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Home My WebLink About1999.01.05_OPGA AgendaNOTICE OF PUBLIC MEETING OF THE OWASSO PUBLIC GOLF AUTHORITY TYPE OF MEETING: Regular DATE: January 5, 1999 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Thursday, December 31, 1998. Mah,0�7)aauA,00,& Marcia outwell, Aut ority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non -debatable. A. Approval of the Minutes of December 15, 1998 Regular Meeting. Attachment #4-A B. Approval of Claims. Attachment #4-13 Owasso Public Golf Authority January 5, 1999 Page 2 5. Consideration and Appropriate Action Relating to the Purchase of Tables and Chairs for the Golf Course Clubhouse. Mr Lehr Attachment #5 The staff has completed the bidding process, reviewed the bids received, and will recommend that the Trustees reject all bids and authorize the purchase of tables and chairs in an amount not to exceed $7499. 6. Consideration and Appropriate Action Relating to the Purchase of One Walk -In Cooler for the Golf Course Clubhouse. Mr Lehr See Attachment #5 The staff has completed the bidding process, reviewed the bids received, and will recommend that the Trustees authorize the purchase of a walk-in cooler from Hardins Restaurant Supply, Tulsa, OK, in the amount of $7220. 7. Consideration and Appropriate Action Relating to the Purchase of One Gas Fryer, One Half - Size Gas Fryer, and a Filter System for the Golf Course Clubhouse. Mr Lehr See Attachment #5 The staff has completed the bidding process, reviewed the bids received, and will recommend that the Trustees authorize the purchase of a gas fryer, a half-size gas fryer, and a filter system for the new clubhouse from Curtis Restaurant Supply Co, Tulsa, OK in the amount of $6338.47. Owasso Public Golf Authority January 5, 1999 Page 3 8. Consideration and Appropriate Action Relating to the Purchase of One Vent Hood for the Golf Course Clubhouse. Mr Lehr See Attachment #5 The staff has completed the bidding process, reviewed the bids received, and will recommend that the Trustees authorize the purchase of a vent hood for the new clubhouse fiin Captive -Aire Systems Inc, Tulsa, OK in the amount of $6412. -from 9. Report from OPGA Manager 10. Report from OPGA Attorney 11. New Business 12. Adjournment OWASSO PUBLIC GOLF AUTHORITY MINUTES OF REGULAR MEETING Tuesday, December 15, 1998 The Owasso Public Golf Authority met in regular session on Tuesday, December 15, 1998 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, December 11, 1998. ITEM 1: CALL TO ORDER Chairman Bode called the meeting to order at 7:23 p.m. ITEM 2: FLAG SALUTE The flag salute was given during the OPWA meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ' Denise Bode, Chair Mark Wilken, Vice Chair Mary Lou Barnhouse, Trustee ' Melinda Voss, Trustee Duston Smith, Trustee STAFF Jeff Hancock, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ABSENT ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of December 1, 1998 Regular Meeting. B. Approval of Claims Ms Barnhouse moved, seconded by Mr Smith, to approve the consent agenda. The consent agenda included minutes of the December 1, 1998 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Bailey Ranch Golf Club $10,762.43; (2) Interfund Transfers $608.33; (3) Payroll $13,979.45. AYE: Barnhouse, Smith, Voss, Willken, Bode NAY: None Motion carried 5-0. Owasso Public Golf Authority ITEM 5: REPORT FROM OPGA MANAGER No report. ITEM 6: REPORT FROM OPGA ATTORNEY No report. ITEM 7: NEW BUSINESS None. ITEM 8: ADJOURNMENT Ms Barnhouse moved, seconded by Mr Willken, to adjourn. AYE: Barnhouse, Wilken, Voss, Smith, Bode NAY: None Motion carried 5-0, and the meeting was adjourned at 7:25 p.m. Marcia Boutwell, Authority Secretary 0� December 15, 1998 Denise Bode, Chairperson ' SO CITY OF OWAS OWASSO PUBLIC GOLF AUTHORITY 12/30/98' 17:30:32 A/P CLAIMS REPORT APAPVR PAGE: 10 - PO # VENDOR DESCRIPTION AMOUNT DESCRIPTION ------------------------------------------------------------------------ ' NwART ----------------------------- OPERATIONS 990179 DELBERT E BROOKS CART MAINTENANCE 480.00 990326 PSO 11/98 USE 165.00 85.90 990407 JUSTICE GOLF CAR CO INC REPAIR PARTS 106.10 990407 JUSTICE GOLF CAR CO INC REPAIR PARTS DEPARTMENT TOTAL =___> 837.00 ...;OLF COURSE OPERATIONS ------------------------------ ' 990094 YALE UNIFORM RENTAL UNIFORM-CLEAN/RENT 16.50 29.54 990095 KIMBALL ACE HARDWARE MAINT/REPAIR SUPPLIES 