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Home My WebLink About1998.07.21_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: July 21, 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, July 17, 1998. ` Marcia outwell, City CIA AGENDA 1. Call to Order Mayor Bode 2. Invocation Pastor Bert Snethen Reorganized Church of Jesus Christ of Latter Day Saints Owasso Police Chaplain Coordinator 3. Flag Salute 4. Roll Call 5. Reading of Mayor's Proclamation. Mayor Bode Attachment #5 The Mayor will present a proclamation to Ms Gaye Gardner, recognizing Uptown Hair & Nails as Business of the Quarter for the Third Quarter of 1998. Attachment #5 Owasso City Council July 21, 1998 Page 2 6. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of July 7, 1998 Regular Meeting and July 14, 1998 Special Meeting. Attachment #6 -A B. Approval of Claims. Attachment #6 -B C. Action Relating to a Contract Extension for Maintenance to the City's Storm Sirens. Attachment #6 -C The staff recommends that the contract with Goddard Enterprises for preventative maintenance to the City's storm sirens be extended for the 1998 -99 fiscal year. D. Request Approval of a Plat Amendment to the Covenants for Nottingham Estates II. Attachment #6 -D The Owasso Planning Commission has conducted a hearing on the request to allow lot splits within the subdivision as long as resulting lots are forever attached to the side yards of abutting neighbors, and recommends Council approval of the request. The staff concurs with the recommendation. E. Request Approval to Close a Portion of a Utility Easement Located on Lot 14F, Block 3, Three Lakes Addition. Attachment #6 -E The Owasso Planning Commission has conducted a hearing on this request and recommends Council approval of the requested easement closing. The staff concurs with the recommendation. F. Action Relating to Acceptance of Improvements to the Water and Wastewater Collection Systems Constructed to Serve Caudle Estates, an Addition to the City of Owasso, Tulsa County, Oklahoma. Attachment #6 -F The staff will recommend Council acceptance of the infrastructure improvements. Owasso City Council ' July 21, 1998 Page 3 G. Action Relating to Acceptance of Improvements to the Entrance Road Constructed to Serve Nottingham Estates, an Addition to the City of Owasso, Tulsa County, Oklahoma. Attachment #6 -G The staff will recommend Council acceptance of the infrastructure improvements. 7. Consideration and Appropriate Action Relating to a Request for Approval of a Contract for Services for a Police and Fire Communication System. ' Chief Alexander Chief Allen Attachment #7 The staff will recommend that a contract for services be awarded to EIS Communications in the amount of $7000 to provide services related to system design, project implementation, ' and project supervision for a radio communication system; and that the Mayor be authorized to execute the document. 8. Consideration and Appropriate Action Relating to a Request for Award of a Contract for Uniform Cleaning Services. Chief Alexander Attachment #8 ' The staff will recommend Council approval of a contract with Yale Cleaners, Owasso, OK, for the purpose of providing uniform cleaning services to the Owasso Police Department for the period August 1, 1998 through June 30, 1999; and authorization for the Mayor to execute the document. 1 1 1 L Owasso City Council July 21, 1998 Page 4 9. Consideration and Appropriate Action Relating to Engineering Plan Revisions for the 86th St N & Main Street Intersection. Mr Henderson Attachment #9 The staff will recommend City Council approval of revisions to the engineering plan prepared by FHC for the 86th St N & Main Street intersection, at a cost not to exceed $7891; and authorization for the Mayor to execute the agreement. 10. Consideration and Appropriate Action Relating to Final Acceptance of Work Performed Under a Contract for Construction of a Parking Lot at the Owasso Sports Park, Between the City of Owasso and Horizon Construction Co Inc, and Authorization for Final Payment and Release of Retainage to the Contractor. Mr Henderson Attachment #10 The staff will recommend Council acceptance of the work performed under the contract, and that final payment, including release of retainage, in the amount of $8604.40 be authorized. 11. Consideration and Appropriate Action Relating to Ordinance #583, an Ordinance Amending Section 402, Part Two, Chapter Four of the City of Owasso Code of Ordinances, Relating to Rules of Procedure for the City Council. Mr Hancock Mr Cates Attachment # 11 The staff will recommend Council approval of Ordinance #583, which would change the meeting time for regular meetings of the City Council from 7:00 p.m. to 6:30 p.m. I � II I' 1 1 1 1 1 1 1 1 1 1 1 1 Owasso City Council July 21, 1998 Page 5 12. Report from City Manager 13. Report from City Attorney 14. Reports from City Councilors 15. New Business 16. Adjournment I I II n 1 1 PROCLAMATION CITY OF OWASSO, OKLAHOMA WHEREAS, The OEDA, the Owasso Chamber of Commerce, the Owasso Reporter, and the City of Owasso have developed a special business recognition program as a means of honoring the valuable contributions of local, community- minded businesses; and, WHEREAS, The quality of life in Owasso is a reflection of the level of involvement exhibited by its business owners and employees and their active support of community events; and WHEREAS, The involvement of businesses through their support of local projects and ' promotions by the sharing of their resources, provides for the economic well- being of the community and demonstrates a commitment that goes beyond the standard measure of business success; and, t WHEREAS, Gaye Gardner and the employees at Uptown Hair & Nails have demonstrated concern for the Owasso community through involvement in various community- wide projects; and, ' WHEREAS, A consistent quality in business operations, together with a focus on the betterment of Owasso through civic activity, merits appreciation and recognition by the entire community, NOW, THEREFORE, I, Denise Bode, by virtue of the authority vested in me as Mayor of the City of Owasso, do hereby proclaim UPTOWN HAIR & NAILS TH RD QUARTER 1998 BUSINESS OF THE QUARTER IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of Owasso to be affixed this 21st day of July, 1998. 1 tDenise Bode, Mayor 11 1 ' OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING ' Tuesday, July 7, 1998 The Owasso City Council met in regular session on Tuesday, July 7, 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 Thursday, July 2, 1998 ' ITEM 1: CALL TO ORDER Mayor Bode called the meeting to order at 7:02 p.m. ' ITEM 2: INVOCATION ' Mr Allan Harder offered the invocation. ITEM 3: FLAG SALUTE ' Councilor Barnhouse led in the flag salute. ' ITEM 4: ROLL CALL PRESENT ABSENT ' Denise Bode, Mayor Melinda Voss, Councilor Tracy Standridge, Councilor ' Mark Wilken, Vice Mayor Mary Lou Barnhouse, Councilor STAFF Jeff Hancock, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A quorum was declared present. ' ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. ' A. Approval of the Minutes of June 16, 1998 Regular Meeting B. Approval of Claims. C. Action Relating to Ordinance #580, an Ordinance Providing for the Closing of a Portion of a Utility Easement Located on Lot 6, Block 2, Fairways II Addition. D. Action Relating to Ordinance #581, an Ordinance Providing for the Rezoning of Property Located Immediately Northeast of Bank of the Lakes; from OL (Office Light) to CS (Commercial Shopping Center). E. Action Relating to Ordinance #582, an Ordinance Providing for the ' Annexation of an Approximate 253.50 Acre Parcel of Land Located North Owasso City Council July 7, 1998 and East of the Northeast Corner of East 86th St N and N 145th East Ave, in Rogers County. F. Action Relating to the Granting of a Utility Right -of -Way Easement to Public Service Company of Oklahoma for the Location of an Electrical System on the Bailey Ranch Golf Club Property, Generally Located South of the Southeast Corner of 96th Street North and Mingo Road. G. Action Relating to Acceptance of Improvements to the Streets and Stormwater Drainage Systems Constructed to Serve Silver Creek 1, an Addition to the City of Owasso, Tulsa County, Oklahoma. Mayor Bode said that a Councilor had requested that an item be removed from the claims list. Therefore, the claims list would be removed from the consent agenda and considered separately. Dr Standridge moved, seconded by Mr Wilken, to approve the following items on the consent agenda: Item A included minutes of the June 16, 1998 regular meeting and the June 9, 1998 special meeting, by reference made a part hereto. Item C requested of Ordinance #580, an ordinance closing a portion of a utility easement located on Lot 6, Block 2, Fairways I1 Addition. Item D requested approval of Ordinance #581, an ordinance rezoning property located immediately northeast of Bank of the Lakes, from OL to CS. Item E requested approval of Ordinance #582, and ordinance annexing approximately 253.5 acres located north and east of the northeast corner of E 86th St N & 145th East Ave. Item F requested that the City grant a utility easement to PSO across Bailey Ranch Golf Club property, generally located south of the southeast corner of 96th St N & Mingo Rd. Item G requests acceptance of the improvements to the streets and stormwater drainage systems constructed to serve Silver Creek 1. AYE: Standridge, Wilken, Barnhouse, Bode NAY: None Motion carried 4 -0. The Claims List was then considered as a separate item. Councilor Barnhouse requested that Purchase Order #982922 be removed from the claims list. Mr Wilken moved, seconded by Dr Standridge, that the following claims be approved (the list as presented less purchase order #982922: (1) General Fund $100,349.04; (2) Workers Comp Self- Insurance Fund $3,531.23; (3) Ambulance Service Fund $2,821.09; (4) E -911 $1,876.90; (5) City Garage $2,257.75; (6) Capital Improvements $5,359/20; (7) Payroll $147,008.30; (8) City Garage Payroll $3,698.51. AYE: Wilken, Standridge, Barnhouse, Bode NAY: None Motion carried 4 -0. Owasso City Council July 7, 1998 ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A CONTRACT BETWEEN THE CITY OF OWASSO AND THE FRATERNAL ' ORDER OF POLICE LODGE 1149. Officer Rick Parsley represented the FOP Lodge #149, and made a brief presentation outlining the lodge's requests relative to a contract for FY 1998 -99. Additionally, Mr Parsley requested that some guidance be given by the Council to the City's negotiating team. Dr Standridge stated that the Council would defer to the City Manager. The Council took no action on this item. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ' APPOINTMENT AND CONFIRMATION OF MEMBERS TO THE OWASSO PLANNING COMMISSION AND THE OWASSO ECONOMIC DEVELOPMENT AUTHORITY. Mayor Bode moved, seconded by Ms Barnhouse, to confirm the reappointment of Charles Willey to the Planning Commission for a term expiring on June 30, 2001, and the appointment of Dee Sokolosky to the Economic Development Authority for a term expiring on June 30, 2003. AYE: Bode, Barnhouse, Standridge, Wilken NAY: None ' ITEM 11: NEW BUSINESS None. 1 3 Motion carried 4 -0. r 1 ITEM 8: REPORT FROM CITY MANAGER No report. ITEM 9: REPORT FROM CITY ATTORNEY ' None. ITEM 10: REPORT FROM CITY COUNCILORS None. ' ITEM 11: NEW BUSINESS None. 1 3 Owasso City Council ITEM 12: ADJOURNMENT Dr Standridge moved, seconded by Ms Barnhouse, to adjourn. AYE: Standridge, Barnhouse, Wilken, Bode NAY: None Motion carried 4 -0, and the meeting was adjourned at 7:10 p.m. Marcia Boutwell, City Clerk 4 Denise Bode, Mayor July 7, 1998 ' OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING Tuesday, July 14, 1998 The Owasso City Council met in special session on Tuesday, July 14, 1998 in the Lower Level ' Conference Room at City Hall per the Notice of Public Meeting and Agenda Called on January 13, 1998 and posted on the City Hall bulletin Board at 2:00 p.m. on Monday, July 13, 1998. IITEM 1: CALL TO ORDER AND ROLL CALL. 11 Mayor Bode called the meeting to order at 6:32 p.m. PRESENT Denise Bode, Mayor Mark Wilken, Vice Mayor Mary Lou Barnhouse, Councilor Melinda Voss, Councilor STAFF Jeff Hancock, City Manager Ronald D Cates, City Attorney A quorum was declared present. ABSENT Tracy Standridge, Councilor ITEM 3: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING THE PURCHASE OF REAL PROPERTY SUCH EXECUTIVE SESSION PROVIDED FOR IN O S 25 SECTION 307(B)(3). Mr Wilken moved, seconded by Ms Barnhouse to moved into executive session. AYE: Wilken, Barnhouse, Voss, Bode NAY: None Motion carried 4 -0 Into executive session at 6:35, where the agenda item listed was discussed. Out of executive session at 7:52 p.m., at which time the Mayor reconvened the special meeting. ITEM 2: DISCUSSION OF ISSUES OF IMPORTANT TO THE CITY OF OWASSO. Several items were discussed. No action was taken on any item. Owasso City Council ITEM 4: ADJOURNMENT Mr Wilken moved, seconded by Ms Barnhouse to adjourn. AYE: Wilken, Barnhouse, Voss, Bode NAY: None Motion carried 4 -0 and the meeting was adjourned at 9:02 p.m. Marcia Boutwell, City Clerk P Denise Bode, Mayor July 14, 1998 11 7/17/98 10:10:37 CITY OF OWASSO GENERAL FUND A/P CLAIMS REPORT PO it VENDOR DESCRIPTION ------------------------- -------------------- 990228 CHARLES FOWLKES 990229 TREASURER PETTY CASH 990229 TREASURER PETTY CASH DEPARTMENT TOTAL MANAGERIAL ------------------------ - - - - -- REFUND- CEMETERY PLOT REFUND DEPOSIT REFUND DEPOSIT FINANCE ------------------------------ 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS APAPVR PAG . AMOUNT - -- ------- - - - - -- 980015 AT &T WIRELESS SERVICES PHONE USE -RAY I 982866 SECURITY BY ROSE, INC. RE -KEY OFFICE 982911 SAM'S CLUB OFFICE CHAIR ' 982911 SAM'S CLUB PARADE SUPPLIES 980031 990066 CITY MANAGEMENT ASSOCIATI CONFERENCE- HANCOCK 990016 990067 AMBASSADOR INN LODGING - HANCOCK 990169 990169 ROARK TRUE VALUE HARDWARE RECYCLE ANNIVERSARY 990171 990173 GO SYSTEMS FUEL 06/98 990173 990174 CITY GARAGE REPAIRS 06/98 990229 TREASURER PETTY CASH CITY MGR EXPENSES t 990229 TREASURER PETTY CASH CITY MGR EXPENSES 990229 TREASURER PETTY CASH REIMB PETTY CASH 990236 WAL -MART OFFICE SUPPLIES 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 990264 J JEFF HANCOCK RELOCATION EXPENSES DEPARTMENT TOTAL FINANCE ------------------------------ 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS APAPVR PAG . AMOUNT - -- ------- - - - - -- 225.00 50.00 100.00 375.00 131.70 58.25 129.99 29.94 85.00 44.95 14.20 84.84 54.56 124.47 33.26 9.00 14.97 24.00 61.32 323.24 1,223.69 7.20 7.20 40.00 24.80 7.99 -8.58 105.90 V. DEPARTMENT TOTAL I COMMUNITY DEVELOPMENT ------------------------------ 980031 TULSA COUNTY MIS DIAL -UP SERVICE 990016 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 990169 ROARK TRUE VALUE HARDWARE MAINT /REPAIR SUPPLIES 990171 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 990173 GO SYSTEMS FUEL 06/98 225.00 50.00 100.00 375.00 131.70 58.25 129.99 29.94 85.00 44.95 14.20 84.84 54.56 124.47 33.26 9.00 14.97 24.00 61.32 323.24 1,223.69 7.20 7.20 40.00 24.80 7.99 -8.58 105.90 V. CITY OF OWASSO GENERAL FUND 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGW PO it ---- - - - - -- VENDOR ------------------- DESCRIPTION - - - - -- ------------------- - AMOUNT - - - -- ------- - - - - -- 990174 CITY GARAGE REPAIRS 06/98 96.29 990236 WAL -MART OFFICE SUPPLIES 5.41 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 7.20 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 47.32 DEPARTMENT TOTAL = = = => 326.33 MUNICIPAL COURT ------------------------ - - - - -- 990142 DOZIER PRINTING WARNING /RECEIPT BOOKS 596.75 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 7.20 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 63.55 DEPARTMENT TOTAL =___> 667.50 ENGINEERING ------------------------------ 980184 CN HASKELL & ASSOC COMPUTER EQUIPMENT 58.00 982911 SAM'S CLUB OFFICE EQUIPMENT 99.99 990171 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 11.98 990173 GO SYSTEMS FUEL 06/98 57.76 DEPARTMENT TOTAL = = = => 227.73 GENERAL GOVERNMENT ------------------------ - - - - -- 980247 RETHERFORD PUBLICATIONS LEGAL NOTICES 370.50 982377 TULSA WORLD EMPLOYMENT ADS 97.44 982911 SAM'S CLUB MAINTENANCE SUPPLIES 14.78 982973 SCOTT MEDICAL CLINIC PRE -EMP DRUG SCREENS 130.00 982974 OKLAHOMA EAGLE EMPLOYMENT ADS 30.84 982975 BOBBY DEYOUNG ABATEMENT MOWING 120.00 990003 RONALD D CATES RETAINER 700.00 990003 RONALD D CATES LEGAL SERVICES 861.33 990064 OWASSO CHAMBER COMMERCE ANNUAL MEMBERSHIP 1,200.00 990065 OK MUNICIPAL LEAGUE ANNUAL SERVICE FEE 8,276.65 990114 PITNEY BOWES INC POSTAGE SUPPLIES 129.40 990115 FEDEX POSTAGE 40.50 990116 TULSA WORLD ANNUAL SUBSCRIPTION 60.00 990117 IKON OFFICE SOLUTIONS COPIER MAINTENANCE 489.92 990118 WESTERN BUSINESS PRODUCTS COPIER MAINTENANCE 226.10 990119 ALL COPY SUPPLIES CANON TONER CARTRIDGE 