JPMORGAN CHASE BANK PIKEPASS-FEES $3.30 JPMORGAN CHASE BANK PSN-ST4 WATER $149.29 JPMORGAN CHASE BANK SAMS-ST SUPPLIES $878.02 JPMORGAN CHASE BANK SAMS-STATION SUPPLIES $268.74 JPMORGAN CHASE BANK SAMS-SUPPLIES $29.98 JPMORGAN CHASE BANK SPECIAL OPS-PANTS $163.98 JPMORGAN CHASE BANK SUMMIT FIRE -ALARM REP $253.00 JPMORGAN CHASE BANK SUMNER-ST4 COPIER $160.27 JPMORGAN CHASE BANK T&W-TW4 MAINT $2,001.60 JPMORGAN CHASE BANK TIMETOSHINE-FLEET $157.00 10 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 37 SALES TAX FIRE JPMORGAN CHASE BANK TRAILS END BBQ-REFUND ($12.30) JPMORGAN CHASE BANK TRAVEL EXP O8/13-16 $621.37 JPMORGAN CHASE BANK TRAVEL EXP 09/19 $73.90 JPMORGAN CHASE BANK TRAVEL EXP 09/23 $488.48 JPMORGAN CHASE BANK TRAVEL EXP 09/26 $45.15 JPMORGAN CHASE BANK TRAVEL EXP 10/01-03 $151.08 JPMORGAN CHASE BANK WALMART-POWER STEER $37.42 JPMORGAN CHASE BANK WALMART-REFUND ($16.46) KEVINS WHOLESALE LLC UNIFORMS $2,147.87 NORTH AMERICA FIRE EQUIPMENT CO. 13 SETS PPE $48,165.00 OKIE PACKAGING AND INDUSTRIAL FLOOR DRY $457.00 VERIZON WIRELESS WIRELESS CONNECTION $2,090.42 W.S. DARLEY & CO E4 LADDER $1,081.79 SALES TAX FUND -FIRE - Total $84,169.74 SALES TAX FIRE - Total $84,169.74 38 SALES TAX POLICE AT&T PHONE USE $27.23 CITY OF OWASSO WATER SERVICE $42.00 COBY WHITAKER TUITION REIMBURSEMENT $720.00 COX COMMUNICATIONS PHONE USAGE $214.44 ENTERPRISE FM TRUST FLEET LEASE $2,943.77 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $12,019.15 GT DISTRIBUTORS INC AMMUNITION $1,614.70 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $780.00 JPMORGAN CHASE BANK AMAZON -PARTS $1,198.08 JPMORGAN CHASE BANK AMAZON -SUPPLIES $419.86 JPMORGAN CHASE BANK AMAZON -UNIFORM $90.00 JPMORGAN CHASE BANK BARRETT-SUPPLIES $960.90 JPMORGAN CHASE BANK BROWN ELLS -FIREARMS $104.98 JPMORGAN CHASE BANK CDW GOVT-BATTERY $62.53 JPMORGAN CHASE BANK CIOX HEALTH -MEDICAL $200.00 JPMORGAN CHASE BANK CORNERSTONE -FIREARMS $17.98 JPMORGAN CHASE BANK CORNERSTONE -SUPPLIES $11.37 JPMORGAN CHASE BANK DOLLAR GENERAL-VEH $11.38 JPMORGAN CHASE BANK DON HUME-AWARDS $1,129.26 JPMORGAN CHASE BANK DREAM WALKS -TRASH REP $1,660.00 JPMORGAN CHASE BANK EATON-INSTALL $1,500.00 JPMORGAN CHASE BANK FAM ANIMAL MED-K9 MED $2,050.40 JPMORGAN CHASE BANK GALLS -UNIFORM $131.79 JPMORGAN CHASE BANK GLENDALEPAR-AWARDS $161.87 JPMORGAN CHASE BANK GLENDALEPAR-REFUND ($11.37) JPMORGAN CHASE BANK KIRBY K9-SUPPLIES $1,680.00 11 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 38 SALES TAX POLICE JPMORGAN CHASE BANK KTA WEB -FEES $11.04 JPMORGAN CHASE BANK L&W-CEILING TILES $278.40 JPMORGAN CHASE BANK LEADSONLINE-SVC PKG $6,704.00 JPMORGAN CHASE BANK LENOX-TOWING $85.00 JPMORGAN CHASE BANK LODGING EXP 09/17-20 $317.22 JPMORGAN CHASE BANK LOWES-FIREARMS $189.88 JPMORGAN CHASE BANK LOWES-REFUND ($0.67) JPMORGAN CHASE BANK LOWES-SUPPLIES $8.15 JPMORGAN CHASE BANK LOWES-TOOLS $468.96 JPMORGAN CHASE BANK MODERNICON-K9 SUPP $483.96 JPMORGAN CHASE BANK NORMA-FIREARMS $948.96 JPMORGAN CHASE BANK NTTA-FEES $18.98 JPMORGAN CHASE BANK NW PARKWAY -FEES $10.70 JPMORGAN CHASE BANK OFFICE DEPOT -SUPPLIES $32.98 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $534.95 JPMORGAN CHASE BANK PACKTRACK-SUBSCRIBE $140.00 JPMORGAN CHASE BANK PARTS4HEATING-BOILER $280.61 JPMORGAN CHASE BANK RAY ALLEN-SUPPLIES $162.72 JPMORGAN CHASE BANK SAVON-BUSINESS CARDS $40.00 JPMORGAN CHASE BANK SHINE FACTORY -FLEET $290.00 JPMORGAN CHASE BANK SMARTFORCE-LICENSE $8,904.00 JPMORGAN CHASE BANK STALKER RADAR -RADAR $2,775.00 JPMORGAN CHASE BANK SUMNER-COPIER $106.43 JPMORGAN CHASE BANK THOMSON WEST -ACCESS $544.40 JPMORGAN CHASE BANK TULSA COMM-TRAINING $300.00 JPMORGAN CHASE BANK UPS -SHIPPING $19.09 JPMORGAN CHASE BANK VIKTOS-UNIFORM $470.16 JPMORGAN CHASE BANK WALMART-SUPPLIES $37.44 OWASSO FOP LODGE #149 POLICE DEPT LEGAL DEFENSE $220.50 SPECIAL OPS UNIFORMS, INC UNIFORM REP ITEMS $82.99 STOP STICK LTD STOP STICKS $3,342.00 VERIZON WIRELESS WIRELESS CONNECTION $5,532.95 SALES TAX FUND -POLICE -Total $63,081.12 SALES TAX POLICE - Total $63,081.12 39 SALES TAX STREETS AEP/PSO STREET LIGHTS $9,219.73 BLUE ENERGY FUELS LLC CNG FUEL SEPT. 24 $140.44 COX COMMUNICATIONS PHONE USAGE $7.52 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $1,250.67 HOLLON FIRE PROTECTION FIRE EXT INSPECTION $110.25 JPMORGAN CHASE BANK ANCHOR STONE -CONCRETE $788.71 JPMORGAN CHASE BANK APAC-ASPHALT $1,911.52 12 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 39 SALES TAX STREETS JPMORGAN CHASE BANK LOWES-SUPPLIES $454.20 JPMORGAN CHASE BANK SAVON-SIGNS $700.00 TREASURER PETTY CASH SVC OK -TRAILER TAG $9.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES $277.66 VERDIGRIS VALLEY ELECTRIC COOP 116/129 TRAFFIC SIGN $85.23 VERDIGRIS VALLEY ELECTRIC COOP CHAMPION STREET LIGHT $81.65 VERDIGRIS VALLEY ELECTRIC COOP SECURITY LIGHT $6.68 VERIZON WIRELESS WIRELESS CONNECTION $120.03 SALES TAX FUND -STREETS -Total $15,163.29 SALES TAX STREETS - Total $15,163.29 40 CAPITAL IMPROVEMENTS KELLOGG ENGINEERING, INC ENGINEERING SERVICES $19,611.80 86TH ST N BRIDGE REPLACEM - Total $19,611.80 DOERNER, SAUNDERS, DANIEL & LEGAL FEES - 106&129 $645.90 CIP 106/129 INTERSECT IMP - Total $645.90 VISUAL FORCE INC VEHCILE UPFITTING $12,045.06 CIP POLICE VEHICLES - Total $12,045.06 CAPITAL IMPROVEMENTS - Total $32,302.76 70 CITY GARAGE COUNTRYSIDE DIESEL REPAIR LLC VEHICLE REPAIR $10,808.79 COX COMMUNICATIONS PHONE USAGE $15.05 CROW BURLINGAME COMPANY PARTS FOR RESALE $2,271.60 CROW BURLINGAME COMPANY SHOP SUPPLIES $33.69 CROW BURLINGAME COMPANY SMALL TOOLS $161.47 FLEETCOR TECHNOLOGIES FUEL BILL SEPT 24 $265.00 JPMORGAN CHASE BANK A&N-PARTS $238.00 JPMORGAN CHASE BANK AMAZON -GLOVES $47.14 JPMORGAN CHASE BANK AMAZON -HANG TAGS $16.99 JPMORGAN CHASE BANK AMAZON -REFUND ($9.81) JPMORGAN CHASE BANK CHRIS NIKEL-SERVICES $386.20 JPMORGAN CHASE BANK FLEETPRIDE-PARTS $107.78 JPMORGAN CHASE BANK HESSELBEIN-TIRES $937.40 JPMORGAN CHASE BANK KACOMM-PARTS $252.93 JPMORGAN CHASE BANK MARC MILLER -REFUND ($61.94) JPMORGAN CHASE BANK NEW PIG -SPILL KIT $736.35 JPMORGAN CHASE BANK ONG-NATURAL GAS USAGE $168.57 JPMORGAN CHASE BANK ROCK AUTO -PARTS $1,763.33 JPMORGAN CHASE BANK SAMS-SUPPLIES $52.88 JPMORGAN CHASE BANK SOUTHERN TIRE -ALIGN $155.00 JPMORGAN CHASE BANK SOUTHERN TIRE -TIRES $4,619.64 JPMORGAN CHASE BANK SPEEDTECH-PARTS $49.75 JPMORGAN CHASE BANK TERMINAL SUPP-SUPPLIE $187.06 13 Claims List - 10/15/2024 Fund Vendor Name Payable Description Payment Amount 70 CITY GARAGE JPMORGAN CHASE BANK TERMINAL -SUPPLIES $428.75 JPMORGAN CHASE BANK UNITED FORD -PARTS $174.10 JPMORGAN CHASE BANK YELLOW HOUSE -PARTS $96.26 NOREGON SYSTEMS LLC DIAGNOSTIC SOFTWARE $2,199.00 QUALITY PETROLEUM INC OIL DELIVERY GARAGE $1,262.32 UNIFIRST HOLDINGS LP UNIFORMS $157.92 UNIVERSAL ENVIRONMENTAL SERVICES USED OIL PICK UP CITY GAR $1,166.00 VEHICLE MAINTENANCE - Total $28,687.22 CITY GARAGE - Total $28,687.22 76 WORKERS' COMP SELF -INS CITY OF OWASSO IMPREST ACCOUNT WORKERS COMP CLAIMS $13,575.17 OK TAX COMMISSION SPECIAL TAX UNIT MITF ASSESSMENTS $5,818.42 UNITED SAFETY & CLAIMS INC WORKERS COMP SVC FEE $1,658.33 WORKERS' COMP SELF -INS -Total $21,051.92 