990095 KIMBALL ACE HARDWARE MAINT/REPAIR SUPPLIES 48.86 990102 GUARDIAN SECURITY SYSTEMS MONITORING 29.95 990103 HERCULES TIRE SALES INC TIRES/TUBES 165.45 990103 HERCULES TIRE SALES INC TIRES/TUBES 63.07 990106 E-Z-GO TEXTRON REPAIR PARTS 217.20 990107 SOUTHWEST IRRIGATION CO SPRINKLER PARTS 52.20 990108 PARKS OIL COMPANY FUEL 350.00 990110 NAPA AUTO PARTS REPAIR PARTS 56.09 990110 NAPA AUTO PARTS REPAIR PARTS 103.05 990326 PSO 11/98 USE 422.58 990403 LEROYS REEL MOWER REPAIR PARTS 36.99 990408 NICK KNOTT TURF SUPPLY FERTILIZER 819.00 ' 990409 W W GRAINGER INC SMALL TOOLS 54.00 990409 W W GRAINGER INC MAINT SUPPLIES 76.99 990410 DYNA SYSTEMS SHOP HARDWARE 183.38 991129 OKLAHOMA NATURAL GAS 11/98 USE 104.20 20.94 991687 SOUTHWESTERN BELL TELE 11/98 PLEXAR ------------- r DEPARTMENT TOTAL =___> 2,849.99 FOOD & BEVERAGE OPERATIONS ------------------------------ 990096 ALLIANT FOODSERVICE INC PAPER SUPPLIES 6.26 ------------- DEPARTMENT TOTAL ====> 6.26 LLUBHOUSE OPERATIONS ------------------------------ 990102 GUARDIAN SECURITY SYSTEMS MONITORING 29.95 CITY OF OWASSO OWASSO PUBLIC GOLF AUTHORITY 12/30/98 17:30:32 A/P CLAIMS REPORT APAPVR PAGE: 11 PO # VENDOR DESCRIPTION AMOUNT ------------------------------------------------------------------------- 990326 PSO 11/98 USE 299.43 991129 OKLAHOMA NATURAL GAS 11/98 USE 25.00 991682 WATER PRODUCTS INC WATER SERVICE LINE 2,584.96 991685 SOUTHWESTERN BELL TELE 11/98 NON-PLEXAR 75.59 991687 SOUTHWESTERN BELL TELE 11/98 PLEXAR 85.29 DEPARTMENT TOTAL =___> 3,100.22 GENERAL & ADMINISTRATIVE ------------------------------ 990324 DOZIER PRINTING PRINTED FORMS 30.45 990324 DOZIER PRINTING PRINTED FORMS 100.00 990561 SWBYPS ADVERTISING 87.00 991385 THE UNION BOUNDARY INC ADVERTISING 69.00 991452 NATIONAL AMERICAN BLDG/EQUIPT/PROP 10/6/98 5,123.00 991681 TULSA WORLD ADVERTISING 898.52 991683 UNITED STATES GOLF ASSOC ANNUAL MEMBERSHIP 100.00 991684 OWASSO CHAMBER OF COMMERC JINGLE BILLS PARTNER 500.00 DEPARTMENT TOTAL =___> 6,907.97 GOLF SHOP MERCHANDISE ------------------------------ 990602 CLEVELAND GOLF CO INC GOLF CLUBS 1,302.00 990602 CLEVELAND GOLF CO INC GOLF CLUBS -DISCOUNT -65.10 990720 KARSTEN MANUF CORP WINTER CAPS 139.56 991574 POLO RALPH LAUREN CORP GOLF SLACKS 106.96 DEPARTMENT TOTAL =___> 1,483.42 FOOD & BEVERAGE SALES ------------------------------ 990096 ALLIANT FOODSERVICE INC GROCERIES 169.38 990097 LANCE INC SNACKS 16.68 990099 PEPSI COLA COMPANY SOFT DRINKS 273.62 990323 STANDARD COFFEE COFFEE 80.67 990700 GREAT PLAINS COCA COLA SOFT DRINKS 66.90 DEPARTMENT TOTAL =___> 607.25 ------ FUND TOTAL =___> 15,792.11 OWASSO PUBLIC GOLF AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 12/19/98 DEPARTMENT OVERTIME TOTAL ..ems-.�r.�rnrn T%7TTATClTCq 59+6>< G olf Shop 4 Peratic ... 0,0 0 $4,0::.......;:.;::;: Cart Operations 0.00 1088.12 Food & Beverage 0.00 1,363.71 ::.;: F1.TND TflTA1 .... APPROVED: 01/05/99 Chairman Trustee Trustee MEMORANDUM TO: ' FROM: I I SUBJECT: I I DATE: I I BACKGROUND: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC GOLF AUTHORITY WARREN LEHR DIRECTOR OF GOLF FOOD AND BEVERAGE EQUIPMENT December 16, 1998 ' The FY 98-99 Golf Course budget includes funds to purchase furniture, fixtures, and equipment for the new clubhouse which is now nearing completion. In October bids were solicited for the following: (A) Tables & Chairs, (B) Walk -In Cooler, (C) Gas Fryer, and (D) Vent Hood. Bid packages were sent to five Tulsa area restaurant supply companies and two local sheet metal manufacturers which build vent hoods. ' All bids were opened on November 11, 1998. A summary of the bids received for each item is listed below: A. Tables and Chairs Vendor Amount of Bid Smalley Equipment Co. $9,366.24 Curtis Restaurant Supply Co. $10,018.32 L&M Office Furniture $10,881.00 B. Walk -In Cooler Vendor Amount of Bid Smalley Equipment Co. $7,228.00 Hardins Restaurant Supply $7,220.00 Curtis Restaurant Supply Co. $11,078.58 C. Gas Fryer Vendor Amount of Bid Smalley Equipment Co. $6,040.44 Curtis Restaurant Supply Co. $6,338.47 Hardins Restaurant Supply $6,575.00 FOOD & BEVERAGE EQUIPMENT DECEMBER 16, 1998 PAGE 2 D. Vent Hood Vendor Amount of Bid Captive -Aire Systems $6,412.00 Curtis Restaurant Supply Co. $7,602.10 Smalley Equipment Co. Empire Sheet Metal $9,580.00 Each of the four items for which bids were solicited were difficult to provide exact specifications for in a bid solicitation format. Concerning