285.00 990119 ALL COPY SUPPLIES LASERJET CARTRIDGE 75.00 r ir, 7/17/98 10:10:37 CITY OF OWASSO GENERAL FUND A/P CLAIMS REPORT APAPVR PAGE: 6 DESCRIPTION AMOUNT ------------------- - - - - -- ------- - - - - -- MAINTENANCE SUPPLIES OFFICE SUPPLIES LEGAL FEES EMPLOYMENT ADS MAINTENANCE SUPPLIES DOCKETING FEE ARBITRATION SERVICES OFFICE SUPPLIES 6/98 USE 6/98 PLEXAR 6/98 NON - PLEXAR TQM TRAINING PO it VENDOR ' 980184 ------------------------- COMPUTER SERVICES 990141 KIMBALL ACE HARDWARE PAGENET 990171 OFFICE DEPOT CARD PLAN 990157 990187 DOERNER, SAUNDERS, 990188 OKLAHOMA EAGLE OFFICE SUPPLIES 990199 SAM'S CLUB GO SYSTEMS 990229 TREASURER PETTY CASH ' 990229 TREASURER PETTY CASH 990236 WAL -MART UNIFORM RENTAL 990247 PSO SAM'S CLUB 990248 SOUTHWESTERN BELL TELE 990202 990249 SOUTHWESTERN BELL TELE 990263 ALTERNATIVE ENVIRONMENTS ' 990236 WAL -MART SAFETY BOOTS DEPARTMENT TOTAL = = = => APAPVR PAGE: 6 DESCRIPTION AMOUNT ------------------- - - - - -- ------- - - - - -- MAINTENANCE SUPPLIES OFFICE SUPPLIES LEGAL FEES EMPLOYMENT ADS MAINTENANCE SUPPLIES DOCKETING FEE ARBITRATION SERVICES OFFICE SUPPLIES 6/98 USE 6/98 PLEXAR 6/98 NON - PLEXAR TQM TRAINING a DEPARTMENT TOTAL = = = => CEMETERY ------------------------ - - - - -- 990157 KIMBALL ACE HARDWARE 990173 GO SYSTEMS 990247 PSO DEPARTMENT TOTAL = = = => POLICE SERVICES ------------------------ - - - - -- 1 982642 DEPT OF PUBLIC SAFETY MAINT /REPAIR SUPPLIES FUEL 06/98 6/98 USE TRAINING -JONES 3.96 390.91 168.00 30.84 21.96 250.00 30.00 11.64 1,052.48 232.35 50.70 825.00 16,175.30 56.25 21.29 43.25 52.13 205.43 294.18 23.80 131.74 55.24 13.89 19.94 7.20 427.50 1,351.84 26.15 29.48 15.42 71.05 SUPPORT SERVICES ------------------------------ ' 980184 CN HASKELL & ASSOC COMPUTER SERVICES 980286 PAGENET PAGER SERVICE 990157 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 990171 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES ' 990173 GO SYSTEMS FUEL 06/98 990174 CITY GARAGE REPAIRS 06/98 990195 YALEUNIFORM RENTAL UNIFORM RENTAL 990199 SAM'S CLUB MAINTENANCE SUPPLIES 990202 LOWE ' S COMPANIES INC MAINT /REPAIR SUPPLIES 990205 CROW BURLINGAME MAINT SUPPLIES 990236 WAL -MART SAFETY BOOTS 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 990258 CN HASKELL & ASSOC COMPUTER SERVICES a DEPARTMENT TOTAL = = = => CEMETERY ------------------------ - - - - -- 990157 KIMBALL ACE HARDWARE 990173 GO SYSTEMS 990247 PSO DEPARTMENT TOTAL = = = => POLICE SERVICES ------------------------ - - - - -- 1 982642 DEPT OF PUBLIC SAFETY MAINT /REPAIR SUPPLIES FUEL 06/98 6/98 USE TRAINING -JONES 3.96 390.91 168.00 30.84 21.96 250.00 30.00 11.64 1,052.48 232.35 50.70 825.00 16,175.30 56.25 21.29 43.25 52.13 205.43 294.18 23.80 131.74 55.24 13.89 19.94 7.20 427.50 1,351.84 26.15 29.48 15.42 71.05 CITY OF OWASSO GENERAL FUND 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- - - - - -- DESCRIPTION ------------------- - - - AMOUNT - -- ------- - - - - -- 982872 GALL'S INC. BINOCULARS 67.98 982911 SAM'S CLUB MAINTENANCE SUPPLIES 132.36 982911 SAM'S CLUB OFFICE EQUIPMENT 199.99 982922 RICK DE ARMOND BICYCLE PATROL GEAR 197.93 990032 AT &T WIRELESS SERVICES PHONE USE -ALL 283.71 990032 AT &T WIRELESS SERVICES PHONE USE - ALEXANDER 46.38 990033 HOWARD STAMPER RETAINER /SERVICES 150.00 990034 FIRST BANK CLAREMORE FSB COPIER LEASE 202.00 990061 PATROL TECHNOLOGY UNIFORM GEAR 100.50 990061 PATROL TECHNOLOGY OFFICER EQUIPMENT 49.00 990068 TUXALL UNIFORM & EQUIP BODY ARMOR /CARRIER 334.90 990068 TUXALL UNIFORM & EQUIP VEHICLE EQUIPMENT 49.95 990068 TUXALL UNIFORM & EQUIP UNIFORMS 209.90 990068 TUXALL UNIFORM & EQUIP OFFICE SUPPLIES 21.50 990140 STRATHE VETERINARY VET SUPPLIES 70.00 990140 STRATHE VETERINARY VET CARE -NICK 49.00 990141 KIMBALL ACE HARDWARE MAINTENANCE SUPPLIES 42.86 990171 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 358.01 990173 GO SYSTEMS FUEL 06/98 1,351.85 990174 CITY GARAGE REPAIRS 06/98 739.13 990190 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 14.53 990190 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 9.65 990199 SAM'S CLUB MAINTENANCE SUPPLIES 298.82 990240 STANDARD AUTO SUPPLY TREAD GAUGES,FLASHERS 36.00 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 91.20 990247 PSO 6/98 USE 670.73 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 249.12 990249 SOUTHWESTERN BELL TELE 6/98 NON - PLEXAR 50.70 DEPARTMENT TOTAL =___> 6,258.10 POLICE COMMUNICATIONS ------------------------------ 980009 DEPT OF PUBLIC SAFETY OLETS RENTAL 350.00 990062 CHIEF SUPPLY CORP FILM 228.82 990241 WAL -MART LAB PROCESSING -FILM 20.82 DEPARTMENT TOTAL =___> 599.64 ANIMAL CONTROL ------------------------------ 990140 STRATHE VETERINARY DEA LICENSE /SHELTER 210.00 990173 GO SYSTEMS FUEL 06/98 43.12 990174 CITY GARAGE REPAIRS 06/98 49.68 990239 DOZIER PRINTING PRINTED FORMS 49.00 CITY OF OWASSO GENERAL FUND ■ E. 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION -- AMOUNT - --- - - - - -- ------------------- - - - - -- - 990241 WAL -MART SHELTER SUPPLIES 4.48 990247 PSO 6/98 USE 275.53 ' 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 24.40 DEPARTMENT TOTAL =___> 656.21 t FIRE SERVICES ----------------------------- 981881 OSU FIRE SERVICE TRAINING TRAINING - HOLCOMB 25.00 982766 OSU FIRE SERVICE TRAINING TRAINING- SADDORIS 100.00 ' 990046 TRIM RITE INC REFLECTIVE STRIPS 344.12 23.74 990091 AT &T WIRELESS SERVICES PHONE USE -ALLEN 990091 AT &T WIRELESS SERVICES PHONE USE -ALL 53.01 990113 PAGENET PAGER RENTAL 371.88 200.00 t 990139 TRIM RITE INC REFLECTIVE STRIPE 990171 OFFICE DEPOT CARD PLAN COMPUTER EQUIPMENT 24.99 990173 990190 GO SYSTEMS SUBURBAN OFFICE SUPPLY FUEL 06/98 PRINTER CARTRIDGES 348.32 107.92 990191 OVERHEAD DOOR COMPANY DOOR REPAIR 343.00 990192 KIMBALL ACE HARDWARE MAINTENANCE SUPPLIES 131.94 ' 990232 CASCO INDUSTRIES INC. OF BUNKER GEAR 485.00 30.46 990234 BETSY ROSS FLAG GIRLS FLAG 72.00 990242 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 726.67 990247 990248 PSO SOUTHWESTERN BELL TELE 6/98 USE 6/98 PLEXAR 234.34 DEPARTMENT TOTAL =___> 3,622.39 EMERGERCY MGMT OPERATIONS ------------------------------ 981282 GODDARD ENTERPRISES STORM SIREN MAINT 1,875.00 990247 PSO 6/98 USE 64.14 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 22.92 990249 SOUTHWESTERN BELL TELE 6/98 NON- PLEXAR 52.05 990257 AT &T WIRELESS SERVICES PHONE USE - STAMPER 17.11 DEPARTMENT TOTAL =___> 2,031.22 STREETS ------------------------------ ' a 980072 WELSCO INC CYLINDER RENT 11.65 982911 SAM'S CLUB MAINTENANCE SUPPLIES 102.93 990169 ROARK TRUE VALUE HARDWARE MAINT /REPAIR SUPPLIES 116.34 ■ E. CITY OF OWASSO GENERAL FUND 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- DESCRIPTION - - - - -- ------------------- - - AMOUNT - - -- ------- - - - - -- 990173 GO SYSTEMS FUEL 06/98 450.99 990174 CITY GARAGE REPAIRS 06/98 513.42 990199 SAM'S CLUB MAINTENANCE SUPPLIES 67.15 990247 PSO 6/98 USE 340.84 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 22.92 DEPARTMENT TOTAL = = = => 1,626.24 COMMUNITY ------------------------------ CENTER BATTERY LIGHTS 51.80 990157 KIMBALL ACE HARDWARE MAINT /REPAIR SUPPLIES 20.16 990169 ROARK TRUE VALUE HARDWARE MAINT /REPAIR SUPPLIES 14.98 990174 CITY GARAGE REPAIRS 06/98 1.00 990247 PSO 6/98 USE 1,125.93 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 108.64 DEPARTMENT TOTAL = = = => 1,270.71 PARK MAINTENANCE ------------------------ - - - - -- 982834 LEGGETT SUPPLY BATTERY LIGHTS 51.80 982923 MAXWELL SUPPLY OF TULSA SAFETY FENCE 234.64 982972 OWASSO GLASS SAFETY MIRROR 18.00 990015 AT &T WIRELESS SERVICES PHONE USE - WARREN 29.44 990016 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 72.00 990019 J B STIGALL MOW ATOR PARK 75.00 990019 J B STIGALL MOW RAM PARK 47.00 990020 LARRY TURNER MOW RAYOLA PARK 239.00 990021 BRUSHHOG SERVICES MOW ELM CREEK PARK 200.00 990154 ANCHOR STONE CO SCREENINGS 75.09 990155 KIMBALL ACE HARDWARE MAINTENANCE SUPPLIES 86.31 990173 GO SYSTEMS FUEL 06/98 131.26 990174 CITY GARAGE REPAIRS 06/98 135.68 990247 PSO 6/98 USE 1,579.40 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR 55.37 DEPARTMENT TOTAL =___> 3,029.99 ECONOMIC DEVELOPMENT ' ------------------------------ 982911 SAM'S CLUB OFFICE EQUIPMENT 238.98 990229 TREASURER PETTY CASH MILEAGE /EXPENSES- TOBIAS 410.11 990229 TREASURER PETTY CASH REIMB PETTY CASH 1.50 1 ' CITY OF OWASSO GENERAL FUND ' 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION ------- - - - AMOUNT - -- _ ' ------------ - - - - - -- 102.45 990248 SOUTHWESTERN BELL TELE 6/98 PLEXAR ' DEPARTMENT TOTAL =___> 753.04 ' 40,273 18 FUND TOTAL =___> 10 CITY OF OWASSO WORKERS' COMP SELF -INS PLAN 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- GENERAL GOVERNMENT ------------------------ - - - - -- 990085 SHERYL DUGGAN D02238 640.00 990137 PHYSICAL REHAB CTR OF TUL D02238 215.35 990148 MEDCENTER INC D02238 193.43 DEPARTMENT TOTAL =___> 1,048.78 FUND TOTAL =___> 1,048.78 ri y I CITY OF OWASSO AMBULANCE SERVICE FUND O' 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: �u. PO it VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- --------- - - - - -- AMBULANCE ------------------------------ 980301 OKLAHOMA EMT ASSOCIATION CONFERENCE- KELLEY 981952 ALKO ENTERPRISES INC AMBULANCE SUPPLIES 990005 MEDICLAIMS, INC. MONTHLY SERVICE FEE 990028 JEFFERY GALLES DO EMS AUDIT 990029 MEDICAL COMPLIANCE SPECIA BIO -WASTE DISPOSAL 990091 AT &T WIRELESS SERVICES PHONE USE -ALL ' 990193 MED SOURCE CORP AMBULANCE SUPPLIES 990230 PACE PRODUCTS OF TULSA IN OXYGEN CYLINDER RENTAL DEPARTMENT TOTAL =___> FUND TOTAL =___> 210.00 788.46 1,463.68 250.00 30.00 49.17 79.55 270.00 0549N :: 3,140.86 6 CITY OF OWASSO E - 911 7/17/98 10:10:37 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- POLICE COMMUNICATIONS ------------------------ - - - - -- 990004 SOUTHWESTERN BELL TELE E -911 SERVICE 1,877.09 DEPARTMENT TOTAL =___> .1,877.09 FUND TOTAL =___> .1,877.09 1I 7/17/98 10:10:37 CITY OF OWASSO CITY GARAGE A/P CLAIMS REPORT APAPVR PAGE: 15 PO it VENDOR DESCRIPTION AMOUNT ----------------- - - - - -- ----- - - - - -- FUND TOTAL GRAND TOTAL 1 CYLINDER RENT - - - - - -- - UNIFORM CLEAN /RENT 35.90 CITY GAR AGE 144.77 MAINTENANCE SUPPLIES ------------------------------ MAINT /REPAIR SUPPLIES 3.27 980072 WELSCO INC VEHICLE REPAIR 980090 YALE UNIFORM RENTAL 340.80 982910 YOUNG'S TIRE SERVICE OFFICE SUPPLIES 982911 SAM'S CLUB 42.30 990157 KIMBALL ACE HARDWARE UNIFORM RENTAL 990165 RELIABLE TIRE AND AUTO ' 990166 ALSUMA TRUCK REPAIR INC OIL /TRANSMISSION FLUID 990168 OWASSO TIRE BARN 123.30 990168 OWASSO TIRE BARN ' 990171 OFFICE DEPOT CARD PLAN 943.06 990173 GO SYSTEMS VEHICLE WELDING 990174 CITY GARAGE 19.95 990195 YALE UNIFORM RENTAL 6/98 PLEXAR 990197 YOUNG'S TIRE SERVICE 157.95 990199 SAM'S CLUB ' 990200 990203 TULCO OILS INC GELLCO SAFETY SHOES 990204 CLASSIC CHEVROLET 990205 CROW BURLINGAME ' 990205 CROW BURLINGAME 990206 CONTINENTAL BATTERY CO 990235 JERRY WOODS WELDING 990236 WAL -MART 990247 PSO 990248 SOUTHWESTERN BELL TELE ' 990259 J & P AUTO DEPARTMENT TOTAL FUND TOTAL GRAND TOTAL 1 CYLINDER RENT 36.90 UNIFORM CLEAN /RENT 35.90 TIRE REPAIR 144.77 MAINTENANCE SUPPLIES 150.19 MAINT /REPAIR SUPPLIES 3.27 VEHICLE REPAIR 1,173.50 VEHICLE REPAIR 877.57 TIRE REPAIR 340.80 TIRE 8.95 OFFICE SUPPLIES 34.99 FUEL 06/98 42.30 REPAIRS 06/98 46.09 UNIFORM RENTAL 50.20 TIRE REPAIRS 185.00 MAINTENANCE SUPPLIES 174.00 OIL /TRANSMISSION FLUID 408.10 WORK BOOTS -SMITH 123.30 REPAIR PARTS 53.44 REPAIR SUPPLIES 81.69 REPAIR PARTS 943.06 BATTERIES 141.85 VEHICLE WELDING 375.00 SAFETY BOOTS 19.95 6/98 USE 209.06 6/98 PLEXAR 45.84 VEHICLE REPAIR 157.95 5,863.67 5,863.67 174,408.43 CITY OF OWASSO A/P TRANSFER REPORT VENDOR DESCRIPTION AMOUNT TRANSFERS CITY GARAGE TRANSFER FROM GENERAL FUND 4,562.50 WORKER'S COMP SELF INS TRANSFER FROM GENERAL FUND 10,000.00 GENERAL FUND TRANSFER FROM AMBULANCE FUND 17,916.66 GENERAL FUND TRANSFER FROM E -911 FUND 1,515.92 GENERAL FUND TRANSFER FROM BOND PROJECT FUND 4,083.30 GENERAL FUND TRANSFER FROM CAPITAL IMPROVEMENT FUND 5,365.34 TRANSFERS TOTAL 43,443.72 VENDOR TRANSFERS CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION AMOUNT CEMETERY CARE REVENUE TRANSFER FROM GENERAL FUND 141.25 AMBULANCE CAPITAL REVENUE TRANSFER FROM AMBULANCE FUND 3,708.59 TRANSFERS TOTAL 3,849.84 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 07/04/98 Information Systems ::::.:. 0.00 2,711.55 5uppart Sem es » >:.: ... ........................... . . 0 00 4,Q24 53 ' Police ..............;:.::.;::.:;::.;:.; :.;:.;:.::.:;::.::.::.;:.;;:.:: :.:::::. _:::::. 356.59 _ 55 816.05 Central Dispatch - :::::< ::;:;::: _ _:: :.:::::::::: :::::::::::.::::::. ....... 0 00 _...................r... 5,19712 Animal Control 22.50 1,806.32 Fire 515:88 40,748.04 Street 112.50 11,024.19 ' Park Maintenace 0.00 3,465 45 Economic Development ... 0 00 1,966 53 ' General Fund Total $1,007.47 $168,194.44 Garage Fund Garage $47 25 $3,3Q7 23 Garage Fund Total $47.25 $3,307.23 APPROVED: 07/21/98 Mayor Council Member Council Member I 1 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: MARK STEVENS CIVIL DEFENSE DIRECTOR ' SUBJECT: REQUEST TO EXTEND CONTRACT FOR PREVENTATIVE MAINTENANCE AND REPAIRS TO THE CITY'S STORM SIRENS DATE: July 13, 1998 BACKGROUND: The City of Owasso currently maintains seventeen storm warning sirens. In order to keep those sirens functioning properly, the staff initiated a preventative maintenance program in fiscal ' 1995 -96. The program was based on the use of a maintenance contract that required each siren to be inspected twice each year on dates to be determined by the Civil Defense Director. The contract requires that any siren found to be inoperable during the semi - annual inspection is to be repaired at that time. Additionally, the City Manager or Civil Defense Director has the t authority under the contract to request service or repair on any siren found to be inoperable at any time. Several vendors were contacted prior to initiating the program, however only one of the vendors indicated they would be able to inspect the system and make repairs. A bid packet was prepared and mailed to that vendor on August 4, 1995, and a notice was placed in the newspaper for two ' consecutive weeks. Bids were opened on August 28, 1995, with the following bid being received: COMPANY BASE BID PERCENTAGE OF ALLOWABLE MARK -UP FOR REPAIR PARTS 1 Goddard Enterprises $3750 25% The City Council awarded a contract to Goddard Enterprises for FY95 -96 on September 5, 1995, and extended that contract for FY 1996 -97 and FY 1997 -98. This has proven to be a very effective maintenance program and the contractor has performed to the contract standards, therefore, the staff believes the maintenance program should be continued, utilizing the existing vendor. Mr Joe Goddard, owner of Goddard Enterprises, has been contacted and has agreed to the contract extension. FUNDING: Funding for this item is included in the FY98 -99 Civil Defense budget. CONTRACT EXTENSION JULY 21, 1997 ' PAGE 2 RECOMMENDATION: I The staff recommends that the City Council extend a contract for preventative maintenance and repair for the city's storm sirens for FY 1998 -99 with Goddard Enterprises, Guthrie, OK in the ' amount of their original bid, $3750, plus a 25 % allowable mark -up for repair parts. ATTACHMENTS: 1. Contract Extension Agreement 2. 1997 -98 Contract Extension Document 3. 1996 -97 Contract Extension Document 4. FY 1995 -96 Contract with Goddard Enterprises CrrYCNCL\MEMOS\ 1998 \980721. SIR 11 CONTRACT EXTENSION AGREEMENT PREVENTATIVE MAINTENANCE CITY OF OWASSO, OKLAHOMA STORM SIRENS Pursuant to terms of a Contract for Services between the City of Owasso, Oklahoma, and Goddard Enterprises, entered into on the 5th day of September 1995 for FY 1995 -96 and extended for FY 1996 -97 and again for FY 1997 -98, my signature on this document will serve to formally and mutually agree to extend the aforesaid contract with the same terms and conditions contained therein for the period from July 1, 1998 through June 30, 1999. Date The City of Owasso, Oklahoma agrees to an extension of the above referenced contract between the City of Owasso and Goddard Enterprises for a period of twelve months between July 1, 1998 and June 30, 1999. CITY OF OWASSO, OKLAHOMA RV r Denise Bode, Mayor Date CONTRACT EXTENSION AGREEMENT PREVENTATIVE MAINTENANCE CITY OF OWASSO, OKLAHOMA STORM SIRENS , Pursuant to terms of a Contract for Services between the City of Owasso, Oklahoma, and ' Goddard Enterprises, entered into on the 5th day of September, 1995 for FY 1995 -96 and extended for FY 1996 -97, my signature on this document will serve to formally and mutually ' agree to extend the aforesaid contract with the same terms and conditions contained therein for the period from July 1, 1997 through June 30, 1998. C The City of Owasso, Oklahoma agrees to an extension of the above referenced contract between the City of Owasso and Goddard Enterprises for a period of twelve months between July 1, 1997 and June 30, 1998. CITY OF OWASSO, OKLAHOMA By Mary LA Barnhouse, Mayor , 1 � od�ord �n-lerpri sPS /gao KI-M k'(13 Pi. DK 7304q CONTRACT EXTENSION AGREEMENT PREVENTATIVE MAINTENANCE ' CITY OF OWASSO, OKLAHOMA STORM SIRENS ' Pursuant to terms of a Contract for Services entered into on the 5th day of September, 1995, between the City of Owasso, Oklahoma, and Goddard Enterprises, my signature on this document will serve to formally and mutually agree to extend the aforesaid contract with the ' same terms and conditions contained therein for the period from July 1, 1996 through June 30, 1997. I! L� 1 1 GODDARD E ERPRISES Godd , Owner The City of Owasso, Oklahoma agrees to an extension of the above referenced contract between the City of Owasso and Goddard Enterprises for a period of twelve months between July 1, 1996 and June 30, 1997. CITY O OWASSO, OKLAHOMA By Dann Ewing, ayor CONTRACT FOR SERVICES THIS AGREEMENT, made this 5th day of September-, 1995, between the City of Owasso (CITY), and Goddard Enterprises (CONTRACTOR). WITNESSETH: 1. That for and in consideration of the sum indicated on the BID PROPOSAL - SUBMITTAL PAGE, CONTRACTOR will furnish to CITY preventative maintenance services for the city's storm sirens as indicated in the specifications. 