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Home My WebLink About1999.08.17_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: August 17, 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 Friday, August 13, 1999. Marcia outwell, Auth rity 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 August 3, 1999 Regular Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -B Owasso Public Works Authority ' August 17, 1999 Page 2 A 5. Consideration and Appropriate Action Relating to a Request to Award a Contract for the Purchase of Residential Refuse Containers (Polycarts), and Authorize Payment for the Purchase of an Initial Order of 100 Green Carts at $5700.00. Mr Roberts Attachment #5 Staff has completed the bidding process, reviewed the bids received, and will recommend a contract be awarded to Williams Refuse Equipment Co Inc, Owasso, OK for a time period through June 30, 2000 to supply residential refuse containers consistent with bid specifications, at a cost of $57.00 per green cart and $59.00 per red cart; and for Trustee authorization for the payment of $5700.00 for the purchase of an initial order of 100 green carts. 6. Consideration and Appropriate Action Relating to the Award of a Contract for the Purchase of a Refuse Collection Vehicle by the Public Works Department. Mr Roberts Attachment #6 The staff has completed a bidding process, reviewed the bids received, and will recommend a contract be awarded to Williams Refuse, Owasso, OK for the purchase of one refuse collection vehicle in the amount of $123,115. 7. Report from OPWA Manager. 8. Report from OPWA Attorney. II t Owasso Public Works Authority August 17, 1999 Page 3 1 9. New Business. II II 10. Adjournment. ' OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING ' Tuesday, August 3, 1999 The Owasso Public Works Authority met in regular session on Tuesday, August 3, 1999 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, July 30, 1999. ' ITEM 1: CALL TO ORDER ' Mr Wilken called the meeting to order at 6:43 p.m. ITEM 2: FLAG SALUTE 1 The flag salute was given during the City Council meeting preceding this meeting. ' ITEM 4: ROLL CALL PRESENT ABSENT ' Mark Wilken, Chair Mary Lou Barnhouse, Vice Chair Denise Bode, Trustee ' Melinda Voss, Trustee H C "Will" Williams, Trustee ' STAFF Jeff Hancock, City Manager ' Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of July 20, 1999 Regular Meeting. B. Approval of Claims C. Action Relating to a Request to Extend the Term of a Revenue Anticipation Note Relating to the Elm Creek Sewer Interceptor Project, Dated August 4, 1998. D. Action Relating to a Contract Extension for Collection and Disposal of Commercial Refuse. Ms Voss moved, seconded by Mr Williams, to approve the consent agenda. The consent agenda included minutes of the July 20, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $14,650.22; (2) OPWA Capital Improvement Fund $160,689.44; (3) OPWA Sales Tax Fund $120,765.41; (4) Payroll $30,724.70. Item C requested that the term of a Revenue Anticipation Note between the City Council and the OPWA Trustees relating to the Elm Creek Interceptor Sewer project, be extended for two years, to mature August 4, 2001. Item D requested that the contract with Waste Management of Oklahoma Owasso Public Works Authority August 3, 1999 Inc for collection and disposal of commercial refuse be extended for the period July 1, 1999 through June 30, 2000, incorporating a 1.7% increase over the current contract. AYE: Voss, Williams, Bode, Barnhouse, Wilken NAY: None Motion carried 5 -0. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE AUTHORIZATION TO SOLICIT BIDS FOR THE REMOVAL AND REPLACEMENT OF HEATING AND AIR CONDITIONING AT THE NEW PUBLIC WORKS (FORMER PSO) BUILDING. Mr Lutz said that the former PSO building was purchased by the OPWA in December 1998 to provide additional office space. The decision has been made by staff to relocate the Public Works Department to that building. The department would move from three existing locations - the administration building on S Dogwood, the Streets building on S Main, and the Water building at the wastewater treatment plant. The existing heat pumps, which provide both heating and air conditioning will need to be replaced. It is estimated that the cost will be approximately $17,000. Bid documents have been prepared for this item, which would cover the removal and replacement of the existing units. Dr Bode moved, seconded by Mr Williams, to authorize the staff to advertise for bids for the removal and replacement of heat and air units at the former PSO building. AYE: Bode, Williams, Voss, Barnhouse, Wilken NAY: None Motion carried 5 -0. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO CONTRACTING FOR LABOR FOR INSTALLATION OF CONSTRUCTION MATERIALS FOR THE REHABILITATION OF THE PUBLIC WORKS (FORMER PSO) BUILDING. Mr Lutz said in order to move Public Works administration, streets division and water division to a new location (former PSO building), some rehabilitation needs to be done on the building. Staff determined that it would be more cost effective for Public Works to purchase materials for the rehabilitation and bid out the labor. Quotes were requested from four vendors, with E M Design & Construction offering the lowest quote. Dr Bode moved, seconded by Ms Voss, to authorize an agreement with E M Design & Construction to provide labor for the renovation of the public works building at a cost not to exceed $11,000; and authorization for the issuance of purchase order for payment. 2 Owasso Public Works Authority AYE: Bode, Voss, Williams, Barnhouse, Wilken NAY: None Motion carried 5 -0. ITEM 7: REPORT FROM OPWA MANAGER No report. ITEM 8: REPORT FROM OPWA ATTORNEY No report. ITEM 9: NEW BUSINESS None. ITEM 10: ADJOURNMENT Ms Barnhouse moved, seconded by Mr Williams, to adjourn. AYE: Barnhouse, Williams, Voss, Bode, Wilken NAY: None Motion carried 5 -0, and the meeting was adjourned at 6:47 p.m. Marcia Boutwell, Authority Secretary 3 August 3, 1999 Mark Wilken, Chairperson CITY OF OWASSO ' OWASSO PUBLIC WORKS AUTHORITY 8113/99 8:24:32 A/P CLAIMS REPORT APAPVR PAGE: 12 PO # VENDOR DESCRIPTION AMOUNT to - - - - - -- ------------------- - - - - -- ------------------ - - - - -- A--------------------------- ' DEPARTMENT TOTAL =___> 1,741.46 JTILITY BILLING 200186 200529 TREASURER PETTY CASH REIMB PETTY CASH -------- - MAINT /REPAIR SUPPLIES TYRONE DINKINS DEPARTMENT TOTAL =___> READER 16.63 LA 200188 BRAD SPARKMAN METER ------------------------------ ADMINISTRATION 200189 MICHAEL SHADBOLT ' 200007 RONALD D CATES RETAINER 700.00 BRANDON HAMILTON 200008 METROCALL PAGER USE 7.04 '200023 200039 SAM'S CLUB AT &T WIRELESS SERVICES MAINT SUPPLIES PHONE USE -CARR 112.10 63.56 200039 AT &T WIRELESS SERVICES PHONE USE - ROBERTS 16.97 270.00 200201 DALE & LEE SERVICE INC AIR COND REPAIR 426.24 '200302 397.35 WAL -MART OFFICE SUPPLIES 8.55 DEPOSIT CHECKS 198.55 200317 WAL -MART OFFICE SUPPLIES 51.08 200570 MCI TELECOMMUNICATIONS 7/99 USE 57.06 200571 PSO 7/99 USE 214.51 r 200572 SOUTHWESTERN BELL TELE 7/99 PLEXAR 84.35 ' DEPARTMENT TOTAL =___> 1,741.46 JTILITY BILLING DEPARTMENT TOTAL =___> 3,165.04 4ATER ------------------------ - - - - -- 200008 200186 US POSTMASTER UTILITY BILL POSTAGE 1,500.00 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES TYRONE DINKINS METER READER 315.45 '200187 200188 BRAD SPARKMAN METER READER 158.40 200189 MICHAEL SHADBOLT METER READER 23.04 200190 BRANDON HAMILTON METER READER 108.00 200191 OSCAR MCLAURIN METER READER 194.25 200192 DIANNE MOSS METER READER 270.00 200193 MARK MEYER METER READER 397.35 200477 METRO GRAPHIC SYSTEMS METER DEPOSIT CHECKS 198.55 DEPARTMENT TOTAL =___> 3,165.04 4ATER ------------------------ - - - - -- 200008 METROCALL PAGER USE 42.16 200031 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 36.41 200031 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 67.92 200034 WATER PRODUCTS INC REPAIR SUPPLIES 490.00 I CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 8/13/99 8:24:32 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION APAPVR PAGE: 13 AMOUNT 200034 WATER PRODUCTS INC REPAIR SUPPLIES 30.00 200035 WATER PRODUCTS INC MAINT /REPAIR SUPPLIES 140.84 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 21.00 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 54.50 200039 AT &T WIRELESS SERVICES PHONE USE -STAFF 65.87 ' 200115 GELLCO SAFETY SHOES SAFETY BOOTS 234.00 200123 CITY OF TULSA PURCHASED WATER 111,973.34 200200 MEMCO SAFETY SUPPLIES 35.57 ' 200216 GO SYSTEMS FUEL -7/99 171.79 200234 CITY GARAGE VEHICLE MAINT -7/99 205.86 200238 CUNNINGHAM PLUMBING INC METER SETS 4/21/98 10,064.16 200302 WAL -MART OFFICE SUPPLIES 13.52 200302 WAL -MART MAINT SUPPLIES 81.64 200569 SOUTHWESTERN BELL TELE 7/99 NON - PLEXAR 63.00 200570 MCI TELECOMMUNICATIONS 7/99 USE 5.67 200571 PSO 7/99 USE 237.07 200572 SOUTHWESTERN BELL TELE 7/99 PLEXAR 41.68 DEPARTMENT TOTAL =___> 