WORKERS' COMP SELF -INS -Total $21,051.92 77 GENERAL LIABILITY-PROPERT HALL, ESTILL, HARDWICK, GABLE, LITIGATION $2,396.10 KEN RAY UNDERWOOD LEGAL SERVICE FEES $2,130.00 OKLAHOMA MUNICIPAL ASSURANCE VEHICLE INSURANCE $36,863.00 GROUP GEN LIAB-PROP SELF INS - Total $41,389.10 GENERAL LIABILITY-PROPERT - Total $41,389.10 78 HEALTHCARE SELF INS FUND JPMORGAN CHASE BANK BAILEYRANCH-WORKSHOP $515.00 JPMORGAN CHASE BANK MEETING EXP 09/26 $150.31 JPMORGAN CHASE BANK SAMS-WORKSHOP $18.25 JPMORGAN CHASE BANK SAVON-MAILERS $67.50 WELLNESS - Total $751.06 HEALTHCARE SELF INS FUND - Total $751.06 City Grand Total $866,841.12 14 TO: The Honorable Mayor and City Council FROM: Michele Dempster, Human Resources Director SUBJECT: OkMRF Retirement Request DATE: October 10, 2024 BACKGROUND: Oklahoma Municipal Retirement Fund (OkMRF) serves as the retirement plan for employees not covered by the State Police or State Fire Pension plans. The City Council, acting as the OkMRF Retirement Committee, must approve applications for retirement. To be eligible for retirement benefits through OkMRF an employee must have a minimum of five years of employment. Once an employee has five years of service the employee is considered vested and upon leaving employment with the City has three options depending upon age. 1. Normal Retirement is available to a vested employee age 65 or older, or age 62 with thirty years of service. 2. Early Retirement is available to a vested employee between ages 55 and 65. 3. Deferred Retirement is available to a vested employee under the age of 65. Deferred Retirement allows an employee to "defer" retirement benefits until a future date. Angela Hess was employed in the Finance Department from August 29, 2005, to August 1, 2012. Ms. Hess is vested and has applied for, and meets the prerequisites for, Early Retirement. :I xKO7 i41IT1 1 Q 1 17_\ 1 [W ON F Staff recommends approval of Early Retirement benefits for Angela Hess. TO: The Honorable Mayor and City Council FROM: Michele Dempster, Human Resources Director SUBJECT: OkMRF Retirement Request DATE: October 10, 2024 BACKGROUND: Oklahoma Municipal Retirement Fund (OkMRF) serves as the retirement plan for employees not covered by the State Police or State Fire Pension plans. The City Council, acting as the OkMRF Retirement Committee, must approve applications for retirement. To be eligible for retirement benefits through OkMRF an employee must have a minimum of five years of employment. Once an employee has five years of service the employee is considered vested and upon leaving employment with the City has three options depending upon age. 1. Normal Retirement is available to a vested employee age 65 or older, or age 62 with thirty years of service. 2. Early Retirement is available to a vested employee between ages 55 and 65. 3. Deferred Retirement is available to a vested employee under the age of 65. Deferred Retirement allows an employee to "defer" retirement benefits until a future date. Kevin Richardson was employed in the Fleet Maintenance division of Public Works from November 7, 2016, to October 1, 2024. Mr, Richardson is vested and has applied for, and meets the prerequisites for, Early Retirement. RECOMMENDATION: Staff recommends approval of Early Retirement benefits for Kevin Richardson. TO: The Honorable Mayor and City Council FROM: Michele Dempster, Senior Director SUBJECT: Healthcare Self -Insurance Fund Stop Loss Reimbursements DATE: October 10, 2024 BACKGROUND In 2004, the City Council approved a policy establishing the Healthcare Self -Insurance Fund for employee health, dental, and vision insurance. The fund covers the cost of claims and administration, with financing provided by premiums paid by employees and departments. Self -Insuring means that, instead of paying premiums to an insurance company, the City covers the cost of claims directly through a third -party administrator. This approach allows the City to retain any budgeted funds that are not spent on claims. To mitigate risk, the City carries Stop Loss coverage, which limits liability for any one individual. If a member's claim exceeds the Stop Loss amount, the Stop Loss carrier will cover the excess cost. Effective July 1, 2024, Stop Loss coverage tronsitioned from AEfNA to Sun Life, resulting in a $400,000.00 savings in premiums. With this transition, the City is required to pay the full amount of all claims upfront and will be reimbursed for any claims exceeding the Stop Loss amount. These reimbursements are receipted to the Healthcare Self -Insurance Fund as revenue, and a budget amendment is necessary to offset the increase in expenditures for claims paid over the Stop Loss amount. STOP LOSS REIMBURSEMENT RECEIVED: The City has received a $448,101.00 Stop Loss reimbursement. This amount has been receipted to "reimbursements and refunds" in the Healthcare Self -Insurance Fund. A budget amendment is required to make the amount of the reimbursement available for future claims expenditures. RECOMMENDATION: Staff recommends approval of a budget amendment in the Healthcare Self -Insurance Fund, increasing appropriation for expenditures by $448,101.00. TO: The Honorable Mayor and City Council FROM: Jason Woodruff, Deputy Chief of Police SUBJECT: Acceptance of Department of Justice Vest Grant and a budget amendment DATE: October 10, 2024 BACKGROUND: The Owasso Police Department is committed to the safety of officers serving the community. Every full-time and reserve police officer is provided a bullet resistant vest to support the objective of optimizing the safety of officers. Bullet resistant vests expire after five years of use and therefore are replaced every five years. For many years, the Police Department has partnered with the Department of Justice (DOJ) through a grant program that pays forfifty-percent of the cost of the vests. The cost of the vests varies, but can exceed $1,000.00 per vest. As in years past, the Police Department has been awarded a grant by the DOJ. The amount of this year's grant is $6,583.57. This grant is provided through the Bulletproof Vest Partnership Program, In order to participate in the program, there is a requirement that the department only purchase DOJ approved bullet resistant vests. Once purchased, the department seeks reimbursement from the DOJ. RECOMMENDATION: Staff recommends acceptance of the Department of Justice Vest Grant and approval of a budget amendment in the General Fund, increasing estimated revenues and the appropriation for expenditures in the Police Department by $6,583.57. TO: The Honorable Mayor and City Council FROM: Jason Woodruff, Deputy Chief of Police SUBJECT: Supplemental Appropriation -Safe Oklahoma Grant DATE: October 10, 2024 BACKGROUND: In 2012, the Oklahoma legislature passed HB 3052, which created a grant program within the Attorney General's office, now known as the Safe Oklahoma Grant. The Attorney General was authorized to award competitive grant funds to local law enforcement agencies, specifically directed at reducing or preventing violent crime in Oklahoma communities. The Owasso Police Department (OPD) first received this grant funding in 2016 and has been awarded over $200,000 in the over the subsequent years. Staff received notification from the Attorney General's Office that grant funds are approved in the amount of $20,000 for the 2025 Safe Oklahoma Grant. The grant funds will be dedicated to "paid supplemental overtime". The paid supplemental overtime allows sworn personnel to work additional shifts, in addition to their normal scheduled duties, focusing on high crime/high activity areas through the use of directed patrols, saturation patrols, street crime operations, focused patrols during large gatherings, and clandestine narcotics operations. Since OPD began receiving this grant, the funding has allowed for the allocation of additional personnel to work during times where there is an increased risk of crime, such as the Holiday Shopping Patrol, as well as respond to specific incidents such as threats at area schools, threats at retail shopping centers, and threats against specific citizens. RECOMMENDATION: Staff recommends acceptance of the 2025 Safe Oklahoma Grant, authorization to execute the contract with the Oklahoma Attorney General's Office, and approval of a budget amendment in the General Fund, increasing the estimated revenue and the appropriation for expenditures in the Police Department budget by $20,000. ATTACHMENT: 2025 Safe Oklahoma Grant Program Contract THE OFFICE OF ATTORNEY GENERAL 2025 SAFE OKLAHOMA GRANT PROGRAM CONTRACT This contract is made between the Office of the Attorney General ("OAG") and the Owasso Police Department ("Recipient') (hereinafter collectively referred to as the "Parties"). OAG agrees to provide funding to Recipient for the purposes provided in Appendix A of this contract and in accordance with the terms and conditions provided in this contract. Recipient agrees to carry out the purposes for funding provided in Appendix A timely and in good faith and to abide by all terms and conditions of this contract. 1. AMOUNT AND PURPOSE OF FUNDS a. OAG is providing $20,000.00 to Recipient for the use of overtime. The terms of use for the funds are more fully described in Appendix A. 2. AVAILABILITY OF FUNDS a. Payment pursuant to this contract is to be made only from monies appropriated to the Office of Attorney General (OAG) by the Oklahoma Legislature for the Safe Oklahoma Grant Program established in Title 74, Section 20k of Oklahoma Statutes. Notwithstanding any other provisions, payments to the Recipient by OAG are contingent upon sufficient appropriations being made by the Oklahoma Legislature. OAG may terminate its obligation under this contract if sufficient appropriations are not made available by the Legislature. OAG may take any action necessary in accord with such determination. 3. TERM OF CONTRACT a. The term of the contract begins on January 1, 2025. b. The term of this contract shall expire twelve (12) months after the contract begins on December 31, 2025, unless otherwise agreed in Appendix A or an extension is granted by OAG in writing. Pursuant to the requirements of Section 14 entitled Records, Reports, and Documentation, quarterly reports on the contract status will be due: April 30, 2025; July 31, 2025; October 31, 2025, and January 31, 2026. 2025 Safe Oklahoma Grant Award Pagel of 8 c. If the funds are not fully spent by the expiration of this contract, Recipient shall return all unencumbered funds to OAG, unless an extension is granted by OAG in writing. 4. MODIFICATION AMENDMENT a. This contract is subject to such modification as may be required by law or regulation. Any such modification may be done unilaterally by OAG. b. Revisions to the contract and any attachment in Appendix A, which is part of this contract, by Recipient must be approved in writing in advance by OAG. c. A waiver by OAG to any provision in this contract must be signed and in writing by OAG. 5. OAG PERFORMANCE a. In accordance with the terms of this contract, the OAG will provide funding for the project up to the total amount detailed in Appendix A pursuant to the terms of this contract. 6. RECIPIENT PERFORMANCE a. Recipient agrees to perform those duties, obligations and representations contained in this contract and Appendix A, and to be bound by the provisions of this contract and Appendix A, and all amendments thereto, which were submitted to OAG. b. In no event shall any subcontract or subcontractor of the Recipient incur obligation on the part of OAG or beyond the terms of Appendix A of this contract. c. Recipient shall commence implementation of the project described in Appendix A within sixty (60) days from the date of receipt of funds unless otherwise agreed to in Appendix A or in writing by OAG. d. Recipient agrees to cooperate with, and provide information to, any third -party evaluator that has been approved by the OAG for the purpose of tracking results of the Safe Oklahoma Grant Program. 7. FUNDING TO RECIPIENT a. Funding will be dispersed only upon receipt of an invoice received by OAG from Recipient for the full amount of the awarded funds. b. Funds made available shall be used only for the purposes and expenses approved by OAG under this contract. These funds are distributed to Recipient who shall be responsible for the payment of all expenses incurred by Recipient in performing 2025 Safe Oklahoma Grant Award Page 2 of 8 under this contract. The funds provided to the Recipient shall be expended only for expenses incurred during the term of this contract as specified in Appendix A and shall not be expended for expenses incurred prior to, or after, the term of this contract. c. Funds made available to Recipient under this contract shall be used to supplement, and not supplant, other funds expended to carry out activities of the Recipient. 8. EMPLOYEE BENEFITS a. Recipient acknowledges that the contract funds used to pay overtime are to pay for time worked and not to be used to pay the associated benefits an employee is entitled to as a result of overtime hours worked. b. Recipient has full responsibility for the payment of Workers' Compensation insurance, unemployment insurance, social security, state and federal income tax, salaries, benefits, and any other obligations required by law for its employees. c. The Parties intend that each shall be responsible for its own intentional acts, negligent acts, and/or omissions to act. OAG shall not be responsible for the acts and omissions to act of Recipient or any of Recipient's subcontractors or vendors. 9. CERTIFICATIONS BY RECIPIENT Recipient expressly agrees to be solely responsible for ensuring that the use of monies received under this contract complies with all federal, state and local statutes, regulations and other legal authority, including any laws relating to nondiscrimination, equal opportunity, and labor standards. 10. NO -CONFLICT COVENANT Recipient covenants that no officers or employees of Recipient have any interest, direct or indirect, and that none shall acquire any such interest during their tenure that would conflict with the full and complete execution of this contract. Recipient further covenants that no employee of OAG received anything of value in connection to this contract. 