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HomeMy WebLinkAbout1999.11.16_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: November 16, 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, November 12, 1999. Marcia outwell, Authority Secretary AGENDA 1. Call to Order Chairman Wilken 2. Invocation Jim McElrath Support Services Department 3. Flag Salute Dwayne Henderson Public Works Department 4. Roll Call Owasso Public Works Authority November 16, 1999 Page 2 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 November 2, 1999 Regular Meeting. ' Attachment #5 -A B. Approval of Claims. , Attachment #5 -B M 6. Consideration and Appropriate Action Relating to the Award of a Contract for the Purchase of a Two Vehicles by the Public Works Department. Mr Roberts Attachment #6 The staff has completed a bidding process, reviewed the bids received, and will recommend contracts be awarded to Dodge Town USA, Oklahoma City, OK for the purchase of one two - wheel drive half -ton pickup truck in the amount of $15,689; and to Frontier International Trucks, Tulsa, OK for the purchase of one flatbed utility truck in the amount of $47,361. 0tral a&rthori7.od on `iOr oauynfn% Consideration and Appropriate Action Relating to the Award of an Engineering Contract to Prepare a Water System Master Plan. Mr Carr Attachment #7 The staff will recommend Trustee approval of an engineering contract with Montgomery Watson in the amount of $122,779, to prepare a Water System Master Plan. Owasso Public Works Authority November 16, 1999 Page 3 8. Consideration and Appropriate Action Relating to the Sale of Property Owned by the Owasso Public Works Authority. Nor -cme& MrhsEI ra-►h Attachment #8 The Staff will recommend Trustee approval of a Real Estate Purchase Contract /Early Occupancy Agreement for the sale of real property located at 420 S Birch, Owasso, OK to Precision Components Inc, that the Chairperson and Secretary be authorized to execute such contract, and that the Chairperson be further authorized to act on behalf of the Authority to "finalize and close" the purchase. 9. Report from OPWA Manager. 10. Report from OPWA Attorney. 11. New Business. 12. Adjournment. ' OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, November 2, 1999 The Owasso Public Works Authority met in regular session on Tuesday, November 2 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, October 29, 1999 ITEM 1 CALL TO ORDER ' Chairman Wilken called the meeting to order at 6:30 p.m. ' ITEM 2: INVOCATION The invocation was offered by Councilor Williams. ITEM 3: FLAG SALUTE Allan Harder led in the flag salute. II II 11 ITEM 4: ROLL CALL PRESENT 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 A quorum was declared present. ABSENT ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of October 19, 1999 Regular Meeting. B. Approval of Claims. The consent agenda included minutes of the October 5, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) Owasso Public Works Authority $59,000.92; (2) OPWA Capital Improvement Fund $78,976.70; (3) OPWA Sewerline Extension 544,119.00; (4) OPWA Sales Tax Fund $124,828.75; (5) Payroll $28,169.34. Dr Bode moved, seconded by Mr Williams, to approve the consent agenda. Owasso Public Works Authority AYE: Bode, Williams, Voss, Barnhouse, Wilken NAY: None Motion carried 5 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY. No report. ITEM 8: NEW BUSINESS. None ITEM 9: 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 6:32 p.m. Marcia Boutwell, Secretary -2- November 2, 1999 Mark Wilken, Chairperson CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 15 ' 11/12/99 9:21:02 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- -------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- ------------------------------ 201341 TREASURER PETTY CASH REFUND 23.09 ------- - - - - -- DEPARTMENT TOTAL = = = => 23.09 I' OPWA ADMINISTRATION DEPARTMENT TOTAL = = = => UTILITY BILLING ------------------------ - - - - -- 200186 200187 200188 200189 200190 200191 20019`i 200193 201324 fry 1. L ii. US POSTMASTER TYRONE DINKINS BRAD SPARKMAN MICHAEL SHADBOLT BRANDON HAMILTON OSCAR MCLAURIN DIANNE MOSS MARK METER DOZIER PRINTING DEPARTMENT TOTAL RETAINER MAINT SUPPLIES PHONE USE -CARR PHONE USE - ROBERTS OFFICE SUPPLIES OFFICE SUPPLIES REIMB PETTY CASH 10/99 USE 10/99 USE - PLEXAR UTILITY BILL POSTAGE METER READER METER READER METER READER METER READER METER READER METER READER METER READER WORK ORDER: 200038 UN I F I RST CORPORATION Ut 1 F� ARM CLEAN;'kEN I 200038 UNIFIRST CORPORATION LiI3IFORM CLEAN /RENT 200039 AT &T WIRELESS SERVICES PHONE USE-STAFF 200113 WAL -MART UNIFORM JEANS 200315 DEPT OF ENVIRONMENTAL QUA WATER EXAMS - ALLEN /BOGGS 200615 DEPT' OF ENVIRONMENTAL QUA WATER EXAMS- PARRIS,�� /DLXON 700.00 23.98 40.75 23.21 71.89 86.68 10.78 175.12 431.83 1,564.24 1,500.00 315.00 118.12 49.20 119.70 192.00 178.35 444.15 188.00 3,104.52 20.50 15.54 36.61 79.84 80.00 00.00 200007 RONALD D CATES 200023 SAM'S CLUB 200039 AT &T WIRELESS SERVICES ' 200039 201235 AT &T WIRELESS SERVICES WAL -MART 201330 ADMIRAL EXPRESS 201341 TREASURER PETTY CASH 201404 PSO ' 201424 SOUTHWESTERN BELL TELE DEPARTMENT TOTAL = = = => UTILITY BILLING ------------------------ - - - - -- 200186 200187 200188 200189 200190 200191 20019`i 200193 201324 fry 1. L ii. US POSTMASTER TYRONE DINKINS BRAD SPARKMAN MICHAEL SHADBOLT BRANDON HAMILTON OSCAR MCLAURIN DIANNE MOSS MARK METER DOZIER PRINTING DEPARTMENT TOTAL RETAINER MAINT SUPPLIES PHONE USE -CARR PHONE USE - ROBERTS OFFICE SUPPLIES OFFICE SUPPLIES REIMB PETTY CASH 10/99 USE 10/99 USE - PLEXAR UTILITY BILL POSTAGE METER READER METER READER METER READER METER READER METER READER METER READER METER READER WORK ORDER: 200038 UN I F I RST CORPORATION Ut 1 F� ARM CLEAN;'kEN I 200038 UNIFIRST CORPORATION LiI3IFORM CLEAN /RENT 200039 AT &T WIRELESS SERVICES PHONE USE-STAFF 200113 WAL -MART UNIFORM JEANS 200315 DEPT OF ENVIRONMENTAL QUA WATER EXAMS - ALLEN /BOGGS 200615 DEPT' OF ENVIRONMENTAL QUA WATER EXAMS- PARRIS,�� /DLXON 700.00 23.98 40.75 23.21 71.89 86.68 10.78 175.12 431.83 1,564.24 1,500.00 315.00 118.12 49.20 119.70 192.00 178.35 444.15 188.00 3,104.52 20.50 15.54 36.61 79.84 80.00 00.00 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 11/12/99 9:21:02 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------------ -- --------------------- - - - - -- ------- - - - - -- 200982 CUNNINGHAM PLUMBING INC METER SETS 9/7/99 200982 CUNNINGHAM PLUMBING INC METER SETS 9/7/99 200986 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 201158 FUELMAN FUEL -10/99 201161 CITY GARAGE VEHICLE MAINT -10/99 201185 WATER PRODUCTS INC REPAIR /MAINT SUPPLIES 201186 MILL CREEK LUMBER & SUPPL REPAIR SUPPLIES 201284 ROGERS COUNTY RURAL PURCHASED WATER 201287 YALE UNIFORM RENTAL UNIFORM RENTAL 201330 ADMIRAL EXPRESS OFFICE SUPPLIES 201341 TREASURER PETTY CASH REIMB PETTY CASH 201353 WATER PRODUCTS INC WATER METERS 10/19/99 201402 CITY OF TULSA PURCHASED WATER 9/99 201404 PSO 10/99 USE 201424 SOUTHWESTERN BELL TELE 10/99 USE - PLEXAR DEPARTMENT TOTAL = = = => WASTEWATER TREATMENT PLANT ------------------------ - - - - -- 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 200110 FISHER SCIENTIFIC LAB SUPPLIES 200986 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 201019 EDWARDS ENVIRONMENTAL COR CHEMICALS 201158 FUELMAN FUEL -10/99 201161 CITY GARAGE VEHICLE MAINT -10/99 201172 FORT BEND CHEMICALS 201287 YALE UNIFORM RENTAL UNIFORM RENTAL 201350 SAND SPRINGS SAND & GRAVE GRAVEL 201404 PSO 10/99 USE 201424 SOUTHWESTERN BELL TELE 10/99 USE - PLEXAR DEPARTMENT TOTAL WASTEWATER COLLECTION ------------------------ - - - - -- 200038 UNIFIRST CORPORATION 200038 UNIFIRST CORPORATION 200039 AT &T WIRELESS SERVICES 200615 DEPT OF ENVIRONMENTAL QUA 200615 DEPT OF ENVIRONMENTAL QUA 200691 EDWARDS ENVIRONMENTAL COR 200782 EQUIPMENT ONE RENTAL & SA 200782 EQUIPMENT ONE RENTAL & SA jNIFORM CLEAN /RENT UNIFORM CLEAN /RENT PHONE USE -STAFF WWC EXAMS- ALLEN /BOGGS WWC EXAMS - PARRISH /DIXON CHEMICALS EQUIPMENT RENTALS EQUIPMENT RENTALS 3,630.00 16,951.42 38.52 168.24 396.90 281.00 .63 4,864.00 254.80 4.18 15.98 2,013.00 136,095.45 279.51 83.78 165,389.90 22.57 22.57 634.85 50.81 676.00 67.62 37.19 8721 - 44 28.40 339.50 9,023.49 40.55 11,815.99 �c.04 33.00 51.01 80.00 80.00 755.75 462.00 159.95 1 1 11/12/99 9:21:02 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- -------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 200986 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 78.21 201158 FUELMAN FUEL -10/99 335.91 201161 CITY GARAGE VEHICLE MAINT -10/99 200.42 201185 WATER PRODUCTS INC REPAIR/MAINT SUPPLIES 38.00 201287 YALE UNIFORM RENTAL UNIFORM RENTAL 159.60 201291 KIMBALL ACE HARDWARE BLINDS -PW2 118.30 201354 W W GRAINGER INC MAINT /REPAIR SUPPLIES 252.45 201404 PSO 10/99 USE 778.77 201405 SOUTHWESTERN BELL TELE 10/99 NON PLEXAR 49.06 DEPARTMENT TOTAL = = = => 3,060.47 REFUSE COLLECTIONS ------------------------ - - - - -- 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 17.60 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 17.60 201158 FUELMAN FUEL -10/99 930.03 201161 CITY GARAGE VEHICLE MAINT -10/99 641.21 201188 DOZIER PRINTING DOOR HANGERS 73.45 201287 YALE UNIFORM RENTAL UNIFORM RENTAL 69.60 201292 WASTE MANAGEMENT OF OKLA COMMERCIAL REFUSE -10/99 15,132.83 DEPARTMENT TOTAL = = = => 16,882.32 RECYCLE CENTER ------------------------ - - - - -- 200023 SAM'S CLUB MAINT SUPPLIES 12.99 200038 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 4.40 2000:38 UNIFIRST CORPORATION UNIFORM CLEAN /RENT 4.40 200422 PSO 10/99 USE 32.46 200986 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES .99 201234 WASTE MANAGEMENT OF OKLA RECYCLE /REFUSE 1,904.18 201287 YALE UNIFORM RENTAL UNIFORM RENTAL 40.60 22x 1 ^t 4 PSO 1, >;(z-)!J USE , 11;=3 . L =;.I 14'24 SUU'TH�4'E'ti.' khN BELL '1F LL; 1 _�, "�+ U ,E- VLEXAR 1` +.34 DPAR'I'MENT T(--T-AL =___. > 1:'= . 7!_, FUND T( iTAL 4, 5 71-4 . CITY OF OWASSO ' OPWA CAPITAL IMPROVEMENT FUND 11/12/00 0:21:02 A/P CLAIMS REPORT APAPVR PAGE: PC, # - -- - - - -- VENDOR---- - - - - -- ------------- ---N -- ---- ---- -- WASTEWATER ------------------------------ 200275 HUB + GARVER ENG SERVICES 3/17/98 3,''50.00 DEPARTMENT TOTAL =___> :j, 250.00 ' FUND TOTAL = ___ >3,250.00 I I CITY OF OWASSO OPWA - SEWERLINE EXTENSION ' 11/12/09 9:21:02 A/P CLAIMS REPORT APAPVR PAGE: ' PO --- - - - -- --- - - - - -- VENDOR---- - - - - -- --------------- -- - - -- -- [r�O- -- - - -- ELM CREEK INTERCEPTOR ------------------------------- 200003 FIRST BANK OF OWASSO ELM CREEK NOTE -23,000.00 ' DEPARTMENT TOTAL =__ => 23,000.00 ' FUND TOTAL =___> 23,000 00 I I OWASSO PUBLIC WORKS AUTHORITY ' PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 11/6/99 OVERTIME TOTAL ' DEPARTMENT EXPENSES EXPENSES t0PWA �►drnini�ti�n Utility Billing 0.00 1,974.96 Water 816x'i:0E —XXX wx .: Wastewater _ 355.47 5,337.87 X. Wastew ater Oall�tfa _. 839 fJ t 4,35 82 Refuse 44.25 4,778.13 ie}rle tenter _ . (� X633. F3#D `I tTAL $ [ ,5 Q $t}x516.62::; APPROVED: 11/16/99 Chairman Trustee Trustee I MEMORANDUM ' FROM: ' SUBJECT: Dodge Town USA 1999 Ram 1500 $15,689.00 DATE: Reliable Chevrolet 2000 Silverado 1500 $16,114.00 BACKGROUND: �1 ow 6k h' 6 7 HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS SUPERVISOR AUTHORIZATION FOR PURCHASE OF PICKUP TRUCK AND UTILITY TRUCK FOR WATER DISTRIBUTION DIVISION November 11, 1999 The FY 99 -00 Public Works Department budget includes provisions for the purchase of a new half -ton pickup truck and a new 25,500 GVW utility truck for the Water Distribution Division. Bid specifications were prepared and proposal packets were sent to local vendors. In addition, a bidders notice for the vehicle purchases was published within The Owasso Reporter on October 14a' and October 21'4 . BID PROPOSALS: Four (4) bids for the half -ton pickup truck and two (2) bids for the utility truck were received on November 4, 1999. A summary of the bids is tabulated below: PICKUP TRUCK VENDOR VEHICLE TYPE AMOUNT OF BID DELIVERY Dodge Town USA 1999 Ram 1500 $15,689.00 Immediate Reliable Chevrolet 2000 Silverado 1500 $16,114.00 30 -45 Days Classic Chevrolet 2000 Silverado 1500 $16,204.28 Immediate South Point Chevrolet 2000 Silverado 1500 $16,694.00 30-45 Da s UTILITY TRUCK VENDOR VEHICLE TYPE AMOUNT OF BID DELIVERY Frontier International 2000 Model 4700 $47,361.00 120 Da s La Miller Chevrolet 2000 Model C7H042 $51,026.17 120 Da s PICKUP TRUCK: Staff evaluation of the pickup truck bids indicated that Dodge Town USA is the apparent low bidder at $15,689.00. The unit bid complied with each specification listed within the bid packet and is available for immediate delivery. Page 2 ' Pickup Truck and Utility Truck Purchase UTILITY TRUCK: Evaluation of the utility truck bids indicated that Frontier International is the low bidder at $47,361.00. The utility truck bid meets all specification criteria and can be delivered within 120 days. FUNDING SOURCE: The FY 99 -00 Water Distribution Division budget includes $64,500.00 in Capital Outlay for vehicles (61- 520 - 5442). Combined total purchase price for the two vehicles is $63,050.00. RECOMMENDATION: Staff recommends Trustees approval of the purchase and authorization for payment of a current model, Dodge Ram 1500, pickup truck in the amount of $15,689.00 from Dodge Town USA, Oklahoma City, OK and a current model, International 25,500 GVW, flatbed utility truck in the amount of $47,361.00 from Frontier International, Tulsa, OK. ATTACHMENTS: 1. Summary of bids 2. Bid Specifications s CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 ' Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: Council Trustee Approval: Item: Number of Bids: Bids Opened By: Witness: Witness: November 4, 1999 Two -Wheel Drive, Half -Ton Pickup Truck 4 Marcia Boutwell Chris Roberts Chris Kropp Bidders Amount of Bid Dodge Town USA, Oklahoma City $15,689.00 Reliable Chevrolet, Tulsa $16,114.00 Classic Chevrolet, Owasso $16,204.28 South Point Chevrolet, Tulsa $16,694.00 Certification: I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. C I7 Signature: (SEAL) h � A c u) Date: y iii i IRL o PAYMENT — As with all municipalities in Oklahoma, payment must be approved and signed on a claims list by the proper city authority. Payment shall be made onl er plete and acceptable delivery of the vehicle, in accordance with these spec' ations. The asso City Council /Owasso Public Works Authority meets regularly e first and third TuNlay of every month. , 7. PRIME CONT CTOR RESPONSIBILITY — If final deliveryA the equipment includes the use of services another company, the Owasso Public orks Authority will hold the ' bidder responsible for ose outside services. 