Item A, the tables and chairs, there are literally thousands of vendors and models available. At the time of the bid solicitation, it was not possible to choose an exact vendor, model, materials and colors due to the fact that some interior design decisions were still pending. It was anticipated that the bid process might produce the very best value available since there are many acceptable options for both tables and chairs that are within the estimated budget. However, the vendors bidding this item failed to even provide specification cut sheets or brochures on the items that they bid. Since the time of the bid, it has been determined that the need for tables and chairs will require the purchase of at least two different types of tables and two different types of chairs from two or more vendors. Concerning Item B, the walk-in cooler, the bid specifications called for specific dimensions and features, but did not call for the installation of the refrigeration unit, as it was thought that this would be included since the unit must be built or put together on site. However, two of the three vendors bidding the cooler did not include an installation price in their bid. This resulted in the need for these two vendors to revise their proposals by adding the installation cost to their bids. Concerning Item C, the gas fryer, the bid specifications called for a double basket fryer, a single basket fryer, and a filter system. One of the vendors, Smalley Equipment Co., bid two double basket fryers which would not fit in the allotted space beneath the vent hood. Concerning Item D, the vent hood, the bid specifications called for the vendor to install the hood in compliance with Tulsa County Health Department regulations which require a fire suppression system and backsplash. However, two of the four vendors did not bid the hood with fire suppression and backsplash since that is sometimes the responsibility of the contractor. This resulted in the need for these two vendors to revise their proposals by adding the installation of the fire suppression system and backsplash to their bids. According to OPGA Attorney, Mr Ron Cates, the necessity for the vendors to revise their bids for the walk-in cooler and the vent hood did not result in non-compliance with state laws governing purchasing. This was due to the fact that there were revised bids in both instances below $7500.00. Therefore, these purchases could be authorized according to Title 60 O.S., Section 176 which states that competitive bidding is required on any contract or purchase in excess of $7500.00. FOOD & BEVERAGE EQUIPMENT DECEMBER 16, 1998 PAGE 3 FUNDING: Funding for these purchases is within the FY 98-99 Building Improvements line item 55-657-5420, in the amount of $100,000. RECOMMENDATION: The staff recommends that the OPGA act in four separate instances as follows: Item A. Reject all bids for tables and chairs and authorize the purchase of tables and chairs in an amount not to exceed $7,499.00. Item B. Authorize the purchase of a walk-in cooler for the amount of $7,220.00 from Hardins Restaurant Supply Co., Tulsa, OK. Item C. Authorize the purchase of a gas flyer for the amount of $6,338.47 from Curtis Restaurant Supply Co., Tulsa, OK. Item D. Authorize the purchase of a vent hood for the amount of $6,412.00 from Captive -Aire Systems, Inc., Tulsa, OK. ATTACHMENTS: 1. Specifications SPECIFICATIONS A. 39 tables - 3' x 3' square, formica top, laminate 156 stackable banquet chairs - metal frame, cloth cushion B. 1 Walk -In Cooler - 9'8" x 9'8" x 8' 6 3/4" high with an interior ramp, two (2) extra lights, aluminum interior and exterior, third hinge on door, remote refrigeration (compressor to set on ground), corner trim at walls, closure panels to finish ceiling, and a five (5) year compressor warranty. C. 1 Gas Fryer - heavy-duty floor model; 42-50 lb fat capacity; mechanical thermostat; stainless steel fry pot, door, and front; 1 Half -Size Gas Fryer - heavy duty floor model; 25 lb fat capacity; mechanical thermostat; steel fry pot; stainless steel front; Filter System to accommodate both double basket and single basket fryers. D. 1 Vent Hood - 10' ventilator and hood to cover 6-burner gas range and oven, 36" charbroiler, llh size 3-basket fryer; vendor to install hood in compliance with City and County Health Department Standards and regulations; roof curbs to be installed by roofing contractor. X 1