124,076.00 WASTEWATER TREATMENT PLANT ------------------------------ 200008 METROCALL PAGER USE 28.18 200013 SHERRY LABORATORIES INC SLUDGE ANALYSIS 160.00 200031 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 10.99 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 20.77 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 40.74 200110 FISHER SCIENTIFIC LAB SUPPLIES 87.07 200115 GELLCO SAFETY SHOES SAFETY BOOTS 372.60 200200 MEMCO SAFETY SUPPLIES 35.56 200216 GO SYSTEMS FUEL -7/99 81.75 200234 CITY GARAGE VEHICLE MAINT -7/99 136.47 200407 WASHINGTON CORP AERATOR MOTOR REPAIR 245.00 200570 MCI TELECOMMUNICATIONS 7/99 USE 15.35 200571 PSO 7/99 USE 7,566.35 200572 SOUTHWESTERN BELL TELE 7/99 PLEXAR 42.34 DEPARTMENT TOTAL =___> 8,843.17 WASTEWATER COLLECTION ------------------------------ 200008 METROCALL PAGER USE 14.09 200031 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 54.35 200031 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 11.77 200033 WATER PRODUCTS INC REPAIR SUPPLIES 49.10 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 3/13/99 8:24:32 A/P CLAIMS REPORT APAPVR PAGE: 14 PO it VENDOR DESCRIPTION AMOUNT 0- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- I 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 28.60 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 44.70 200039 AT &T WIRELESS SERVICES PHONE USE -STAFF 39.67 W W GRAINGER INC SMALL TOOLS 23.21 '200075 200075 W W GRAINGER INC SMALL TOOLS 157.25 200115 GELLCO SAFETY SHOES SAFETY BOOTS 228.60 200200 MEMCO SAFETY SUPPLIES 35.57 '200206 THE GPM COMPANY, INC. LIFT STATION PARTS 845.67 200216 GO SYSTEMS FUEL -7/99 307.68 200234 CITY GARAGE VEHICLE MAINT -7/99 237.62 B & B ELECTRIC REPAIR PUMP 175.79 '200286 200319 PORT -A -JOHN OF TULSA RENTAL 130.00 200381 AMERICAN HOSE & SUPPLY HOSE SWIVEL 25.00 200392 HE ENGINEERED EQUIPMENT LIFT STATION PARTS 245.35 200529 TREASURER PETTY CASH REIMB PETTY CASH 3.00 200568 OKLAHOMA NATURAL GAS 7/99 USE 8.03 200569 SOUTHWESTERN BELL TELE 7/99 NON - PLEXAR 225.06 ' 200571 PSO 7/99 USE - - - - - -- - DEPARTMENT TOTAL =___> 3,814.36 IEFUSE COLLECTIONS 1-200038-UNIFIRST-CORPORATION UNIFORM CLEAN /RENT 17.60 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 35.20 '200113 WAL -MART UNIFORM JEANS 281.96 200200 MEMCO SAFETY SUPPLIES 43.65 200216 GO SYSTEMS FUEL -7/99 644.29 200234 CITY GARAGE VEHICLE MAINT -7/99 1,699.86 200305 WASTE MANAGEMENT OF OKLA TIPPING FEES 4,304.76 DEPARTMENT TOTAL =___> 7,027.32 RECYCLE CENTER --------------------------- 200008 METROCALL PAGER USE 7.05 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 7.96 '200031 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 4.40 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 8.80 200113 WAL -MART UNIFORM JEANS 89.30 200216 GO SYSTEMS FUEL -7/99 120.10 200305 WASTE MANAGEMENT OF OKLA TIPPING FEES 1,607.58 200570 MCI TELECOMMUNICATIONS 7/99 USE 4.77 PSO 7/99 USE 120.24 '200571 200572 SOUTHWESTERN BELL TELE 7/99 PLEXAR 20.84 I I CITY OF OWASSO 1 OWASSO PUBLIC WORKS AUTHORITY 3/13/99 8:24:32 A/P CLAIMS REPORT APAPVR PAGE: 15 PO # VENDOR DESCRIPTION AMOUNT --- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- DEPARTMENT TOTAL = =_ => FUND TOTAL = = = => 1,991.04 150,675.02 I I CITY OF OWASSO IOPWA - SEWERLINE EXTENSION 3/13/99 8:24:32 A/P CLAIMS REPORT APAPVR PAGE: ?0 # VENDOR DESCRIPTION AMOUNT -- AL - - - - -- ----------------------- -- ------------------- - - - - -- ------- - - - - -- 1-4 CREEK INTERCEPTOR -------------------- - - - - -- t200003 FIRST BANK OF OWASSO DEPARTMENT TOTAL = = = => FUND TOTAL- = = = => I I � I I I I I � I II ELM CREEK NOTE - - -- 23,000_00 23,000.00 23,000.00 17 CITY OF OWASSO OPWA A/P TRANSFER REPORT VENDOR DESCRIPTION AMOUNT TRANSFERS CITY GARAGE TRANSFER FROM OPWA 6,041.33 WORKERS' COMP SELF -INS TRANSFER FROM OPWA 3,841.63 GENERAL FUND TRANSFER FROM OPWA 30,000.00 TRANSFERS TOTAL 39,882.96 1 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE DEPARTMENT OPWA Administration Utility Billing Water Wastewater Wastewater Collection Refuse Recycle Center 07/31/99 OVERTIME TOTAL EXPENSES EXPENSES 0.00 $8,145.14 0.00 1,975.48 814.77 5,942.17 1269.41 5,968.73 887.25 4,784.04 33.00 4,846.47 0.00 1,610.09 FUND TOTAL $3,004.43 $33,272.12 APPROVED: 08/17/99 Chairman Trustee Trustee t MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS SUPERVISOR SUBJECT: REQUEST TO AWARD CONTRACT FOR RESIDENTIAL REFUSE COLLECTION CONTAINERS DATE: August 6, 1999 BACKGROUND: Annually, the Owasso Public Works Authority solicits bids for the purchase of carts to be used in the residential refuse collection program. The plastic cart collection system has proven to be successful and cost- effective by providing a uniform container that is sturdy, easily identifiable and is compatible with the one -man per route side - loading refuse collection vehicle system. Through the bid process, the city has been able to obtain a consistent price per cart unit and maintain a supply of carts for replacement needs and to supply new customers. BID ANALYSIS: Staff solicited bids for the bulk purchase of green refuse carts for use in residential trash collection and red carts for use by yardwaste separation customers. The specifications (see attachment) requested a unit price for each color of 90- gallon cart. In FY 98 -99 approximately 700 green and 200 red carts were purchased. The carts will be ordered in a minimum of fifty (50) unit quantities. The bid price per cart and the price of replacement parts are guaranteed for any orders placed until June 30, 2000. The proposed contract guarantees a fixed price for FY 99 -00 regardless of the number of carts ordered. Therefore, staff will not request Trustee approval for the purchase of carts again until next fiscal year. Payment for a bulk purchase must be approved by the Trustees. Following publication of the notice to bid and mailing of the bid packet to prospective bidders, one (1) bid and three (3) "No Bid" responses were received by the bid date of August 4, 1999. The following bids were received: Page 2 Residential Refuse Collection Containers BIDDER MANUFACTURER GREEN CART BID RED CART BID Williams Refuse Equipment (Owasso, OK ) Ameri -Kart $57.00 $59.00 Water Products of Oklahoma Owasso, OK N/A No Bid No Bid Dan Hill & Associates (Norman, OK N/A No Bid No Bid Roto Industries Anaheim, CA N/A No Bid No Bid BID INFORMATION: Williams Refuse Equipment Co., Inc. submitted a bid that met the required specifications. The Williams Refuse Equipment bid is based on the Ameri-Kart 2000 container, which is presently being used in the Owasso collection system. The FY 98 -99 prices for the carts supplied by Williams Refuse Equipment were $57.00 per unit for green carts and $59.00 per unit for red carts. Therefore, the unit prices for each color of cart has remained the same. The FY 99 -00 budget projects purchase of 800 green and 200 red carts. FUNDING SOURCE: Funding for the purchase of the residential collection containers is included in the FY 99 -00 Refuse Collection Division Budget (line item 61- 541 - 5220). RECOMMENDATION: Staff recommends Trustee award of the residential collection container contract to Williams Refuse Equipment Co., Inc., Owasso, Oklahoma for a time period through June 30, 2000 to supply residential refuse containers consistent with bid specifications at a cost of $57.00 per green cart and $59.00 per red cart and for Trustee authorization for the payment of $5,700 for the purchase of an initial order of 100 green carts. ATTACHMENTS: 1. Bid Documentation 2. Bid Specifications 3. Bid Submittal Il * ' SPECIFICATIONS FOR NINETY (90) GALLON POLYCARTS 1. The Owasso Public Works Authority is soliciting a unit price quote for green polycarts with a ' minimum size of ninety (90) gallons; and a unit price quote for red polycarts with a minimum size of ninety (90) gallons. Both are being solicited to meet the requirements of the City of ' Owasso /OPWA for FY1999 -2000. (The Ameri-Kart Corp Poly -Kart 2000 is presently being used.) ' 2. It is anticipated that polycarts will be ordered in fifty (50) unit quantities, however, the Owasso Public Works Authority reserves the right to order whatever number and color of carts is needed at the time the order is placed. It is further anticipated that the Owasso Public Works Authority will purchase a total of approximately 800 green and 200 red carts. EXCEPTION: PRICE QUOTED TO BE DELIVERED IN 100 UNIT QUANITIES OR MORE 3. The purchase price shall be guaranteed for any orders placed during the period from the date of ' issuance of "Notice of Award" until June 30, 2000. MET 4. "City of Owasso" text shall be embedded in the cart lid and an identification serial number shall ' be stamped into the cart body. EXCEPTION: "CITY OF OWASSO" EMBEDDED IN CART BODY 5. The carts must be compatible with the collection system presently utilized by the Owasso Public ' Works Authority. MET 6. The tub of the cart