8. PROPOSAL EXPENSES Expenses for de oping the proposal are entirely the responsibility of the vendor d shall not b argeable to the City of Owasso /Owasso • Public Works Authority. , 9. PRIOR INFORMATION — Any in tion which may have been released either orally or in writing prior to the issuance this b request shall be deemed preliminary in nature ' and bind neither the City of asso /Owasso blic Works Authority nor the vendor. 10. VENDOR CONTRA — Any proposal accepted sh Id be incorporated into the contract, ' which the City of asso /Owasso Public Works Autho will enter into with the vendor. 1/NTACT ST — It is not the policy of the City of O so /Owasso Public Works egotiate the price after the vendor is selected. Th upplied bid form shall rice for the basic specified vehicle of all equipment d options. All bids e City shall be sealed and visibly marked SEALED BID. 1ERSON — Questions and clarification concerning thus bid shal l b irected to by calling (918) 272 -4959 Monday through Friday 8:00 a.m. to 5:00 SPECIFIC REQUIREMENTS Please note that these specifications establish minimum criteria and the bidder may exceed the noted specifications. The specifications identify the characteristics desired by the City such that it is the City's intent to receive bids for a pickup truck, which are similar to the specifications. Exceptions to these specific requirements must be clearly noted. 1. The vehicle shall be a new 1999 t��,o -wheel drive half -ton pickup truck. 2. The vehicle must have white factory paint, a minimum of t�vo (2) doors, and an 8' Fleetside body style. 3. The vehicle must include the following equipment: • Air Conditioning: Factory installed. • Alternator: Heavy duty, 12 volt, minimum 60 amperes. • Anti- freeze: Service to -20° F or lower. • Battery: Minimum cold cranking current shall be 400 amperes at 0° F, maintenance free, 12 volt. • Brakes: Factory installed power assist type; disc front; drum rear. • Bumper: Standard factory front, heavy -duty rear with hitch plate and tag light. • Upholstery: Manufacturer's standard material and color. • Floor Covering: Rubber mats over entire floor area. • Owner /Operator's manual. • Power Steering: Factory installed. • Radio: Factory installed, standard AM/FM. • Rear View Mirrors: Outside left and right, mounted below eye level, and one (1) inside center mounted. • Tires: Five (5) steel belted radial ply tires of the size and load range recommended by the manufacturer for the vehicle being bid, with the spare tire mounted on wheel and to be located in standard carrier. • Engine: The standard engine furnished shall be eight (8) cylinders and shall be a factory standard fuel injection system. • Oil Cooler: Auxiliary engine oil cooler required. • Chassis: Minimum GVW 6100 lbs; minimum wheelbase— 130 inches. • Transmission: The transmission shall be a factory original automatic with overdrive. • Differentials: Limited slip. • Shock Absorbers : Heavy duty front and rear. • Trailer Towing Package: 6000 lb. towing capacity. 4. The vendor must supply, as part of the bid, a list of all equipment and interior and exterior trim, upholstery and appointments listed by the manufacturer or added by the dealer for the vehicle offered. 5. Alternates To Bid: • Factory installed cruise control. • Factory installed tilt wheel. • Factory installed intermittent windshield wipers. • Removable vinyl bed liner. CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 ' Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: Council Trustee Approval: Item: Number of Bids: Bids Opened By: Witness: Witness: November 4, 1999 Flatbed Utility Truck 2 Marcia Boutwell Chris Roberts Chris Kropp Bidders Amount of Bid Larry Miller Chevrolet, Broken Arrow $51,026.17 Frontier International Trucks, Tulsa $47,361.00 Certification: I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. O F 0 Signature: E Date: �, /�9� OFFICIAL a %. SEAL �kC A }{ 0; +gy p SPECIFIC- REQUIREMENTS Please note that these specifications establish minimum criteria and the bidder may exceed the noted specifications. The specifications identify the characteristics desired by the .City such that it is the City's intent to receive bids for a flatbed utility truck, which are similar to the specifications. Exceptions to these specific requirements must be clearly noted. Compliance Or Exception 1. CAB a. 2 -Door conventional chassis cab. Compliance b. Bench type seat with seat belts for 3- people. Compliance c. Heavy -duty vinyl seat covering. Compliance d. Sunvisors: One (1) L.H. and one (1) R.H. Compliance e. Interior dome light with door activated switch. Compliance f. Electric intermittent windshield wipers. Compliance g. One (1) interior wide -angle day /night type mirror; dual exterior 16 "x 7" West Coast style and dual convex 8" bolt -on -type mirrors, mounted on each side. Compliance h. Factory installed air conditioning, through-dash type. Compliance -. i. Full in -dash mounted gauge package. Compliance j. Full headliner. Compliance IL Full rubber floor mat. Compliance I. Factory installed AM/FM radio. Compliance m. Tinted glass, -all windows. Compliance 2. ENGINE a. Fully electronic mid -range diesel. Compliance b. Horsepower: 175 to 230 HP. Compliance c. Engine Torque: 430 to 605 LB -FT. Compliance d. Dry type air cleaner, dual replaceable elements. Compliance e. Full flow spin -on type oil filter. Compliance f. In -dash mounted engine hour meter. Compliance g. 120- volt/1000 watt block heater. Compliance 3. TRANSMISSION a. Allison, automatic 5 -speed with overdrive. Compliance b. Include PTO provision (Manufacturer's Standard). Compliance c. Include fluid cooler (Manufacturer's Standard). Compliance 4. COOLING SYSTEM a. Radiator: Largest capacity available from Manufacturer. Compliance b. Include coolant recovery system. Compliance 5. ELECTRICAL SYSTEM a. 12 -volt, standard equipment. b. One (1) 12 -volt, 1850 CCA, maintenance free battery with jump start stud. c. Alternator: Delco, 21 -SI, 12 -volt, 100 amp capacity. d. Include all lights and reflectors to comply with all Federal And Oklahoma State laws for 24 -hour Highway operation. e. Automatic engine shut -down, with warning light and buzzer for low engine oil pressure, high coolant temperature and low coolant level; include automatic override. f. One (1) headboard mounted warning light bar. Light assembly will include four (4) 50W flashing stationary lights. Two (2) 50W intersection lights adjust to any direction. Includes four (4) standard Watt halogen rotators, and two (2) full diamond mirrors. 6. BRAKE SYSTEM a. Heavy -duty service brakes. b. Manufacturer's standard parking brake. 7. STEERING a. Power steering with tilt steering wheel. 8. SUSPENSION a. Front axle: 8,000 LBS.' b. Front springs: 8,000 LBS. capacity at pad. c. Rear axle: 17,500 LBS. d. Rear springs: 20,000 LBS. capacity at pad. e. Rear axle speed: Single. f. Rear axle ratio: Governed to 65 MPH. g. Auxiliary springs: Multi -leaf 4,500 LB. cap. h. Front stabilizer bar(s) to be included. i. Heavy -duty front and rear shocks. j. Manufacturer's standard for the GV WR. 9. FRAME a. Section modules: 18.0. b. Yield strength: 50,000 PSI. c. RBM: 2,015,000 LBS. d. Two (2) front tow hooks included. I 10. WHEELBASE a. As required for a 20 FT. service body. Compliance Or Exception Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Compliance Exception Compliance Compliance Compliance Compliance Compliance Compliance Compliance r Compliance ' Or Exception 11. TIRES a. Front size: I IR22.5, 14 ply. Compliance ' b. Front tread design: Highway tread, radial. Compliance c. Rear size: I IR22.5, 14 ply. Compliance d. Rear tread design: Mud and snow radial. Compliance ' e. Spare: Required Compliance 12. FUEL TANK ' a. One (1) 50- gallon steel fuel tank. Compliance 13. UNDERCOATING a. Per manufacturer's standard. Compliance 14. PAINT ' a. Manufacturer's standard white. Compliance 15. BUMPERS ' a. Front: Manufacturer's standard. Compliance b. Rear: Included in Item 16.H (Flatbed Dump Body) Compliance , 16. FLATBED DUMP BODY a. Heavy -duty flatbed truck body. Compliance b. Body 20' long x 96" wide. Compliance ' c. 8" structural channel mainsills. Compliance d. 4" structural channel crossmembers on 12' centers. Compliance e. 5" structural channel perimeter. Compliance ' f. 3/16" treadplate steel floor. Compliance g. 3/8" x 3" flat bar rub rail, stake pockets. Compliance h. 6" channel ICC rear bumper with trailer towing package. Compliance , i. Headboard with 3" schedule 40 pipe top rail, 4" channel structure, 14 gauge steel lower section, expanded metal over window area. Compliance ' j. 40" removable city stake sides and ends. Compliance _ k. FMVSS 108 lighting and reflectors. Compliance 1. Mud flaps. Compliance m. Prime and paint black. Compliance n. Crysteel LB655 underbody hoist package. Compliance o. Direct mount hydraulic pump. Compliance p. In cab Felsted lever shift control. Compliance q. Retractable tarp assembly for material transport. Compliance 17. CHASSIS EQUIPMENT a. Include a VOGEL centralized chassis lubrication system. 18. MISCELLANEOUS a. Five (5) sets of keys to ignition and any other locks provided. b. Two (2) Owner /Operator manuals. Compliance Or Exception Compliance Compliance Compliance I MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY ' FROM: F. ROBERT CARR, JR, P.E. PUBLIC WORKS DIRECTOR f SUBJECT: APPROVAL OF AGREEMENT FOR ENGINEERING DESIGN ISERVICES — WATER SYSTEM MASTER PLANNING DATE: November 10, 1999 BACKGROUND: o, The Owasso Public Works Authority (OPWA) currently purchases treated water from the City of Tulsa and has emergency interconnections with Rural Water District No. 3, Rogers County and Rural Water District No. 3, Washington County. The OPWA owns and operates a water distribution system consisting of over 75 miles of water line ranging in size from 2 to 16 inch in ' diameter. In addition, the city maintains a 0.5 million gallon and 2.0 million gallon ground storage tanks and a water booster pump station. ' During the Summer 1999 (July 15 — September 7, 1999), water usage by City of Owasso customers increased to all -time record levels. Typical annual water demand averages approximately 1.95 million gallons per day (MGD); however, peak demand during this period ' exceeded 6.5 MGD. Short duration peak flows normally have little effect on our system operations. The extended days of high temperature, little rainfall and increasing number of customers in the system combined to create operational challenges pertaining to low pressures and insufficient flow. The Public Works Department has identified various work items that are needed to address the above situations. A key work element involves performance of a water master plan for orderly infrastructure development, expansion and upgrading. The master plan will become the guide for developing the necessary facilities and improvements to satisfy water distribution and storage needs for the existing and future service area. A similar plan for the wastewater collection system was completed in September 1997. Provisions in the planning process will need to incorporate utilization of monies available through the Drinking Water State Revolving Fund (SRF). Planning will need to consider the possibilities of funding from the Oklahoma Water