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Home My WebLink About1998.03.03_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: March 3, 1998 TIME: 7:00 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, February 27, 1998. Marci Boutwell, A AGENDA 1. Call to Order 2. Invocation Councilor Mark Wilken 3. Flag Salute 4. Roll Call 5. 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 February 17, 1998 Regular Meeting. Attachment #5 -A Owasso Public Works Authority ' March 3, 1998 Page 2 ' B. Approval of Claims. ' Attachment #5 -B 6. Consideration and Appropriate Action Relating to OPWA Resolution #98 -03, a Resolution of the Trustees of the Owasso Public Works Authority (The "Authority ") Authorizing the Issuance of Its Public Improvement Revenue Bonds, Series 1998 (The "Bonds ") in the Aggregate Principal Amount of $8,500,000, for the Purpose of Financing Certain Public Improvements Benefitting the City of Owasso, Oklahoma (The "City "), Funding a Debt Service Reserve, and Paying Certain Legal and Financing Costs; Waiving Competitive Bidding and Authorizing the Bonds to be Sold on a Negotiated Basis and at a Discount; Approving a Purchase Contract With Respect to the Sale of the Bonds and Authorizing and Directing Execution Thereof by the Chairperson or Vice - Chairperson of the Authority; Ratifying and Confirming a Lease, as Heretofore Amended (The "Lease ") By and Between the City and the Authority Whereby the City Leases Its Water, Sanitary Sewer, Garbage and Trash Collection Systems and the Bailey Ranch Golf Club to the Authority; Approving and Authorizing the Execution of a Series 1998 Supplemental Bond Indenture, Which Together With a General Bond Indenture Dated as of December 1, 1997, and as Heretofore Supplemented and Amended, Shall be Referred to Collectively Herein as the "Indenture ", Authorizing the Issuance and Securing the Payment of the Bonds; Approving the Official Statement Pertaining to said Bonds and Authorizing Distribution of the Same and Authorizing the Chairperson or Vice - Chairperson of the Authority to Approve any Corrections to Said Official Statement; Providing that the Declaration of Trust Creating the Authority is Subject to the Provisions of Said Indenture; Authorizing and Directing the Execution of Bonds and Other Documents Relating to the Transaction Including, But Not By Way of Limitation, Documentation Necessary to Secure Bond Insurance and a Continuing Disclosure Certificate; Establishing the Authority's Expectations With Respect to Issuance of Tax- Exempt Bonds in Calendar Year 1998, and Designating the Bonds as "Bank Qualified "; and Containing Other Provisions Relating Thereto. Mr Ray Ms Bishop Mr Brooks Mr McDonald Attachment #6 Owasso Public Works Authority March 3, 1998 Page 3 The staff recommends Trustee adoption of OPWA Resolution #98 -03. 7. Consideration and Appropriate Action Relating to the Purchase of a Utility Tractor. Mr Carr Attachment #7 The staff has solicited bids and will recommend Trustee approval of an expenditure in the amount of $15,142.06 to Enlow Ford Tractor Inc, Tulsa, OK for the purchase of one Kubota Model 54005 utility tractor, and authorization for payment. 8. Consideration and Appropriate Action Relating to a Request to an Amendment to the Engineering Contract for the Construction of Phase I Improvements to the Wastewater Treatment Plant. Mr Carr Attachment #8 The staff will recommend Trustee approval of Amendment #1 to the Agreement for Construction Phase Engineering Services for the Wastewater Treatment Plant Improvements with HUB +Garver, Tulsa, OK, wherein the Construction Phase Service fees will be $1850 per month and the Resident Project Representation fees will be $8550 per month. The preparation of the operation and maintenance manual included in the original agreement is deleted, and the original total fee of $215,100 shall not be exceeded. Owasso Public Works Authority , March 3, 1998 Page 4 9. Report from OPWA Manager _ 10. Report from OPWA Attorney 11. Unfinished Business 12. New Business 13. Adjournment ' OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING ITuesday, February 17, 1998 The Owasso Public Works Authority met in regular session on Tuesday, February 17, 1998 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, February 13, 1998. ITEM 1: CALL TO ORDER Chairman Barnhouse called the meeting to order at 7:44 p.m. ITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ABSENT Mary Lou Barnhouse, Chair Tracy Standridge, Vice Chair Michael Helm, Trustee Denise Bode, Trustee Mark Wilken, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of February 3, 1998 Regular Meeting. B. Approval of Claims Dr Bode moved, seconded by Dr Standridge, to approve the consent agenda. The consent agenda included minutes of the February 3, 1998 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $173,756.66; (2) Payroll $25,350.38. AYE: Bode, Standridge, Helm, Wilken, Barnhouse NAY: None Motion carried 5 -0. Owasso Public Works Authority February 17, 1998 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO OPWA RESOLUTION #98 -02. A RESOLUTION PRELIMINARILY APPROVING THE ISSUANCE OF THE AUTHORITY'S PUBLIC IMPROVEMENT REVENUE BONDS, SERIES 1998 (THE "BONDS") FOR THE PURPOSE OF FINANCING CERTAIN PUBLIC IMPROVEMENTS BENEFITING THE CITY OF OWASSO, OKLAHOMA: APPROVING THE PRELIMINARY OFFICIAL STATEMENT PERTAINING TO THE ISSUANCE OF THE BONDS AND DEEMING SAID PRELIMINARY OFFICIAL STATEMENT "NEAR FINAL" AND AUTHORIZING DISTRIBUTION OF THE SAME: DESIGNATING AN UNDERWRITER WITH RESPECT TO THE SALE OF THE BONDS: AND CONTAINING OTHER PROVISIONS RELATING THERETO. Mr Ray said that OPWA Resolution #98 -02 relates to the Series 1998 Public Improvement Revenue Bonds approved by the voters in October 1997. Resolution #98 -02 preliminarily approves the issuance of the bonds, approves the preliminary official statement pertaining to issuing the bonds and authorizes its distribution, and designates James Baker and Associates as underwriter with respect to the sale of the bonds. Bond Counsel Allan Brooks and Financial Advisor Keith McDonald were present to answer questions. Mr Wilken moved, seconded by Dr Standridge, to adopt OPWA Resolution #98 -02, approving and authorizing the distribution of the offering document pertaining to the Series 1998 bonds, and designating James Baker and Associates as the underwriter to be utilized by the Authority. AYE: Wilken, Standridge, Helm, Bode, Barnhouse NAY: None Motion carried 5 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: UNFINISHED BUSINESS None. ITEM 9: NEW BUSINESS None. 2 Owasso Public Works Authority ITEM 10: ADJOURNMENT Dr Standridge moved, seconded by Dr Bode, to adjourn. AYE: Standridge, Bode, Wilken, Helm, Barnhouse NAY: None Motion carried 5 -0, and the meeting was adjourned at 7:50 p.m. Marcia Boutwell, Authority Secretary 3 February 17, 1998 Mary Lou Barnhouse, Chairperson 2/27/98 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 8:22:19 A/P CLAIMS REPORT APAPVR PAGE: 9 VENDOR DESCRIPTION AMOUT 981992 TREASURER PETTY CASH 981992 TREASURER PETTY CASH DEPARTMENT TOTAL = OPWA ADMINISTRATION REIMB PETTY CASH YARD BAG SALES TAX UTILITY BILLING 980095 981622 981626 981804 981805 981806 981807 981808 981972 US POSTMASTER JOHNNY ROGERS MARK MEYER TYRONE DINKINS RANDY ALEXANDER BRAD SPARKMAN GARY MOSER OSCAR MCLAURIN OSCAR MCLAURIN 981973 TYRONE DINKINS N� 981.975 BRAD SPARKMAN DEPARTMENT TOTAL ====> WATER 980423 WATER PRODUCTS INC UTILITY BILL POSTAGE METER E R READ METER READER METER READER METER READER METER READER METER READER METER READER METER READER METER READER METER READER WATER METERS 3/18/97 7.91 23.31 31.22 28.43 30.00 7.22 4.92 33.92 82.00 38.45 113.90 Cl 6.66 95.40 13.57 544.51 1,500.00 177.60 238.05 348.15 32.70 151.20 203.85 247.50 573.30 265.50 322.65 4,060.50 1,586.60 981135 WAL-MART IS OFFICE SU PPL E ' 981595 DOZIER PRINTING OFFICE SUPPLIES 981793 AT&T WIRELESS SERVICES PAGER USE 981825 TAYLOE PAPER CO MAINTENANCE SUPPLIES 981828 TRI COUNTY OFFICE SUPPLY OFFICE SUPPLIES 981893 WATER ENVIRONMENT FEDERAT MEMBERSHIP-CARR ' 981944 CONNEY SAFETY PRODUCTS SAFETY MIRROR 981990 PSO 1/98 USE 981991 OKLAHOMA NATURAL GAS 1/98 USE 981994 WAL-MART OFFICE SUPPLIES 981999 SAM'S CLUB OFFICE SUPPLIES m� 982048 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES DEPARTMENT TOTAL ====> `.TILITY BILLING 980095 981622 981626 981804 981805 981806 981807 981808 981972 US POSTMASTER JOHNNY ROGERS MARK MEYER TYRONE DINKINS RANDY ALEXANDER BRAD SPARKMAN GARY MOSER OSCAR MCLAURIN OSCAR MCLAURIN 981973 TYRONE DINKINS N� 981.975 BRAD SPARKMAN DEPARTMENT TOTAL ====> WATER 980423 WATER PRODUCTS INC UTILITY BILL POSTAGE METER E R READ METER READER METER READER METER READER METER READER METER READER METER READER METER READER METER READER METER READER WATER METERS 3/18/97 7.91 23.31 31.22 28.43 30.00 7.22 4.92 33.92 82.00 38.45 113.90 Cl 6.66 95.40 13.57 544.51 1,500.00 177.60 238.05 348.15 32.70 151.20 203.85 247.50 573.30 265.50 322.65 4,060.50 1,586.60 2/27/98 PO # CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 8:22:19 A/P CLAIMS REPORT APAPVR PAGE: VENDOR DESCRIPTION AMOUNT 981536 981793 981845 981919 981919 981933 981934 981983 981990 GO SYSTEMS AT&T WIRELESS SERVICES WATER PRODUCTS INC FREEDOM PERSONNEL INC FREEDOM PERSONNEL INC EQUIPMENT ONE RENTAL & RAINBOW CONCRETE CO ANI DISTRIBUTION INC. PSO DEPARTMENT TOTAL ====> WASTEWATER TREATMENT PLANT 981414 ADVANCED CHEMICAL 981536 GO SYSTEMq 981793 AT&T WIRELESS SERVICES 981958 OFFICE DEPOT CARD PLAN 981990 PSO 981999 SAM'S CLUB DEPARTMENT TOTAL ====> WASTEWATER COLLECTION FUEL 1/98 PAGER USE REPAIR SUPPLIES TEMPORARY PERSONNEL TEMPORARY PERSONNEL SA RENT CHIPPING HAMMER CONCRETE-REPAIRS SAFETY VESTS 1/98 USE 980648 WATER PRODUCTS INC 981135 WAL-MART 981536 GO SYSTEMS 981793 AT&T WIRELESS SERVICES 981828 TRI COUNTY OFFICE SUPPLY 981853 WATER PRODUCTS INC 981929 WHITE STAR 981964 SOONER RENTAL 981970 CROW BURLINGAME 981979 COOPER WHOLESALE 981983 ANI DISTRIBUTION INC. 981990 PSO 981991 OKLAHOMA NATURAL GAS 981991 OKLAHOMA NATURAL GAS DEPARTMENT TOTAL ====> REFUSE COLLECTIONS ______________________________ CHLORINE FUEL 1/98 PAGER USE TABLE 1/98 USE MAINT/REPAIR SUPPLIES PVC SAW OFFICE SUPPLIES FUEL 1/98 PAGER USE OFFICE SUPPLIES GATE VALVE PUMP RENTAL-LIFT STATION EQUIPMENT RENTAL SAFETY GLASSES GATE VALVE REPAIR SAFETY VESTS 1/98 USE 1/98 USE 1/98 USE 200.40 21.12 580.44 846.40 423.20 66.00 375.00 80.40 309.71 4,489.27 342.00 12.79 14.17 31.99 5,740.21 8.99 _____________ 6,150.15 90.26 21.49 119.68 18.94 770.57 300.00 198.40 26.50 3,489.00 80.40 793.39 333.11 10.68 _____________ 6,259.64 NOR 981536 981536 981970 981981 981983 981985 GO SYSTEMS GO SYSTEMS CROW BURLINGAME CROW BURLINGAME ANI DISTRIBUTION INC. ALSUMA TRUCK REPAIR INC DEPARTMENT TOTAL ====> 981793 AT&T WIRELESS SERVICES 981990 PSO DEPARTMENT TOTAL ====> FUND TOTAL ====> FUEL 1/98 391.17 FUEL 1/98 128.68 SAFETY GLASSES 26.50 MAINT/REPAIR SUPPLIES 98.55 SAFETY VESTS 80.40 REPAIR 96 INTERNATIONAL 878.54 1,603.84 PAGER USE 7.22 1/98 USE 181.49 _____________ 188.71 _____________ 23,327.84 11 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 2/27/98 8:22:19 A/P CLAIMS REPORT APAPVR PAGE: N� PO # Nm= ____ VENDOR _________________________ _________________________ DESCRIPTION AMOUNT --------------- __� ^ 981536 � 981536 981970 981981 N� 981983 ~- 981985 ACYCLE CE m ��-------- GO SYSTEMS GO SYSTEMS CROW BURLINGAME CROW BURLINGAME ANI DISTRIBUTION INC. ALSUMA TRUCK REPAIR INC DEPARTMENT TOTAL ====> NTER ____________________ 981793 AT&T WIRELESS SERVICES 981990 PSO DEPARTMENT TOTAL ====> FUND TOTAL ====> FUEL 1/98 391.17 FUEL 1/98 128.68 SAFETY GLASSES 26.50 MAINT/REPAIR SUPPLIES 98.55 SAFETY VESTS 80.40 REPAIR 96 INTERNATIONAL 878.54 1,603.84 PAGER USE 7.22 1/98 USE 181.49 _____________ 188.71 _____________ 23,327.84 11 ITY OF OWASS WWTP IMPROVEMENTS 980023 WALTERS MORGAN CONSTRUCTI WWTP IMP 11/05/96 36,817.28 _____________ DEPARTMENT TOTAL ====> 36,817.28 FUND TOTAL ====> 87,575.80 OPWA CAPITAL IMPROVEMENT FUND 2/27/98 8:22:19 A/P CLAIMS REPORT APAPVR PAGE: PO it VENDOR DESCRIPTION AMOUNT ------------- DEBT SERVICE 980003 BANK ONE OWRB LOAN 24,188.50 980003 BANK ONE OWRB LOAN 4,502.10 982041 OKLAHOMA WATER OWRB INTEREST 6,261.87 982041 OKLAHOMA WATER OWRB ADMIN FEE 736.69 DEPARTMENT TOTAL ====> _____________ 35,689.16 WASTEWATER ______________________________ 980309 HUB + GARVER WWTP CONST 9/03/96 15,069.36 DEPARTMENT TOTAL ====> 15,069.36 WWTP IMPROVEMENTS ______________________________ 980023 WALTERS MORGAN CONSTRUCTI WWTP IMP 11/05/96 36,817.28 _____________ DEPARTMENT TOTAL ====> 36,817.28 _____________ FUND TOTAL ====> 87,575.80 CITY OF OWASSO OPWA SALES TAX FUND I A/P CLAIMS REPORT APAPVR PAGE: 2/27/98 8:22:19 PO # VENDOR DESCRIPTION AMOUNT____ VENUE BONDS 980002 BANK ONE DEPARTMENT TOTAL ====> FUND TOTAL ====> GRAND TOTAL ====> REVENUE BONDS 44,906.47 44,906.47 44,906.47 188,624.06 CITY OF OWASSO OPWA A/P TRANSFER REPORT VENDOR DESCRIPTION TRANSFERS CITY GARAGE TRANSFER FROM OPWA WORKERS' COMP SELF -INS TRANSFER FROM OPWA GENERAL FUND TRANSFER FROM OPWA TRANSFERS TOTAL AMOUNT 5,750.00 3,842.50 27, 855.33 37,447.83 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT IL PAY PERIOD ENDING DATE 02/14/98 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES OPWA`Administration 0.00 $5,086.19 Utility Billing 0.00 1,745.29 Water 401.39 3132.85 Wastewater 107.88 5,219.26 Wastewater Collection 395.76 