11. NON -COLLUSION a. The Parties certify that neither has been a party to any collusion among applicants to the Safe Oklahoma Grant Program, collusion with any state official or employee in the awarding of this contract, or in any discussions with any applicants or state officials concerning the exchange of anything of value for special consideration in awarding this contract. 2025 Safe Oklahoma Grant Award Page 3 of 8 b. Recipient has not paid, given, 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, directly or indirectly, in the procuring of this contract. c. No person who has been involved in any manner in the development of this contract while employed by the State of Oklahoma will be employed to fulfill any of the services provided for under this contract. 12. PUBLICATIONS AND OTHER MATERIALS Any material produced in whole or in part as a result of this contract may be subject to the Open Records Act of Oklahoma. OAG shall have authority to publish, disclose, distribute, and otherwise use any reports, data or other materials prepared under this contract. 13. PROCUREMENT Recipient agrees and is responsible for ensuring that procurement, management, and disposition of property acquired with contract funds shall be governed by any applicable federal and state laws, including any competitive bidding requirements and requirements for the accounting of public funds. 14. RECORDS, REPORTS, DOCUMENTATION a. Recipient shall provide a quarterly report every three (3) months to OAG of funds dispersed during the term of this contract and a report detailing the progress of the project. The reporting period shall commence on January 1, 2025. Reports shall be due no later than one month after the end of a reporting period, as provided in Section 3(b). The reports shall include, but not be limited to, the following information: i. A detailed itemization of the funds spent during the three (3) month reporting period (including the attachment of supporting financial documents to the report); ii. An explanation of what was funded under item i. above; iii. The remaining balance of the funds provided under this contract; iv. An explanation of measurement and evaluation tools used to track progress and results; v. An explanation of any observed change in violent crime rates or trends as a result of this project; and vi. A brief narrative of the results, successes, and other observations from this reporting period. b. The Recipient shall maintain records and accounts, including property, personnel, and financial records that properly account for all project funds. Recipient shall make these records available to OAG upon request. 2025 Safe Oklahoma Grant Award Page 4 of 8 c. Recipient shall keep and maintain appropriate books and records reflecting the services performed and costs and expenses incurred in connection with its performance of this contract for a period of five (5) years from the ending date of this contract. Upon reasonable notice, OAG, the State Auditor's Office, the State Purchasing Director, or their representatives, shall be entitled to access any books, records, and other documents and items directly pertaining to the project funds for purpose of audit and examination, at Recipient's premises during normal business hours. In the event any audit, litigation, or other action involving these pertinent records is started before the end of the five (5) year period, the Recipient agrees to retain these records until all issues arising out of the action are resolved or until the end of the five (5) year period, whichever is later. d. Recipient shall provide any status updates during the term of this contract to OAG upon request. 15. CLOSING OUT OF CONTRACT a. Recipient shall promptly, but no later than thirty (30) days following the expiration of the contract, return to OAG any funds received under this contract that are not expended for the agreed purposes under this contract in Appendix A. b. Recipient shall promptly, but no later than thirty (30) days following the expiration of the contract, submit any closeout documents showing proof of completion of the terms of this contract to OAG. c. Recipient agrees to provide any additional information required by OAG after the expiration of this contract for the purpose of showing completion and results of the project. 16. DISPUTE RESOLUTION INTERPRETATION REMEDIES VENUE AND CHOICE OF LAW a. The Parties agree that their authorized representatives will timely meet and negotiate in good faith to resolve any problems or disputes that may arise in the performance of the terms and provisions of this contract. b. This contract shall be construed and interpreted pursuant to Oklahoma law. c. Venue for any disagreement or cause of action arising under this contract shall be Oklahoma County, Oklahoma. 17. TERMINATION OR SUSPENSION a. This contract may be terminated or suspended in whole or in part at any time by written agreement of the Parties. 2025 Safe Oklahoma Grant Award Page 5 of 8 b. This contract may be terminated or suspended by OAG in whole or in part, for cause, after notice and an opportunity for Recipient to present reasons why such action should not be taken. Grounds for cause include, but are not limited to: Recipient fails to commence implementation of the terms of this contract within 60 days or as otherwise agreed in writing or in Appendix A. ii. Recipient fails to comply with the terms of this contract or with any applicable laws or regulations or is unduly dilatory in executing its commitments under this contract. iii. Purposes for the funds have not been or will not be fulfilled or would be illegal to carry out. iv. The Recipient has submitted incorrect or incomplete documentation pertaining to this contract. c. In the event of termination or suspension, Recipient shall be entitled to payment for otherwise valid and allowable obligations incurred in good faith prior to notice of termination or suspension. 18. ENTIRE CONTRACT This contract, together with Appendix A, constitutes the entire contract between the Parties relating to the rights granted and obligations assumed by the Parties hereunder. 19. HEADINGS Titles of parts or sections of this contract are inserted for convenience only and shall be disregarded in construing or interpreting the provisions of the contract. 20. SEVERABILITY If any provision of this contract is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract that can be given effect. 