shall be constructed of a high molecular, ultra- violet stabilized polyethylene. MET 7. Applicable support frames and lift bars shall be constructed of 16 gauge galvanized steel ' (minimum) and all tub stress points supported by steel. MET 8. The stress points of attachment for the top life bar /support frame will have at least two (2) reinforcement plates measuring 4 "x4 "xl /8" mounted on the inside of the container body. The plates will provide extra support for the bolts which are used to attach the top lift bar. MET ' 9. The lift bars shall be spaced as follows: (1) Bottom lift bar shall be 13 inches from the ground, and (2) Top lift bar shall be 33 inches from the ground. ' MET 10. The carts shall have 12 inch diameter wheels with semi - pneumatic tires. MET 11. The cart lid shall be fully hinged and shall have a high tension rubber wind latch. ' MET 12. These specifications shall be interpreted as minimum requirements. ' MET 13. The bidder shall include brochures with the bid submittal showing the polycart specifications. The warranty for the carts shall be clearly stated. A sample cart shall be provided upon request. MET SPECIFICATIONS FOR POLYCARTS JULY 1999 PAGE 2 14. The bidder shall include a list of replacement parts and the price of each part. The purchase price of replacement parts shall be guaranteed for any orders placed until June 30, 2000. MET 15. Delivery of the first 100 green polycarts will be accepted immediately, but no later than October 1, 1999. MET 16. All carts shall be bid F.O.B. MET ! . BID PROPOSAL - SUBMITTAL PAGE NINETY (90) GALLON POLYCARTS UNIT PRICE PER POLYCART, GREEN $..r,7 oo 90 gallon P0T,y -BART (R) UNIT PRICE PER POLYCART, RED $59.00 90. gallon POLY -KP,RT (R)._ . I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. - L-O�� S nature PRFSTDRET Title WILLIAMS REFUSE EQUT:PMENT CO, INC.. Address P.O. Box 1138 OWAS:S:O, OK: 74055 (9a8)_272 -7.215 Phone Delivery Date of First 100 Green Polycarts _i o 49 days ARO BID OPENING: AUGUST 4, 1999 @ 2:30 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. NON COLLUSION BID AFFIDAVIT STATE OF OKLAHOMA ss COUNTY OF TuTsA DORIS L. WILLIAMS , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Name: UILLIAMS REFUSE EQU P. (Y1_ INC. Si ature rd Subscribed and sworn before me this day of , 1999. Public My Commission Expires: 3— 1 ZI'Z-000 NOTE: COMPLETE THIS AFFIDAVIT AND RETURN IMTH BID PROPOSAL I MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS SUPERVISOR SUBJECT: PURCHASE OF RESIDENTIAL REFUSE COLLECTION VEHICLE DATE: August 6, 1999 BACKGROUND: The FY 99 -00 Public Works Department Refuse Collection Division Budget includes funds in the amount of $130,000 for the purchase of a new refuse collection vehicle. This vehicle will supplement the present equipment fleet. The existing refuse collection vehicles used for residential collection are a 1988 Lodal, 1992 Lodal, 1996 International and 1998 Lodal. The 1988 Lodal has become unreliable due to age and deteriorating mechanical condition. Presently, Public Works operates three (3) full -time collection routes (3 days per week), two (2) full -time collection routes (2 days per week) and one (1) part-time collection route (1 day per week). Continued growth in residential development is expected to develop the part-time route into an additional full -time route by FY 00 -01. To ensure an adequate amount of backup equipment is available in case of vehicle breakdown or extended down time for repairs, the additional refuse vehicle was included in the budget. All replaced vehicles that are operational are utilized for emergency backup purposes, seasonal yardwaste collection and Recycle Center operations. VEHICLE SPECIFICATION: In July 1999, Public Works Department staff completed a specification packet and bid documents were mailed to twenty -five (25) prospective bidders. Only one bid was received on August 4, 1999 from Williams Refuse Equipment Company. Williams Refuse submitted a bid for a 1999 single axle Lodal EVO- MAG -20 at $123,115. Staff prepared specifications that included the following priorities that place limitations on, but not preclude a variety of vendors from bidding: Page 2 Refuse Collection Vehicle Bid Award Ejection Discharge Method When the packer body is raised, the center of gravity for the vehicle changes and the potential for the truck to shift sideways as the vehicle is driven forward to remove the load is possible. Ejection discharge minimizes