4,847.96 '. Refuse 205.32 4024.25 Recycle Center 1,416.63 FUND TOTAL $25,472.43 FAPPROVED: 03/03/98 Chairman Trustee Trustee FEB -26 -98 17 =04 FROM =FAGIN BROWN BUSH ID :4OS2352807 PAGE 2/10 OWASSO PUBLIC WORKS AUTHORITY RESOLUTION NO. 98 -03 A RESOLUTION OF THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY (THE "AUTHORITY ") AUTHORIZING THE ISSUANCE OF ITS PUBLIC IMPROVEMENT REVENUE BONDS, SERIES 1998 (THE "BONDS ") IN THE AGGREGATE PRINCIPAL AMOUNT OF $8,500,000, FOR THE PURPOSE OF FINANCING CERTAIN PUBLIC IMPROVEMENTS BENEFITTING THE CITY OF OWASSO, OKLAHOMA (THE "CITY "), FUNDING A DEBT SERVICE RESERVE, AND PAYING CERTAIN LEGAL AND FINANCING COSTS; WAIVING COMPETITIVE BIDDING AND YEAR 1998, AND DESIGNATING THE BONDS AS "BANK QUALIFIED "; AND CONTAINING OTHER PROVISIONS RELATING THERETO. NOW, THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY: SECTION 1. INDEBTEDNESS AUTHORIZED. The Authority is authorized to incur an indebtedness by the issuance of its Public Improvement Revenue Bonds, Series 1998, for and on behalf of the City of Owasso, Oklahoma (the "City "), in the aggregate principal amount of $8,500,000 (the "Bonds ") for the purpose of (i) financing certain public improvements benefitting the City, (ii) funding a debt service reserve, and (iii) paying certain legal and financing costs The Bonds shall mature in the principal amounts and shall bear interest as set forth below_ AUTHORIZING THE BONDS TO BE SOLD ON A NEGOTIATED BASIS AND AT A DISCOUNT; APPROVING A PURCHASE CONTRACT WITH RESPECT TO THE SALE OF THE BONDS AND AUTHORIZING AND DIRECTING EXECUTION THEREOF BY THE CHAIRPERSON OR VICE- CHAIRPERSON OF THE AUTHORITY; RATIFYING AND CONFIRMING A LEASE, AS HERETOFORE AMENDED (THE "LEASE ") BY AND BETWEEN THE CITY AND THE AUTHORITY WHEREBY THE CITY LEASES ITS WATER, SANITARY SEWER, GARBAGE AND TRASH COLLECTION SYSTEMS AND THE BAILEY RANCH GOLF CLUB TO THE AUTHORITY; APPROVING AND AUTHORIZING THE EXECUTION OF A SERIES 1998 SUPPLEMENTAL BOND INDENTURE, WHICH TOGETHER WITH A GENERAL BOND INDENTURE DATED AS OF DECEMBER 1, 1997, AND AS HERETOFORE SUPPLEMENTED AND AMENDED, SHALL BE REFERRED TO COLLECTIVELY HEREIN AS THE "INDENTURE ", AUTHORIZING THE ISSUANCE AND SECURING THE PAYMENT OF THE BONDS; APPROVING THE OFFICIAL STATEMENT PERTAINING TO SAID BONDS AND AUTHORIZING DISTRIBUTION OF THE SAME AND AUTHORIZING THE CHAIRPERSON OR VICE - CHAIRPERSON OF THE AUTHORITY TO APPROVE ANY CORRECTIONS TO SAID OFFICIAL STATEMENT; PROVIDING THAT THE DECLARATION OF TRUST CREATING THE AUTHORITY IS SUBJECT TO THE PROVISIONS OF SAID INDENTURE; AUTHORIZING AND DIRECTING THE EXECUTION OF BONDS AND OTHER DOCUMENTS RELATING TO THE TRANSACTION INCLUDING, BUT NOT BY WAY OF LIMITATION, DOCUMENTATION NECESSARY TO SECURE BOND INSURANCE AND A CONTINUING DISCLOSURE CERTIFICATE; ESTABLISHING THE AUTHORITY'S EXPECTATIONS WITH RESPECT TO ISSUANCE OF TAX - EXEMPT BONDS IN CALENDAR YEAR 1998, AND DESIGNATING THE BONDS AS "BANK QUALIFIED "; AND CONTAINING OTHER PROVISIONS RELATING THERETO. NOW, THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO ' PUBLIC WORKS AUTHORITY: SECTION 1. INDEBTEDNESS AUTHORIZED. The Authority is authorized to incur an indebtedness by the issuance of its Public Improvement Revenue Bonds, Series 1998, for and on behalf of the City of Owasso, Oklahoma (the "City "), in the aggregate principal amount of $8,500,000 (the "Bonds ") for the purpose of (i) financing certain public improvements benefitting the City, (ii) funding a debt service reserve, and (iii) paying certain legal and financing costs The Bonds shall mature in the principal amounts and shall bear interest as set forth below_ �7 FEB -26 -98 17:04 FROM :FAGIN BROWN BUSH Maturity Date 11/1/1998 11/1/1999 11 /1/2000 11/1/2001 11/1/2002 11/1/2003 11./1/2004 11/1/2005 11/1/2006 11/1/2007 ID:4052352907 Principal Interest Payment Rate $395,000 3.750 640,000 3.85% 670,000 3.90 855,000 4.00661 885,000 4.10% 925,000 4.20% 965,000 4.300 1,010,000 4.35% 1,055,000 4.40% 1,100,000 4.450 PACE S =TION 2. COMPETITIVE BIDDING WAIVED, AUTHORIZED. Competitive Bidding on the Sale of said Bonds is waived and the Bonds are authorized to be sold to James Baker & Associates, a Limited Partnership (the "Underwriter ") at a discount of 1% of the principal amount thereof. SECTION 3. PURCHASE CONTRACT. The form of Purchase Contract between the Authority and James Baker & Associates, a Limited Partnership, Oklahoma City, Oklahoma, is hereby approved and the Chairperson or Vice- Chairperson of the Authority is authorized to approve any corrections or additions thereto, and is further directed to execute and deliver same for and on behalf of the Authority; such execution and delivery to constitute full approval thereof by the Authority, including any corrections or additions thereto_ SECTION 4. LEASE_ The Authority and the City heretofore entered into a Lease dated July 31, 1973, as amended by an Amendment to Lease dated as of July 1, 1996 (collectively, the "Lease "), whereby the City leased its then existing and thereafter acquired water, sanitary sewer and garbage and trash collection Systems and the Bailey Ranch Golf Club to the Authority, (collectively, the "System "), and whereby the Authority agreed to operate and maintain the same. The Authority hereby ratifies and confirms the Lease in all respects. SECTION 5. BOND INDENTURE. The General Bond Indenture dated as of December 1, 1997 (which General Bond Indenture replaces and supersedes in all respects the Bond Indenture dated as of November 1, 1988), as supplemented by a Series 1993A Supplemental Note Indenture dated as of April 1, 1993, a Series 1993E Supplemental Note Indenture dated as of April 1, 1993, a Series 1996 Supplemental Bond Indenture dated as of July 1, 1996, a Series 1997 Supplemental Bond Indenture dated as of December 1, 1997, and a Series 1998 Supplemental Bond Indenture dated as of March 1, 1998 (collectively with other amendments referred to herein as the "Indenture ") , by and between the Authority and Bank One Trust 3/10 i I' FEB -26 -98 17:05 FROM :FAGIN BROWN BUSH ID= 4052352807 PAGE 4/10 Company, N.A., as successor to Liberty Bank and Trust Company of Tulsa, National Association, as trustee (the "Trustee,,) , authorizing the issuance of and securing the payment of the Bonds approved in Section 1 hereof, is hereby approved and the Chairperson or Vice - Chairperson and Secretary or Assistant Secretary of the Authority are authorized and directed to execute and deliver said Series 1998 Supplemental Bond Indenture for and on behalf of the Authority. SECTION 6. OFFICIAL STATEMENT. The Official Statement dated March 3, 1998 (the "Official Statement ") outlining the terms, conditions and security for the Bonds, is