Resources Board (OWRB) for the necessary improvements. E Page 2 Agreement for Engineering Services ENGINEERING PROPOSALS: Staff requested a combination qualification statement and proposal on October 8 1999 from engineering firms capable of providing engineering design services for the water master plan. A packet of information was advertised and sent to area engineering firms. Responses were received from four (4) firms. Statements were evaluated and ranked by a Review Committee in the Public Works Department Engineering Division (consisting of Robert Carr, Phil Lutz and Dwayne Henderson). Based upon the evaluation, the Review Committee ranked the firms in the order of Montgomery Watson, CTE Engineers, Dewberry Design Group and C.H. Guernsey. Upon comparison of proposals, Montgomery Watson (considered as the most "Qualified and Highly Responsive Firm ") was requested to review their submittal in a effort to reduce the projected man -hours and to provide a cost proposal based on the reduction. Our present water system modeling software is a product of MW Soft, Inc., a subsidiary company of Montgomery Watson. ENGINEERING SERVICES AGREEMENT: Staff met with representatives from Montgomery Watson on October 29, 1999 to discuss the scope of work and the fee proposal. As a result of the meeting, the man -hour projection was reduced by approximately 18 percent (from 1404 man -hours to 1154 man- hours). A lump sum fee proposal of $122,779 was submitted. An Agreement for Engineering Design Services was drafted in a standard format previously approved by the City Attorney. The Agreement is divided into eight (8) phases as follows: Data Collection $6,529 Update Existing Model 3,665 Calibrate Model 16,078 Evaluate Existing System 17,857 Prepare Maps 3,760 Develop Water Demand Projections 33,926 Develop Capital Improvements Plan 37,918 Training 3.046 Total Lump Sum $122,779 PROJECT SCHEDULE: Evaluation of the existing system and recommendation of improvements is to be completed in February 2000. These recommendations should enable input of specific improvements in the FY00 -01 budget. The entire plan is to be completed in May 2000. I I Page 3 Agreement for Engineering Services 9 FUNDING: The master plan was not specifically included in the FY99 -00 budget; therefore, funding will be provided from available cash in the OPWA. RECOMMENDATION: Staff recommends Trustee approval and authorization of the Chair to execute an Agreement for Engineering Design Services for Water System Master Planning with Montgomery Watson in the amount of $ #M, 779. 122, ATTACHMENTS: ' 1. Engineering Services Agreement with Montgomery Watson 2. Request for Proposals II I I I I I I I I I I I I I I I I AGREEMENT FOR ENGINEERING SERVICES THIS AGREEMENT, made and entered into this day of , 1999 between the Owasso Public Works Authority, Owasso, Oklahoma, hereinafter referred to as CITY, and MONTGOMERY WATSON, hereinafter referred to as ENGINEER; WITNESSETH: WHEREAS, CITY needs a comprehensive water master plan, hereinafter referred to as the PROJECT, for the orderly development, expansion, and upgrading of the water system infrastructure; and, WHEREAS, CITY requires certain professional services in connection with the PROJECT, hereinafter referred to as the SERVICES; and, WHEREAS, ENGINEER is prepared to provide such SERVICES; WHEREAS, funding is available for the PROJECT. NOW THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: SCOPE OF PROJECT. The scope of this PROJECT is described in Attachment A, SCOPE OF PROJECT, which is attached hereto and incorporated by reference as part of this AGREEMENT. 2. SERVICES TO BE PERFORMED BY ENGINEER. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, which is attached hereto and incorporated by reference as part of this AGREEMENT. 3. CITY'S RESPONSIBILITIES. CITY shall be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE CITY, which is attached hereto and incorporated by reference as part of this AGREEMENT. 4. COMPENSATION. CITY shall pay ENGINEER in accordance with Attachment D, COMPENSATION, Attachment E, FEE/MAN -HOUR BREAKDOWN, and further described in Attachment F, SCHEDULING which are attached hereto and incorporated by reference as part of this AGREEMENT. 5. SCHEDULE. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, in accordance with the schedule set forth in Attachment F, which is attached hereto and incorporated by reference as part of this AGREEMENT. 1 6. STANDARD OF PERFORMANCE. ENGINEER shall perform the SERVICES undertaken in a manner consistent with the prevailing accepted standard for similar services with respect to projects of comparable function and complexity and with the applicable laws and regulations published and in effect at the time of performance of the SERVICES. The PROJECT shall be designed and engineered in a good and workmanlike manner and in strict accordance with this AGREEMENT. All engineering work shall be performed by or under the supervision of Professional Engineers licensed in the State of Oklahoma, and properly qualified to perform such engineering services, which qualification shall be subject to review by CITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standard, no warranty, either express or implied, shall apply to the SERVICES to be performed by the ENGINEER pursuant to this AGREEMENT or the suitability of ENGINEER'S work product. 7. LIMITATION OF RESPONSIBILITY. 7.1 ENGINEER shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the PROJECT. 8. OPINIONS OF COST AND SCHEDULE. 8.1. Since ENGINEER has no control over the cost of labor, materials, equipment, or services furnished by others, or over contractors', subcontractors', or vendors' methods of determining prices, or over competitive bidding or market conditions, ENGINEER'S cost estimates shall be made on the basis of qualification and experience as a Professional Engineer. 8.2. Since ENGINEER has no control over the resources provided by others to meet construction contract schedules, ENGINEER'S forecast schedules shall be made on the basis of qualification and experience as a Professional Engineer. 9. LIABILITY AND INDEMNIFICATION ' 9.1. ENGINEER shall defend and indemnify CITY from and against legal liability for damages arising out of the performance of the SERVICES for CITY including but not limited to any claims, costs, attorney fees, or other expenses of whatever nature where such liability is caused by the negligent act, error, or omission of ENGINEER or any person or organization for whom ENGINEER is legally liable. Nothing in this ' paragraph shall make the ENGINEER liable for any damages caused by the CITY or any other Contractor of the CITY. ' 9.2. ENGINEER shall not be liable to CITY for any special, indirect or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 11 10. COMPLIANCE WITH LAWS. 10.1. In performance of the SERVICES, ENGINEER shall comply with applicable regulatory requirements including federal, state and local laws, rules regulations, orders, codes and standards. ENGINEER shall procure the permits, certificates and licenses necessary to allow ENGINEER to perform the SERVICES. ENGINEER shall not be responsible for procuring permits, certificates and licenses required for any construction unless such responsibilities are specifically assigned to ENGINEER in Attachment B, SCOPE OF SERVICES. 10.2. The ENGINEER shall take the necessary actions to ensure its facilities are in compliance with the requirements of the Americans With Disabilities Act. It is understood that the program of the ENGINEER is not a program or activity of the OWASSO PUBLIC WORKS AUTHORITY. The ENGINEER agrees that its program or activity will comply with the requirements of the Americans With Disabilities Act. Any costs of such compliance will be the responsibility of the ENGINEER. Under no circumstances will ENGINEER conduct any activity which it deems to not be in compliance with the Americans With Disabilities Act. 11. INSURANCE 11.1. During the performance of the SERVICES under this AGREEMENT, ENGINEER shall maintain the following insurance: 11.1.1. General Liability Insurance with bodily injury limits of not less than $1,000,000 for each occurrence and not less than $1,000,000 in the aggregate, and with property damage limits of not less than $100,000 for each occurrence and not less than $100,000 in the aggregate. 11.1.2. Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each person and not less than $1,000,000 for each accident and with property damage limits of not less than $100,000 for each accident. 11.1.3. Workers Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with limits of not less than $100,000 for each occurrence. 11.1.4. Errors and Omissions Insurance to remain in effect during the PROJECT and the term of any legal liability. Errors and Omissions coverage to be for a minimum of 5500,000, deductibles subject to approval. 11.2 ENGINEER shall furnish CITY certificates of insurance which shall include a provision that such insurance shall not be canceled without at least 30 days written notice to the CITY. 12. OWNERSHIP AND REUSE OF DOCUMENTS. I 12.1. All documents, including original drawings, estimates, specifications, field notes and data shall become and remain the property of the CITY. I 12.2. CITY'S reuse of such documents without written verification or adaptation by ENGINEER for the specific purpose intended shall be at CITY'S risk. ' 13. TERMINATION OF AGREEMENT. 13.1. The obligation to continue SERVICES under this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of ' substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 13.2 CITY shall have the right to terminate this AGREEMENT, or suspend ' performance thereof, for CITY'S convenience upon written notice to ENGINEER; and ENGINEER shall terminate or suspend performance of SERVICES on a schedule acceptable to CITY. In the event of t termination or suspension for CITY'S convenience, CITY shall pay ENGINEER for all SERVICES performed in accordance with provisions of Attachment D, COMPENSATION. Upon restart of a suspended project, ' payment shall be made to ENGINEER in accordance with Attachment D, COMPENSATION. ' 14. NOTICE. 14.1. Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below. ' To ENGINEER: MONTGOMERY WATSON P.O. Box 150020 Tulsa, Oklahoma 74115 ' Attention: Ron Cass, P.E. To CITY: OWASSO PUBLIC WORKS AUTHORITY ' P.O. Box 180 Owasso, Oklahoma 74055 Attention: F. Robert Carr, Jr. ' 14.2. Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ' ENGINEER and CITY. 15. UNCONTROLLABLE FORCES. Neither CITY nor ENGINEER shall be considered to be in default of this AGREEMENT if delays in or failure of ' performance shall be due to forces which are beyond the control of the parties; including, but not limited to: fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage; inability to procure permits, licenses, or authorizations from any state, local, or federal agency or person for any of the supplies, materials, accesses, or services required to be provided by either CITY or ENGINEER under this AGREEMENT; strikes, work slowdowns or other labor disturbances, and judicial restraint. 16. SEVERABILITY. If any portion of this AGREEMENT shall be construed by a court of competent jurisdiction as unenforceable, such portion shall be severed herefrom, and the balance of this AGREEMENT shall remain in full force and effect. 17. INTEGRATION AND MODIFICATION. This AGREEMENT includes Attachments A, B, C, D, E and F and represents the entire and integrated AGREEMENT between the parties; and supersedes all prior negotiations, representations, or agreements pertaining to the SCOPE OF SERVICES herein, either written or oral. This AGREEMENT may be amended only by a written instrument signed by each of the Parties. 18. DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ENGINEER and the CITY over the interpretation or application of the terms of this AGREEMENT, the matter shall be referred to the City's Director of Public Works for resolution. If the Director of Public Works is unable to resolve the dispute, the matter may, in the Director's discretion, be referred to the City Manager for resolution. Regardless of these procedures, neither party shall be precluded from exercising any rights, privileges or opportunities permitted by law to resolve any dispute. 19. ASSIGNMENT. ENGINEER shall not assign its obligations undertaken pursuant to this AGREEMENT, provided that nothing contained in this paragraph shall prevent ENGINEER from employing such independent consultants, associates, and subcontractors as ENGINEER may deem appropriate to assist ENGINEER in the performance of the SERVICES hereunder. 20. APPROVAL. It is understood and agreed that all work performed under this AGREEMENT shall be subject to inspection and approval by the Public Works Department of the City of Owasso, and any plans or specifications not meeting the terms set forth in this AGREEMENT will be replaced or corrected at the sole expense of the ENGINEER. The ENGINEER will meet with the City staff initially and monthly thereafter and will be available for public meetings and/or City of Owasso presentations. 