2. The CONTRACTOR will furnish all of the labor and other services necessary to maintaining the sirens as required in the Contract Documents and Bid Specifications. 3. The CITY shall pay the for maintenance services performed by CONTRACTOR and repair parts following the submission of an invoice. 4. This Contract shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 5. This instrument, supplemented by the Contract Documents, contains the entire agreement between the parties, and no statement, promise or inducement made by either party, or , the agent of either party, that is not contained in this written Contract shall be valid or binding. 6. This Contract shall not be enlarged, modified or altered except in writing, signed by the parties and endorsed hereon. 7. This Contract shall be governed by the laws of the State of Oklahoma both as to interpretation and performance. CITY OF OWASSO, OKLAHOMA By G ATTEST: Charles L Burris, Mayor Marc4Boutwell, Contract Administrator 1 r AS TO FORM & CONTENT: ates, City Attorney 1 1 1� 1 i CONTRACTOR Title NOTICE OF AWARD TO: Goddard Enterprises RT 6, Box 636 C Guthrie, OK 73044 Project Description: PREVENTATIVE MAINTENANCE FOR THE CITY'S STORM SIRENS The OWNER has considered the BID submitted by you for the above described item in response to its invitation to bid. You are hereby notified that your BID has been accepted for items in the amount of $ 3,750.00 plus 25 % for repair parts You are required to return an acknowledged copy of this NOTICE OF AWARD to the OWNER. Dated this 20th day of September , 1995 . CITY OF OWASSO, OKLAHOMA 1011 WIRRIM Title: Contract Administrator ACCEPTANCE OF NOTICE of e bove NOTICE F AWARD is hereby acknowledged by this /f'`Say of I 1 g7� Ve I D MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO ' FROM: THERON WARLICK CITY PLANNER ' SUBJECT: TEXT AMMENDMENT TO FINAL PLAT NOTTINGHAM II DATE: July 15, 1998 tBACKGROUND The final plat for Nottingham H was approved by the Owasso Planning Commission on June 11, 1996, with council approval on August 6, 1996. The proposed text amendment to the covenants of that plat would allow for lot splits within the subdivision so long as the resulting lots are permanently enjoined to adjacent neighboring lots. In short, the developer would like to make ' two lots out of three, thus reducing the density within the addition. The Owasso Zoning Code addresses the maximum densities permitted for particular housing ' districts. Since this proposal will serve to reduce the overall housing density in the subdivision, there is no conflict with the zoning code. This proposal is also allowed as a lot split under City subdivision regulations. The only restriction on these lot splits is self - imposed through the ' covenants of the plat. The proposed amendment could produce a variety of lot sizes (and home sizes), within a single subdivision. ' The Technical Advisory Committee reviewed this proposal on June 24, 1998 and had no comment. The Owasso Planning Commission reviewed the request at their July 14, 1998 regular meeting and unanimously recommended approval of the request. If approved by the Council, an ordinance formally adopting the plant amendment will be presented at the August 4, 1998 meeting. RECOMMENDATION ' Staff recommends approval of the plat amendment to Nottingham R. ATTACHMENTS ' 1. Proposed text amendment. 2. Nottingham II plat. C:\Owasso\Planning Commission \7- 14- 98\Nottingham II - Text amendment \Council MEMO.doc 1 AMENDMENT TO NOTTINGHAM ESTATES II AN ADDITION TO THE CITY OF OWASSO TULSA COUNTY, STATE OF OKLAHOMA This amendment to the covenants of the Plat of Nottingham Estates II is made this 1 S day of jib&& 1998 by the owners of the lots and blocks of Nottingham Estates H, an addition to the City of Owasso, Tulsa County, State of Oklahoma, according to the recorded plat thereof, as set forth opposite their names herein below, to wit: OWNER Tyann Development, Inc. Tom & Connie Morris Tracy L. & Kay L. Standridge (Three Lakes Trust) LOT BLOCK 3 thru 8 4 10 thru 14 1 17 & 18 1 16 1 15 1 Whereas, it is the desire of the above named owners to amend the covenants of the plat of Nottingham Estates lT, Plat # 5165 and filed of record in the office of the County Clerk of Tulsa County, State of Oklahoma on December 27, 1996 as it affects the addition. Wherefore, in consideration of the sum of Ten and no /100 Dollars ($10.00) in hand paid, the receipt of which is hereby acknowledged, and other good and valuable consideration, the undersigned do hereby amend and modify the Covenants of the Plat of Nottingham Estates II as follows: Conditions and Restrictions 1. Lot Use. Premises are conveyed and shall be used only for residential single - family purposes. No lot shall be used for any business, commercial or manufacturing purpose. No single lot of record my be subdivided to accommodate two or more separate owners or dwellings solely on said lot (dwelling density increase). A single lot of record may be subdivided if the resulting parts are attached forever to the side yards of two abutting lots, e.g., three lots of record subdivided into two lots of record (dwelling density decrease). No structure shall be placed, altered, erected or permitted to remain on any lot which exceeds two (2) stories in height. No dwelling may be moved into Nottingham Estates II. The undersigned, as owners of the affected lots, do hereby ratify and incorporate by reference, and affirm all parts of the Plat, Deed of Dedication, and Conditions and Restrictions which are not amended hereby and which are consistent herewith. This Amendment shall be effective from the date hereof, and shall be enforceable to the same extent and in the same manner as if originally set forth fully in the original Plat, Deed of Dedication, and Conditions and Restrictions of the Nottingham Estates II Addition. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first written above. Lots 3 thru 8, Block 4 Lots 10 thru 14, Block 1 Lots 17 &18, Block 1 LDeTyannvelopm Inc. C. W. Helscel, President Lot 16, Block 1 Tom Morris Connie Morris ' Lot 15, Block 1 Tracy L. Standridge At Kay L. Standridge . ' day of Before me, the undersigned Notary Public in and for said county and state, on this ,% 1998, personally appeared Steve Compton, and known to be the identical person who attested the foregoing signatures on the excuted instrument by the owner of lots and blocks of Nottingham Estates H , acknowledged to me that he witnessed all of the above signatures, and ' where applicable, witnessed authorized signatures by corporate officers, which were all taken by each owner freely and voluntary for the uses and purposes set forth herein, Given under m y hand and seal of office the day and first written above. Commission Expires �L Notary, Tulsa County State of Oklahoma Pub I I S 89-6571.-1131- E N 81'09'OT E 167.13 .51' 1 0.00 - -- U 1 �- - - - - - tAl� R -50.00 � 1- 7(736'20' �- r L -32.60 Rm15.00 1 1 RI 9 L- 18.49 BLOCK 2 ` 1 I 10 I- 04'06.59' 1 9 1� 8 \ I 2 -17.60 � \ I ,• I , I [ x,. \ 1 `' BLOCK 3 s 37594 =-L- _ I 6D DD E ^t - - - - - - 1 a 1 1 1 1• -j+ 0.00 \ T t wTN n. N R 1 o s 5700,51' w Z 2 1 3 I aL.. �.N12 „- 8 I Nn \ '11) PROPOSED BLOCK 51 3 It N� 37 1 = NOTTINGHAM ESTATES Ill - f"IMAS1 CORNER Of 1 \ p 11 SE/4 W/. or scc 71. al s 1 -31'51 24'7 - 13 \i R- 1-81'S6'lY \ /J I t 27A8 R -15.00 L- 1127.86 L-21.45 35 36 1S 06.20'11' E / I 810 14 •. 50.03 / 1 R -14 -E / EAST 96TH STREET NORTH I I� __ _ 1 - 'f7 •, ORVSSO ASSEUBI r V COO CA M. or TK OE CROSS CAWEN PAR. a-IOSOP tM(E R MAIM IVMbNCtON -. Po.r1 1 POH1 . OWPIP GTON W Po'n ., i 0o .° VIEW MOT71N°MAY WTATZS n UNfnA1TC0 DELTA :LAq.R : 34 1 - •x• 4 1 00 • x 15 c' tINPEArrro ,g `. :. C a�1tD R N1 S 81.31.37 W I o.00 15.00 SEC. 21 i0N BLOCK 1 "hs UNPIArtcn 4 19.81 15.00 7V:40'3G - MA/ 0 in W T EAST 861H STREET NORTH ' ± 31 I LOCATION MAP 1 $ 81 «1 g • 1 1 "7� y S2 30 \ Ion 0 10.0 Coo 30D ?..I z a3c '•- S t7i3'3Tl W � �1 1r u1.. SCALE 1 "= 100' Z. som ST. N. t trtl•Ir t- aI S k t em R. N. TOTAL ACRES= 12.40 1 rop I L -0 29 I TOTAL LOTS= 15 a x w .1-6�p f r ; !' BLOCK 5) _ _ _ 22 15 e1 g I J N 69•s�l' w \ rHASIS Of SCARING= BEARINGS ARC BASED ON THC RECOPDED PLAT1 I: I I L Of NOTTINGr/A4 ESTATES - - - 27 28 - - - - - -- - -- - --1 I s10 .�i - -' n / 1 :' I 7 1 JC I 1- 4' 21 / - 1 R -1 10.00 5.00 BLOCK 2 :, - - J- L- 20.60 . ICE PARK AREA 20 1 e14 : 6 �1 4 ' „ J� y- - - -/ DRAINAGE DETENTIOIJ „ CURVE TABLE AREA CURVE N0. LENGTH RADIUS DELTA - - - I 19 419 �v.Lc✓1- IS . o _I= 34 1 - 1 4 1 1 x 15 .% • J :. C a�1tD R N1 S 81.31.37 W I o.00 15.00 78'41'24' 3 BLOCK 1 15.00 101 1'36" 4 19.81 15.00 7V:40'3G - 1- 79'15.54' 33 f- in W T R -15.00 L -19.81 I «wT1•• - ,N =- h- R -15.00 L -20.75 BLOCK 5) - - N 3 BLOCK 3 I s I `I 16 /�::... (• 32 1 / J y 1. 4834'44' R aM - STREET ADDRESS 1 100 R -50.00 1 30 - �. "1* I , •'�: •' I L -36.91 2 a I 17 I 1 tK 0nI 41� 4 =- - 1 -101'1 3�� W ' I 1 n R- 15.001 . - - _1T I . •rt,-,r . 1 n -26.52 \ R- EAST 861H STREET NORTH ' ± 31 I LOCATION MAP 1 $ 81 «1 g • 1 1 "7� y S2 30 \ Ion 0 10.0 Coo 30D ?..I z a3c '•- S t7i3'3Tl W � �1 1r u1.. SCALE 1 "= 100' Z. som ST. N. t trtl•Ir t- aI S k t em R. N. TOTAL ACRES= 12.40 1 rop I L -0 29 I TOTAL LOTS= 15 a x w .1-6�p f r ; !' BLOCK 5) _ _ _ 22 15 e1 g I J N 69•s�l' w \ rHASIS Of SCARING= BEARINGS ARC BASED ON THC RECOPDED PLAT1 I: I I L Of NOTTINGr/A4 ESTATES - - - 27 28 - - - - - -- - -- - --1 I s10 .�i - -' n / 1 :' I 7 1 JC I 1- 4' 21 / - 1 R -1 10.00 5.00 BLOCK 2 :, - - J- L- 20.60 . ICE PARK AREA 20 1 e14 : 6 �1 4 ' „ J� y- - - -/ DRAINAGE DETENTIOIJ „ CURVE TABLE AREA CURVE N0. LENGTH RADIUS DELTA - - - I 19 419 �v.Lc✓1- IS . o _I= • •rl,',r • J 1- 6707.11 ••u -: R- 140.00 I� 5 L- 164.00 ' I BLOCK 4 �•° N_ BLOCK 5 A` 70' PAR. ArCESS 25 24 n' • • i�u S 34'20'14' 4• 4�' 1 J) r,x �• t %� \ 4 60.00 I I 1 18.49 15.00 70.36'29' 2 20.60 15.00 78'41'24' 3 26.52 15.00 101 1'36" 4 19.81 15.00 7V:40'3G - 1 v 15 IfT1 4 f_I'1. - s:. •' f I:_ ><� W�i�•,�.00 _- -1 N ' 5539.46' W C GIST ST. N 0.00 LEGEND � { %S +'' = I- 7540'36 i� � ( - U/E - UTILITY EASEMENT 1 ,, , 1v .Yn R -15.00 L -19.81 I 0/E - DRAINAGE EASEMENT I I 3 u� 2 I 1 ' B/L - BUILDING LINE Q '0 1. 4834'44' R aM - STREET ADDRESS e H R -50.00 1 -„L, _ 41- L -42.39 205.12 SOUIINK$1 COANIR n N 8�50'4S W ' W/7 Nt /4 Of SEC 71 I -71 -N M -1• -I E MEMORANDUM ' TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO ' FROM: THERON WARLICK CITY PLANNER SUBJECT: J THOMAS SLEMONS EASEMENT CLOSING ' DATE: July 15, 1998 BACKGROUND The City of Owasso has received a request for J Thomas Slemons, owner, to close an easement located at 11505 E 83rd St. N., further described as Lot 14F, Block 3, Three Lakes Addition. A subject map is attached for your information and review. The Technical Advisory Committee reviewed this proposal on June 24, 1998 and had no comments or concerns. The City of Owasso or area utility providers are not currently utilizing this easement and there are no plans to utilize it in the future. The easement, as it exists, bisects the lot. As a result, it presents unnecessary constraints on the development of the property if it were to remain. The Owasso Planning Commission reviewed the request at the July 14, 1998 regular meeting and a unanimously recommended approval of the request. If approved by the Council, an ordinance formally adopting the easement closing will be presented at the August 4, 1998 meeting. RECOMMENDATION ' Staff recommends approval of the closing of this easement. ATTACHMENTS 1. Area Map 2. Subject Property Map CI C: \Owasso\Planning Commission \7- 14 -98V Thomas Slemons \Council MEMO - Easement Closing.doc fir N6 R, OF) 1 SECTION COUNTY Tulsa -Cha In] Ink f *nce Is 1' South of roperty i 1 Inc. 1 I I Encroachmen i --v shown. i P-e .� a 1T. Be i b�f PUEERTY OESI R I Pj QN Lot 14F, Block 3, Three Lakes 'Add it10n to City of Owasso, Oklahoma. Note: The zurvey as shown above is representative of the plot of ` : 'CERTIFICATE survey furnished to us by Scott Sheffield. M CA4,,, l,, k scale s 1% 601 cnrNriu„anf ;y IM7.i�' a IRON PIN SANITARY arLWER EASEM[NT LINE -- •— ��.�„r� LEGEND I 1 �1 ti \ r ' The undsreianed,o duly Regirtsrtd Professional Land Surveyor in the State of Oklahoma I date hereby certify that the above plat Is a true and correct representation of the survey of the abova described property . ' Witness m ptmW i��i�R' I this �.. doy o! V ,18 84 4 12 ? W MON JR. L-S_ 1051 Q L.S. IU -Q r A.B. Watson Jr •n '�•......•• ,b. mot` fa�aleitir�d i_nn� Ra�rvmvnr I F MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL ' CITY OF OWASSO FROM: PHIL. LUTZ, P.E. ' ENGINEERING PROJECT MANAGER SUBJECT: ACCEPTANCE OF WATER AND SANITARY SEWER SYSTEMS f CAUDLE ESTATES DATE: July 14, 1998 BACKG . -ROUND The facility is located one -fourth mile west of the 96th Street North and North Garnett Road intersection (see attached location map). The utilities consist of 2,323 LF of 8" sanitary sewer line and 1,678 LF of 6" water line. Oklahoma Department of Environmental Quality construction permits No. WL000072980039 for water and No. SL000072980073 for the sanitary sewer have been issued (see attached). Designs for the Caudle Estates utilities were reviewed and construction inspected by Public Works personnel. ' FINAL INSPECTION: Final inspections were held by Public Works representatives with the contractor on June 5, 1998 and punch lists of items needed to bring the facilities to City standards were provided to the contractor on that date. All items have been completed. One -year maintenance bonds for the water and sewer systems have been provided (see attached). ' RECOMMENDATION: Staff recommends acceptance of the water and sanitary sewer systems for Caudle Estates. ' ATTACHMENTS: 1. Location Map t2. ODEQ Permits 3. Maintenance Bonds a i �1' I 'L O C� Z FAD RMnIAYS 0 ggTH 5� � 21 `91ST TAP C) m 1 17TH ST 1 16TH I 97TH 96TH PL 9 6TH C= 11l_JDLE ITATLS W44 CT A T (OR HEUG rMi S 21 ST CT 20TH C a 0 w1 U fly p W Z ST. N . S In- FRANK KEATING MARK S. COLEMAN 'ao' Governor Executive Director `�,am w State of Oklahoma DEPARTMENT OF ENVIRONMENTAL QUALITY February 5, 1998 - .. F. Robert Carr., Jr. City of Owasso 320 S. Dogwood Owasso, OK 74055 Re: Permit No. WL000072980039 Caudle Estates Subdivision Waterline Project PWSID No. 3007218 Dear Mr. Carr: Enclosed is Permit No. WL000072980039 for the construction of 1,678 L.F. of six (6) inch waterline and appurtenances to serve the Caudle Estates Subdivision Waterline Project, City of Owasso, Tulsa County, Oklahoma. The project authorized by this permit should be constructed in accordance with the plans approved by this department on February 5, 1998. Any deviations from the approved plans and specifications affecting capacity, flow or operation of units must be approved, in writing, by the Department before changes are made. Receipt of this permit should be noted in the minutes of the next regular meeting of the City of Owasso, after which it should be made a matter of permanent record. We are returning one (1) set of the approved plans to you, sending one (1) set to your engineer and retaining one (1) set for our files. Very truly yours, f Bronson Bolvin ' Construction Permit Unit Water Quality Division ' BBB/HJT /vp Enclosure ' cc: Dennis Hodo, P.E., DLH Engineering, Inc. Mary Arnold, P.E., PWS District Engineer, DEQ Eddie Terrill, Manager, Tulsa County DEQ, R.S. MARK S. COLEMAN Executive Director FRANK KEATING , Governor State of Oklahoma DEPARTMENT OF ENVIRONMENTAL QUALITY February 11, 1998 F. Robert Carr, Jr., Director of Public Works City of Owasso 320 S. Dogwood Owasso, OK 74055 Re: Permit No. SL000072980073 Caudle Estates Subdivision Sewer Line Project S -21310 Dear Mr. Carr: I7� ^ } MAR 11-3 1598 ! 