hereby adopted and approved and the Chairperson or Vice - Chairperson of the Authority is authorized to approve any corrections, additions or deletions thereto for and on behalf of the Authority and is further authorized and directed to execute and deliver same for and on behalf of the Authority; provided further, that the information contained in said Official Statement with respect to the Authority is correct in all material respects and such information does not contain any untrue statements of a material fact and does not omit to state a material fact necessary to make the statements made in such Official Statement, in light of the circumstances under which they were made, not misleading. The Authority hereby deems the Official Statement final in accordance with the requirements of Rule 15c2 -12 of the Securities and Exchange Commission promulgated pursuant to the Securities Exchange Act of 1934. The Authority authorizes the Underwriter to distribute the Official Statement in connection with the sale of the Bonds. SECTION 7. DECLARATION OF TRUST SUBJECT TO THE INDENTURE. The Declaration of Trust dated January 10, 1973, creating the Authority is subject to the provisions of the Indenture referenced in Section 5 hereof. SECTION 8. CONTINUING DISCLOSURE CERTIFICATE. The Authority hereby approves the Continuing Disclosure Certificate of the Authority dated March 12, 1998, and the Chairperson or Vice- Chairperson and Secretary or Assistant Secretary of the Authority are authorized to execute and deliver the same on behalf of the Authority_ SECTION 9. CERTIFICATE OF DESIGNATION. The Authority anticipates that the total amount of tax - exempt obligations (other than private activity bonds) issued by the Authority or other issuers on behalf of the City of Owasso, Oklahoma, will not exceed $10,000,000 for calendar year 1998, and hereby designates the Bonds to be qualified tax- exempt obligations with respect to the financial institution interest deduction provisions contained in the Internal Revenue Code of 1986, as amended, and authorizes the Chairperson or Vice Chairperson of the Authority to execute and deliver on behalf of the Authority a Certificate of Designation to that effect. FES -26 -98 17:06 FROM:FAGIN BROWN BUSH 9052:352!9107 PAGE 5/10 SECTION 10. EXECUTION OF NECESSARY DOCUMENTS. The Chairperson or Vice - Chairperson and Secretary or Assistant Secretary of the Authority are hereby authorized and directed on behalf of the Authority to execute and deliver the BoFids to the purchasers upon receipt of the purchase price and are further authorized and directed to execute all necessary closing and delivery papers required by Bond Counsel; approve the disbursement of the proceeds of the Bonds, including payment of any costs of issuance and authorizing the disbursement of other funds of the Authority necessary to accomplish the financing; to approve and make any changes to the documents approved by this Resolution, for and on behalf of the Authority, the execution and delivery of such documents being conclusive as to the approval of any changes contained therein by the Authority; and to execute, record and file any and all the necessary documents, financing statements and security instruments, including but not limited to the documents approved hereby; to approve, execute and deliver any and all documents necessary or attendant to obtaining bond insurance from Ambac Assurance Corporation and authorizing payment of a bond insurance premium from the proceeds of the Bonds; and to consummate the transaction contemplated hereby. PASSED AND ADOPTED THIS 30TH DAY OF MARCH, 1998. ATTEST: Secretary (SEAL) APPROVED AS TO FORM: THE OWASSO PUBLIC WORKS AUTHORITY Chairperson Ronald D. Cates, Authority Attorney MEMORANDUM TO: FROM: SUBJECT: BACKGROUND: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR. X�4 AUTHORIZATION FOR UTILITY TRACTOR PURCHASE STREET DIVISION February 26, 1998 The FY 97 -98 Public Works Department Street Division budget includes funds for the purchase of a new utility tractor. Bid specifications were prepared and proposal packets were sent to local vendors. A Notice to Bidders was published on January 29th and February 5th. BID PROPOSALS: Four (4) bids were received on February 18, 1998 from three (3) vendors. One of the bidders submitted an alternate unit for comparison. A summary of the tabulated bids is listed below: Vendor Equipment Model Amount of Bid Delivery Time Tulsa Farm Equipment John Deere 5310 $15,132.44 45 -60 days Enlow Ford Tractor Kubota M5400S $15,142.06 30 days Tulsa Ford New Holland New Holland 3930 $15,212.48 30 days Enlow Ford Tractor New Holland 3930 $15,779.67 30 days Staff evaluation of the bids indicated that Tulsa Farm Equipment was the low bidder at $15,132.44. The bid submitted by Tulsa Farm Equipment for the John Deere Tractor not only met, but exceeded the specifications required within the bid packet. The City specifications desired a minimum twelve (12) month warranty on parts and labor. The bid submitted by Tulsa Farm Equipment included a twenty -four (24) month warranty for parts and labor. The bid submitted by Tulsa Farm appeared to be the most favorable in regards to price and warranty coverage. Page 2 CP Utility Tractor Purchase The estimated delivery time of 45 -60 days for the John Deere tractor was the only staff concern. Delivery of the tractor is considered to be important for the operation of the Street Division. Mowing will need to begin by mid -April; therefore, delivery within 30 -days would be preferred. All other bidders indicated a 30 -day delivery time. Preliminary research conducted by staff included demonstration and use of various makes and models of tractors that may be potentially bid. Street Division personnel that will be operating the equipment were given the opportunity to evaluate the characteristics and performance of each tractor inspected. Street Division personnel recommended the Kubota M5400S, which is distributed by Enlow Ford Tractor. The recommendation was given due to the ISO - mounted /semi -flat deck and hanging operating pedals. These characteristics allow increased leg room, which minimizes operator fatigue. The decking of the tractor is covered with a rubber matting material which greatly reduces vibration and improves operation safety. The Kubota tractor also meets the specifications outlined within the bid documents and can be delivered within 30 days. The parts and labor warranty that was included in the original bid proposal submitted by Enlow Ford Tractor was for twelve (12) months. Enlow Ford has agreed to extend the warranty for parts and labor to twenty -four (24) months. The bid submitted by Enlow Ford for the Kubota M5400S is $15,142.06. The price differential between the bid submitted by Tulsa Farm Equipment and Enlow Ford Tractor is $9.62. Staff believes that this small differential in price should not preclude award of the bid to a vendor with a slightly higher price for a tractor that meets all bid specifications, provides greater operator comfort and safety, and that can provide a delivery time more consistent with department expectations. FUNDING SOURCE: The FY 97 -98 budget includes $17,270.00 in Capital Outlay for machinery and equipment in the Streets Division (51- 410 - 5441). RECONIlVIENDATION• ' Staff recommends Council approval of the purchase and authorization for payment to Enlow Ford Tractor, Inc., Tulsa, Oklahoma for a Kubota M5400S Utility Tractor in the amount of ' $15,142.06. ATTACHMENTS: 1. Bid documentation 1 2. Bid specifications 3. Enlow Ford warranty extension CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: February 18. 