21. COUNTERPARTS The Parties may execute this contract in one or more counterparts, each of which will be deemed an original and all of which, when taken together, will be deemed to constitute one and the same contract. Any signature page delivered by facsimile machine or electronic mail (including any pdf format) shall be binding to the same extent as an original signature page. 2025 Safe Oklahoma Grant Award Page 6 of 8 22. POINT OF CONTACT Correspondence and contact to the OAG shall be made through the primary and secondary contact persons listed below: Primary Contact Name: Stephanie Lowery Title: Grants Administrator Phone Number: (405) 522-2617 Email: Stephanie.LoweKy@oag.ok.gov Agreed to the day of Chief of Police, Owasso Police Department X Alvin Fruga, Mayor, City of Owasso Z or City Manager, City of Owasso ❑ Secondary Contact Name: Dane Towery Title: Deputy Attorney General Phone Number: 405-522-8965 Email: dane.towery@oag.ok.gov Kl➢ZI X Stacy Morey Senior Deputy Attorney General, Oklahoma Office of Attorney General 2025 Safe Oklahoma Grant Award Page 7 of 8 APPENDIX A — Purposes of Funding The Recipient is required to complete a budget outline for the funds awarded under the terms of this contract and attach as Appendix A. Appendix A must include a copy of the Recipient's itemized budget for the project with of all items/labor/services to be purchased with funds and provide descriptions and overviews of the activities planned. These documents are attached to this contract and incorporated into the terms and requirements of this contract. Funding is provided solely for the purposes in Appendix A and shall be spent solely on items in Appendix A. 2025 Safe Oklahoma Grant Award Page 8 of 8 �r/R4` 0.ep,. nEu Cnanebr. Pw C�iv TO: The Honorable Mayor and City Council FROM: Jeff Atchison, Human Resources Risk Management SUBJECT: Excess Workers' Compensation Coverage DATE: October 10, 2024 BACKGROUND: The City is self -insured for workers' compensation. As a result, all costs associated with an employee's on-the-job injury are paid by the City through the Workers' Compensation Fund, up to the established specific retention limit, or excess coverage limit. Should a claim reach the specific retention limit, the amount exceeding the specific retention limit would be covered by the insurance carrier. The Workers' Compensation Excess coverage renews annually on October 26th, and is calculated at a rate per$100 of payroll. Specific Excess Workers' Compensation Insurance is funded through the Workers' Compensation Self -Insurance Fund. The FY 2025 Budget includes funding for the proposed renewal. COMMENTS: The cost of the current year's coverage is $94,878.00. The City's Agent of Record, Arthur J. Gallagher, & Co. received a renewal quote through the current carrier Midwest Employer's Casualty Company (MECC), for $121,516.00. The increase in premiums is a result of a .0073 increase in rate per $100 of payroll and an increase in estimated payroll. The renewal premium continues the specific retention limit for police and fire personnel of $1,000,000.00 and the specific retention of $750,000.00 for all other employees. Execution of a contract with Midwest Employer's Casualty Company for Specific Excess Workers' Compensation Insurance in the amount of $121,516.00 requires City Council approval. RECOMMENDATION: Staff recommends approval of a contract for coverage with Midwest Employers Casualty Company of Chesterfield, Missouri, authorization for payment in the amount of $121,516.00, and authorization to execute all necessary documents. TO: The Honorable Mayor and City Council FROM: Jeff Atchison, Human Resources — Risk Management SUBJECT: Property -Casualty Insurance Renewal DATE: October 10, 2024 BACKGROUND: Annually the City's property -casualty insurance coverage renews on November 1st. The City's property -casualty insurance provides coverage for City property, including non -building items (i.e., traffic lights and pump stations), similar to homeowner's insurance. Property casualty insurance is funded through the General Liability -Property Self-insurance Fund, and funding is included the FY 2025 budget. COMMENTS: The City's current carrier, Oklahoma Municipal Assurance Group (OMAG) provided a renewal quote for policy year 2024-2025 of $245,1 17.00 which is a $52,613.00 increase over last year. The increase is the result of additional property, inflation, and adjustments in replacement costs. The total value of property and contents to be insured is $1 18,659,483.00 an increase of $14,590,117.00. The quote continues excess coverage for Earth Movement insurance of $10,000,000.00 and $250,000.00 of Business Income insurance, and is based on continuing the current deductible of $100,000.00 for Earth Movement, and $25,000.00 for all other claims. Execution of a contract with OMAG for Property -Casualty insurance in the amount of $245,1 17.00 requires City Council approval. RECOMMENDATION: Staff recommends approval of a contract for coverage with Oklahoma Municipal Assurance Group of Edmond, Oklahoma, authorization for payment in the amount of $245,117.00 and authorization to execute all necessary documents. TO: The Honorable Mayor and City Council FROM: Carly Novozinsky, Finance Director SUBJECT: Supplemental Appropriation - Carryover Budgets DATE: October 10, 2024 BACKGROUND: Every year, at the June 301h fiscal year end, there are unspent budgets. While appropriations were included in the FY 2024 Budget, the actual expenditure for all or part of open items will occur during FY 2025. Because the FY 2025 Budget was prepared prior to year-end, and before it was known whether funds would be expended or not, the fund balances used to develop the budget were projected as though all non -salary budgets would be expended by year-end. Therefore, approval of carryover non -salary budgets does not reduce the estimated June 30, 2024, fund balances. In order to keep from having purchase orders open for multiple years, past practice of the City is to close prior year purchase orders at the end of September and re -appropriate the funds in the subsequent year, along with authorizing the City to re -issue the purchase orders in the new fiscal year. Since Generally Accepted Accounting Principles (GAAP) do not recognize encumbrances, closing out old encumbrances where goods and services have not been received will enable budgetary financial statements to more closely align with audited GAAP statements. FY 2025 Requested Fund Expenditure Expenditure Revised FY 2025 Budget Carryover Expenditure Revenue Budget Carryover General Fund $ 66,432,121.00 $ 4,972,523.75 $ 71,404,644.75 $ 83,556.70 Half -Penny Sales Tax (Fire) 10,329,763.00 221,422.65 10,551,185.65 - Half -Penny Sales Tax (Police) 12,111,527.00 302,344.81 12,413,871.81 34,489.95 Half -Penny Sales Tax (Streets) 3,138,878.00 2,181,129.65 5,320,007.65 - Ambulance Sewice 2,017,842.00 863,320.14 2,881,162.14 - E-911 1,724,915.00 132,591.78 1,857,506.78 - Emerg encySiren 10,000.001 98,935.281 108,935.26 1 - Hotel Tax 333,746.00 22,000.00 355,746.00 - StormwaterManagement 1,513,034.00 4,150,832.52 5,663,866.52 - Opioid Settlement 34,759.001 164,307.00 1 199,066.00 1_ RECOMMENDATION: Staff recommends approval of the following FY 2025 budget amendments: • Increase the estimated revenues by $83,556.70 and the appropriation for expenditures by $4,972,523.75 in the General Fund • Increase the appropriation for expenditures in the Half -Penny Sales Tax Fund by $221,422.65 for Fire and $2,181,129.65 for Streets • Increase the estimated revenues by $34,489.95 and the appropriation for expenditures by $302,344.81 in the Half -Penny Sales Tax Fund for Police • Increase the appropriation for expenditures in the Ambulance Service Fund by $863,320.14 • Increase the appropriation for expenditures in the E91 1 Fund by $132,591.78 • Increase the appropriation for expenditures in the Emergency Siren Fund by $98,935.28 • Increase the appropriation for expenditures in the Hotel Tax Fund by $22,000.00 • Increase the appropriation for expenditures in the Stormwater Management Fund by $4,150,832.52 • Increase the appropriation for expenditures in the Opioid Settlement Fund by$164,307.00 TO: The Honorable Mayor and City Council FROM: Wendy Kramer, City Planner SUBJECT: Final Plat-Redbud Village Phase 1 DATE: October 11, 2024 BACKGROUND: The Community Development Department received an application for review and approval of a Final Plat for Redbud Village Phase 1, a proposed commercial subdivision. The subject property is located north of the Owasso Tulsa Technology Campus along North 137th East Avenue, and is addressed as 13747 East 1 12th Street North. SUBJECT PROPERTY/PROJECT DATA: Property Size 11.27 acres +/- Land Use Master Plan Commercial Current Zoning Commercial Shopping (CS) Proposed Use Commercial Proposed Lots/Blocks 1 Lot, 1 Block Within a PUD? Yes; OPUD 21-01 Within an Overlay District? Yes; US-169 Overlay District Water Provider Washington County Rural Water District #3 Streets Private Applicable Paybacks/Fees Storm Siren Fee ($50.00 per acre) Elm Creek Extended Sanitary Sewer Relief Payback Area ($1,580.00 per acre) Coffee Creek Sewer Lift Station and Force Main Improvement Assessment Area ($10,479.78 per acre) ANALYSIS: The subject property was annexed into Owasso City Limits in November 2001 (Ord. 692). • The Preliminary Plat for this property was approved by the Owasso Planning Commission in July of 2024, and encompassed the entirety of the proposed Redbud Village development. • The proposed Final Plat for Redbud Village Phase 1 consists of one (1) Lot on one (1) Block. o The proposed lot as depicted on this Plat meets the bulk and area requirements stipulated in the Owasso Zoning Code for CS -zoned property. The proposed lot also meets the bulk and area requirements outlined in OPUD 21-01. • There will be four (4) points of access platted through this final plat, two (2) off of North 137th East Avenue and two (2) off of the north side of the private drive known as East 112th Street North. o The two (2) points of access off of North 137th E Ave will serve as the main access points onto the development's proposed private streets. Final Plat - Redbud Village Phase 7 Page 2 o All points of access meet the separation requirements as stipulated in the Owasso Zoning Code. • The subject plat depicts one (1) Reserve Area. o Reserve Area "A" will encompass the private streets within this proposed development. This final plat depicts the creation of a portion of said Reserve Area (East 112th Street North). • Temporary stormwater detention will be provided for via a temporary stormwater detention and overland drainage easement, to the south of the subject property, until future phases of this development are platted and developed. • Perimeter and interior utility easements are shown on the Plat, and will allow utility companies adequate access to service the subdivision. • The City of Owasso will provide police, fire, ambulance, and sanitary sewer services to the property. • Washington County Rural Water District #3 will provide water service to the property. • Any further development that occurs on the subject property shall adhere to all development, zoning, and engineering requirements of the City of Owasso. SURROUNDING ZONING AND LAND USE: Direction Zoning Use Land Use Plan Jurisdiction'' North Commercial Shopping Vacant Commercial City of Owasso South Commercial Shopping g Vacant/ Educational Commercial/ City of Owasso (CS)/Office (0) Institution Public/Institutional East Residential Multi -Family Vacant Commercial City of Owasso West Agriculture (AG) U.S. Highway N/A City of Owasso PLANNING COMMISSION: The Owasso Planning Commission voted 3-0 to recommend approval of this item at their regular meeting on October 7, 2024. RECOMMENDATION: In developing a recommendation, staff evaluated the final plat on the criteria outlined in Section 2.4 of the Owasso Subdivision Regulations. Following this evaluation, staff concluded that the subject plat meets all of the legal requirements for approval. As such, staff recommends approval of the Final Plat for Redbud Village Phase 1. ATTACHMENTS: Aerial Map Final Plat - Redbud Village Phase 1 •r. ` K I !I`' `11 .a�a• v R Ss;,,4 �.• , i �� 1 �� � Rr1 ��� �f�� ✓' e yL All IN-C, ( e.•.. s�{���<�� I I. -, ._ \��. — �. �R f l.s a.ia^`'e s • �"• i_ 1. • l5 'Fd� s 1 r; 'S • w <�• �' Ct� {4 ,b is t le sr... a -.©� .. 'rw• l� ''E !?s �,'t9R << • 1 �e�IR��� iv., �..i'q,rt•-CT'T- I y . _• E,O{Ild �.� ' ,s• [s`i-,,'WAMpjl "`.'fir, n~f-,,"r T. �;;'Fn R r , P E a %.ril !1 ' /' R�`A 'Sh< weriai map N 0 °.°' 0.05 0.11 0.16 0.22 Final Plat- Redbud Village Phase I Subject Tract n Mlles N Curve Table FINAL PLAT Owner/peVObxT OPUD 21-01 BMIPdINBiDn 51aII31Ca Iw wE nl n 1/ 8 twx e ,ss us ,eM¢lx!£Twnix ,y Line Table's�� uRedbud Village°�•��� -4� _-• � End_ uE mov — a — tt Basis of Beeanas PHASE 1 mnan.�n NvclW _.� 9w: va,wn,mNa�+u• ar.+�.CM�evW�M uuxus. u,au pAn6femm� C4,li Fmsnessm ABUDDMBWN BEINGAPMTOFMESCOFT ENEROFSECnONNINEIP7..SNIP TWENf Monumentetlon TR«.ann Y.p Ent) NORTH,RANGEFWRTEENn.lE TOFMEINDMBASEAND MERIDIAN. OWOFO 60.WM000NTY,STAM0F Ox MAFLLORDINGTOTXEUNITEO ..."® 6TATEa GOVERNMEM SURVEY TXEREO F, wa RAme w Ben hmadc UnPlaffad N --------_TPr-- —D Itt 1 �3 FlaadDlain Data IAI7E IILAO.K Itj I � �`� s yxI 111, I9 1', � eTATEOFOp.VY1M ISS jai'Ia �.. \\ ` UnPlatted %tI 1 \` C aoc cwnroFTuun 1 6e0c�..n wn .:x�tln �I 1 \'r 1�; �• tle.,..'M �.F.v�s ooi..®. n � a \ nn.n �.m.s, 1 't. o""•"°w"A"° ar. �w�n. Legend —�wEo .aw an�.,nwmz� Chelsea I � i � � xLLLn• ,�Gy{`\� 1,1 1 �. Park FINAL PLAT peeinaoe InhesWCNre Note P FUTURE DEVELOPMENT AREA �tl ) '� t I �`"' �p ,m�a'� �•'-•�—N 1 / REDBUD VILLAGEAl 11 `4.Iammn ro�.� # 3¢ I to 11 I unWaaed I c r___��' i 11 POINTOF BEGINNING E ' I Itl wrmm n F______ e�wuwwhv ".. vwwn -- 1 `, _------- --- -- _ _ _ FTffff ,IF,LN;A w PLAT#1 I ui ' Tulsa Twhaolo Center POINTOF COMMENCEMENT UYPIaHed I NEVIENIN R"TIC BwaNwTaTrnnxFaaFea nu. n. R.au I COMMEND 0ER17LOLa � .TSIN, R14E RM\}.mvl XED UDMN E. P.11l BECMXL PII¢ICHigEfl6, EAHQFXRIt¢NY1E9 9ECIpXL GMIflI PNE110XgHVIXCRIlIIOgMEg9pAE11lgE¢P1C1pX] HECXpX¢vLWNEYu10loLvmvLENgEHMR'INXC nm�uaNwmmxi�w�nun�am�n�s SMONM. PXUP CVOEAAAWp MN $CT%I V. EWOq<EMEXI,OWAMW,BH¢�9ATg1A99EV0A00NfY v51, s FSA�rYMI CEXRIL.LRYPHUg LO REVISION n-TAC d�.Y. t COMMENTS 09/2612M4 nwnr..