the possibility of overturning. Minimum of 605 Foot Pounds Torque , The engine was specified at a minimum of 605 foot pounds of torque to enable the engine to operate all hydraulic, air and power systems simultaneously with optimum efficiency. , Refuse Container Lift and Dump Capability Owasso presently utilizes Ameri -Kart 2000 (polycarts) for residential refuse collection. These carts have a capacity of 90 gallons. To maintain a one -man per truck operation, the lift is required to enable the dumping of these carts. Exposures to Workers Compensation back injury claims are reduced using the lift system. Low Entry Cab Design (18" Maximum) The present collection system utilizes a one -man operation. The procedure requires the driver /operator to exit and enter the cab at each stop. Low entry is needed to minimize driver fatigue. Inside Turning Radius (43 -ft. Minimum/48 -ft. Maximum) The turning radius is an important element for efficient maneuverability within residential developments. Vehicles that negotiate turns beyond a 48 -ft. radius require backing movements to steer out of cul -de -sacs. These additional movements require extra time and can potentially create unsafe conditions. Single Cart Lifter on Curbside Only Vehicles that provide dual hopper openings and cart lifting devises are specifically designed to collect refuse from both sides of the street simultaneously. Present collection procedures require the operator to work from the curbside only. This procedure was implemented to reduce potential street- crossing hazards. A dual hopper vehicle such as the 1996 International does not provide any benefits given these circumstances and only reduces optimum loading capacity due to unequal material distribution when loaded from the curbside only. BID ANALYSIS: Subsequent to the bid opening date, two vendors contacted staff expressing their inability to provide a vehicle that would meet the specification criteria. One of the vendors indicated that his equipment would not be equipped with a low entry cab. The second vendor could not meet the ejection discharge method. Staff suggested that each of these vendors submit bids and any exceptions would be evaluated and considered. Page 3 Refuse Collection Vehicle Bid Award The bid proposal submitted by Williams Refuse Equipment met the majority of priority ' specifications at a cost of $123,115 (FY 99 -00 Vehicle Budget is $130,000). The only specification that would not be met with the equipment proposed by Williams Refuse is the dual rear axle. The Lodal EVO- MAG -20 is a single rear axle vehicle. A Lodal vehicle equipped with ta dual rear axle would cost in excess of $130,000. The city purchased a single rear axle Lodal EVO- MAG -20 in FY98 -99 from Williams Reuse Equipment at a cost of $18,400. This additional vehicle is performing reliably and has increased operator efficiency during the collection procedure. FUNDING SOURCE: Funding for the purchase of the refuse collection vehicle is included in the FY 99 -00 Refuse Collection Division budget (line item 61 -541 -5442) in the amount of $130,000. RECOMMENDATION: Staff recommends Trustees approval of the purchase of a refuse collection vehicle from Williams Refuse Equipment Co., Inc., Owasso, Oklahoma in the amount of $123,115 and authorization for payment. ATTACHMENTS: 1. Bid proposal from Williams Refuse Equipment BID PROPOSAL - SUBMITTAL PAGE ONE SIDE - LOADER REFUSE TRUCK BASE BID TIME OF DELIVERY: 2 4 0 $123,115.00 calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Sig tore DORIS L. WILLIA?S PRESIDENT Title WILLIMIS REFUSE EQUIPMENT CO., INC. Company P.O. BOX 1138 05]ASSO, OK 74055 Address (918) 272 -7215 BID OPENING: AUGUST 4, 1999 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. 1 NON COLLUSION BID AFFIDAVIT ' STATE OF Ox ) ss ' COUNTY OF TULSA ) ' DORIS L. WILLIAMS , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom ' of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of ' money or other thing of value for special consideration in the letting of a contract. ' F)ORTS T WTT T TAMS Printed Name 1 ' gnature Subscribed and sworn before me this day of , 1999. Not Public My ;;cmmission Expires: ZC)0C/) NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL i LORAL. INC. PR011UCT WARRANT'Lr SCHEDULE BASIC PRODUCT WARRANTY: 12 Months or 2,000 Hours, !whichever occurs first. FRAME WARRANTY (EVO & ECO Series Trucks Only): 66 Months or 10,000 Hours, whichever occurs first. I