1998 Council /Trustee Approval: March 3, 1998 Item: Utility Tractor Number of Bids: 4 Bids Opened By: Marcia Boutwell Witness: Chris Roberts Witness: Chris Kropp Bidders Tulsa Farm Equipment, Tulsa, OK - John Deere 5310 Enlow Ford Tractor, Tulsa, OK - Kubota M54005 Tulsa Ford New Holland, Tulsa, OK - New Holland 3930 Enlow Ford Tractor, Tulsa, OK - New Holland 3930 Certification: Amount of Bid $15,132.44 $15,142.06 $15,212.48 $15,779.67 I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: (SEAL) Date: SPECIFICATIONS FOR A UTILITY TRACTOR GENERAL DESCRIPTION The following is a comprehensive list of specifications for a utility tractor to be purchased for the City of Owasso Public Works Department. Equipment shall be new, of current production model tractor, and shall be provided with will all standard equipment as provided by the manufacturer. At the time of delivery, the tractor shall have not more than 10 hours registered on the meter. GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to-fully prepare the equipment for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the equipment shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and/or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months from the date of delivery on parts and labor, and twenty-four (24) months from the date of delivery on the drive train. 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations 'from the bid document. 5. INSPECTION -An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this equipment. 6. 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 only after complete and acceptable delivery of the equipment, in accordance with these specifications. The ' Owasso City Council/Owasso Public Works Authority meets regularly on the first and third Tuesday of every month. 7. PRIME CONTRACTOR RESPONSIBILITY - If final delivery of the equipment includes the use of services of another company, the City of Owasso will hold the bidder responsible for those outside services. 8. PROPOSAL EXPENSES endor and shall not be chargeable developing the responsibility of the o the City of Owasso 9. PRIOR INFORMATION - Any information which may have been released either orally or in writing prior to the issuance of this bid request shall be deemed preliminary in nature and bind neither the City of Owasso nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST - It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Chris Roberts by calling (918)272 -4958 Monday thru Friday 8:00 a.m. to 5:00 p.m. 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 tractor which are similar to the specifications. Exceptions the these specific requirements must be clearly noted. Compliance or Exceptions 1. ENGINE a. Diesel Engine yes v e s b. Three (3) cylinders C. Minimum displacement of 167 cub ic inches 1 7 9 e I 53 H.P. d. Net engine - 45 HP yes e. PTO - 45 HP f. Operating range of 1600 -2400 RPM 2. FUEL SYSTEM a. Minimum fuel tank capacity of 17.2 U.S. gallons 18 us GAL b. Direct injection c. Filter type: canister with water separator yes yes 2 Compliance or Exceptions 3. POWER TRAINITRANS MISSION a. Synchronized Shuttle yes b. Eight (8) forward gears 9 forward c. Two (2) reverse gears 3 reverse d. Two -wheel drive yes 4. ELECTRICAL SYSTEM a. Twelve (12) volt battery yes b. 4.5 AMP alternator 40 AMP 5. STEERING a. Hydrostatic power steering y R s 6. PTO a. Independent type yes b. Minimum speed of 540 RPM yes c. Hydraulic clutch (wet type) frType 7. HYDRAULIC SYSTEM a. Gear type pump - with 8 GPM minimum flow 18.2 GPM b. Minimum nominal system pressure of 2500 PSI 2855 P S I 8. BRAKES a. Hydraulic yes b. Wet disc yes c. Park and emergency brake must automatically apply when engine is stopped yes 9. THREE -POINT HITCH Cat II Converti E t o I a. Type: category one (1) b. Lift capacity: minimum of 3000 lbs at 24 inches behind hitch ball 10. AIR SYSTEM a. Type: naturally aspirated b. Dry, dual element air filter 3 yes yes Compliance or Exceptions TIRES a. Front: 7.50 x 16 yes b. Rear: 14.90 x 28 yes 12. LIGHTS a. 2 front halogen work/driving lights yes b. 2 rear flashing /turn lights (amber) yes 13. MISCELLANEOUS a. Rollover protective structure yes b. Seat belt y e s C. Tach /hour meter y e s 14. OTHER a. Warranty on parts and labor: 12 months months b. Warranty on drive train: 24 months c. Manuals: one copy each of operator, parts and repair manuals yes 15. ADDITIONAL INFORMATION OR COMMENTS soh n Pet at �a BID PROPOSAL - SUBMITTAL PAGE UTILITY TRACTOR TOTAL BID PRICE ON UTILITY TRACTOR: $ 15 , 132 .44 TIME OF DELIVER calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Tulsa Farm Equipment,Inc. Company ture Title Address 15615 E. Pine Street Tulsa.Okla. 74116 PH# (918) 4373193 BID OPENING: FEBRUARY 18, 1998 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. SPECIFICATIONS FOR A UTILITY TRACTOR GENERAL DESCRIPTION The following is a comprehensive list of specifications for a utility tractor to be purchased for the City of Owasso Public Works Department. Equipment shall be new, of current production model tractor, and shall be provided h � actolr shall have not moremthan 10 hours registered manufacturer. At the time of delivery, on the meter. GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to-fully prepare the equipment for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the equipment shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months from the date of delivery on parts and labor, and twenty -four (24) months from the date of delivery on the drive train. 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. 5. INSPECTION - An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this equipment. 6. 