1 Enclosed is Permit No. SL000072980073 for the construction of 2,323 L.F. of eight (8) inch sewer line and appurtenances to serve the Caudle Estates Subdivision Sewer Line Project, City of Owasso, Tulsa County, Oklahoma. The project authorized by this permit should be constructed in accordance with the plans approved by this department on February 11, 1998. Any deviations from the approved plans and specifications affecting capacity, flow or operation of units must be approved, in writing, by the Department before changes are made. Receipt of this permit should be noted in the minutes of the next regular meeting of the City of Owasso, after which it should be made a matter of permanent record. We are returning one (1) set of the approved plans to you, sending one (1) set to your engineer and retaining one (1) set for our files. Very truly yours, Bronson Bolvin Construction Permit Unit Water Quality Division BBB /HJT /vp Enclosure cc: Dennis L. Hodo, P -E., DLH Engineering, Inc. Wayne Craney, P -E., WPC Unit Supervisor Eddie Terrill, Manager, Tulsa County DEQ, R.S. as MAINTENANCE BOND �r- #12299 KNOW ALL MEN BY THESE PRESENTS, That we Todd Hindman Construction, 315 W. Seneca, Nowata, OR 74048 r_ as Principal, and Victore Insurance Company as Surety, are held and firmly bound unto City of Owasso, Ox �c Imo_ as Obligee, in. the penal sum of Seventy Three Thousand I' " c Dollars and No /Cents ($ 73,000.00 ) I_ to which payment well and truly to be made we do bind `r ourselves, our and each of our heirs, executors, administrators, successors and assigns jointly and �c-- severally, firmly by these presents. WHEREAS, the said Principal entered into a contract with the City of Owasso, OR dated 5 - Y — y& for excavation and installation of water and sever utilities for die Estates, so, OR �7'^.x '"14 �tirm Ruud �y� 6 r WHEREAS, said contract provides that the Principal will furnish a bond conditioned to guarantee for the period of one year(s) after approval of the final estimate on said job, by the owner, against all defects in workmanship and materials which may become apparent during said period, and ' WHEREAS, approved the said contract on has been day of completed, and was 19 NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH that, if the Principal shall indemnify the Obligee for all loss that the Obligee may sustain by reason of any defective materials or workmanship which become apparent during the period of year(s) from and after then this obligation shall be void, otherwise to remain in full force and effect. SIGNED, SEALED AND DATED Todd Hindman Construction _(Seal) PriinLcipal / /j Todd Hindman, Owner Victore Insurance Co. -(Sea!) u ety By: -4��e "�f Attorney -In -Fact John S. Wheeler i G MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL. CITY OF OWASSO FROM: PHIL LUTZ, P.E. ENGINEERING PROJECT MANAGER SUBJECT: NOTTINGHAM ENTRANCE ROAD DATE: July 14, 1998 BACKGROUND: The project is located one -half mile east of the 96th Street North and 129th E. Avenue intersection (see attached location map). The street connects the existing Nottingham 11 development to 96th Street North. Designs for these facilities were reviewed and constraction inspected by Public Works personnel. FIN AL INSPECTION Public Works personnel held a final inspection with the contractor on June 9, 1998 and punch lists of items required to meet City standards were delivered to the contractor on that date. All punch list items have been completed. The contractor has provided a two -year maintenance bond for the street. (see attached). RECONIlVIENDATION: Staff recommends acceptance of the Nottingham Entrance Road. ATTACHMENTS: 1. Location map 2. Maintenance bond ' LIBERTY BOND SERVICES ' Boston, Massachusetts MAINTENANCE BOND ' Bond No. 14- 000 - 045 -0089 r 1 KNOW ALL MEN BY THESE PRESENTS, That we, APAC- Oklahoma, Inc. P.O. Box 580670, Tulsa, OK 74158 hereinafter called the Principal, and Liberty Mutual Insurance Company, a Massachusetts mutual company, with principal offices at Boston, Massachusetts hereinafter called the Surety, are firmly bound unto the, City of Owasso, Oklahoma, in the full and just sum of One hundred sixteen thousand four hundred sixty - three and 09/100----------- -- ---- ----- ----- — Dollars ($116,463.09) lawful money of the United States of America, to be paid to the said City of Owasso, Oklahoma to which payment well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. Sealed with our seals and dated the 13th day of July, 1998. WHEREAS, THE ABOVE bounded Principal entered into a contract with the City of Owasso, Oklahoma dated for Collector Street to serve Nottingham NOW, THEREFORE, the condition of this obligation is such that if the above bounded Principal shall remedy without cost to the said City of Owasso, Oklahoma any defects which may develop during a period of two (2) year(s) from the date of completion and acceptance of the work performed under said contract provided such defects are caused by defective or inferior materials or workmanship, then this obligation shall be void; otherwise it shall be and remain in full force and effect. IN WITNESS WHEREOF, the said Principal and Surety have duly executed this bond under seal the day and year above written. ATTEST: APAC- Oklahoma, Inc. FA I hs i r Il r J M_ C LIBI MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF O'WASSO FROM: BOB ALLEN FIRE CHIEF ' MARIA A. ALEXANDER CHIEF OF POLICE ' SUBJECT: REQUEST FOR APPROVAL OF COMMUNICATION SYSTEM - CONTRACT FOR SERVICES ' DATE: July 13, 1998 BACKGROUND: In November of 1997, the City of Oc EIS asso entered into a contract for services with Communications. The purpose of this ntract was to study the structure of the following pa 1. Various radio systems available 2. Channel loading 3. Life expectancy of existing radio system 4. Dispatching 5. Area coverage requirements 6. 7. Maintenance Project radio needs for at least ten (10) years 8. Improvement to be made on existing equipment 9. Consolidation of radio system 10. Evaluate technologies of 450, 800, 900 MHZ systems fire to obtain their communication needs 11. 12. Interview police and personnel Explore if our present system has a trade -in value ' 13. Examine the issue of redundancy, and 14. Provide a recommendation to improve our radio communication system. The contract for services required EIS Communications to conduct a system design trade off analysis. The analysis required specific information such as: 1 COMMUNICATION SYSTEM JULY 13, 1998 PAGE 2 1. Provide the City of Owasso with written evaluation of current system operation and its effectiveness. 2. Make recommendations for changes or improvements to current systems. 3. Provide budgetary cost estimates. 4. A plan for proposed implementation. 5. Provide a cost benefit analysis for recommended changes. 6. Evaluate the impact on our current radio system if a "do nothing" option is selected. To date all of the above, mentioned items have been evaluated and /or completed. SYSTEM DESIGN: As contained in the Request for Proposal (RFP), the City of Owasso may elect to award additional work to the engineer to assist with the detailed system design and project implementation of any recommended systems. The attached reports confirm that the police and fire departments radio system is in need of upgrading. EIS Communication has agreed to provide the city with the services related to detailed system design, project implementation and project supervision. SCOPE OF WORK: The following items will outline the scope of work that EIS Communications will perform 1. Complete the application process that will be required for filing and acquisition of frequencies. 2. Select site(s) for radio system towers. 3. Prepare the bid specifications - to include warranty coverage. 4. Organize and facilitate a pre -bid meeting with interested vendors. 5. Determine the exact modifications and specifications that will be needed for the dispatch center. 6. Participate in the selection process of a final bidder for the selection of equipment and services. 7. Train police and fire personnel on the use and operation of the radio system. 8. Assist with the programming and setup of the new system. 9. Oversee the installation of the system to insure that quality workmanship is used. 10. Train a person designated as the radio system manager to take care of the internal programming and operating of the radio system. This is recommended instead of having to hire a vendor to take care of minor modifications to the radio COMMUNICATION SYSTEM JULY 13, 1998 PAGE 3 systems. Also, this manager will be trained to do minor troubleshooting to the system to determine the level of trouble. 11. Insure all components of the proposed communications system are completely operative. RECOMMENDATION: The staff recommends that the City of Owasso and EIS Communications enter into a contract for services in the amount of $7000, to provide services related to system design, project implementation and project supervision as detailed in the scope of work document. ATTACHMENTS 1. Contract for services 2. Requirements for SRD 3. System design trade -off analysis 4. System format comparison CONTRACT FOR SERVICES THIS AGREEMENT made this 21 st day of July 1998, between the City of Owasso. (CITY), and EIS Communications (CONTRACTOR). WITNESSETH: That for and in consideration of the payments and agreements contained herein and incorporated by reference: 1. The CONTRACTOR will provide for CITY, services related to detailed system design, project implementation, and project supervision, as detailed in the attached scope of work document. 2. The CONTRACTOR will perform all work associated with the supervision of the design, acquisition, and installation of the proposed radio system for the CITY as detailed in the scope of work document. 3. The CITY shall pay the CONTRACTOR the sum of $7,000 upon the satisfactory delivery of the services and submission of invoices. 4. This agreement shall be binding upon all parties hereto and there respective heirs, executors, administrators, successors, and assigns. S. This contract, supplemented by the Scope of Work, contains the entire Agreement between the parties, and no statement, promise or inducement made by either parry, or the agent of either party, that is not contained in this written Contract shall be valid or binding. 6. This Agreement shall not be enlarged, modified or altered except in writing, signed by the parties and endorsed hereon. 7. This contract shall be governed by the laws of the State of Oklahoma both as to interpretation and performance. CITY OF OWASSO, OKLAHOMA IM Denise Bode, Mayor ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM AND CONTENT: Ronald D. Cates, City Attorney Um Title CONTRACTOR RADIO SYSTEM DESIGN, AQUISITION, AND INSTALLATION SCOPE OF WORK DOCUMENT INTRODUCTION The purpose of this document is to develop the scope of work for the next and final phase of the radio communications system. This scope of work will serve as the guide for the design, acquisition, and installation of the radios communications system. This scope of work will follow the development of the SRD (Systems Requirements Document) and the SDTA (Systems Design and Trade off Analysis). The information gathered by these two documents would be used to develop the final system design, develop of bid specifications, supervision of the final installations, and all training needed for those who will be using the communications equipment. SCOPE OF WORK The items listed below are those items that will outline the scope of work for the completion of the radios communications system. 1. Complete the application process that will be required for the filing and acquisition of the frequencies (licensing) needed for the proposed radio system. 2. Select the site(s) for the radio system (towers, etc.) to be installed and assist in the negotiations to acquire that site. 3. Prepare the bid specifications for the bidding process - to include warranty coverage. 4. Organize and facilitate a pre -bid meeting with interested vendors. 5. Determine the exact modifications and specifications that will be needed for the communication equipment in the new dispatch center. 6. Participate in the selection process of a final bidder for the selection of equipment and services needed for the equipment vendor. 7. Train the City of Owasso personnel on the use and operation of the radio system. 8. Assist with the programming and setup of the new system. 9. Oversee the installation of the system to insure that quality workmanship is used. 10. Train a person designated as the radio system manager to take care of the internal programming and operating of the radio system. This is recommended instead of having to hire a vendor to take care of minor modifications to the radio systems. Also, this manager will be trained to do minor troubleshooting to the system to determine the level of trouble. 11. Insure all components of the proposed communications system are completely operative. The objective of this document is to provide a complete list of tasks that will be required to complete the radio communications project, as we know today. Although, most of the items are listed, EIS Communications realizes that in a project of this size situations will arise. EIS understands and has the intentions of serving as the as the facilitator for the installation and completion of this project regardless of issues that may arise during this project. EIS will not increase their ' fee for additional services unknown at this time for the completion of the radio system. The City of Owasso must understand that EIS is providing services related to the completion of the system from an oversight capacity and is not responsible for additional unknown costs from other sources related to this project. 1 C_ I' 1 I { City of Owasso — Comm Sys 2000 Requirements for SRD Systems Requirements Document 1. Study the structure of various mobile radio systems. This study has included 3 different system formats. The systems include 1) 450MHz conventional system 2) Stand Alone 800 MHz system 3) The existing 800 system owned and operated by the City of Tulsa. The expanded description of the various systems is provided in the added documents outlining the systems. 2. Study channel loading for all radio systems. The issue of channel loading is not as important as channel partitioning for the City of Owasso. The industry standard is somewhere around 50 units per channel in normal business applications. This simply means that in normal activity the loading for any given channel should be in the area of 50 units per channel. This does not take into account the capacity during crisis situations in which two or three units can consume an entire channel. The issue of channel partitioning allows for the isolation of a group of radios without disturbing the other units on the system The public safety business .of the city cannot be taken care of on one or two channels. The study has revealed that fire department needs at least 3 channels /groups (primary, medic, and admin) during normal business situations and as many as 5 channels (addition tactical channels for on -site) during crisis periods. The police department will need 3 channels during normal business operations (primary, detectives, and administration) with additional 2 channels during special operations. The conclusion of the loading issue is the capacity of the channels is a lessor issue than the separation needed for the various operations. 3. Determine equipment age and projected life of existing system. Many of the portable and mobiles that were purchased in the late 1980's have been used beyond their useful life. The determination of this is the fact that many of the portables are simply not meeting the specs they were designed for. Some new equipment has been purchased in the last few years and has a useful life of 5 — 10 years. The condition of the station equipment indicates the station equipment itself still has a useful life. The condition of the antenna system on the fire department side is not functioning properly. We must assume this will need to be replaced for the station to operate properly. Estimated useful life of station equipment is 5 years. 