�¢�mw uJ isv�VEnM _ So TO: The Honorable Mayor and City Council FROM: Daniel Dearing, CFM, PE, Assistant City Engineer SUBJECT: Recommendation for Contract Award - Honey Creek Channel Rehab DATE: October 10, 2024 BACKGROUND: • Honey Creek II neighborhood was built in 2004-2005 and contains a concrete storm water channel (P wide with 4' tall sidewalls) located within a drainage easement of the backyards of lots 1-5 of block 2 abutting El Rio Vista lots • After storms in April and May, the western wall of the channel collapsed onto the concrete floor along with some of the back fences of the Honey Creek II lots and portions of the dirt from the back yards • Collapsing of the wall exposed utilities in the soil immediate to the location of the fallen wall • Staff determined the wall's drainage system (intended to relieve groundwater pressure) was clogged, as well as, undersized creating undue stress from soil weight • Staff also found the wall reinforcement to the channel floor was not constructed as structurally designed and could not prevent the overturning from the weight of saturated soils • Difficulty in accessing the channel caused challenges for City crews to determine how and what means could be used to remove obstructions to channel flows and ultimately repair the channel • In May, fallen fences, dirt, and channel wall were removed and the remaining back fences that were suspended in place were also removed before further damage could occur, and construction safety fencing was installed on all the lots • Repair discussions led to the City needing to hire outside help with equipment and means to be able to complete the work • The City utilized the annual consulting contract with Meshek and Associates, LLC to evaluate the hydraulics and structural design • Concrete core samples were taken by City staff for design considerations by the structural engineer • The recommended design is as follows: o Replace a portion of the floor for anew designed footing and wall o Install the wall inset 1' to avoid utilities during construction o Install a new appropriately sized drainage system • Upon completion of the wall work, the yards will be restored, back fences replaced and cross bracing installed to prevent the eastern wall from overturning • Structural plans for the repair were completed in August • Due to the complexity of the project and construction equipment access issues, there was no like -kind work or project history to develop a cost estimate • No engineer's estimate has been developed, but staff anticipates the project cost could range from $250k-$500K depending on whether or not a contractor has the equipment available to perform the work and get concrete back into the channel SOLICITATION OF BIDS: In August 2024, City engineering staff completed final bid documents and published advertisements in accordance with state statutes, A mandatory pre -bid meeting was held on September 19th, and bids were opened on September 261h, with a total of six contractors submitting bids. City engineering staff completed a Bid Tabulation, showing the bid amounts: Honey Creek Channel Rehab Page 2 Ellis Concrete Construction $196,700.00 Gober Construction $249,500.00 Stronghand $281,266.43 Diversified Civil Contractors $313,100.00 R&L Construction $327,000.00 Envision Civil Contractors $352,370.00 Ellis Concrete Construction provided the lowest bid in the amount of $196,700.00. Included in the project is a project allowance of $50,000.00 should the final project cost require additional scope of work unforeseen at the time of bidding. FUNDING: Funding is available in the Stormwater Fund Budget. RECOMMENDATION: Staff recommends awarding the construction contract to Ellis Concrete Construction, LLC of Okmulgee, Oklahoma, in the amount of $196,700.00, and authorization to execute all necessary documents. ATTACHMENTS: Site Map Agreement Section of Contract Documents Honey Creek Channel Rehab 1 ^ = 578 ft 10/04/2024 R6LL MIbP��V. This map may represents a visual display of related geographic information. Data provided here on is not guarantee of actual field conditions. To be sure of complete accuracy, please comact the responsible staff for most up-to-date inform ation. SECTION 00300 AGREEMENT THIS AGREEMENT is dated as of the 15th day of October , 2024 , by and between City of Owasso (hereinafter called OWNER) and Ellis Concrete Construction LLC (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: HONEY CREEK CHANNEL REHAB CITY OF OWASSO, OKLAHOMA REPLACEMENT OFA 4' TALL CAST -IN -PLACE CONCRETE STORM CHANNEL WALL. OLD WALL HASALREADYBEEN REMOVED, BUT FURTHER CHANNEL FLOOR REMOVAL WILL BE REQUIRED AS PART OF THE BASE CONSTRUCTION FOR THE NEW CHANNEL WALL. 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 One Hundred (100) calendar days from the date of Notice to Proceed; and completed and ready for final payment in accordance with the General Conditions within One Hundred and Fifteen (115) 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, AGREEMENT 00300 - Page I of 15 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 Five Hundred Dollars ($500.00) 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 Five Hundred Dollars ($500.00) 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 i hnnennri Covon 14itnrirnri nnlhrc /I 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 (500/0) 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. 00300 - Page 2 of 15 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. AGREEMENT 00300 - Page 3 of 15 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 two (2) years 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). o 7.2 Exhibits "A", 'B", "C" and "D" to this Agreement. 7.3 Advertisement for Bids (Section 001[00). 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). 00300 - Page 4 of 15 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 3, inclusive, and Standard Drawings. 7.21 Addendum Numbers to , 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 bindingon 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. AGREEMENT 00300 - Page 5 of 15 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 OWNER: M Alvin Fruga, Mayor (SEAL) ATTEST: Juliann M. Stevens, City Clerk Approved as to form: Julie Lombardi, City Attorney Address for giving notices: CONTRACTOR: (SEAL) Name Title 200 South Main St. Owasso, OK 74055 AGREEMENT 00300 - Page 6 of 15 TO: The Honorable Mayor and City Council FROM: Joke Ketner, P.E., Civil Engineer SUBJECT: Contract Award - Annual Street Rehabilitation Program (2024) DATE: October 10, 2024 BACKGROUND: Annually, street rehabilitation sites are evaluated and selected based on a comprehensive assessment of roadway conditions. The selection process is aimed at maximizing the taxpayer's return on investment by increasing roadway lifecycle and minimizing future maintenance costs, while enhancing overall roadway driving conditions and public safety. In July 2023, the Public Works staff completed an update to the City's street inventory. The data collected for the model was adjusted to reflect changes in segment conditions and a new priority listing was generated. Based on this listing, the engineering division of Public Works designed a rehabilitation project to address the selected street segments. On August 15, 2023, the City Council approved the priority projects for the 2024 program. Attached is a map showing the locations and project scope of work for the Base Bid, Alternate 1, Alternate 2 