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 o___X after complete and acceptable delivery of the equipment, in accordance with these specifications. The Owasso City Council/Owasso Public Works Authority meets regularly on the first and third Tuesday of every month. 7. PRIME CONTRACTOR RESPONSIBILITY - If final delivery of the equipment includes the use of services of another company, the City of Owasso will hold the bidder responsible for those outside services. 8. PROPOSAL EXPENSES - Expenses for developing the proposal are entirely the responsibility of the vendor and shall not be chargeable to the City of Owasso. 9. PRIOR INFORMATION - Any information which may have been released either orally or in writing prior to the issuance of this bid request shall be deemed preliminary in nature and bind neither the City of Owasso nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST - It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Chris Roberts by calling (918)272 -4958 Monday thru Friday 8:00 a.m. to 5:00 p.m. 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 tractor which are similar to the specifications. Exceptions the these specific requirements must be clearly noted. Compliance or Exceptions 1. ENGINE a. Diesel Engine vin b. Three (3) cylinders c. Minimum displacement of 167 cubic inches 1'Apkq_ d. Net engine - 45 HP 5F e. PTO - 45 HP SD f. Operating range of 1600 -2400 RPM 1 2. FUEL SYSTEM a. Minimum fuel tank capacity of 17.2 U.S. gallons b. Direct injection c. Filter type: canister with water separator 2 Compliance or Exceptions 3. POWER TRAINITRANS MISSION a. Synchronized Shuttle b. Eight (8) forward gears c. Two (2) reverse gears d. Two -wheel drive 4. ELECTRICAL SYSTEM a. Twelve (12) volt battery b. 4.5 AMP alternator 5. STEERING a. Hydrostatic power steering 6. PTO a. Independent type b. Minimum speed of 540 RPM (wet type) W` Nil PIC� C. Hydraulic clutch 7. HYDRAULIC SYSTEM a. Gear type pump - with 8 GPM minimum flow 5Pm b. Minimum nominal system pressure of 2500 PSI C9V^p lY 1 8. BRAKES a. Hydraulic disc b. Wet c. Park and emergency brake must automatically apply when engine is stopped 9. THREE -POINT HITCH a. Type: category one (1) b. Lift capacity: minimum of 3000 Ibs at 24 inches behind hitch ball 1 10. AIR SYSTEM a. Type: naturally aspirated b. Dry, dual element air filter 3 Compliance or Exceptions 11. TIRES a. Front: 7.50 x 16 b. Rear: 14.90 x 28 12. LIGHTS a. 2 front halogen work /driving lights b. 2 rear flashing /turn lights (amber) 13. MISCELLANEOUS a. Rollover protective structure w. b. Seat belt_ c. Tach /hour meter 1 14. OTHER a. Warranty on parts and labor: 12 months Caw` i b. Warranty on drive train: 24 months bo- c. Manuals: one copy each of operator, parts and repair manuals 15. ADDITIONAL INFORMATION OR COMMENTS BID PROPOSAL.- SUBMITTAL PAGE UTILITY TRACTOR TOTAL BID PRICE ON UTILITY TRACTOR: $ TIME OF DELIVER : calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Company Title Address BID OPENING: FEBRUARY 18, 1998 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. SPECIFICATIONS FOR A UTILITY TRACTOR GENERAL DESCRIPTION The following is a comprehensive list of specifications for a utility tractor to be purchased for the City of Owasso Public Works Department. Equipment shall be new, of current production model tractor, and shall be provided with will all standard equipment as provided by the manufacturer. At the time of delivery, the tractor shall have not more than 10 hours registered on the meter. GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. ' 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to-fully prepare the equipment for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the equipment shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months from the date of delivery on parts and labor, and twenty-four (24) months from the date of delivery on the drive train. 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. - 5. INSPECTION - An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this equipment. 6. 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 only after complete and acceptable delivery of the equipment, in accordance with these specifications. The Owasso City Council /Owasso Public Works Authority meets regularly on the first and third Tuesday of every month. 7. PRIME CONTRACTOR RESPONSIBILITY - If final delivery of the equipment includes the use of services of another company, the City of Owasso will hold the bidder responsible for those outside services. 8. PROPOSAL EXPENSES - Expenses for developing the proposal are entirely the responsibility of the vendor and shall not be chargeable to the City of Owasso. 9. PRIOR INFORMATION - Any information which may have been released either orally or In writing prior to the issuance of this bid request shall be deemed preliminary in nature and bind neither the City of Owasso nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST -It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Chris Roberts by calling (918)272 -4958 Monday thru Friday 8:00 a.m. to 5:00 p.m. a. Minimum fuel tank capacity of 17.2 U.S. gallons /7.3 b. Direct injection cooip4y C. Filter type: canister with water separator C oM 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 tractor which are similar to the specifications. Exceptions the these specific requirements must be clearly noted. Compliance or Exceptions 1. ENGINE a. Diesel Engine '� Pc y b. Three (3) cylinders c oM P Y c. Minimum displacement of 167 cubic inches /9;t c.;. d. Net engine - 45 HP So Z/_15 e. PTO - 45 HP f. Operating range of 1600 -2400 RPM 2 00 2. FUEL SYSTEM a. Minimum fuel tank capacity of 17.2 U.S. gallons /7.3 b. Direct injection cooip4y C. Filter type: canister with water separator C oM 2 3 Compliance or Exceptions 3. POWER TRAIN/TRANSMISSION Nis a. Synchronized Shuttle b. Eight (8) forward gears c. Two (2) reverse gears c 0MO4-1 d. Two -wheel drive ce Pcv 4. ELECTRICAL SYSTEM a. Twelve (12) volt battery c PLY b. 4.5 AMP alternator I/S 5. STEERING a. Hydrostatic power steering 6. PTO a. __Independent type Go /n P Z. y b. Minimum speed of 540 RPM COMILy c. Hydraulic clutch (wet type) C OMN v 7. HYDRAULIC SYSTEM a. Gear type pump - with 8 GPM minimum flow b. Minimum nominal system pressure of 2500 PSI 8. BRAKES a. Hydraulic b. Wet disc PLY c. Park and emergency brake must automatically apply when engine is stopped 9. THREE -POINT HITCH a. Type: category one (1) C y b. Lift capacity: minimum of 3000 lbs at 24 inches behind hitch ball 3080 10. AIR SYSTEM a. Type: naturally aspirated Cm^'Al- y b. Dry, dual element air filter 3 4 Compliance or Exceptions 11. TIRES a. Front: 7.50 x 16 C oM PC Y b. Rear: 14.90 x 28 12. LIGHTS a. 2 front halogen work/driving lights b. 2 rear flashing /turn lights (amber) 13. MISCELLANEOUS a. Rollover protective structure