4. Study dispatcher's equipment and methods of handling traffic. The dispatch center needs an upgrade to meet the needs for the City of Owasso. The needs of the city have outgrown this console because of the multiple audio sources now converging on the dispatcher. The console that is needed to take the City into the next century will require the management of traffic more efficiently. The ' 7. Project radio needs for at least the next 10 years. This was accomplished through the survey results. The results indicate the need for a system that can grow with the needs of the city. This includes the needs of data, MDT's, and various vehicular devices that require a system that can support that technology. The other issue is the ability to expand the system for growth in the next 10 years. Although we cannot project how much growth the City of Owasso will experience, the new system must assure the users the ability to expand not only in the number of units on the system, the number of channels and groups must increase as well. 8. Make recommendations as to whether existing radio's can be improved. The existing system cannot be repaired and meet the needs determined by the study. The existing system can be improved with the replacement, adding, and relocation of some equipment. The study of this option is listed on the systems grid as "New 450 ". To improve this system without the replacement of antenna systems (possibly transmission line, antenna, and duplexer) and the relocation of some of the antenna sites the coverage requirements determined in the study would not be met. To meet ' the needs of the study the adding of channels would be required. 9. Evaluate possibilities of consolidating mobile radio systems to improve overall operations and /or reduce costs. This process was completed with the discussion of using 800 MHz trunking as an option. Trunking utilizes the same stations regardless of which department is 1 dispatcher will need the ability to switch audio paths to isolate the most critical message. Also, the issue of backup must be addressed when the primary operator is t busy. (How is the overflow managed)? Many of the problems for the dispatcher will go away when the dispatcher is able to switch headset traffic via a console. The existing system now has multiple radios open with the dispatcher simply having to ' filter this traffic mentally while conducting business over an open mike. 5. Determine coverage and coverage requirements for Police and Fire departments. ' Study revealed the Fire Department needed 26.38 miles and the Police Department needed 19.37 miles. The average of both groups was 23.78 miles. The determination was made that any new systems would require a 25 -mile radius system. ' 6. Study maintenance methods and costs. The maintenance options that are available for the City of Owasso are two choices. Time and material is simply the method of paying for the service, as you need it. The idea of a service contract is simply pre -paid service. Usually the cost of service is greater with a service contract because the vendor adds in a cushion to cover the unexpected repairs. The service statistics for Motorola is 3% will need service while they are in there contract period. This is the statistic they use to figure their charges. An example would be for every 100 hundred radios under contract 3 would require ' service each month. The cost of service contracts is in the area of $5 per mcnth for newer equipment. ' 7. Project radio needs for at least the next 10 years. This was accomplished through the survey results. The results indicate the need for a system that can grow with the needs of the city. This includes the needs of data, MDT's, and various vehicular devices that require a system that can support that technology. The other issue is the ability to expand the system for growth in the next 10 years. Although we cannot project how much growth the City of Owasso will experience, the new system must assure the users the ability to expand not only in the number of units on the system, the number of channels and groups must increase as well. 8. Make recommendations as to whether existing radio's can be improved. The existing system cannot be repaired and meet the needs determined by the study. The existing system can be improved with the replacement, adding, and relocation of some equipment. The study of this option is listed on the systems grid as "New 450 ". To improve this system without the replacement of antenna systems (possibly transmission line, antenna, and duplexer) and the relocation of some of the antenna sites the coverage requirements determined in the study would not be met. To meet ' the needs of the study the adding of channels would be required. 9. Evaluate possibilities of consolidating mobile radio systems to improve overall operations and /or reduce costs. This process was completed with the discussion of using 800 MHz trunking as an option. Trunking utilizes the same stations regardless of which department is 1 accessing the system. One of the unique features of trunking is the partitioning of ' users while using common equipment. Also, the capacity of a 5- channel trunking system can approach 500 units, which would consolidate the radio needs for man years. Y 10. Evaluate technologies such as mobile data terminals, 450, 800, 900 MHz systems that may be available to improve overall operations and /or to reduce cost. This task was completed with the user survey as well as SRD documents. Please refer to these documents for the results. 11. Interview each of the police and fire personnel to assist in the defining of the needs of the various departments within the city. This was completed with the survey results and the focus group results. See attached documents. 12. Inventory the present system and determine the value of that system in relation to the present and future needs of the city. Does the old system have a trade -in value and how much? The system consists of approximately 50 portables and 50 mobiles. Also, the system has 2 GE repeater stations at two different sites. In addition to the equipment located at the site dispatch and the fire station have a control radio. The value of the system resides in how another department can use the equipment and not the cash value. The cash value of the existing system would be too low for any practical trade -in proposal. The equipment that was purchased within the last 2 years retains a useful life of 5 -7 years while the equipment approaching 10 years of age is simply not worth maintaining. The cost of the repairing this equipment usually exceeds the value of the radio. For this reason when the equipment breaks simply don't fix it. 13. Present a plan for a dispatch center for the City of Owasso. This would include the cross patching, if necessary, to the various groups that need to interact with the City of Owasso, including 911 service. The existing plan is to move the dispatch center to the new building with a complete redesign of the dispatch center. As a part of this center a new console will be purchased to streamline the incoming traffic for the dispatching staff. The channel management provided by the new console will allow for efficient operations for the dispatcher. This will include all of the functions that need to interact with the dispatch center including 911. 14. Examine the issue of redundancy. How will the communications system be exposed during system failure? How will the city function during this outage? The issue of redundancy is a part of the new proposal. The study has determined that the system should be split utilizing two different sites. Provisions should be made that will allow both police and fire to access either site during an outage of either site. Also, the addition of back up power is recommended at each site. This should be in the form of a generator instead of batteries. Experience has determined that batteries can rarely be used when the system fails. They seem to deteriorate while not being exercised and cannot be depended on when needed. If Systems Design Trade off Analysis City of Owasso Communications System 2000 1. Provide the City of Owasso with a written evaluation of current system operation and its effectiveness. The existing communications system for the police and fire departments for the City of Owasso consist of two 450 MHz conventional repeaters with assorted mobiles and portables. The condition of the system for the police department is satisfactory and the condition of the fire department system is less than satisfactory. The main issue for the police department system is the location of the transmitter site in relation to the coverage that is needed for the police officers. The other issue is the condition of their portable and mobile equipment since it is reaching the point of being using beyond its life expectancy. The condition of the repeaters themselves is good and the expected life of the stations is approximately 5 -7 years. The condition of the repeater station for the fire department is of greater concern. The station itself still has a useful life and will continue to operate reliably for a period of 5 -7 years depending on how long the city wants to maintain the system. The issue that is of greatest concern is the condition of the antenna system for the fire department system. Evaluation of the antenna system indicates that the antenna system is not operating to factory specs and has reduced the effective range of the system. The condition of the mobile and portable equipment is marginal at best very similar to that of the police department. The exception to this is the radios that have been purchased with in the past 2 -3 years. The equipment that was recently purchased is in good condition and has an effective useful life of 5 -7 years. Most of the mobile and portable equipment was purchased in the late 1980's and has simply been used beyond the useful life of the radio. The equipment is approaching the stage that the repairs made to the equipment cost more than the value of the radio. The recommendation is that this equipment be phased out when it is in need of repair. The final issue is that of capacity of the system. Both police and fire are in need of additional channels to partition their departments into work group's specific to their special operations. The needs of the police and fire department have exceeded a single channel system. 2. Make recommendations for changes and/or improvements to current systems, prioritized as to value and need The recommendation for the City of Owasso is to install an 800 MHz system that is a combination LTR trunking and conventional 800 system. This system will be installed in two locations, which will provide redundancy to reduce the exposure of total failure in the event a lightning strike or system failure. Also, backup power is recommended at each site to support the system during power failures. This system would be a hybrid system that blends the features of trunking and also offering the instant access of conventional radio. Police and Fire would operate on the conventional channels as primary channels and use the trunking channels as secondary groups for other business other than primary police and fire activity. All of the mobile and portable equipment is dual mode equipment that will operate on either trunking or conventional channels by simply changing the channel selector. The actual operation by the user will be transparent whether they are in conventional or trunking mode. The value of the system lies in the ability to take advantage of all of the grouping possibilities that are available in trunking while having instant access to the channels that is provided by the conventional mode. Also, by using the conventional mode Owasso will be accessible to any 800 user in the area and all they will have to do is program the Owasso channel in their ' mobile or portable equipment to have access to the primary channels. By using the LTR format and taking advantage of the highly competitive pricing the cost of an 800 LTR system will be about the same. The question that must be asked is why not take advantage of 800 if the cost of the system is about the same? By using this technology this will allow for the expansion needed for the growth of the city in the years to come. 3. Provide budgetary cost estimates, including equipment cost, installation cost, engineering and project management cost for any recommended changes or additions to radio systems. The budgetary cost figure for the backbone portion (less mobiles and portables) of the radio $35,000 stem will be approximately $50,000 without the costs associated the tower and antenna ' sites. The selection of the station sites will be the next step in the development of the system. At the present time two locations are under consideration as the best sites for this project. $10,000 Upon the approval of this concept, negotiations can begin to determine the cost of these sites. ' The best case situation would be an exchange of land with some tower operators for tower space for the city. Without knowing the exact location of the sites a budgetary figure cannot ' be obtained at this time. The cost of the mobile and portable equipment will be based on the price the equipment can mostly likely be purchased 10% should be added for a contingency Control Units for Fire Dispatch in the event the estimate is incorrect. ' Portable Radio Equipment Estimates - $50,000 Portable 800 MHz radio with DTMF Keypad (Motorola, Kenwood, ' Uniden, and Maxon) $500 Scrambling (Transcrypt) $300 $16,087 Speaker Mikes $65 Spare Battery (FM Approved) $85 ' Leather Case $50 Total Estimated Cost Per Portable $1,000 ' Gang Charger (6 units) $350 Mobile Radio Equipment Estimates- , Mobile 800 MHz radio (Motorola, Kenwood, Uniden, and Maxon) $500 Mobile Antenna $35 Scrambling $300 ' DTMF Microphone (Phone Patch Capable) $150 Installation of Mobile Equipment $50 External Interior Speaker $35 ' Total Estimated Cost Per Mobile $1,070 Total Estimated Cost of Complete Radio System Police Department Portables (35 Units) $35,000 ' Police Department Mobiles (25 Units) $23,750 Control Units for Dispatch $10,000 Fire Department Portables (23 Units) $23,000 Fire Department Mobiles (16 Units) $17,120 Control Units for Fire Dispatch $2,000 5 Channel Trunking/Conventional System Installed $50,000 ' Total $160,870 10% Contingency $16,087 Total with Contingency — - - - - -- $176,957.00 4. Provide a plan for proposed implementation of any recommended changes. • Seek approval for 800 MHz hybrid concept from City Council. • Select antenna sites for location of station equipment. • Make application with APCO for frequencies. • Develop bid specifications for bid release. • Select equipment from bid process. • Stage ordering of equipment based on site preparation and frequency selection. • Install antenna system on antenna structures. • Install station equipment at sites. • Install mobile and portable equipment. • Train users on equipment operations and functions. 5. Provide a cost/beneftt analysis for any recommended changes. The analysis of this project is centered on the fact that an 800 MHz trunking system can be purchased for about the same price as upgrading the 450 MHz system. Owasso will have to add at least 2 more channels of 450 MHz to meet the needs of the city in the near future. This will make the total number of stations four, which if all were replaced would be in the area of $50,000. By using the concept of combining both trunking and conventional modes we are taking advantage of both types of systems. The benefits of using trunking are the increased loading that can be added, the partitioning of the system to offer multiple groups in the system, and the adding of telephone access via the radio to the system. The benefit of the 800 conventional channels is the instant access to the system by an officer in a crisis situation. The cost of the mobile and portable equipment is the same in 450 or 800. The issue for the city is why not take advantage of a highly competitive environment and upgrade your system to meet the needs of the city for many years with 800 MHz trunking? 6. Provide an evaluation of the impact on current radio system if a "do nothing" option is selected The issue that faces the City of Owasso is the responsibility and liability the city has to provide the police and fire departments with a reliable communications system. Presently the radio system is not meeting the needs of either department. One can only speculate on the consequences for the city if an officer or firemen is hurt due to the radio system failure. In the judgement of the developer of this study the option of leaving the system as it is, simply is not an option. The exposure is too high to leave employees in high -risk situations without effective communications. At a minimum the radio system has to be repaired and the old equipment in the system must be replaced. F 10 mile portable coverage 16 Channel Mobile 16 Channel Portable 25 mile mobile coverage Back up Power Data Capable (Future) Intrinsically Safe Portables Mobile Data Terminals Multiple Sites Multiple Talk Groups ( >5) Mutual Aid Tulsa Mutual Aid UHF Mutual Aid VHF SCBA Compatible Scrambling Speakermikes Status Messaging System Redundancy Telephone Interconnect City of Owasso Radio Feature /System Format Comparison. ictina 450 New 450 Stand Alone 800 Tulsa 1 - This needs to be confirmed with Tulsa. Most likely they do have backup power. 2 - The adding of data will require a separate channel for data. New channels may not be available when needed. 