LODAL DRIVE TRAIN COMPONENT WARRANTY IN ADDIITION TO BASIC WARRANTY (EVO & ECO Series i rucks Ofik t; ENGIN! S: CATERPILLAR ENGINE (3116): 36 months from date {rnit left LODAL Plant or 150,000 miles, or 3,600 hours, v.,hichever occurs first CUMMINS ENGINE (6BT5.9 & 6f3TA5.9): 24 monthsl from date unit left LORAL Plant with unlimited miles GKN AXLES (SD66 -1 S, SD66 -1X and SD66FIA- 11- iS -Q): 12 months from date unit left LODAL Plant or 2,000 hours, whichever occurs first. I1;ANS1,ER CASE'S: ROCKWELL TRANSFER CASE ('T•215): 12 :months frdm date unit left LODAL Plant or 2,000 hours, whichever rct uts fiat VALLEY DRIVE TRANSFER CASE (D119): 12 whichever occurs first. ILK)% pans antt labor. fRANSMISSIONS;: mo: the from date unit left LORAL Plant or 2,000 hours, ALLISON TRANSMISSION (AT -545 & MT -643): 12 months from dale unit left LODAL plant, or 2,000 miles, whichever occurs first. 1009 parts and labor; 13.15 months or 20,000 tnilcs, owner pays 20% parts and 20'x'0 labor, 16 -I8 months of 30,000 miles, owner pays 409 parts anO 40% labor; 19 -21 months or 40,000 miles, owner pays 60% parts and 60% labor: 22 -24 months or 5000) miles, owner pays 80% parts and 80% labor. L0 Ai.,;-_ING-- PRUDtJCT WARRANTY__cERTTIFICATE THIS WARRANTY IS EXPR1rSSLrY .IN LIEU Or ALL OTHER WARRANTIES AND REPRESENTATION, EXPRESSED Oft IMPLIED. INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTY OF MFRC:HANTABILITY OR FITNESS FOR A PARTICULAClPURPOSE, AND OV ALL O'i^f'IE11 OBLIGATIONS OR LIABILITIES ON THE PAR'C OF THE DISTRIBUTOR. DISTRIBUTOR NEITHER ASSUNIES NOT AUTI(ORI7ES ANY OTHER PERSON TO ASSUME FOR IT ANY OTHER LIABILITY IN CONNECTION WITH SUCII PRODUCT'S. LODAL. INC. warrants each new LODAL product sold by their to be free from defects in material and workmanship under normal use and service for the periods, mileage or hbu's specified. LIMITATIONS: LODAL, INC.'s obligation is limited to replacement or repair, at its option, and FOB its factory, of such parts which are acknowledged by it to be defective. Inicasc of defective assemblies, factory rebuilt units can be 4 used in exchange instead of their repair. The replaced par or assemblies shall become the property of LODAL, Warranty repairs perfurnied by the distributor's shop in accordance with the terms or the warranty set forth herein are tree of charge. Warranty repairs do not constitute an exten ton of the original warranty period for the vehicle or a part thereof. NO PAYMENT OR OTHER COMPENSATION Wit BE MADE FOR TRANSPORTATiON CHARGES OR COSTS OF INS'T'ALLATION, REPLACEMENT, FiELD REP41R OR OTHER CHARGES RELATED TO REPLACING PRODUCTS OR RETURNING PRODUCTS TO LODAL, INC. 'NO PAYMENT OR OTHER COMPENSATION "Lt. BE MADE FOR INCIDENTAL EXPENSES INCLUDING BUT NOT LIMITED TO, TOWING, TELEPHONE. TRANSPORTATION, LODGING, OR INDIRECT OR C NSEQUENTIAL DAMAGE INCLUDING, BUT NOT LIMITED 1'0, DAMAGE OR INJURY TO PERSONS OR PR PERTY OR LOSS OF REVENUI3 WHICH MIGHT AE PAID, INCURRED OR SUSTAINED BY REASON OF THE FAILURE OF ANY PART OR ASSEMBLY WHICH MAY BE REPLACED IN ACCORDANCE WITH THE TERMS OFITHiS WARRANTY. Warranty consideration can only be given if the deficiency is brought to the attention of LODAL, IN`C., at an authorized LODAL distributor, immediately after discovery. In no event shall the buyer be entitled to incidental Or consequential damages of any kind. EXCLUSIONS: Thu warranty shall not apply to: (1) ENGINE: The engines used in LORAL trucks are %�atranted by their respective manufacturer. (Refer to the engine manufacturer's warranty statement furnished wijh every LODAL truck.) (1.) TRANSMISSION: The transmissions used in LODAL trucks are warranted by their respective manufacturer. (Refer to the transmission manufacturer's warranty statlement furnished with every LODAL truck.) (3) 11RES: "Bees are covered by separate warranties of their respective manufacturers. (4) ODOMETER READING: Any product on which the �dometer has been disconnected or the mileage reading has been altered and the product's actual mileage cannot be readily determined. (5) HOUR METER READING! Any product on which 6t hour meter has been disconnected or the hours reading has been altered and the product's actual running houtsi cannot be readily deterrnined. (G) LOAD %VEIGHTS: Defects which are caused by exdeeding the maximum permissible loading weights for the product or any of its axles or components. (1) APPLICATION. The responsibility of supplying the direct application or spP,cification