Cep PG y b. Seat belt c. Tach /hour meter Coln /4 v 14. OTHER a. Warranty on parts and labor: 12 months CO mp/y b. Warranty on drive train: 24 months c.OMOL y w c. Manuals: one copy each of operator, parts and repair manuals 11-Y, 15. ADDITIONAL INFORMATION OR COMMENTS 4 BID PROPOSAL - SUBMITTAL PAGE UTILITY TRACTOR TOTAL BID PRICE ON UTILITY TRACTOR: $ 1-54.2 Q . q,? TIME OF DELIVERY: K3 calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound b-i the statements on the Bid Proposal - Submittal Pages. Company 99 Signature Title Address BID OPENING: FEBRUARY 18, 1998 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. SPECIFICATIONS FOR A UTILITY TRACTOR GENERAL DESCRIPTION The following is a comprehensive list of specifications for a utility tractor to be purchased for the City of Owasso Public Works Department. Equipment shall be new, of current production model tractor, and shall be provided with will all standard equipment as provided -by the manufacturer. At the time of delivery, the tractor shall have not more than 10 hours registered on the meter. GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to -fully prepare the equipment for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the equipment shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months from the date of delivery on parts and labor, and twenty-four (24) months from the date of delivery on the drive train. 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. - 5. INSPECTION - An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this equipment. 6. 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 only after complete and acceptable delivery of the equipment, in accordance with these specifications. The Owasso City Council /Owasso Public Works Authority meets regularly on the first and third Tuesday of every 7. PRIME CONTRACTOR RESPOIvOlvii.IT 1' - 1f final delivery of the equipment includes the use of services of another company, the City of Owasso will hold the bidder responsible for those outside services. 8. PROPOSAL EXPENSES - Expenses for developing the proposal are entirely the responsibility of the vendor and shall not be chargeable to the City of Owasso. 9. PRIOR INFORMATION - Any information which may have been released either orally or in writing prior to the issuance of this bid request shall be deemed preliminary in nature and bind neither-the City of Owasso nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST -It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Chris Roberts by calling (918)272 -4958 Monday thru Friday 8:00 a.m. to 5:00 p.m. 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 tractor which are similar to the specifications. Exceptions the these specific requirements must be clearly noted. Compliance or Exceptions 1. ENGINE a. Diesel Engine b. Three (3) cylinders c. Minimum displacement of 167 cubic inches n d. Net engine - 45 HP e. PTO - 45 HP f. Operating range of 1600 -2400 RPM SL`dM 2. FUEL SYSTEM a. Minimum fuel tank capacity of 17.2 U.S. gallons b. Direct injection c. Filter type: canister with water separator 2 IFCompliance or Exceptions 3. POWER TRAIN/TRANSMISSION a. Synchronized Shuttle b. Eight (8) forward gears S °�1 c. Two (2) reverse gears d. Two -wheel drive S xm 4. ELECTRICAL SYSTEM a. Twelve (12) volt battery l b. 4.5 AMP alternator 5. STEERING a. Hydrostatic power steering 6. PTO a. Independent type vv\ b. Minimum speed of 540 RPM vv� c. Hydraulic clutch (wet type) 7. HYDRAULIC SYSTEM a. Gear type pump - with 8 GPM minimum flow b. Minimum nominal system pressure of 2500 PSI 8. BRAKES a. Hydraulic "^ b. Wet disc row c. Park and emergency brake must automatically apply 'Q when engine is stopped 9. THREE -POINT HITCH a. Type: category one (1) b. Lift capacity: minimum of 3000 lbs at 24 inches behind hitch ball $ O 10. AIR SYSTEM a. Type: naturally aspirated I b. Dry, dual element air filter 3 Coniphance or Exceptions 11. TIRES a. Front: 7.50 x 16 b. Rear: 14.90 x 28 12. LIGHTS a. 2 front halogen work/driving lights b. 2 rear flashing /turn lights (amber) 13. MISCELLANEOUS a. Rollover protective structure b. Seat belt c. Tach /hour meter 1 14. OTHER a. Warranty on parts and labor: 12 months b. Warranty on drive train: 24 months c. Manuals: one copy each of operator, parts and repair manuals 15. ADDITIONAL INFORMATION OR COMMENTS BID PROPOSAL - SUBMITTAL PAGE TOTAL BID PRICE ON UTILITY TRACTOR: $ 1,5,- D TIME OF DELIVERY: .30 calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Company Title Me- Address BID OPENING: FEBRUARY 18, 1998 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO I BID. FEB -25 -98 03:41 PM ENLOW FORD NEWHOLLAND FES 2G 1933 NEW 181 Enlow Ford Tractor, Inc. 7700 New 8 *pulps Road Tulsa, Oklahoma 74131 (918) 224 -1$86 Fax (918) 227.2846 NEWHOLL 110 14800. 324 -1585 MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: AMENDMENT NO.1 TO AGREEMENT FOR CONSTRUCTION PHASE ENGINEERING SERVICES (HUB +GARVER ENGINEERS) WASTEWATER TREATMENT PLANT CONSTRUCTION DATE: February 25, 1998 BACKGROUND: A contract for the construction of the Wastewater Treatment Plant improvements Phase I was awarded to Walters - Morgan Construction, Inc., Manhattan, KS on November 5, 1996 in the amount of $1,923,000. The contract documents detail a total of 395 consecutive calendar days for the construction. There were no provisions for weather delays included in the contract. A meeting was held on November 3, 1997 that included representatives of Walters - Morgan, Larry Lipe (Walters - Morgan attorney), Ron Cates (City Attorney), Bruce Bellen (HUB +Garver Project Manager for construction engineering services to the OPWA) and Robert Carr (City of Owasso Public Works Director). The purpose of the meeting was to discuss weather - related time extensions. It was decided at this meeting that weather days should be included in the contract. A methodology consistent with a standard U.S. Army Corps of Engineers procedure applicable to the Tulsa area was determined to be appropriate for this project. The methodology details the number of work days that should be expected to be lost each month due to adverse weather conditions. A comparison is made with documented National Oceanographic and Atmospheric Administration (NOAA) weather conditions for the Tulsa area. Documented lost work days based on the NOAA actual conditions exceeding the expected lost days would be added by Change Order to the total contract days. ADDITIONAL CALENDAR DAYS: Change Order Number 2 to add 25 weather - related calendar days for the period of January 1997 through September 1997 was approved by the Trustees on January 6, 1998. It is anticipated that additional 19 weather - related days for the period since October 1997 will