3 - Adding talk groups will require additional channels that may not be available when needed. 4 - This can be accomplished by cross patching in the console via the dispatcher. The reason for a no classification is that it is not part of the system. This is now accomplished by having a VHF radio in the vehicles that are in a mutual aid environment. 5 - It is not known what type of alternate system Tulsa uses when main system is down. 6 - Tulsa system has this capability but it is not known if this is available and what the charge will be. 7 - The location of the multiple sites may not provide coverage for Owasso. Discussion with Tulsa indicate Owasso will need separate site. 8 - In the contracting process with the City of Tulsa for use of system. Attention should be given to the future needs of Owasso with an agreement concerning the total number of talk groups the city will be allowed for growth. 9 - Tulsa, Tulsa County, OHP, and Broken Arrow would have interoperability with Owasso with the conventional portion of the 800 system. Owasso units would not be able to access Tulsa or BA systems unless provisions were made at their dispatch centers. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL ' CITY OF OWASSO FROM: MARIA A. ALEXANDER CHIEF OF POLICE SUBJECT: CLEANING CONTRACT - OWASSO POLICE DEPARTMENT DATE: July 13, 1998 ' BACKGROUND: In May of this year, contract documents and bid specifications for the Police Uniform Cleaning Contract were mailed to four (4) laundry and dry cleaning vendors in Owasso. Two (2) of these vendors submitted bids for consideration. Due to a change in specifications, both of these bids were rejected. The specifications were changed because a new utility uniform is being considered for wear. If approved, this uniform would require laundering rather than dry ' cleaning, and the original bid specifications did not include detail laundry prices. In June of this year, contract documents and revised bid specifications for uniform cleaning for ' the Owasso Police Department were mailed to the following vendors: 1. Yale Cleaners - Owasso 2. Icky's Three Lakes Laundry - Owasso 3. Day & Night Cleaners - Owasso 4. First Cleaners & Laundry - Owasso 5. American Cleaners - Tulsa 6. Hardman Master Cleaners - Tulsa 7. Farley Cleaners - Tulsa 8. Boston Cleaners - Tulsa 9. A -1 Cleaners - Claremore Sealed bids were due on June 18, 1998 at 3:00 p.m. One (1) bid was received and the bid was opened by Owasso City Clerk Marcia Boutwell and witnessed by Maria A. Alexander, Chief of ' Police. The one bid received was from Yale Cleaners of Owasso. Their bid is as follows: UNIFORM CLEANING CONTRACT JULY 13, 1998 PAGE 2 ITEM Complete Uniform Trouser Shirt /Blouse Tie Jacket (lined) Shirt COST ANALYSIS: COST $5.14 - dry clean $2.57 - dry clean or launder $2.57 - dry clean $1.92 $4.06 $0.98 - launder A cost analysis was performed, comparing the Yale Cleaners bid with the previous vendor, Icky's Three Lakes Laundry and Dry Cleaning. Although the costs provided by Yale Cleaner are higher than previous cleaning contracts, staff felt the quality of the service would be greatly improved and that this will allow uniforms to last longer while maintaining a more professional image to the public. The 1998 -99 Uniform Cleaning line item contains $9000 for this cleaning contract. Since approximately $6000 was spent in fiscal year 97 -98 and the new contract costs are substantially higher, it is expected that the current uniform cleaning line item will be insufficient. FUNDING RECOMMENDATION: The 1997 -98 Police Department budget has approximately $10,000 remaining in the combined 200/300/400 categories. Consideration of a carryover budget would allow these funds to be distributed between the Uniform and Protective Clothing and Uniform Cleaning Services line items. This transfer would help defray the cost of purchase of the new Utility Uniforms (upon approval) and help subsidize the Uniform Cleaning Contract for fiscal year 1998 -99. RECOMMENDATION: Staff recommends City Council acceptance of the bid offered by Yale Cleaners for Fiscal Year 1998 -99. The contract period is August 1, 1998 through June 30, 1999, with an option to renew. ATTACHMENTS: Bid Documents CONTRACT DOCUMENTS AND BID SPECIFICATIONS FOR UNIFORM CLEANING FOR THE OWASSO POLICE DEPARTMENT TUNE 1998 CITY OF OWASSO, OKLAHOMA CONTRACT DOCUMENTS L 7 SPECIFICATIONS FOR UNIFORM CLEANING FOR THE OWASSO POLICE DEPARTMENT CITY OF OWASSO, OKLAHOMA Table of Contents Notice to Bidders Specifications Bid Form Bid Affidavit in ' NOTICE TO BIDDERS ' RE -BID Sealed Bids will be received by the City of Owasso at the Owasso ' City Hall, Office of the City Clerk, 207 South Cedar, PO Box 180, Owasso, Oklahoma 74055 until 3:00 p.m. on the 18th day of June, 1998, and then at said City Hall publicly opened and read r„ aloud. This will be for the furnishing of the following item: ' Cleaning of police department uniforms, per specifications. ' Further information and specification packets can be obtained by contacting the City Clerk at Owasso City Hall during regular working hours. tEnvelopes containing bids must be marked to identify the item being bid. ' The City of Owasso expressly reserves the right to reject all bids. All bids will be considered irrevocable offers under conditions ' specified in the bid for a period of thirty (30) calendar days from and after the date herein for the opening of bids. tMarc a Boutwell, City Clerk 1 SPECIFICATIONS GENERAL DESCRIPTION The following is a comprehensive list of specifications for cleaning of departmental - uniforms for the fiscal year July 1, 1998 through June 30, 1999. In general, the cleaning will include all police officer uniforms, communications officer uniforms, and civilian attire for the police chief and detectives. This will also include an occasional laundering and starching of the animal control officer's uniform. GENERAL PROVISIONS Vendor Initials 1. Length of Contract - The initial cleaning contract shall be for a period of eleven months (August 1, 1998 through June 30, 1999), and may be extended for successive one -year terms (July 1 through June 30) for a period of up to three years if agreed to by both parties in writing not less than sixty days prior to the expiration of the initial eleven -month term or of any successive one -year term. If the parties do not agree to a contract extension, the contract may be automatically extended until a new contract is awarded. -;dam 2. Billing - The uniform cleaning bill shall be submitted monthly, payments will be made by the City of Owasso. Alterations separately from cleaning. BILLING WILL BE PROVIDE D CLEANED. ,JL 3. Number of Uniforms - There will be thirty-five (35) employees. for cleaning services is as follows: 25 officers - full uniforms 5 communications employees - full uniforms 4 officers - civilian clothing 1 animal control officer, launder and starch and monthly will be billed ' PER ITEM The breakdown I 4. Laundering /Cleaning services - Services to include dry cleaning of all uniforms as shown above, dry cleaning or laundering of civilian clothes and replacement of buttons as needed. Cleaner must provide hours and days of operation. L f 5. Since the Owasso Police Department may obtain uniforms that can be laundered, ' Cleaner must provide costs for both dry cleaning and laundering. n I I I I 6. Cleaner must be able to handle and launder uniforms contaminated with blood or other body fluids in compliance with OSHA bloodborne pathogens and infectious disease control standards. Cleaner must utilize dry cleaning process in accordance with the Federal Dry Cleaning Standards Act, and be able to provide two -day service. Other Specifications - Cleaner must insure garment replacement while in the possession of the cleaner if items are lost or stolen. 8. If the Cleaner is located outside the city limits of Owasso, OK, pick -up and drop - off services must be provided at least three times per week. 9. The City of Owasso reserves the right to reject any or all bids, 10. P enses - Expenses for developing the proposal are entirely the responsibility of the vendor and shall not be chargeable to the City of Owasso. 11. 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. '12. Vendor Contract - Any proposal accepted shall be incorporated into the contract which the City of Owasso will enter into with the vendor. 1; 13. 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 a total bid price. All bids delivered to the City of Owasso shall be sealed and visibly marked SEALED BID/POLICE DEPARTMENT UNIFORM CLEANING. 14. Contact Person - Questions and clarification concerning this bid shall be made to the Operations Commander, Lieutenant Cliff Motto at 918 - 272 -2244. 15. Deviations - Any deviation from the published specifications should be noted on an attached sheet of paper. 16. Comments may be included on an additional sheet. 2 .+ BID PROPOSAL - SUBMITTAL PAGE POLICE DEPARTMENT UNIFORM CLEANING COSTS Provide listing of specifics if different. LAUNDER AND /OR STARCH �s Cost per uniform laundered F19 -r/ 4 vc (trouser & shirt) 'w' -De2 S/y S-7 Uniform trouser only Uniform shirt only I/N �/JoL� Civilian clothing S� Trousers, etc • g1$ Shirt • The city will pay a per item cost. All billing must be detailed to the officer, date and article of clothing. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature 6 C-.4EI-Z- Title /,� 80 / Gs �� s ,— r✓ Address t�tj ass o k -�7y6�� BID OPENING: JUNE 18, 1998 @3:00 P.M. DRY CLEANING J . % Cost per uniform cleaned (trouser & shirt) s7 Uniform trouser only Uniform shirt only Tie Jacket Provide any additional information necessary. ,15--2 Civilian clothing a•3 Trousers, etc �• �% Shirt Provide listing of specifics if different. LAUNDER AND /OR STARCH �s Cost per uniform laundered F19 -r/ 4 vc (trouser & shirt) 'w' -De2 S/y S-7 Uniform trouser only Uniform shirt only I/N �/JoL� Civilian clothing S� Trousers, etc • g1$ Shirt • The city will pay a per item cost. All billing must be detailed to the officer, date and article of clothing. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Signature 6 C-.4EI-Z- Title /,� 80 / Gs �� s ,— r✓ Address t�tj ass o k -�7y6�� BID OPENING: JUNE 18, 1998 @3:00 P.M. 1 ' NON COLLUSION BID AFFIDAVIT STATE OF 1'1-O'-71 ) ) ss COUNTY OF 1 �,✓ /c cry 2��/t o , of lawful age, being first duly sworn, on ' oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. IName: G✓l Q- (4,2 c lLv�U- Z: y- "7-f— Signature Subscribed and sworn before me this Jai' day of �,� �►'� �� , 1998. Ilk 1 4 11�M_X&Lh No Public My Commission Expires: NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL 1 MEMORANDUM TO: FROM: HONORABLE MAYOR AND COUNCIL CITY OF OWASSO H. DWAYNE HENDERSON, P.E. CAPITAL PROJECTS MANAGER SUBJECT: 1998 BOND ISSUE PROJECTS - EAST 86TH STREET NORTH/ t NORTH MAIN STREET INTERSECTION PROJECT ENGINEERING FEE NEGOTIATIONS FOR FINAL DESIGN IDATE: July 14, 1998 IBACKGROUND: ' In 1988 the City of Owasso funded the East 86th Street North Widening Project as part of the 1988 Capital Improvement Fund Project. The original project scope was to widen East 86th Street North from North 129th East Avenue to North Main Street, but the project exceeded the ' budget and the improvements ended at North Dogwood. In 1995, the remainder of the project was included in the Capital Improvement Program by the ' City of Owasso. Capital Improvement Funds were obligated based on the consulting engineer's cost estimates and the project was designed. Unfortunately, the preliminary construction costs estimated after Preliminary Design exceeded the funds available and the project was delayed ' until future funding could be secured. In October 1997, this project and 19 others were included in a Bond Issue and approved by the citizens of Owasso for $10 million in Capital Improvements. Concurrently, the Oklahoma Department of Transportation (ODOT) obligated $750,000 in Federal Highway Administration ' (FHWA) Funds. In March 1998, ODOT staff from Local Government Division, Traffic Division and Division VIII Tulsa Office met with City of Owasso staff to review the plans and right -of -way concerns. The purpose of these meetings was to review their comments and document these improvements so the consulting engineers could make the revisions and submit Final Plans. The changes requested by ODOT are summarized in Attachment 1. A summary of the major revisions to be made to the plans is listed below: ' 1. Update Standard Details - ODOT Standard Detail numbers are referenced on each sheet of the plans and the actual details are included as a supplement to the ' contractors. Since ODOT revises these Standard Details semi - annually, a majority 1 Page 2 East 86th Street North/ North Main Street Engineering Fee Negotiations for Final Design of the detail designations are outdated. Almost every sheet of the plans is affected by these changes. 2. Add Leaking Underground Storage Tank (LUST) Comments - Since the project has one LUST present at the Owasso Tire Barn and has had one at the southwest corner of 86th /Main, environmental safety notes need to be added to the project. 3. Right -of -Way Reduction a. Since ODOT approved the reduction of permanent right -of -way on the south side of East 86th Street North between North Main and North Dogwood, the utilities, sidewalks and handicap ramps will need to be relocated and the right -of -way re- designated on the plans. b. Since ODOT approved the reduction of temporary right -of -way for the entire project to those areas where driveways will be tied into the new roadway, these designations will need to be changed. 4. Sewer Line Relocation - In order to alleviate a sewer line problem, a sewer line in the driving lane of East 86th Street North will be re- routed. 5. Pay Item Sheet Revisions - After all of these changes are made, the pay items will need to be adjusted to accurately represent the changes. FEE NEGOTIATIONS: The original contract of this project was not negotiated based on ODOT review. In order to save funds, the City of Owasso considered making the needed changes in- house, but since FHC, Inc. is the engineer of record, they would have to approve the changes. Therefore, staff requested FHC, Inc., to prepare a proposal to make the changes. FHC, Inc., returned their first proposal on June 9, 1998. Their proposed fee was $10,450.00 to make the changes based on 146 hours of work. Staff reviewed the changes before sending them to FHC, Inc., and anticipated only 87 hours of time needed to make the changes. On June 25, 1998 staff met with FHC, Inc., to discuss their breakdown of hours. As a result, a new proposal of 110 man -hours and a fee to $7,891.00 was submitted. The breakdown of man - hou- rs and fee proposal is included in the Agreement for Engineering Services. The Agreement has been included for your review as Attachment 2. I� 1 1 1 1 Page 3 East 86th Street North/ North Main Street Engineering Fee Negotiations for Final Design SUMMARY COIVIlVIENTS: Staff feels that since FHC, Inc., designed the project they are the best qualified to make the changes. They have access to the updated ODOT Design Standards, original surveys and have the staff to perform the work immediately. (See schedule included in the Agreement) Mr. Cates has reviewed and approved the Agreement for Engineering Services. FUNDING SOURCE: The funds for the engineering fee are included in the $10 million Bond Issue. RECO ,NDATIONS: Staff recommends council approval of the Agreement for Engineering Services to FHC, Inc. for the revisions to the East 86th Street North/ North Main Street Intersection plans for an amount not to exceed $7,891.00 and authorize the Mayor to execute the agreement. ATTACIFAENTS: 1. April 28, 1998 letter to FHC, Inc. 2. Agreement for Engineering Services l City of Owasso 207 South Cedar PO Box 180 Owasso, OK 74055 May 13, 1998 Kenneth Schwab, P.E., Project Engineer FHC, Inc. 5416 S. Yale, Suite 400 Tulsa, Oklahoma 74135 -6242 Re: East 86h Street North/ North Main Street Intersection Project Dear Mr. Schwab, (918) 272 -2251 FAX (918) 272 -4999 As we discussed when we met on March 12, 1998, the City of Owasso would like FHC, Inc. to provide us with a Fee Proposal to make the needed changes in the preliminary plans for the above referenced project and to provide the needed copies of plans to ODOT and the City of Owasso. We have met with representatives of the Local Government and Traffic Divisions of the Oklahoma Department of Transportation (ODOT) as well as the engineers of the Division VIII Tulsa Office and have their comments for your review. The comments by Local Government and Traffic are shown on the blue - prints and addressed in the attached letters. I have included questions that we would like clarified and the Division VIII comments in this letter. These comments are as follows: 1. General: a. The City of Owasso will not pursue additional permanent right -of -way along the south side of East 86th Street North from Main Street to Dogwood in order to minimize potential conflicts with the property owners. Division VIII feels that this reduction will allow sufficient room to construct the project. The reduction will require the sidewalk to be relocated closer to the curb and gutter. Division VIII mentioned that for handicap safety an 18 - 24" buffer should be constructed between the sidewalk and the back of curb. Perhaps a concrete paving with a decorative hatching that would distinguish the two areas would be appropriate. b. Another suggestion ODOT made regarding reducing the right -of -way was to specify the junction boxes used by the City of Tulsa where a separate junction box and manhole is combined into one box by constructing the manhole ring and lid into the x 3 ' Page 2 April 28, 1998 Letter to Kenneth Schwab ' top of the junction box. This design also would eliminate a short run of pipe. We would like to remove all temporary right -of -way from the project except for the ' areas in front of the driveways. We would like to know the purpose for relocating the sewer line at 861'/ Main. The ' sewer lines cannot be relocated as shown on the plans because configuration shown on the plans is not accurate. The manhole at station 18 +52 is equipped with a flow ' splitter that allows sewage to flow to the south and east. If the manhole is removed, all sewer flow from this area will be forced to the east, which will cause problems downstream. 