21. KEY PERSONNEL. ENGINEER has designated Ron Cass, P.E., as Project Manager in the performance of the SERVICES hereunder. ENGINEER agrees that no change will be made in the assignment of these positions without prior approval of CITY. IN WITNESS WHEREOF, the parties have executed this AGREEMENT in multiple copies on the respective dates herein below reflected to be effective on the date executed by the Chairman of the Owasso Public Works Authority. MONTGOMERY WATSON Ashok Varma, Vice President Date: '/ a. 9 f APPROVED: OWASSO PUBLIC WORKS AUTHORITY Secretary Chairman Date: APPROVED AS TO FORM: Authority Attorney n Agreement ' for Engineering Services Scope of Project , Attachment A SCOPE OF PROJECT. The PROJECT shall include development of a comprehensive water master plan for orderly infrastructure development, expansion and upgrading of the water distribution system. The master plan will become the guide for developing necessary facilities and improvements to satisfy water distribution and storage needs for the existing and future service area. The items to be addressed in the comprehensive study of the municipal water system ' are: • Water flow projections for the present and projected populations; • Water system study of the existing and future system; • Prepare a master plan report detailing the findings and recommendations from the water system study. 0 Agreement for Engineering Services Scope of Services Attachment B The services to be performed by the ENGINEER under this AGREEMENT will consist of eight tasks, as described below. Further, it is understood and agreed that the date of beginning, rate of progress, and the time of completion of the work to be done hereunder are essential provisions of this AGREEMENT; and it is further understood and agreed that the work embraced in this AGREEMENT shall commence upon execution of this AGREEMENT and after receipt of a Notice to Proceed. The Basic Services of ENGINEER include, but are not necessarily limited to, the following tasks: Task 1: Data Collection ' Sub -Task 1 a — Review Existing Information The first task in this project is to compile and review all available data including previous ' studies, existing development plans, system details, and other available information. It is anticipated that CITY staff will be available to collect the information and to discuss the issues. The primary goal of this review is to get a clear understanding of the current ' system and modeling issues and to identify the critical success factors for ensuring that all the CITY needs are addressed. The collected data will be reviewed and supplemented with information gathered from meetings with CITY staff. ' Information that will need to be collected includes maps, hydraulic schematics of the existing system, data on all existing physical facilities including pipelines, pumps and ' pump curves, storage tanks, and control valves. If recent pump test data is available it is assumed this will be included. Additional information that will be necessary includes water production and consumption records, system operational and control information. The CITY will provide detailed information for all physical facilities (i.e. Tanks: bottom ' elevation, maximum water surface, diameter, inlet/outlet configuration. Pumps: manufacturer's curves, recent actual pump test data including head and flow operating point and shut -off head. Control valves: elevation and setting), and information for ' operation of all facilities (i.e. Pumps: what triggers operation? time? tank level? flow rate? what are trigger values ?). ' Sub -Task 1 b — Field Review of Facilities This sub -task will involve visiting all the primary facilities with CITY staff. The facilities ' will include water storage facilities, pumps stations, and control valves. The field visit will confirm detailed information on the existing facility configuration and operating controls and will allow in -depth discussions of existing perceived problems or trouble spots for the CITY staff. Sub -Task 1 c - Prepare TM No. 1 A Technical Memorandum will be prepared to summarize the information on the existing system. Ten copies of TM No. 1 will be provided. Task 2: Update Existing Model Sub -Task 2a - Validate Existing Model System Facilities MONTGOMERY WATSON will verify the attributes of all pipes currently in the model against available system maps and other information. MONTGOMERY WATSON will also add any existing pipes that are currently not in the model. All pipe age and material information obtained shall be incorporated directly into the computer model for easy future reference and use. The information to be incorporated into the model will be provided by the CITY. Piping will be adjusted to accurately reflect pump station header piping, storage tank headers, and other related piping that is currently represented in the model in simplified form. Detailed descriptions of operational parameters, in both text and logic formats, will be provided for the entire system and for each controlled facility. Operational parameters include valve settings; controls for pumps, turning on or off based on discharge pressure, tank levels, or time; and inflow /outflow from tanks. This task will also include verifying all pump characteristics and modeling them appropriately. The diameter, bottom, minimum, and maximum water elevations for each tank will be confirmed. Elevated tanks with non - cylindrical shapes will have their depth versus volume curve input for accurate modeling. Altitude valves will modeled where appropriate, as well as detailed tank piping that allows for tank water fill and withdrawal. Sub -Task 2c - Prepare TM No. 2 Ten copies of TM No. 2 will be submitted documenting what facilities were changed or updated and what pipes were added to the model. Task 3: Calibrate Model Sub -Task 3a - Validate Existing Model Water Demands Demands for model nodes will be derived from the CITY's land -use maps. Demands will be assigned to nodes based on the land area and land use associated with each node. Large industrial and commercial water users will be identified and input separately. The following data is assumed to be available from, and furnished by, the CITY for MONTGOMERY WATSON to use: (1) existing system land use map, (2) map detailing specific areas within the modeling area that are not currently developed, (3) list of 10 largest water users and their average annual and peak month demands, (4) map showing geographical locations of 10 largest water users correlated to item 3, i P, (5) average annual production and consumption summaries for most current year, and (6) complete hourly data of system operations (pump on /off times, pump status, pump speed if VFD, tank water level, and control valve settings) for a 24 -hour period when the system is near or at maximum production. Sub -Task 3b — Develop Diurnal Demand Curves Diurnal curves will be derived from pumping and tank level data. It is anticipated that the diurnal curves developed will be adequate for modeling purposes. The diurnal curves will be compared with typical diurnal curves for similar cities. No effort is allocated for metering of portions of the existing distribution system to generate custom diurnal curves. Sub -Task 3c — Identify Test Locations and Collect Field Flow /Pressure Data Calibration is a critical issue in modeling a water system. To ensure that the model simulates actual system performance, it is necessary to compare field data with the computer model outputs. The calibration comparison allows the model parameters to be adjusted to more accurately reflect system operations. MONTGOMERY WATSON will develop a detailed calibration plan based on the Owasso system. The calibration tests are anticipated to consist of stationing pressure recorders at appropriate locations for each testing period and testing fire hydrants to provide pressure and flow information. MONTGOMERY WATSON will coordinate and provide personnel for the field testing efforts. All necessary equipment and two people will be available from CITY staff to assist with the field tests. It is anticipated that 8 tests will be necessary to successfully calibrate the hydraulic model. In addition, it will be necessary to gather all system operation information available for the testing duration, including time of pump operations, pump flows and pressures, tank levels, and any other flow and/or pressure measurements on an hourly basis for the 24- hour period around the hydrant tests. The CITY will collect this 24 -hour operations data on an hourly basis and provide it to MONTGOMERY WATSON. Sub -Task 3d — Adiust the Roughness of the Pipe After the field data is gathered, it will be summarized and used to calibrate the hydraulic model. The results of this task will be a calibrated hydraulic model that accurately reflects the pressures and flows of the CITY's distribution system. Sub -Task 3e — Prepare TM No t Ten copies of TM No. 3 will be submitted presenting the assumptions, methodology, and results of the calibration effort. TM No. 3 will include guidelines for assigning pipe friction to new pipes added by the City. 1 Task 4: Evaluate Existing System Deficiencies Sub -Task 4a — Develop System Criteria System criteria to assess the adequacy of existing facilities will be developed. Criteria of obvious importance include maximum and minimum acceptable pressures, maximum acceptable pipeline velocities and headloss, and the adequacy of emergency storage volumes and power requirements. These criteria and others identified by CITY staff will be presented in TM No. 4. Sub -Task 4b — Evaluate Adequacy of Existing System for Pressure System deficiencies will be identified based on the criteria developed in Sub -Task 4a. Modeling scenarios will be analyzed under conditions of peak hour and maximum day plus fire flows. It is anticipated that several different fire locations will be modeled. Deficiencies will be identified both graphically and in spreadsheet format and will be presented to the CITY in TM No. 4. The TM will include a summary of all conditions/scenarios set up for evaluation as well as delineation of problem areas. Sub -Task 4c — Recommend Improvements to Existing System Montgomery Watson will evaluate potential solutions for the deficiencies identified in Sub -Task 4b and will develop a program for eliminating deficiencies based on the determined priorities. Deficiencies will be prioritized based on input from CITY staff. Up to four proposed solutions will be modeled and evaluated based on criteria developed in Sub -Task 4a. The results will be presented in TM No. 4. TM No. 4 will also present a summary of the advantages and disadvantages of proposed alternative solutions, and will identify a recommended solution. Following completion of the strictly hydraulic work (i.e., Task 3 — Calibrate Model and Task 4 — Evaluate Existing System Deficiencies), a one -day workshop will be conducted for an intensive review of the hydraulic model and analysis of hydraulic deficiencies. MONTGOMERY WATSON will present the analysis findings in a workshop setting and will obtain feedback from CITY staff. The main purpose of the workshop is to ensure that both CITY staff and MONTGOMERY WATSON staff have a good understanding of and are in agreement on the work performed to date and to set a clear direction on implementation of following tasks. Written minutes of the workshop will be prepared. MONTGOMERY WATSON will also prepare any minor amendments to previous TMs which result from the workshop. Sub -Task 4d — Prepare TM No. 4 All aspects of Task 4 shall be documented and presented to the CITY. The data, assumptions, methodologies, results, and recommendations will be presented. TM No. 4 will be submitted in a preliminary report format for OPWA use in capital and budgetary planning. Task 5: Prepare Maps ' Sub -Task 5a — Prepare Wall Maps of Existing System A wall map detailing the existing system will be provided. The wall map will identify pipe diameter by color, label each pipe by number, and will include call -outs of pumping and storage facilities. Sub -Task 5b- Prepare Wall Maps of System Pressure Contours A wall map showing the existing water distribution system color -coded pressure contours ' will be provided. Task 6: Develop Water Demand Projections Sub -Task 6a — Develop Demand Projections ' Water demands for the future will be determined in five year increments through build out. Information collected in Task 1a will be used to evaluate past and current production and consumption records to determine average day, minimum day, maximum day, and peak hour demands on a system -wide basis. Future demands will be determined based on all available information from the Owasso Planning Department and the Owasso Comprehensive Study Plan currently under development. The projections will be based on wet, dry, and normal annual scenarios. A review of service area options will be conducted to provide regional service options for ' the north and east areas of OPWA's service. Sub -Task 6b — Identify Future Large Users ' Anticipated future large water users will be identified by CITY staff and MONTGOMERY WATSON will incorporate the demands of the large users in the model. Separate diurnal curves will be used for the large users. 