information on & product sold to the customer belongs to the sales point. Wa anty claims will not be accepted rot product application probtents such as replacement of incorrecct axle or transt�t scion gear ratios, failures of component parts bf products being op;ratrd in excess of tactory rated load capacitiesa or the use of a product for S purpogee for which it Was not intended. I (o) DAMAGES: Damages due to accidents, misuse, negli6e:nce, improper operalion, storage or lrrtnspor_t, improper or insufficient maintenance sery ls. LODAL, INC. Service Procedureg must he followed. i (9) i11A.fNTENANCE: Normal maintenance services including, but not limr ited to, Adjustments of engine, injection pump, transmission, brakes,- wheel balance and alignm4nt, linkage, as well as all adjustments, diagnosis and test e. I J) AL.I'L'RATIONS: Any product which shall have bran ktpaired or altered outside of a LODAL, INC authorized scrvtce center in any way so as to adversely affect, in t ODAL, INC.'s judgement, its stability or reliability, or which has been subject to misuse, negligence or accident, or to any product which shall have been operated at excessive speed, or loaded beyond the factory rated load capacity. t 11) UNAUTHORIZED REPAIR: Any part of the proHduet which fails, malfunctions, or does not perform as a result Of misuse, negligence, accident, non - authorized repairs r alterations. i tt2) IMPROPER REPAIR: Repair work which must be reprutted due to improper diagnosis or repairs performed by a distributor (commonly called "come - back "). i (19) PAR'T'S: Parts which are Ruhiert to consumption during their normal service life and customarily replaced during normal maintenance service. Inrludinp, but not imited to, oil and fuel filters, light bulbs, brake linings and drums and soft goods such as seals, packing, gaskets, `0 -rings and soR metallic elements. (14) NONGENUINE PARTS: Any product which bas been repaired by use of parts and accessories, as well as major ' assemblies and exchanges units, which are substar?dard to genuine LODAL, INC. replacement parts, and which cause a product or system to fail, are not covered. (15) OPTIONAL EQIJIPMENT: Any part of the product which fails, malfunctions, or does not perform as a result of improper conversion or installation of specie products or equipment by other manufacturers or suppliers. (16) ALIGNMENT: Alignment and balancing of tiFes, or changing of front axle settings. (17) GLASS: Glass breakage or scratches unless' positive physical proof of a manufacturing responsibility can be ?slabhshrd. (18) ENVIRONMENTAL. DAMA(;E: Parts rn dtlout of cloth or leather (upholstery, etc,) wood, tubber, synthetics, paint or chrome which have been affected by exposure to the elements or ehentical influence including, but not limited to, road salts, industrial fall -out, or the lose of impropet cleaners, polishes and/or waxes. W)) DOWN TIME: Loss of product ust, loss of tide, inconvenience, commercial loss, operator layover expense, at consequential damage -S of any kind. (20) PREMIUM LABOR: Premiums for overtime,or shift differential, (21) Nl ISCEL,L.,ANF,OUS EXPENSE: Road servico, towing, meals, lodging, telephone calls, travel time, loss of cargo, downtime, shop supplies, lube oil, lubricants, Isl..alets, anti - freeze, filter elements. Labor performed by it non - approved location is not covered by warranty, Except where specifically allowed by LODAL, INC, NOISE EMISSiON WARRANTY - LODAL, INC. Warfahts to the first person who purchases this product and to each suhcequent purchaser that this product was designed, built and equipped to conform At the tittle of sale to such first purchaser with All applicable U.S. EPA noise control regulations. I This warranty Is /tot limited to any particular part, component or svctem of the product. Defects in the design, assembly br any part, component or system of the product which at the time of sale to such first purchaser, caused noise emission levbls to exceed federal standards Are covered by this warranty for the life of the vehicle. Failures which arise as a result of thmpering rather than from defects in the design4 assembly, or any r,Art, component, or system of the product are. not covered by this warranty. 't-he manufacturer, L.ODAL. INC.. has reserved the right to make any change -1 in design or to make Additions lo, or upon its product, without incurring any obligations to install the same on products previously built. A