1 z 1 7 Also, the line alignment shown on the plans between the manhole at station 18 +53 to the manhole at station at 19+92 is incorrect. The plans show flow from the manhole at station 18 +53 to the manhole at station 19 +92. Actually, the sewer line only extends halfway between the manholes and flows from east to west toward the manhole at station 18 +53. Sheet 1 - Title Sheet: Update project title, project number, traffic count data, and referenced ODOT standards. 3. Sheets 2 -6 - Typical Sections: Make the necessary note changes, include the PC Binder info, call out the new asphalt overlay on the typical section after the cold - milling and address stations apparently not covered by the typical sections. 4. Sheet 7 - General Notes: Make changes in syntax, delete redundant notes such as the LUST removal and wide load notes. Add the LUST info that was provided by ODOT Planning Division to the plans. (See attached letter) 5. Sheet 8 - Pay Item Summary Sheet: Make quantity changes and deletions. Square sign posts, not the flanged channel posts, should be used. The 21C cable for traffic signalization needs to be changed to two separate cables, 15C and 5C (see note for Sheet 26). 6. Sheets 9 -10 - Summary Sheets: Revise quantities. 7. Sheet 11 - Storm Water Pollution Prevention Plan: Make minor changes. Sheet 12 - Drainage Map: Make minor changes. 9. Sheet 13 - Water and Sewer Summary: Make quantity changes. 10. 11. 12. 13. 14. 15. 16. 17 18 19, 20. 21. 22. 23. Page 3 April 28, 1998 - Letter to Kenneth Schwab Sheets 14 -15 - Storm Sewer Analysis ans Design: Make minor changes Sheet 16 - Summary of Drainage Structures: Make quanti ty and other minor changes. ' Sheets 17 -18 - Survey. ROW and Geometric Layout: Make minor changes. ' Sheets 19 -25 - Plan and Profile Sheets: Make changes on temporary easements, bench marks and designations. ' Sheets 25A -26 - Profile Details and Joint Layouts: Make minor changes. Sheets 27 -30 - Traffic Control During Construction: Make minor changes. Sheet 31 - Signing and Striping: I a. Paint should be used for temporary striping. Thermoplastic should be used for ' permanent striping. ODOT uses a thin line thermoplastic for ADT under 5000 and a regular thermoplastic for ADT over 5000. Several of the striping patterns do not conform to ODOT standard and will need to be changed. b. Permanent signage shall be included in this project. The plans will need to have a sign schedule for both street signs and mast arm mounted signs. I Sheet 32 - Sijanal Plan: Reduce the pull box sizes on the plans. Show the crosswalks on the plans and make sure they are striped. Sheet 33 - Phase Diagram: Show Luminary Wiring Diagram and make timing changes Sheet 34 - Wiring Diagram 1: Make minor changes Sheet 35 - Wiring Diagram 2: Delete the luminary wiring in the schematic. Sheet 36 - Wiring Diagram 3: Separate the lighting and push button wiring from using a 21 C cable to a 15C cable for the lights and 5C cable for the push button controllers. Sheets 37 -46 - Cross - Sections: Make minor changes Standard Details: No Changes F .b Page 4 April 28, 1998 Letter to Kenneth Schwab We would like your company to also give us a breakdown of man -hours per specific sheet to make the corrections, as well as a breakdown to revise the utility relocation specifications. We also need to know the cost to provide the following information for final review: (1) Four (4) full sets of blue -line plans; (2) Seven (7) sets of blue -line plans without cross - section sheets; and (3) One (1) set of revised specifications for utility relocations. Once final review has been performed by ODOT and your company makes the final changes, we will need you to provide the following: (1) Two (2) sets of 4 mil mylars for ODOT and the City of Owasso; (2) One (1) set of blue -fine plans for the City of Owasso; and (3) Digitized copy of plans in AutoCadd 13 or 14 format on CD -ROM to the City of Owasso. After you have a chance to review the corrections needed, please send us a copy of your proposal and the blue -line copies transmitted with this letter. If you have any questions, please give me a call at 272 -4959. Sincerely, OWASSO PUBLIC WORKS DEPARTMENT H. Dwayne Henderson, P.E. Capital Projects Manager Attachments AGREEMENT FOR ENGINEERING SERVICES THIS AGREEMENT, including Attachments between the City of Owasso (Owner) and FHC, Inc. (Engineer); WITNESSETH: WHEREAS, Owner intends to perform an improvement at the intersection of 8611 Street North and Main Street (the Project); and, WHEREAS, Owner requires certain engineering services (the Services) in connection with the Project; and, WHEREAS, Engineer is prepared to provide the Services; NOW THEREFORE, in consideration of the promises contained in this Agreement, Owner and Engineer agree as follows: ARTICLE 1 - EFFECTIVE DATE The effective date of this Agreement shall be the , 1998. ARTICLE 2 - GOVERNING LAW This agreement shall be governed by the laws of the State of Oklahoma. 71 day of I ARTICLE 3 - SERVICES TO BE PERFORMED BY ENGINEER Engineer shall perform the Services described in Attachment A, Scope of Services. If construction phase services are included, the Engineer shall be the Owner's agent and representative with respect to all services of the Engineer that are required or authorized by the construction documents. ARTICLE 4 - COMPENSATION Owner shall pay Engineer in accordance with Attachment B, Compensation. ARTICLE 5 - OWNER'S RESPONSIBILITIES Owner shall be responsible for all matters described in Attachment C, Owner's Responsibilities and Special Conditions. ' H: \owa_cy05 \wp \Agreement. wpd ARTICLE 6 - STANDARD OF CARE 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. 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. ARTICLE 7 - LIABILITY AND INDEMNIFICATION 7.1 General. Having considered the potential liabilities that may exist during the performance of the Services, the benefits of the Project, and the Engineer's fee for the Services; and in consideration of the promises contained in this Agreement, Owner and Engineer agree to allocate and limit such liabilities in accordance with this Article. 7.2 In�ification. Engineer and Owner each agrees to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused solely by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Engineer and Owner, they shall be borne by each party in proportion to its own negligence. 7.3 C'onseguential Damages Engineer shall not be liable to Owner for any special, indirect, or consequential damages resulting in any way from the performance of the Services such as, but not limited to, loss of use, loss of revenue, or loss of anticipated profits. 7.4 Survival. Upon completion of all Services, obligations, and duties provided for in this Agreement, or if this Agreement is terminated for any reason, the terms and conditions of this Article shall survive. ARTICLE 8 - INSURANCE ' During the performance of the Services under this Agreement, Engineer shall maintain the following insurance: (1) General Liability Insurance, with a combined single limit of $1,000,000 for each occurrence and $1,000,000 in the aggregate. ' (2) Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. 2 (3) Workers' Compensation Insurance in accordance with statutory requirements and Employer's liability Insurance, with a limit of $500,000 for each occurrence. (4) Professional Liability Insurance, with a limit of $1,000,000 annual aggregate. Engineer shall, upon written request, furnish Owner certificates of insurance which shall include a provision that such insurance shall not be canceled without at least thirty days' written notice to Owner. All Project contractors shall be required to include Owner and Engineer as additional insureds on their General Liability insurance policies, and shall be required to indemnify Owner and Engineer to the same extent. Engineer and Owner waive all rights against each other and their directors, officers, partners, commissioners, officials, agents, and employees for damages during and after the completion of the Services. If the Services result in a construction phase of the project, a similar provision shall be incorporated into all construction phase contracts entered into by Owner and shall protect Owner and Engineer to the same extent. ARTICLE 9 - LIMITATIONS OF RESPONSIBILITY Engineer shall not be responsible for: (1) construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the Project or (2) procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to Engineer in Attachment A, Scope of Services. ARTICLE 10 - LIMITATIONS OF RESPONSIBILITIES FOR ACTS OF OTHERS Provided that the Engineer has acted in good faith, Engineer shall not be liable to owner for breach of contract or for negligent error or omission in failing to detect, prevent or report the failure of any contractor, subcontractor, vendor, or other project participant to fulfill contractual or other responsibilities to the Owner, failure to furnish or construct the project in accordance with the plans and specifications,, or failure to comply with federal, state, or local laws, ordinances, regulations, rules, codes, orders, criteria, or standards. ARTICLE 11 - OPINIONS OF COST AND SCHEDULE Since Engineer has no control over the cost of labor, materials, or equipment furnished by others, or over the resources provided by others to meet Project schedules, Engineer's opinion of probable costs and of Project schedules shall be made on the basis of experience and qualifications as a professional engineer. Engineer does not guarantee that proposals, bids, or actual Project costs will not vary from Engineer's cost estimates or that actual schedules will not vary from Engineer's projected schedules. Engineer shall complete the services within the time frame 3 outlined on Attachment E, Schedule, subject to conditions which are beyond the ' control of the Engineer. ARTICLE 12 - REUSE OF DOCUMENTS All documents, including, but not limited to, drawings, specifications, and computer software prepared by Engineer pursuant to this Agreement are instruments of service in respect to the Project. They are not intended or represented to be suitable for reuse by Owner or others on extensions of the Project or on any other project. Any reuse without prior written verification or adaptation by Engineer for the specific purpose intended will be at Owner's sole risk and without liability or legal exposure to Engineer. Owner shall defend, indemnify, and hold harmless Engineer against all claims, losses, damages, injuries, and expenses, including attorneys' fees, arising out of or resulting from such reuse. Any verification or adaptation of documents will entitle Engineer to additional compensation at rates to be agreed upon by Owner and Engineer. ARTICLE 13 - OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY Except as otherwise provided herein, engineering documents, drawings, and specifications prepared by Engineer as part of the Services shall become the property of Owner provided, however, that Engineer shall have the unrestricted right to their use. Engineer shall retain its rights in its standard drawing details, specifications, data bases, computer software, and other proprietary property. Rights to intellectual property developed, utilized, or modified in the performance of the Services shall ' remain the property of Engineer. ARTICLE 14 - TERMINATION ' This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The nonperforming party shall have fifteen calendar days from the ' date of the termination notice to cure or to submit a plan for cure acceptable to the other party. Owner may terminate or suspend performance of this Agreement for Owner's convenience upon written notice to Engineer. Engineer shall terminate or suspend performance of the Services on a schedule acceptable to Owner. If termination or suspension is for Owner's convenience, Owner shall pay Engineer for all the Services performed and termination or suspension expenses. Upon restart, an equitable adjustment shall be made to Engineer's compensation. ARTICLE 15 - DELAY IN PERFORMANCE Neither Owner nor Engineer shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods, earthquakes, fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses, or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to bE� provided by either Owner or Engineer under this Agreement. Should such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. ARTICLE 16 - COMMUNICATIONS Any communication required by this Agreement shall be made in writing to the address specified below: Engineer: FHC, Inc. 5416 South Yale, Suite 400 Tulsa, Oklahoma 74135 -6242 Attention: Tony Dark, P.E., President Owner: City of Owasso Public Works Department P.O. Box 180 Owasso, OK 74055 Attention: H. Dwayne Henderson, P.E. Capital Projects Manager Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of Engineer and Owner. ARTICLE 17 - WAIVER A waiver by either Owner or Engineer of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party's rights with respect to any other or further breach. ARTICLE 18 - SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with 5 a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be ' determined void. ARTICLE 19 - INTEGRATION This Agreement represents the entire and integrated Agreement between Owner and Engineer. It supersedes all prior and contemporaneous communications, representations, and agreements, whether oral or written, relating to the subject ' matter of this Agreement. ' ARTICLE 20 - SUCCESSORS AND ASSIGNS Owner and Engineer each binds itself and its directors, officers, partners, successors, executors, administrators, assigns, and legal officers, partners, to the executors, Agreement and to the directors, administrators, assigns, and legal representatives of such other party in respect to all provisions of this Agreement. ' ARTICLE 21 - ASSIG NMENT Neither Owner nor Engineer shall assign its duties under this Agreement without the ' prior written consent of the other party. Unless otherwise stated in the written consent to an assignment, no assignment will release or discharge the assignor from any obligation under this Nothing associates, andubcontra prevent ' Engineer from employing independ ent consultants, assist in the performance of the Service. ARTICLE 22 - THIRD PARTY RIGHTS Nothing in this Agreement shall be construed to give any rights or benefits to anyone ' other than Owner and Engineer. IN WITNESS WHEREOF, Owner and Engineer have executed this Agreement. Owner: City of Owasso Engineer: FHC, Inc. 1 By By ' Title Title 1 1 Date no Date ATTACHMENT A TO AGREEMENT FOR ENGINEERING SERVICES BETWEEN CITY OF OWASSO PUBLIC WORKS DEPARTMENT, OWNER AND FHC, INC., ENGINEER FOR 86T" STREET NORTH & MAIN STREET GRADING, DRAINAGE, SURFACING, & SIGNAL PLANS FAP NO. STP- 172B(033)UR STATE JOB NO. 17028(04) SCOPE OF SERVICES The following scope of services shall be made a part of the Agreement dated the day of , 1998. I. PROJECT UNDERSTANDING It is FHC, Inc.'s understanding that the Owner will utilize available federal funds in combination with local funds in order to fund the construction of the previously completed design of 86th Street North and Main Street roadway improvements. In order to obtain the additional funding, the completed construction drawings must be revised to incorporate Oklahoma Department of Transportation's (ODOT) review comments and construction standards. The completed construction drawings were not previously required to be designed in accordance to ODOT standards and thus, must be revised. 