1 Sub -Task 6c — Allocate Future System Water Demands ' The future demands determined in Sub -Tasks 6a and 6b will be allocated throughout the model based on planning information and on large water user specific information. The water use patterns for the existing system will be re- evaluated to determine the ' applicability for the future system. Areas not currently served by the CITY will be included in the allocation of future demands. 1 1 Sub -Task 6d — Model Future System Facilities Currently planned future system improvements will be input into the model and the future system will be analyzed under the minimum day, maximum day and fire flow conditions to determine the impact of these additional demands. Sub -Task 6e — Evaluate Adequacy of Future System l� The future system will be analyzed for the following: ability of current water supply to meet the future demands; ability of pipes to pass needed flows during peak hour conditions during maximum day and fire events; capacity of storage tanks for operational, emergency, fire fighting, and replenishment conditions; and pumps will be evaluated for adequate capacity. All of the analyses will be based on the established system criteria. Sub -Task 6f — Recommend Improvements for Future Systems All identified improvements will be those that most appropriately satisfy future system objectives. Identified projects will be phased through the build out planning period. All recommendations will be prioritized based on how critical the deficiency is and on the anticipated timing of future demands. Sub -Task 6g — Prepare TM No. 5 All aspects of Task 6 shall be documented and presented to the CITY in TM No. 5. The data, assumptions, methodologies, results, and recommendations will be presented. Ten copies of TM No. 5 will be provided. Task 7: Develop Capital Improvements Plan Sub -Task 7a — Develop Cost Estimates Unit costs will be developed for the recommended improvements. This will include costs for pipelines on a dollar per diameter inch foot basis, costs for water storage on a dollar per million gallon basis, and costs for pumping on a dollar per horsepower basis. Costs for other improvements will be developed as necessary based on system recommendations. Sub -Task 7b — Phase Capital Improvements Plan The recommended improvements will be phased in projects. Projects will be phased such that economies of scale and of construction will be utilized. The unit costs found in Sub -Task 7a will be applied to the selected recommended improvements to determine the anticipated improvement costs. Improvements necessary for the existing system identified in Sub -task 4c will be included. Planning will consider funding from the SRF and Oklahoma Water Resources Board. 13 Sub -Task 7c — Establish Implementation Criteria 1 Implementation criteria will be developed with OPWA staff for the improvements recommended in the CIP. ISub -Task 7d — Prepare Master Plan Report ' A draft master plan report will be compiled and 10 copies submitted to OPWA staff for review. The Master Plan Report will be a combination of the previously submitted TMs as well as the CIP and the phasing process. The document will contain diurnal demand ' curves for the existing system, future system, and large users, as well as graphical representations of the deficiencies of the existing system and future system. The results of the calibration will be incorporated into the report and the criteria used for all hydraulic ' analysis. OPWA staff comments will be addressed in the final Master plan Report. 25 copies of the final report will be submitted. Task 8: Training ' Task 8 — Conduct Staff Traininq Two days of training will be provided for up to six CITY staff members. The training will focus on hydraulic modeling but will also include water quality modeling, database management, data export to Microsoft Word and Excel, and other subject areas ' consistent with the type of model provided and particular interests of the CITY staff. Training will be conducted using the CITY's computers. A training manual will be provided for each participant. 1 1-t Agreement for Engineering Services Responsibilities of the City of Owasso Attachment C RESPONSIBILITIES OF THE CITY. The CITY agrees: 1.0 Reports, Records, etc. To furnish, as required by the work, and not at expense to the ENGINEER: 1.1 Records, reports, studies, plans, drawings, and other data available in the files of the CITY which may be useful in the work involved under this AGREEMENT. 2.0 Information on Existing System Facilities. To provide detailed information for all physical facilities (i.e. Tanks: bottom elevation, maximum water surface, diameter, inlet/outlet configuration. Pumps: manufacturer's curves, recent actual pump test data including head and flow operating point and shut -off head. Control valves: elevation and setting), and information for operation of all facilities (i.e. Pumps: what triggers operation? time? tank level? flow rate? what are trigger values ?). The CITY will also provide pipe age and material information which will be incorporated into the model. 3.0 Access. To provide access to public and private property when required in performance of ENGINEER's services. 4.0 Staff Assistance. Designate in writing a person to act as its representative in respect to the work to be performed under this AGREEMENT, and such person shall have complete authority to transmit instructions, receive information, interpret and define CITY'S policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this AGREEMENT. 4.1 Furnish staff assistance in locating existing CITY owned utilities and in expediting their relocation as described in Attachment B. 5.0 Review. Examine all studies, reports, sketches, estimates, drawings, and other documents presented by ENGINEER and render in writing decisions pertaining thereto with a reasonable time so as not to delay the services of ENGINEER. 6.0 Assistance during Calibration Field Work. To provide all necessary equipment for fire hydrant testing and two people from CITY staff to assist with the field tests for calibration. In addition, it will be necessary to gather all system operation information available for the testing duration, including time of pump operations, pump flows and pressures, tank levels, and any other flow and/or pressure measurements on an hourly basis for the 24 -hour period around the hydrant 1> tests. The CITY will collect this 24 -hour operations data on an hourly basis and ' provide it to ENGINEER. 7.0 Computers for Staff Training. To provide the computers necessary for training. 1 1 1 I 1 1 16 Agreement for Engineering Services Compensation Attachment D COMPENSATION. The CITY agrees to pay, as compensation for services set forth in Attachment B, a total lump sum fee of $122,779.00. ENGINEER shall submit monthly invoices based upon the proportion of the total services actually completed at the time of billing. Invoices are due and payable within 30- calendar days at receipt by the City. The projected amount for each phase of work is as follows: Task 1: Data Collection $6,529.00 Task 2: Update Existing Model $3,665.00 Task 3: Calibrate Model $16,078.00 Task 4: Evaluate Existing System $17,857.00 Task 5: Prepare Maps $3,760.00 Task 6: Develop Water Demand Projections $33,926.00 Task 7: Develop Capital Improvements Plan $37,918.00 Task 8: Training $3,046.00 1 Agreement ' for Engineering Services ' Fee /Manhour Breakdown Attachment E See the table on following page. 18 OWASSO PUBLIC WORKS AUTHORITY WATER SYSTEM MASTER PLAN FEE CALCULATIONS 11 / 11 1 - lm m m m m m m m M " L a f 1 11 t i f f Principal Supervising Senior Associate Total Expenses Total Nu. Task Sub -Task Engineer Engineer Engineer Engineer Engineer Clerical Admin. Hours ($) Cost ($) 1 Data Collection I a Review Existing Information 2 16 1 b Field Review of Facilities 2 16 1 Prepare Tech. Memo 1 2 2 8 16 2 Subtotal Update Existing Model 64 $ I,(K 9 $ 6 529 2a Validate Existing Model System Facilities 2 16 21) Prepare Tech. Memo 2 2 4 8 3 Calibrate Model Suhtotal 32 $ 905 $ 3,665 3a Validate Existing Model Water Demands 2 40 3b Develop Diurnal Demand Curves 2 16 3c Identify Test Locations & Collect Field Data 1 2 20 1d Adjust the Roughness of the Pipes 4 4 �2 3e Prcparc'I'erh• Memo .1 2 2 8 24 4 Subtotal Evaluate Existing .System 159 $ 2,168 $ 16,078 4a Develop System Criteria 2 4 15 4b Evaluate Adequacy of Existing System for Pressure 8 8 30 4c Recommend Improvements to Existing System 8 8 32 4d Prepare Tech. Memo 4 2 2 8 20 5 Subtotal Prepare Maps 167 $ 1,992 $ 17857 5a Prepare Wall Maps of'Exisling System 1 16 5b Prepare Wall Maps of System Pressure Contours 1 16 6 Develop Water Demand Projections Subtotal 34 $ 800 $ 3 760 6a Develop Demand Projections 2 30 40 6b Identify Future Large Individual Water Users 8 8 6c Allocate Future System Service Area Water Demands 4 15 30 6d Model Future. System Facilities 4 8 40 6c Evaluate Adequacy of Future System Facilities 2 8 40 6f Recommend Improvements for Future Systems 4 8 32 6g Prepare Tech. Mena' S 2 2 8 24 7 Subtotal Develop Capital Improvements Ilan 319 $ 3,156 $ 33,926 7a Develop Cost Estimates 4 30 35 7b Phase Capital Improvements Plan 4 30 35 7c Establish Implementation Criteria 4 30 15 7d Prepare Master Plan Report 4 30 70 40 8 Subtotal Training 351 $ 3,643 $ 37,918 8 Conduct Sta17'I'rai °ing 24 4 Subtotal 28 1 $ 746 $ 3,046 L Total I $ 122,779 11 / 11 1 - lm m m m m m m m M " L a f 1 11 t i f f Agreement ' for Engineering Services ' Scheduling Attachment F ISee the schedule on following page. I II II II II II 11 19 OWASSO PUBLIC WORKS AUTHORITY WATER SYSTEM MASTER PLAN PROJECT SCHEDULE No. Task Sub -Task Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 I Data Collection la Review Fxisting Information w. 1 h Field Review of Facilities I c Pre pare 'Tech. Memo I TM 2 Update Existing Model 2a Validate Existing Model System Facilities xr 2b Prepare 'Tech. Memo 2 TM 2 3 Calibrate Model 3a Validate Existing Model Water Demands^ 3h Develop Diurnal Demand Curves 3c Identify 'Test Locations & Collect Field Data f. 3d 3e Adjust the Roughness of the Pipes Prepare Tech. Memo 3 , ­ ;' TM 3 4 Evaluate Existing System 4a Develop System Criteria 4b Evaluate Adequacy ol' Existing System for Pressure 4c Recommend Improvements to Existing System 4d Pre are Tech. Memo 4 -- - TM 4 5 Prepare Maps 5a Prepare Wall Maps ol' Existing System Sh Prepare Wall Maps of System Pressure Contours Submit Wall Maps 6 Develop Water Demand Projections 6a Develop Demand Projections 6b Identify Future Large Individual Water Users 6c Allocate Future System Service Area Water Demands 6d 6e Model Future System Facilities Evaluate Adequacy of Future System Facilities 61' Recommend Improvements for Future Systems 6g Prepare Tech. Memo 5 . TM 5 7 Develop Capital Improvements Plan 7a Develop Cost Estimates 7h Phase Capital Improvements Plan 7, 7c Establish Implementation Criteria 7d Pre are Master Plan Report Submit Master , itr 8 Training K Conduct Staff Training IN Page 1 of 10 Request for Proposals Water System Master Planning REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING SERVICES FOR WATER SYSTEM MASTER PLANNING Owasso Public Works Authority Owasso, Oklahoma The Owasso Public Works Authority will receive qualifications statements and proposals from engineering firms (hereinafter called Engineer) pursuant to entering into a contractual agreement for the performance of engineering services required to complete the project outlined below. The proposals will be received in the office of the Public Works Director (320 S. Dogwood) until 2:00 p.m., Friday, October 8, 1999. Following submittal, each proposal will be reviewed by the Selection Committee. The qualifications shall be for providing Professional Engineering Services for the proposed master planning. System needs and facilities will be evaluated to be consistent with the current water model (H2ONET version 2.0 by MW Soft, Inc.) used by the City of Owasso. A copy of the Users Manual is available for review upon request in the Public Works Administration offices (320 S. Dogwood) during the proposal process. The Scope of Services identifies the specific planning requirements to be provided by the Engineer selected for this project. Introduction The Owasso Public Works Authority (OPWA) currently purchases treated water from the City of ' Tulsa and has emergency interconnections with Rural Water District No. 3, Rogers County and Rural Water District No. 3, Washington County. The OPWA owns