and Alternate 3. Due to several recent projects coming in over budget, Public Works staff chose to separate the bid into a base bid and three alternates to ensure some part of the project could be awarded under budget. BID ADVERTISEMENT: Advertisements forbids were published on September 4tn and September 11, 2024, in accordance with state law. A mandatory pre -bid meeting was held at City Hall on September 26, 2024, with eight (8) contractors in attendance. The bid opening was held on October 3, 2024, and three (3) contractors submitted a responsive bid on the project. BID SUBMITTALS: Gradeline Construction, LLC was the low bidder with a bid of $1,790,862.30. The bid results are summarized below: Bidder Base Bid Add Alt 1 Add Alt 2 Add Alt 3 Total R&L Construction $1,677,659.00 $204,500 $161,895 $373,945 2,417,999.00 Glover & Associates $1,149,873.86 $214,082.45 $173,267.66 $336,985.36 $1,874,209.33 Gradeline Construction, LLC $1,300,422.3 $160,955.00 $107,905.00 $221,580.00 $1,790,862.30 Engineer's Estimate $1,735,155.58 $178,891.81 $134,761.13 $336,272.61 $2,385,081.13 FUNDING: Funding is available in the Capital Improvements and the Half -Penny Sales Tax Fund (Streets). Bid Award Street Rehabilitation Program (2024) Page 2 RECOMMENDATION: Staff recommends awarding the Base Bid and Alternates 1, 2, and 3 to Gradeline Construction, LLC, of Cleveland, Oklahoma, in the amount of $1,790,862.30, and authorization to execute the necessary documents. ATTACHMENTS: Location Map Agreement ,LTERNATE �••x r €�TN� I �} i 1 ' H. e{ 1" = 400 ft Location Map - Street Rehabilition Program (2024) 1 0/04/2024 [ Q 0., ?ro.b•11PALEMtt.[I.11flLLCl.+.114' This map may represems a visual display of related geographic information_ Data provided hereon is not guarantee of actual field conditions. To be sure of complete accuracy, please contact the responsible staff for most up -iodate information. FY 2023-2024 Rehab Project 1" = 300 ft Location Map 10/04/2024 Sd RF}L huP�•P�HLfvamb This map may represents a visual display of related geographic information. Data provided here on is not guarantee of actual field conditions. To be sure of complete accuracy, please contact the responsible staff for most up-to-date information. SECTION 00300 AGREEMENT THIS AGREEMENT is dated as of the 15th day of October 2024 , by and between City of Owasso (hereinafter called OWNER) and Grade Line Construction, LLC (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: ANNUAL STREET REHABILITATION PROGRAM (2024) CITY OF OWASSO, OKLAHOMA Rebuild and rehabilitation of streets within the City of Owasso as outlined in construction drawings. 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 Two Hundred and Forty (240) calendar days from the date of Notice to Proceed; and completed and ready for final payment in accordance with the General Conditions within Two Hundred and Seventy (270) 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 o...o„..;,,„.. AGRFFMENT 00300 - Page 1 of 15 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 Five Hundred Dollars ($500.00) 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 Five Hundred Dollars ($500.00) 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 One Million Seven Hundred Ninety Thousand, Eieht Hundred and Sixtv- Two Dollars and Thirty Cents 1$1.790.862.30 ). I\71Y[ /uhl► ' : iZ�7�l�1111:77I: 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. 00300 - Page 2 of 15 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 00300 - Page 3 of 15 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 two (2) years 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). AGREEMENT 00300 - Page 4 of 15 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 I to 24, inclusive, and Standard Drawings. 7.21 Addendum Numbers to , 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. 00300 - Page 5 of 15 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 OWNER: CONTRACTOR: Alvin Fruga, Mayor (SEAL) ATTEST: Juliann M. Stevens, City Clerk Approved as to form: Julie Lombardi, City Attorney Address for giving notices: 200 South Main St. Owasso, OK 74055 (SEAL) Name Title 00300 - Page 6 of 15 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING 10/05/2024 Department Total Payroll Expenses Municipal Court $ 10,805.05 Managerial 34,185.68 Finance 34,379.10 Human Resources 20,385.94 Community Development 37,915.27 Engineering 31,594.62 Information Technology 44,145.59 Facility Maintenance 18,623.42 Cemetery 2,622.98 Dispatch 6,255.28 Animal Control 9,939.41 Emergency Preparedness 3,926.95 Stormwater 12,752.99 Parks 25,680.91 Recreation & Culture 14,567.90 Community Center 10,753.82 Historical Museum 1,056.51 General Fund 2,075.30 Strong Neighborhoods 581.98 General Fund Total $ 322,248.70 Ambulance Fund $ 779.03 E911 Communications Fund $ 51,057.38 Economic Development $ 2,075.33 Strong Neighborhoods $ 7,042.20 Stormwater Fund $ 8,847.24 Half Penny - Fire $ 403,751.95 Half Penny - Police $ 384,723.40 Half Penny - Police Grants $ 2,257.78 Half Penny - Streets $ 43,301.71 Vehicle Maintenance $ 25,490.33 CITY OF OWASSO HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF ORDINANCE #789 AS OF 10/10/24 VENDOR DESCRIPTION AETNA HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE HEALTHCARE MEDICAL SERVICE ADMIN FEES STOP LOSS HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE ADMIN FEES DENTAL DEPT TOTAL VSP VISION MEDICAL SERVICES VISION MEDICAL SERVICES ADMIN FEES VISION DEPT TOTAL HEALTHCARE SELF INSURANCE FUND TOTAL AMOUNT 150,977.80 8,507.36 41,822.10 150,565.75 15,273.97 77,664.48 444,811.46 7,542.37 3,444.65 10,987.02 214.34 4,756.66 1,476.77 6,447.77 462,246.26 CITY OF OWASSO GENERAL FUND & HALF -PENNY SALES TAX FISCAL YEAR 2024.2025 Budgetary Basis Statement of Revenues & Expenditures As of September 30, 2024 MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET REVENUES: Taxes $ 3,895,138 $ 11,870,599 $ 45,856,117 25.89% Licenses & permits 25,794 87,481 253,302 34.54% Intergovernmental 103,955 274,689 1,026,612 26.76% Charges for services 62,048 185,821 768,224 24.19% Fines & forfeits 29,835 100,220 311,899 32.13% Other 71,272 152,000 87,099 174.51% Interest 33,251 109,954 395,074 27.83% TOTAL REVENUES $ 4,221,294 $ 12,780,763 $ 48,698,327 26.24% EXPENDITURES: Personal services $ (2,154,326) $ (7,348,434) $ (29,893,539) 24.58% Materials & supplies (141,718) (368,827) (2,022,557) 18.247. Other services (370,717) (1,113,793) (4,540,697) 24.53% Capital outlay (261,561) (1,238,497) (2,071,948) 59.77% TOTAL EXPENDITURES $ (2,928,322) $ (10,069,551) $ (38,528,741) 26.14% REVENUES OVER EXPENDITURES $ 1,292,972 $ 2,711,213 $ 10,169,586 TRANSFERS IN (OUT): Transfers in $ 1,963,058 $ 6,055,861 $ 23,233,643 26.07% Transfers out (3,079,757) (9,489,452) (36,523,857) 25.98% TOTAL TRANSFERS $ (1,116,699) $ (3,433,591) $ (13,290,214) 25.84% NET INCOME (LOSS) $ 176,274 $ (722,378) $ (3,120,628) ENCUMBRANCES OUTSTANDING $ (1,813,881) FUND BALANCE (Budgetary Basis) Beginning Balance 18,934,042 18,934,042 Ending Balance $ 16,397,783 $ 15,813,414 Q:\Finance (120)1Accounting\Reports\Current FY\GF Financials