be included in another Page 2 Amendment No. 1 to Engineering Agreement change order yet to be processed. Change Order Number 1 relating to specific construction items (i.e., asphalt roadway and revised drying bed paving, lift Station area modifications and valve operator extensions at Main Lift station) included another 12 additional days and had been approved on October 7, 1997. In addition, one pending Work Directive Change is being prepared that could potentially include 31 additional calendar days for unforeseen subsurface conditions due to rock ' encountered beneath the clarifier structures. AMENDMENT TO ENGINEERING SERVICES AGREEMENT: As a result of adding days to the original construction contract, an amendment to the Construction Phase Engineering Services Agreement with HUB +Garver is required. The original Agreement was structured using the original 395 -day construction duration. Additions to the construction contract directly affects the duration of resident inspection services and other construction phase engineering services. Costs will be incurred after the initial 395 calendar days for additional HUB +Garver resident project representative and construction phase engineering services. HUB +Garver has proposed that these costs should be $1,850 per month for construction phase engineering services and $8,550 per month for resident project representation (cumulative total is $10,400 per month). The Amendment includes provision that, in the event the Resident Project Representative is provided part-time or for a portion of a month, the monthly fee will be prorated based on the amount of time on -site. In addition, the original HUB +Garver engineering services agreement contained fee for preparation of an Operations and Maintenance (O &M) Manual. The associated fee for preparation of the manual is $31,500. HUB +Garver has proposed the O &M manual be deleted from this project and the equipment manufacturer operation manuals be used by our plant staff until the next phase of construction is completed. At the present rate of growth of the City of Owasso wastewater collection system, design is expected to start in the Fall 1998 and construction of an expansion of the treatment facility should be expected within the next 2 or 3 years. In light of this short time frame, a comprehensive O &M manual could be prepared at that time. The Oklahoma Water Resources Board was contacted to determine if there was a requirement to prepare an O &M manual for this phase of construction. HUB +Garver was assured that the manual is not a requirement of the loan program used for this construction. The original fee of $215,100 would not be exceeded. FUNDING SOURCE: Funds originally intended for the O &M manual would be available for the additional construction phase services without an increase in the contract amount with HUB +Garver. Approximately three (3) months or 90 calendar days of additional services can be provided until the $31,500 is expended ($31,500 = $10,400 per month). Page 3 Amendment No. 1 to Engineering Agreement RECOMMENDATION: Staff recommends the Trustees authorization of Amendment No. 1 to the Agreement for Construction Phase Engineering Services with HUB +Garver Engineers for Construction Phase Engineering Services for Phase I Wastewater Treatment Plant Expansion. Construction Phase Services fees will be $1,850.00 per month and Resident Project Representation fees will be $8,550.00 per month. The preparation of the operation and maintenance manual included in the original Agreement is deleted and the original total fee of $215,100.00 shall not be exceeded. ATTACHMENTS: 1. Amendment No. 1 2. Letter from HUB +Garver concerning deletion of O &M Manual preparation dated January 8, 1998. AMENDMENT NO. 1 TO AGREEMENT FOR CONSTRUCTION PHASE ENGINEERING SERVICES WASTEWATER TREATMENT PLANT EXPANSION - PHASE I SRF PROJECT NO. 401146 -03 THIS Amendment dated this day of , 1998 to the Agreement for Construction Phase Engineering Services dated September 3, 1996, hereinafter called the AGREEMENT by and between the Owasso Public Works Authority, hereinafter called the AUTHORITY, and HUB +Garver hereinafter called the ENGINEER. WITNESSETH: WHEREAS, the contract construction period has been extended by the AUTHORITY due to abnormal weather and other causes, and WHEREAS, the AUTHORITY requires professional services beyond the 13 month period set out in the AGREEMENT, and WHEREAS, the ENGINEER agrees to provide these additional services; and WHEREAS, the AUTHORITY desires to postpone the preparation of an operation and maintenance manual until the completion of Phase II of the project. NOW THEREFORE in consideration for providing construction phase services set out in Section B.1 of the AGREEMENT and Resident Project Representation as set out in Section B.2 of the AGREEMENT beyond the 13 months provided in the AGREEMENT the AUTHORITY shall pay the ENGINEER the following additional fees. Construction Phase Services $1,850.00 /month Resident Project Representation $8,550.00 /month the monthly fee shall be prorated down based on the amount of time on site. The preparation of the operation and maintenance manual is hereby deleted from the AGREEMENT along with the lump sum fee of $31,500.00. The original total fee of $215,100.00 set out in the AGREEMENT shall not be exceeded without further amendment of the AGREEMENT. IN WITNESS WHEREOF, the parties have executed this amendment in three copies on the respective dates herein below reflected to be effective on the date executed by the AUTHORITY. OWASSO PUBLIC WORKS AUTHORITY Chairman Secretary HUB +GARVER ON N Date Date January 8, 1998 F. Robert Carr, P.E. Public Works Director City of Owasso P. O. Box 180 Owasso, OK 74055 Re: Owasso Wastewater Plant Expansion Phase I Dear Mr. Carr: HUB +Garver Engineers 5415 So. 125th East Avenue Suite 201 Tulsa, Oklahoma 74146 918- 250 -5922 FAX 918- 250 -6529 HUB +Garver A GarverPlus Company As per our meeting of January 7, 1998 we have prepared and are enclosing a draft amendment to our Agreement for Construction Phase Engineering Services to provide services beyond the original contract time and to delete the operation and maintenance manual. I spoke with Mr. Mark Hulinger of the Oklahoma Water Resources Board and he assured me the preparation of an operation and maintenance manual is not a requirement of either the SRF or FAP loan programs. Sincerely, HUB +Garver Enclosure cc: Rodney Ray Garver +Garver, Little Rock, Arkansas • Elliott+Garver, Jackson, Mississippi, Oxford, Mississippi , HUB +Garver, Tulsa, Oklahoma • Lee +Garver, Louisville, Kentucky, New Albany, Indiana • WTW +Garver, Huntsville, Alabama, Brentwood, Tennessee • Urba +Garver, Mexico City