and operates a water distribution system consisting of over 70 miles of water line ranging in size from 2 to 16 inch in diameter. In addition, the city maintains a 0.5 million gallon and 2.0 million gallon ground storage tanks and a water booster pump station. The City of Owasso needs a comprehensive master plan for orderly infrastructure development, expansion and upgrading. The master plan will become the guide for developing the necessary facilities and improvements to satisfy water distribution and storage needs for the existing and future service area. A wastewater master plan was completed in September 1997. The Authority is committed to complying with all applicable environmental regulations which ' may be imposed, while developing quality facilities to serve the existing and future needs of the community in the most cost- effective manner possible. Planning will need to consider the possibilities of funding from the Oklahoma Water Resources Board for the necessary improvements. Provisions in the planning process will need to incorporate utilization of monies available through the Drinking Water State Revolving Fund (SRF). Therefore, planning will need to be in conformance with the SRF, Oklahoma Water Resources Board (OWRB) and Oklahoma Department of Environmental Quality (ODEQ) regulations and guidelines. .r I Page 2 of 10 Request for Proposals Water System Master Planning Engineering qualifications and proposals will be evaluated on several factors, including the ' ability to expedite the completion of this project in a timely manner. The Authority expects the project will start approximately November 15, 1999 and will be completed within 6 months. ' I. GENERAL INFORMATION , A. The purpose of this Request for Proposals (RFP) is to obtain professional engineering services for water system master planning. ' All qualified proposals will be considered without regard to age, race, creed, color sex, handicap or national origin. ' B. INSTRUCTIONS AND STATEMENT SUBMISSION Closing Submission Date ' Proposals must be submitted no later than 2:00 p.m. on October 8, 1999. The qualification statements and proposals will be referred to a review committee who will evaluate each submittal in accordance with the evaluation criteria stated later in this RFP. 2. Conditions of the Submittal 1 All costs associated with the preparation of a submittal in response to this RFP will be the responsibility of the offerer and will not be reimbursed by I the City of Owasso or the Owasso Public Works Authority. Instructions to Prospective Contractors (a) Submittals should be addressed as follows: Public Works Director ' Owasso Public Works Authority P.O. Box 180 (320 S. Dogwood) Owasso, OK 74055 , (b) Submittals may be mailed or hand delivered. It is important that the offer's submittal be in a sealed envelope clearly marked on the ' lower left hand corner with the following information: PROFESSIONAL ENGINEERING SERVICES - , WATER SYSTEM MASTER PLANNING DUE: 2:00 p.m., October 8, 1999 It is the responsibility of the offerer to ensure that the proposal is received ' by the date and time specified above. Late submittals will not be considered. ' Page 3 of 10 Request for Proposals Water System Master Planning ' 4. Right to Reject The Authority reserves the right to reject any and all submittals received in ' response to the RFP. A contract for the accepted proposal will be based only on the factors and procedures described in the RFP. ' C. CERTIFICATIONS The offerer must include the affidavit enclosed in this RFP as part of its proposal ' submittal. ' H. REQUIREMENTS OF THE ENGINEER DURING THE PROJECT 1 I I F A. GENERAL REQUIREMENTS Complete the project with the team Project Manager outlined in the proposal. 2. Provide General liability insurance with a minimum combined coverage of $1,000,000. 3. Provide Errors and Omissions Insurance to remain in effect during the project and the term of any legal liability. Errors and Omissions coverage to be for a minimum of $500,000, deductibles subject to approval. 4. Provide Workmans' Compensation insurance in accordance with the applicable state statute. 5. During the course of the work the Engineer will be required to submit proof of the required insurance coverage. 6. It is a requirement that the firm be accessible to the Authority. Under no circumstances will the project team Project Manager be allowed to office greater than 40 miles distant from the project location. III. SCOPE OF SERVICES A. GENERAL ENGINEER agrees to perform professional services in connection with the Project as hereinafter stated. 2. ENGINEER will serve as professional engineering representative to the Authority on the project, and will give consultations and advice to the Authority during the performance of his services. Page 4 of 10 Request for Proposals Water System Master Planning ENGINEER will prepare all documents necessary so that the Authority may secure approval of such governmental authorities, including OWRB and ODEQ, as have jurisdiction over approval applicable to this project. 4. ENGINEER will become thoroughly knowledgeable about the contents and use of H2ONET and develop Master Plan conclusions, and recommendations consistent with the model and supporting materials. As needed by the ENGINEER, conduct other onsite investigations or inspections of the project areas to aid in the planning activities. B. PLANNING DOCUMENT The following Scope of Services pertains to the general items to be addressed in the comprehensive study of the municipal water system. Alternatives developed are to comply with requirements for eligibility under the State Revolving Fund and all other pertinent State and Federal laws and regulations. 1. Water Flow Projections (a) Water flow and demand calculations are to be consistent with the City of Owasso Comprehensive Plan currently under development. Information pertaining to land uses and densities may be obtained in the Community Development Department. (b) Present and projected population and water flow will be developed for a 5, 10, and 20 -year planning period. (c) Average daily, maximum daily and peak design flow rates within the study area will be developed for the existing and future service area. (d) Water flow projections will be used in subsequent tasks for evaluating existing distribution capabilities and designing new pipelines and facilities. 2. Water System Study (a) Existing S, tem (1) The existing water transmission, distribution and storage system will be reviewed, described and evaluated. Meter locations from the City of Tulsa supply and pressure reducing valves are to be identified. (2) Any existing reports and data will be reviewed. (3) An hydraulic analysis of the system using H2ONET or a compatible program that will allow transfer of data will be performed to establish the capacities of all critical segments. 1 1 [i Page 5 of 10 Request for Proposals Water System Master Planning (4) The location, capacity and condition of water storage tanks and associated transmission lines will be assessed. (b) Future Service Area (1) A comprehensive long -range 5 -year, 10 -year and 20 -year plan will be formulated. (2) Preparation of the long -range plan will consider and integrate existing facility condition and capacities, growth projections relating to storage, transmission and conveyance needs. (3) Using the computer model, flow projections for each planning period will be compared with existing capacities. (4) Where existing facilities are determined to be inadequate, alternatives will be cost - estimated, comparatively evaluated, and prioritized. (5) For the portions of the study area which are currently not served by water, alternative plans for distribution and storage to provide water service will be developed. Each alternative will be cost - estimated, evaluated and prioritized. All recommended improvements will be consistent with applicable local and state standards. (6) Consolidation and elimination of pumping stations are to be evaluated. 3. Master Plan Report (a) Details, findings and recommendations for each listed item in the planning document are to be provided in a written report. Items to be included are: - Water flow projections, ' - Design criteria, and - Water transmission, distribution and storage system study (b) The computer model of the existing and future service areas will be included as part of the final report. All data used in the model are to be provided to the Authority. ' (c) Ten (10) copies of a draft report and Executive Summary are to be furnished for review and comment prior to release of the document. (d) Fifteen (15) copies of the final report and twenty -five (25) copies of the Executive Summary are to be furnished following review and comment on ' the drafts. (e) IV. PAYMENT FOR SERVICES Page 6 of 10 Request for Proposals Water System Master Planning labor costs and direct expenses incurred. Invoices shall be reviewed and approved by the Authority prior to payments being made for the services. Payments shall be made within thirty (30) days of approval. V. QUALIFICATIONS STATEMENT CONTENT All sections 1 through 8 must be included to receive points in Section VI. Consulting engineering firms desiring consideration should submit statements in the following format: 1. Cover letter 2. Project Understanding and Approach This section shall demonstrate understanding of the scope of the Project and summarize the approach to providing each of the services included in Section III of the RFP. This section should not merely restate the contents of the Request for Proposals. 3. Qualifications of the ENGINEER This section shall discuss prior experiences of the firm. Particular mention should be made regarding previous experience on similar projects. References shall be included. The section shall also include a discussion of projects performed within the past two (2) years involving design and construction management of municipal water transmission, distribution and storage systems. The discussion of each project shall include information concerning a description of any similar designed, project schedules, both design and construction, and special circumstances encountered in the project. All current or pending litigation, against the firm shall be provided. 4. Project Organization and Staffing This section shall discuss project staffing including key personnel and their qualifications. The Project Manager shall be identified. Resumes of key personnel and project manager shall be included as an appendix. This portion of the statement shall also include a listing of all projects currently in progress by the firm and their anticipated completion date. 5. Standard Qualification Form The firm shall demonstrate abilities by inclusion of a SF254. 6. Detailed Scope of Work A detailed Scope of Services to perform the work listed in Section IV is to be provided. 7. Man -hour Projection Projection of man -hours listed by task and type of personnel to complete each u Page 7 of 10 Request for Proposals Water System Master Planning Schedule Schedule for completion of the plan 9.. Proposal Affidavit The attached proposal affidavit shall be completed, executed and included with the proposal. 10. Description of Additional or Supporting Services The consulting engineering firm shall submit a description of other capabilities to provide the Authority with additional information which may be used as a reference should they desire the firm to perform additional or supporting services. 11. Number of Copies of Statement of Qualifications Engineer shall submit one (1) original and two (2) copies of proposal to the City in response to the RFP. CAUTION: All information requested or otherwise considered common to qualifications statements shall be included in the statement at the time of submittal. Incomplete proposals will be considered informal and may be subject to rejection on that basis. VI. CONSULTANT SELECTION CRITERIA Following discussions with City of Owasso staff and review of applicable state agency criteria, the following shall be standard procedure and policy for City of Owasso consultant selections. Consultant selection is to be conducted in two (2) phases. Phase I is selection based on qualifications. Phase II is selection based on proposal submittal specific to a particular project or task. Both of these phases can be conducted concurrently. 2. The intent of these procedures is to provide a consistent methodology for selection of the most qualified and highly responsive firm or individual. Requests for Qualifications/Proposals may be prepared and advertised or mailed to interested firms or individuals. Typically, a specific project will serve as the basis for the type of services to be performed and qualifications will be reviewed based on the projected work. In some instances, qualifications solely to perform a particular type of work may be requested in anticipation of a future project(s). 