11. SCOPE OF PROJECT The design shall consist of revising previously prepared construction drawings and contract documents for the grading, drainage, surfacing & signal improvements for 86th Street North & Main Street, in the Owner. This scope of the project is limited to the incorporation of revisions to the final design plan due to the comments provided by ODOT and the Owner. III. SCOPE OF SERVICES The scope of engineering services is broken down as follows: A -1 A. PROJECT CONTROL 1. The Owner shall coordinate all information, limited to the Engineer and the Owner. 2. Document all meetings, conferences, coordination, etc., and send copies to Owner within seven working days. B. FINAL DESIGN PHASE 1 . The Engineer will make the necessary corrections to the plans in accordance with the Owner's letter nfor lrev revision and /or outlines the specific correction. 2. Upon completion of the the Owner forthegl following deliverables t distribution to ODOT and City staff for final project review: a. Four (4) full sets of blueline plans. b. Seven (7) sets of blueline plans without cross - sections sheets. C. One (1) set of revised specifications for utility relocations. in 3. The Engineer shall incorporate commentsonly from the correction project review B.1. Any additional performed by ODOT and /or the Owner shall be considered additional services performed by the Engineer. 4. Upon completion of incorporating final project review comments into the plan set, the Engineer shall submit the following: a. One (1) set of 4 mils mylars to ODOT, b. One (1) set of 4 mils mylars to the Owner, and C. One (1) set of blue -line and a digitized copy of plans in AutoCAD 13 or 14 on CD -ROM to the Owner. A -2 IV. ADDITIONAL SERVICES Upon written authorization, the Engineer will furnish or obtain from others additional services of the following type: A. Any additional comments from ODOT or the Owner not identified in Section III, B.1. including but not limited to design changes and the bidding of alternate roadway surfaces. B. Conversion to metric units and metric design. C. Right -of -way acquisition assistance. D. Property surveys and assistance in the negotiations for laid rights. E. Estimate of right -of -way costs based upon market research, but without contact with affected property owner. F. Assistance with public meetings. G. Assistance with construction administration and /or inspection. A -3 ' ATTACHMENT B TO AGREEMENT FOR ENGINEERING SERVICES ' BETWEEN CITY OF OWASSO PUBLIC WORKS DEPARTMENT, OWNER AND ' FHC, INC., ENGINEER FOR 86TH STREET NORTH & MAIN STREET tGRADING, DRAINAGE, SURFACING, & SIGNAL PLANS FAP NO. STP- 172B(033)UR STATE JOB NO. 17028(04) COMPENSATION The following compensation provisions shall be made a part of the Agreement dated the day of , 1998• I. PAYMENTS FOR SERVICES AND EXPENSES OF THE ENGINEER: A. Basic Engineering Services. For basic engineering services performed under Article 3, the Owner will pay the Engineer an amount equal to ' actual hourly salary rates paid by Engineer to personnel assigned to the Project times 2.99 (1.84 for field representation services), plus ' subcontract work, if any, and direct expenses at cost plus 15 %. Billing rates will not exceed those set forth in FHC's Rate Schedule (Attachment D). The estimated fee billed for these services is $7,891. ' This estimated fee shall not be exceeded without further authorization. B. Additional Engineering Services. For authorized services performed by the Engineer which are outside the Scope of Services outlined in Attachment A of this Agreement, the Owner will pay the Engineer an amount equal to actual hourly salary rates paid by the Engineer to ' personnel assigned to the Project times 2.99 (1.84 for field representation services), plus subcontract work, if any, and direct expenses at cost plus 15 %. Billing rates will not exceed those set forth ' in FHC's Rate Schedule (Attachment D). ' II. TIMES OF PAYMENT: Invoices are due and payable within 30 days of date of invoice. Invoices past due are subject to interest at the rate of 1' /z % per month. 1 B -1 A. Basic Engineering Services. For the basic engineering services performed under Article 3, monthly payments shall be made in proportion to services performed. B. Additional Engineering Services. For additional engineering services, monthly payments by the Owner shall be based on detailed invoices from Engineer for work completed. M ATTACHMENT C TO AGREEMENT FOR ENGINEERING SERVICES BETWEEN CITY OF OWASSO PUBLIC WORKS DEPARTMENT, OWNER AND FHC, INC., ENGINEER FOR 86T" STREET NORTH & MAIN STREET GRADING, DRAINAGE, SURFACING, & SIGNAL PLANS FAP NO. STP- 172B(033)UR STATE JOB NO. 17028(04) ' OWNER'S RESPONSIBILITIES AND SPECIAL CONDITIONS The following list of special Owner responsibilities and contract conditions shall be ' made a part of the Agreement dated the day of .1998. ' 1 . All available information pertinent to the Project, including previous reports and any other data relative to design and construction of the project. ' 2. All provisions for the Engineer to enter upon public or private property as required for the Engineer to perform his services under this contract. 3. 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 Owner's policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this Agreement. ' 4. Assistance in locating existing underground utilities for the purpose of location. ' 5. Equipment and personnel to excavate utilities for the purpose of location. 6. All administrative services for project funding. C -1 ATTACHMENT D TO AGREEMENT FOR ENGINEERING SERVICES BETWEEN CITY OF OWASSO PUBLIC WORKS DEPARTMENT, OWNER AND FHC, INC., ENGINEER FOR 86TH STREET NORTH & MAIN STREET GRADING, DRAINAGE, SURFACING, & SIGNAL PLANS FAP NO. STP- 172B(033)UR STATE JOB NO. 17028(04) RATE SCHEDULE The following hourly rates shall apply as described in Attachment B and shall be made a part of the Agreement dated the day of , 1998. (List effective January 1, 1998) I. PROFESSIONAL FEES BASED ON TIME The hourly rates set forth below include all salaries, benefits, overhead and other indirect costs including federal, state and local taxes, plus profit. Principal $93.00- 106.00 Project Manager $72.00 - 95.00 Project Engineer $57.00 - 75.00 Construction Services Technician $44.00- 59.00 Engineer Intern $44.00 - 58.00 Engineering Technician $38.00- 57.00 CAD Technician $30.00 - 46.00 Administrative $50.00- 65.00 Clerical $24.00 - 44.00 Resident Project Representative III $30.00 - 40.00 Resident Project Representative II $20.00 - 34.00 Resident Project Representative 1 $19.00 - 23.00 Truck /Equipment Operator $20.00- 28.00 Field Technician 2 $14.00- 23.00 Field Technician 1 $11.00 - 15.00 D -1 IV REPRODUCTION Charges for reproduction will be billed at cost plus 15% markup. Volume printing (bid documents and special drawing packages) will be billed at equivalent commercial rates. Blue line prints required for client or internal company use are chargeable as stated above. Xerox or equivalent copies will be charged at cost plus 15% markup not to exceed $-15 per copy. DIRECT COSTS A. Travel. Travel from the office on project related business will be billed at the hourly rates specified in section I above. Charges for transportation, taxis, meals, lodging, gratuities, etc., will be billed at cost plus 15% markup with automobile travel not to exceed $.37 per mile. B. Other. All other direct costs not covered herein shall be invoiced to the client at direct cost plus 15% for handling. All such charges shall be mutually agreed upon prior to submission to the client. ADJUSTMENT CLAUSE These rates are subject to review on an annual basis and, therefore, may be revised. D -2 ATTACHMENT E TO AGREEMENT FOR ENGINEERING SERVICES BETWEEN CITY OF OWASSO PUBLIC WORKS DEPARTMENT, OWNER AND FHC, INC., ENGINEER FOR 86TH STREET NORTH & MAIN STREET GRADING, DRAINAGE, SURFACING, & SIGNAL PLANS FAP NO. STP- 172B(033)UR STATE JOB NO. 17028(04) SCHEDULE The following schedule shall be made a part of the Agreement dated the day of '1998. The work shall be completed within the number of calendar days shown below for each activity following authorization to proceed or completion of the previous task as designated. The completion dates shown assume written authorization to proceed is received no later than August 1, 1998. 1 . Final Design August 1, 1998 2. ODOT /Owner Review September 1, 1998 3. Submit to City of Owasso October 1, 1998 Refer to Attachment E -1 for Preliminary Schedule E -1 CITY OF OWASSO 86TH STREET NORTH & MAIN STREET PRELIMINARY SCHEDULE FILE NAME K \OWA_CY05sch.wb3 ATTACHMENT E1 DATE PRINTED Jul -98 FHC INC., 5416 S Yale Ave., Suite 400, Tulsa, OK 74135 , 918 - 491 -9995 199d PROJECT ACTIVITY JUL AUG SEP OCT NOV DEC PHASE I - FINAL DESIGN PERFORM FINAL DESIGN ODOPOWNER REVIEW 77% ADDRESS FINAL COMMENTS SUBMIT FINAL PLANSTO OWNER; October 1, 1998 DATE PRINTED Jul -98 FHC INC., 5416 S Yale Ave., Suite 400, Tulsa, OK 74135 , 918 - 491 -9995 MEMORANDUM TO: HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: H. DWAYNE HENDERSON, P.E. CAPITAL PROJECTS MANAGER SUBJECT: ACCEPTANCE OF BOND ISSUE SPORTS PARK PARKING LOT EXPANSION DATE: JULY 3, 1998 BACKGROUND: On March 17, 1998, the City Council awarded a bid to Horizon Construction Co. Inc., of Owasso for the purpose of constructing the expansion of the large parking lot at the Owasso Sports Park. Necessary documents were returned to the City Clerk's office and the construction of the improvements began on Monday, April 13, 1998. The total contract amount for the improvements was $77,777.77. On April 21, 1998 Change Order No. 1 was approved by City Council to increase the contract amount by $8,299.75 for the repair of unstable subgrade on the north end of the parking lot. On May 26, 1998, Change Order No. 2 was approved by City Council to increase the contract in the amount of $4,384.67 for addition of fly -ash to repair unstable soil found on the west end of the parking lot. The revised contract amount is $88,779.31 One partial payment was made to Horizon Construction, Inc., for $80,174.91 with a retainage withheld of $4,219.73. Horizon Construction, Inc., has made a final payment request for $8,604.40, which includes release of retainage. FINAL INSPECTION Public Works and Parks personnel held a final inspection on June 26, 1998. There were no punch list items. A one year Maintenance Bond has been provided for the construction. FUNDING: Funding for this project is included in the 1998 Bond Issue in the amount of $150,000.00. Page 2 1998 Bond Issue Projects - Sports Park Parking Lot Expansion Project Acceptance July 3, 1998 RECOMMENDATIONS: Staff recommends Council final acceptance of the Sports Park Parking Lot Project and authorization of final payment in the amount of $8,604.40 (including retainage) to Horizon Construction Company, Inc. ATTACHMENTS: 1. Maintenance Bond 1 SECTION 00420 MAINTENANCE BOND Bond No. BDO080751 WHEREAS, the undersigned, Horizon Construction Company, Inc. has executed Contract No. dated the 19th day of 1 19_8, designated for construction of arkin lot im rovements at Owasso S orts Park, including all of the work mentioned and described in said Contract, and to be performed by the undersigned ' plans and specifications thereof, strictly and punctually in accordance with the terms, conditions, p p NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS: That ' Horizon Construction Inc• ' of P.O. Box 690 Owasso as Principal, and as Surety, are jointly and severally, firmly held and bound unto the OWNER in the sum of Seventy Seven Thousand Seven Hundred Seventy Seven & 77/100 Dollars ($ 77 .777 77 ) lawful money of the United States--of ,America, same being the ,, approximate cost of the Contract herein referred to, for the payment of ovtich sum well and truly to be made, we hereby bind ourselves, our heirs, executors, administraors, successors and ' assigns, jointly and severally, firmly by these presents.w THE CONDITION OF THIS BOND is such that `tie ,said` Principal and Surety herein named do hereby agree and bind themselves unto and guarantee ,the OWNER that all work done constructed to conform with specifications prepared by under said contract, was and in such a manner that the same shall endure without need of any repair arising from defective workmanship or materials for a period of one year from and after the formal acceptance of said project by the OWNER, and that at the expense of said Principal and/or Surety, all failures occurring and arising from any defect in material or workmanship within said period of one year shall be promptly repaired, within ten (10) days after notice toosaid 90iPal by letter deposited in the United States mail, addressed ' to said Principal at and copied to said Surety; and it being further agreed that upon the neglect, failure or refusal of the Principal to make any needed repairs or backfills upon said project or any work connected therewith within the aforesaid ten (10) day period or other city negotiated period, that the said Principal and Surety shall jointly and severally be liable to the OWNER for the ostss and p good such defects or imp expenses of making such repairs or backfills, or making g IMAINTENANCE BOND I 00420 - 1 o f 2 0298 1 i I MEMORANDUM ' TO: ' FROM: ' SUBJECT: DATE: BACKGROUND: 1 HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO J JEFF HANCOCK CITY MANAGER CHANGING TIME OF CITY COUNCIL MEETINGS ORDINANCE #583 July 16, 1998 Section 2 -7 of the Charter of the City of Owasso, Oklahoma provides that "The council shall hold at least one regular meeting every month, such time as it may prescribe by ordinance or other wise." Ordinance #347, approved on November 5, 1985, adopted rules of procedure for City Council meetings, including the setting of a time for such meetings. Regular meetings were established by that ordinance to be held on the first and third Tuesday of each month at 7:00 p.m. For several months discussions have been held relative to the possibility of changing the time of regular City Council meetings from 7:00 p.m. to 6:30 p.m. While the thirty minute difference on the surface may seem nominal, often times there are other events in the Owasso community on Tuesday evenings that begin at 7:00 p.m. It was the opinion of staff that if the normal meeting time was changed to 6:30 p.m., the ability for citizens to attend the Council meeting, as well as band, chorus, and athletic events, would be easier. If this ordinance is approved, it will be published in the Owasso Reporter on Thursday, July 30, 1998, and take effect in thirty days as prescribed by law. Therefore, the September lst City Council meeting, and all regular meetings thereafter would begin at 6:30 p.m. This thirty -day ' time frame would also provide the opportunity to publicize the change through the City Manager's Report and the Owasso Reporter. II RECOMMENDATION: ' The staff recommends approval of Ordinance #583, thereby amending Section 402, Part Two, Chapter Four of the City of Owasso Code of Ordinances, relating to Rules of Procedure for the City Council, providing that the regular City Council meetings begin at 6:30 p.m. ATTACHMENT: ' 1. Ordinance #583 � I ORDINANCE NUMBER 583 CITY OF OWASSO, OKLAHOMA AN ORDINANCE RELATING TO PART 2, ADMINISTRATION AND GOVERNMENT, CHAPTER 4, RULES OF PROCEDURE FOR THE CITY COUNCIL, SECTION 2402, REGULAR MEETINGS, OF THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, AMENDING SUBSECTION A OF SAME, AND DECLARING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA THAT: SECTION ONE: That Part 2, Administration and Government, Chapter 4, Rules of Procedure for the City Council, Section 2 -402, Regular Meetings, of the Code of Ordinances of the City of Owasso, Oklahoma, is hereby amended in the following respect, to -wit: A. Time. The city council shall hold regular meetings on the first and third Tuesday of each month at 7-00 P.M. 6:30 P.M.; provided, however, that when the day fixed for any regular meeting of the city council falls on a day designated by law as a legal or national holiday, a day wherein an election is held within the city, or a day wherein a majority of the members of the city council shall be absent from the city, the council, not less than ten (10) days prior to the date for implementation of any such change, may, by motion, change the date, time or place of a regularly scheduled meeting of the city council, provided written notice thereof is contemporaneously given the city clerk of the city. I � I � SECTION TWO: This ordinance shall become effective thirty (30) days from the date of first publication as provided by state law. PASSED, APPROVED AND ADOPTED by the City Council of the City of Owasso, ' Oklahoma this 21st day of July, 1998. CITY OF OWASSO, OKLAHOMA ' By: Denise Bode, Mayor ' ATTEST: Marcia Boutwell, City Clerk I APPROVED AS TO FORM: I Ronald D Cates, City Attorney