4. All submittals must be received by the deadline established and in the manner required in the written text of a Request for Qualifications (RFQ)/Request for Proposals (RFP) and will be opened and evaluated by a Selection Committee. I 5. A weighed point system may be used to rank the qualifications statements from which the review committee will then recommend selection of "Qualified and Highly Responsive Page 8 of 10 Request for Proposals Water System Master Planning determined by the Selection Committee. The evaluation will be based upon information presented in the submittal. Submittals will be ranked according to the total number of evaluation points assigned by the Selection Committee. 6. Qualifications statements/Proposals will be reviewed in terms of content and completeness. Any or all references may be contacted. Each required item will be reviewed and rated according to the rating criteria. The following factors will be assessed throughout the review process: A. Experience and technical competence of the Project Manager and other project staff in the required areas of expertise. B. Capacity to perform all required services. C. Ability to expedite the completion of the project in a timely manner. D. Evaluation of record on similar projects which shall include quality of work and cost control. E. Understanding of the project. F. Detailed Scope of Services. G. Project team organization chart. H. Standard Form 254 and/or 255. I. Projection of man -hours listed by task and type of personnel to complete each work element, and J. Evidence of professional liability insurance (errors and omission) and Worker's Compensation insurance in accordance with the applicable state statutes. 7. Based upon the initial evaluation, the Selection Committee will identify one or more firms as "Qualified and Highly Responsive Firms ". 8. A system will be used to rank the proposals. The Selection Committee will then select the firm that will provide the best service to the City of Owasso. The ranking system criteria will be determined by the selection committee depending upon the type of project. 9. If warranted at that time, the Selection Committee may, at its discretion, select one or more of the "Qualified and Highly Responsive Firms" for an interview in order to exchange additional information or clarify portions of the Proposal contents. 10. Fee negotiation will be conducted with the top ranked firm. Should it not be possible to negotiate an acceptable fee with the top ranked firm, negotiations with the next highest ranked firm may be conducted. Should it not be possible to negotiate an acceptable fee with the second ranked firm, negotiations with the next highest ranked firm may be conducted. If negotiations proceed through each of the ranked firms, the apparent inability to successfully negotiate a contract shall not be deemed final. The City of Owasso reserves the right to re -open negotiations with the higher ranked proposer. 11. Upon completion of successful contract negotiations, the Selection Committee will make a recommendation to the Owasso City Council/Public Works Authority for approval of the contract. 1 1 1 1 w 19 ' Page 9 of 10 Request for Proposals Water System Master Planning ' 12. All written material, oral interviews and other information obtained during the review process will be treated confidentially, except as required pursuant to local and state ' laws. ' Any questions should be directed to F. Robert Carr, Jr., P.E., City of Owasso Public Works Director (telephone: (918)272 -4959, FAX: (918)2724999). I 1 11 Page 10 of 10 Request for Proposals Water System Master Planning PROPOSAL AFFIDAVIT On behalf of the Offerer, I, of lawful age, being sworn upon oath, certify: That I am authorized to submit this proposal and to contract on behalf of the Offerer. B. That I or any member of my firm have not been paid, given, or donated or agreed to pay, give or donate to the City of Owasso Councilors or Owasso Public Works Authority Board or any officer or employee of the City of Owasso or Owasso Public Works Authority any money or other thing of value, including any special consideration, either directly or indirectly, in seeking to procure this contract. C. That there has been no attempt by the Offerer to discourage any potential Offerer from submitting a proposal. D. That I have read and understand all the information in the Request for Proposals, including the information on the project. E. That the Offerer and any individuals to be assigned to work do not have a record of substandard work. F. That the Offerer will, if awarded the contract, perform the requirements of the contract in accordance with all applicable state and federal rules and regulations. Dated this day of 1999. (Offerers Firm Name) (Signature of Offerer's Representative) (Printed Name and Title of Individual Signing) Subscribed and sworn to before me this day of 1999 Notary Public My Commission expires I MEMORANDUM IDATE: November 11, 1999 ' TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY ' FROM: JIM McELRATH ' SUPPORT SERVICES DIRECTOR F. ROBERT CARR PUBLIC WORKS DIRECTOR SUBJECT: SALE OF OPWA PROPERTY IDATE: November 11, 1999 ' BACKGROUND: In early 1998, the Owasso Public Works Authority purchased the former PSO building for use as a facility for the location of Public Works administration offices and field ' operations. One of the results of this expansion would entail the moving of the present Street Department operations from the current site at 420 S. Birch to the new building. In April 1999, Precision Components contacted City Manager Jeff Hancock about the possibility of purchasing from the OPWA the to -be- vacated Street Department building and property (see attached map.) Such a purchase would allow them much - needed space tfor storage and for future expansion of their manufacturing facility. Prior to Precision's inquiry, the City had planned to use the facility for an expansion area as a dedicated truck and heavy equipment repair facility for Vehicle Maintenance, as well as for storage area for Public Works equipment. Precision offered to consider paying an amount for the property equivalent to the replacement cost of the facility, even if such ' replacement cost were above the appraised value of the facility and property. Vehicle Maintenance and Public Works administration worked jointly to arrive at an estimated cost of such replacement facilities. The cost was determined to be $158,200, ' which amount Precision offered to pay in a letter addressed to the City Manager dated April 21, 1999 (see attachments] and 2.) An appraisal by an independent appraiser, Mr. Eddie Peters of Pryor, OK was performed, and the fair market value of the property was determined to be $128,000. ' A Phase One Environmental Audit was performed on the property to determine whether any problems existed that might complicate possible sale of the property. Registered MEMORANDUM PROPERTY PURCHASE November 11, 1999 PAGE 2 Environmental Professional Dennis Wharton of Hazchem, Inc. of Tulsa, OK performed this audit. The building and site received a clean bill of environmental health. Staff examined the requested considerations of Precision Components as expressed in the April 21, 1999, letter, and determined that all could be met without affecting City or Public Works operations, with the following exceptions: 1. Variance to a 75 -foot setback would have to be handled by Precision Components on a case -by -case basis when and if they should ever choose to expand. 2. Precision Components could be allowed a "first right of refusal" should the OPWA ever decide to sell the Recycle Center property, rather than granting an "option to purchase." 3. Access adequate to Fifth Avenue for emergency equipment or truck or other traffic, in case of flood or other emergency, must be provided for and guaranteed across Precision's property. 4. Property tax incentives should be noted as outside the city's purview. Staff believes that it serves the best interests of the OPWA, the City of Owasso and the Community -at -large to accede to Precision's request to purchase the Street building and property. Precision is willing to pay an amount well above the appraised value, thus allowing the City and OPWA to have brand -new facilities, custom - designed for their needs. Precision is a large employer (100 +) as well as an active corporate citizen. Assisting with the facilitation of the expansion of Precision Components would benefit the Owasso community by enhancing the likelihood of Precision's future growth and capital investment in Owasso. RECOMMENDATION: Staff recommends that the OPWA Trustees enter into a Real Estate Purchase Contract and Early Occupancy Agreement with Precision Components and for the property described in the attached contract and that the Chairman be authorized to sign the Contract. ATTACHMENTS: 1. Attachment 1: Memo detailing method of arriving at $158,000 cost 2. Attachment 2: Letter from Precision Components 3. Map of Site 4. Contract i 1 MEMORANDUM TO: JEFF HANCOCK FROM: JIM MCELRATH F. ROBERT CARR SUBJECT: PROPOSAL FOR NEW PUBLIC WORKS \VEHICLE MAINTENANCE BUILDINGS DATE: April 12, 1999 BACKGROUND: If the City maintains possession of the present Street building after that department moves to their new facility, Support Services Department proposes that that facility be utilized for truck and heavy equipment repair and maintenance and that some portion of it be made available to Support Services for storage. This would free up needed space for vehicle repair at the City Garage and would also place the truck maintenance facility in the immediate vicinity of the refuse parking area, which would contribute positively to their maintenance program. In addition, the refuse collection vehicles would still remain parked at the facility, and polycart storage and repair would continue to be performed at the present Street building. In the event that the City sells the present Street Department building, Support Services and Public Works staff has determined a proposal for new facilities to replace those lost. PROPOSAL IF STREETS BUILDING IS SOLD: The concept is based upon two considerations: Public Works will have to replace space currently provided for parking for the refuse trucks, for polycart repair and storage, and for additional storage. 2. When Streets department vacates the present Streets building, Vehicle Maintenance intends to transfer much of its truck and heavy equipment work to this building. This is necessitated by the increasing size of the City fleet. If the building is sold, Vehicle Maintenance will not have this option and will be faced with the need to seek other means of expansion. FA MEMORANDUM NEW FACILITIES April 12, 1999 PAGE 2 The proposed concept is as follows: 1. All refuse vehicle and polycart operations would be moved to the area of the Vehicle Maintenance Garage. This would place the trucks in the immediate vicinity of the area where truck maintenance is performed. A parking shed would be built for the refuse trucks, with a shop and fenced yard on one end for polycart storage and repair. 2. The present garage would be converted to a heavy equipment facility and a new garage would be constructed for light vehicle maintenance. The combination of this new building with the present garage would be comparable in service space to the use of the present garage combined with use of the soon -to-be- vacated Streets building. 3. Additional storage area would be constructed at the new Public Works site for use by Public Works. The loading dock at the new Public Works building would be enclosed and converted to storage space. These two areas would replace the storage space lost if the present Street Department building is sold. ESTIMATED CONSTRUCTION COSTS: 1. Parking shed and.polycart repair shop with fenced -in area for polycart storage (based upon costs incurred in April, 1996, with increase added for inflation and for construction of polycart repair shop on the end of the parking shed.) Site preparation $2,500 Building and footings 22,400 (Pole barn = 2240 sq. ft @ $6 /sq ft Polycart shop = 640 sq. ft @ $14 sq. ft) Concrete floor 5,000 Electrical 2,000 10% Contingency 3,100 Total est. cost $35,000 2. Light vehicle repair facility, to include two work bays and small work and wash area. Bays will include 12 -foot overhead doors on both sides. Building and doors will be fully insulated. (Estimates are based upon information provided by All Steel Building Co, Tulsa) Site preparation $2,500 Building and footings 50,000 (2500 sq. ft) Concrete floor 3,000 MEMORANDUM NEW FACILITIES April 12, 1999 PAGE 3 Costs cont. Electrical 6,000 Plumbing 2,500 Radiant NG heat 3,000 Gas and air lines 3.500 10% Contingency 7,100 Total est. cost $78,200 3. Construction of additional storage area at the new Public Works site: Conversion of loading dock: $10,000 Construction of a free - standing storage building: $35,000 Total estimated cost of all three projects, including contingencies, is $158,200. � � I X Bright -Tufttm April 21, 1999 Jeff Hancock,City Manager City of Owasso 207 South Cedar Owasso, OK 74055 Dear Jeff: (918) 274 -9094 FAX (918) 274 -9802 209 East 5th Avenue Owasso, Oklahoma 74055 In our meeting Tuesday, you established a price for which the Street Department Facility could be purchased. This price was based on the cost to the City for replacement of the existing facility. Since the value of the Street Department Facility is less than the $158,200 requested, PCC would like to suggest a donation to the city for the difference between an agreed to selling price and the $158,200. The actual split between selling price and donation will be determined later based on advise from our financial counsel. As I mentioned, Precision Components is definitely interested in this property. We are pleasdd to be able to assist the City in their financial needs and in turn acquire additional land for future expansion. There are several items related to this transaction which we would like you to consider. 1. The donation would be paid in six monthly installments with the first payment made in the month following closing of the sale transaction. 2. The City would arrange for rezoning of the property to allow for future manufacturing. an offset variance to the 75' set back area as was done for 3. The City would arrange for our existing facility. 4. Precision Components would like an option to purchase the Recycling Center at fair market value if and when the City ceased recycling operations at the current location or determined to sell the property. 5. The purchase of the Street Department Facility would include the strip of land approximately 50' wide, west of the Precision Components property line and east of the entrance drive to the Recycling Center. This would allow for additional parking for expanded facilities. K 6. Precision Components would like joint access to locked entrances to the Recycling facility. This would be required for access to the property and access to the parking on the 50' strip of land. line of the 7. Agreement to the permanent closing of Birch Street at the north property Street Department Facility after the 66`h Street access is available. 8. PCC would like to target 60 -90 days for acquiring and taking possession of the street ' facilities. 9. Consideration for property tax incentives for expansion of our business. ' Precision Components values the relationship we have with the City and considers this transaction to be mutually beneficiaL I look forward to working out the final details with you. This purchase will allow for our anticipated expansion of business which will req>�e additional employees and continue to benefit the surrounding community. you have y questions, please feel free to contact myself or John Schupbach at 274 -9094. ' Sincerely, c fl ' Cathy Hutchison Vice President ' c.c. Mark Johnson, John Schupbach, Tony Caudill 11 11 u � I REAL ESTATE PURCHASE CONTRACT EARLY OCCUPANCY AGREEMENT Owasso, Oklahoma, November , 1999. L PROPERTY. The undersigned, Precision Components, Inc. ( "Buyer "), hereby agrees to purchase from the undersigned, Owasso Public Works Authority, Oklahoma, ( "Seller ") and the Seller agrees to sell the following real property, to wit: A tract of land that is part of the SWA of the NEA of Section 31, T -21 -N, R -14- E, of the Indian Base and Meridian, City of Owasso, Tulsa County, Oklahoma, said tract of land being more particularly described as follows, to -wit: Starting at the Northeast corner of the S W/4 of the NE /4 of said Section 31; Thence N 89' 41'55" W along the Northerly Line of said SW /4 of the NE /4 and along the Southerly line of `Ivadel Addition', an addition to the City of Owasso, Tulsa County, Oklahoma for 300.00' to the `Point of Beginning' of said tract of land; thence due South and parallel with the Easterly line of the SWA of the NE /4 for 350.00' to a point on the Northerly right -of -way line of 5`h Avenue; thence N 89' 41'55" W along said Northerly right -of -way line for 50.00% thence due North for 185.00'; thence N 89 °41'55" W and parallel with the Northerly line of the SW/4 of the NE/4 of Section 31 for 310.00' to a point on the Easterly right -of -way line of Main Street; thence due North along said Easterly right -of -way line for165.00' to a point on the Northerly line of the SWA of the NEA of Section 31, said point also being on the southerly line of "Ivadel Addition "; thence S 89° 41'55" E along said Northerly line for 360.00' to the `Point of Beginning' of said tract of land, which street address is 420 South Birch, together with all the improvements and the appurtenances, if any, thereunto belonging, subject to existing restrictions, easements, and mineral rights previously reserved, or conveyed of record (collectively "the Property'.') upon the following terms and conditions: 2. TERMS: Buyer, at the Closing of the sale, shall pay for the Property the sum of One Hundred Fifty -Eight Thousand, Two Hundred Dollars ($158,200.00) payable by cash, certified check or check. 3. CONDITION OF PROPERTY: (a) Unless otherwise agreed upon in writing, Buyer. by Closing, shall be deemed to have accepted the Property. including fixtures and equipment in its then existing condition. Buyer is purchasing the Property as is based on Buyer's own inspection and NO WARRANTIES are expressed or implied by Seller that shall be deemed to survive the Closing with reference to the condition of the Property or any fixtures or equipment. 16 (b) Except for the provisions above, Seller shall deliver the Property in the present condition ordinary wear and tear excepted. 4. FIXTURES AND EXTRAS: The following items shall remain with the Property after the Closing as property of Buyer at no additional cost to Buyer and shall be considered a part of the purchase price, None ' S. SPECIAL PROVISIONS: (a) Buyer will pay all costs associated with the transaction including, but not limited to, abstracting expenses, Seller's attorneys fee, survey fees, closing costs in an amount not in excess of Five Thousand Dollars ($5,000.00). (b) Prior to the Closing, the Seller will have secured lawful rezoning of the property from AG agriculture to IL Light Industrial to allow for Buyer's future manufacturing use. This will be done at Seller's expense. Prior to the Closing the Seller shall have obtained and provided unto Buyer a ' Phase I Environmental Audit indicating the absence of any hazardous materials or contaminants on the subject property. Buyer, in addition to 5(a) above, will reimburse Seller one half (' /2) of the cost of such Environmental Audit. (c) Buyer will be provided, by Ingress- Egress Easement or otherwise, access to the locked entrances to the adjacent Recycling Center Facility. Buyer will provide an in r easement from Main Street into the West Side of the existing Recycling Center for access to the roll -off bins and recycling containers. Buyer also will provide ingress /egress easement from the ' point where Cedar Street ends and going across Buyer's property to be utilized for emergency access as determined by the Owasso City Manager, the Owasso Emergency Preparedness Director, Chief of Police or Fire Chief. The point of ingress /egress shall be no less than twenty - two (22) feet in width and with a center opening. W71 am PP (d) Buyer, for no additional consideration shall have the first right of refusal to purchase the adjacent Recycling Center Facility property in the event Seller desires to sell same. (e) Seller's obligation to close shall be expressly conditioned upon Seller's decision to sell not being subject to an adverse referendum vote of the citizens of Owasso, Oklahoma. on the ordinance authorizing the sale. (f) Buyer agrees that Seller, subsequent to Buyer's occupancy as well as the closing of the sale, will, for a period of six (6) months from the date of Buyer's occupancy, be allowed to utilize four (4) truck bays in the facility for Seller's maintenance and storage of Seller's sanitation vehicles and component parts. 2 The foregoing provisions, where applicable, shall survive the Closing. 6. TITLE EVIDENCE: Seller shall furnish Buyer title evidence covering the Property, which shows marketable title vested in Seller according to the title standards adopted by the Oklahoma Bar Association. (a) Such title evidence shall be in the form of. Abstract of Title. (b) Seller shall make Seller's existing title evidence (base abstract of title) available to the Buyer within a reasonable time after the date of acceptance of this Contract. (c) Buyer shall pay any abstracting costs. (d) When title evidence in the form of an abstract of title is furnished, then a duly certified abstract of title (including current Uniform Commercial Code Certification) shall be provided at Buyer's expense and Buyer shall, at Buyer's expense, obtain either a title opinion or an Owner's Title Insurance Policy. (e) Upon delivery of the abstract, certified to date, as the case may be, Buyer shall have a reasonable time, not to exceed twenty (20) days, to examine the same and return the same to Seller with any written objections concerning the marketability of the title or such right to object shall be deemed waived. Seller shall have thirty (30) days from such notice of objection to correct such defects, unless such time is further extended by written agreement of the parties. (f) The title to the property shall be conveyed to Buyer by General Warranty Deed in recordable form unless otherwise specified in Paragraph 6 above. 7. TAXES, ASSESSMENTS AND PRORATIONS: Public property - not applicable 8. CLOSING: This transaction shall be closed on or before the I" day of February, 2000, (the "Closing "), unless Closing is extended as may be required by Paragraph 6 above, or by written agreement of Seller and Buyer. 9. EARLY OCCUPANCY: Buyer, under the terms and conditions hereof. as well as set forth above, shall be authorized to occupy the above described real property and improvements thereon beginning the day of November, 1999, hereinafter referred to as date of occupancy. (a) As rental, Buyer agrees to pay unto Seller the sum of Five Hundred Fifty and No /100 Dollars ($550.00) per month on or before the day of November, 1999, prorated, and Five Hundred t Fifty and No /100 Dollars ($550.00) per month payable on or before December 1, 1999, and January 1, 2000. ' (b) This occupancy shall terminate upon the Closing. In the event Seller timely performs all of Seller's obligations and the Closing has not occurred by February 1, 2000, unless otherwise agreed in writing, Buyer shall vacate the Property within thirty (30) days of said date and shall be ' liable for rental for each day of possession after the above stated date of Closing and shall be bound by paragraphs hereof. (c) Buyer agrees to place the gas, electric and water service in Buyer's name immediately upon occupancy, and pay the bills for such utilities as they become due for the period of Buyer's occupancy hereunder. (d) Buyer agrees not to make any alterations, additions or structural changes to any part of the premises prior to Closing without prior specific written consent of Seller. Seller hereby specifically consents to the following changes to the facility and premises, all at the Buyer's expense, to -wit: 1) Remove the fence between the city facility and current Precision Components Company property to provide access to Precision Components Company truck dock; 2) Grade and lay down crushed rock after the fence is removed to provide a level surface for traffic to Precision Components Company truck dock; 3) Install heaters and insulation as needed in large bay area to prevent freezing of water and provide comfort to employees; 4) Paint floor area with non -skid paint for safety as well as esthetics. 1 0. 10. BINDING EFFECT: This Contract, when executed by both Seller and Buyer, shall be binding upon and inure to the ' benefit of Seller and Buyer, their respective successors and assigns. This Contract set forth the complete understanding of Seller and Buyer and supersede all previous negotiations, representations and agreements between them and their agents. This Contract can only be "� amended, modified, or assigned by written agreement signed by both Seller and Buyer. ACCEPTED this day of November, 1999. PRECISION COMPONENTS, INC. By: Cath% Hutchison, Vice President rd ACCEPTED this day of 11999. 1 ATTEST: Marcia Boutwell, Secretary APPROVED AS TO FORM: Ronald D. Cates, Attorney for Authority 2780- 403.repc OWASSO PUBLIC WORKS AUTHORITY By: Mark Wilken, Chairman E ■ N • r'•l i i /,.�`, 1'v1 . •:'Y 1 �'f 11 n1,( r.:.• = 8• 7. V1jot. 2 �' lr�:U''I �s1 R,{ Ai�'r -r. r r 'r. sfl t 1 ; -i` f •, y,:. -141 ' � + �•1�?+,yti- ;rF,�}Y72r.��4�)r �la4'i I � � � hF ,�:', .. .i �• r 1 L17 {�� Y'R f 't,� T"s.• w I w �_.,�I}. II+' •� + ��}1T'�r' li} Pry, sll"M', I: " I �� T�"J� Ln 234 �'� w ; _ Ln /1 a � F t ^:.r � 3 0' • s 7� • 1 I A < RECYCLING CENMR I 4 I r� r • I' r �Jr PRECISION x COMPONENTS` 4 ' 5th AVENUE I I,