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HomeMy WebLinkAbout1998.08.18_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: August 18, 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, August 14, 1998. Marcia outwell, Autho ity Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from consent by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of August 4, 1998 Regular Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -B Owasso Public Works Authority August 18, 1998 Page 2 5. Consideration and Appropriate Action Relating to the Award of a Contract for the Purchase of a Refuse Collection Vehicle by the Public Works Department. Mr Roberts Attachment #5 The staff has completed a bidding process, reviewed the bids received, and will recommend ' a contract be awarded to Williams Refuse, Owasso, OK for the purchase of one refuse collection vehicle in the amount of $118,400. 6. Report from OPWA Manager 7. Report from OPWA Attorney 8. New Business 9. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 4, 1998 The Owasso Public Works Authority met in regular session on Tuesday, August 4, 1998 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, July 31, 1998. ITEM l: CALL TO ORDER Chairman Bode called the meeting to order at 7:15 p.m. ITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ABSENT Denise Bode, Chair Tracy Standridge, Trustee Mark Wilken, Vice Chair Mary Lou Barnhouse Trustee Melinda Voss, Trustee STAFF Jeff Hancock, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of July 21, 1998 Regular Meeting. B. Approval of Claims Ms Voss moved, seconded by Ms Barnhouse, to approve the consent agenda. The consent agenda included minutes of the July 21, 1998 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $21,027.24; (2) OPWA Capital Improvement Fund $133,897.76; (3) OPWA Sales Tax Fund $125,793.13; (4) Payroll $28,755.44. AYE: Voss, Barnhouse, Wilken, Bode NAY: None IMotion carried 4 -0. Owasso Public Works Authority August 4, 1998 ' ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #98 -06. A RESOLUTION AUTHORIZING THE ISSUANCE EXECUTION AND DELIVERY OF THE OWASSO PUBLIC WORKS AUTHORITY REVENUE ANTICIPATION NOTE IN AN AMOUNT NOT TO EXCEED $1.800.000: AND APPROVING THE LOAN AGREEMENT WITH THE CITY OF OWASSO AND OTHER DOCUMENTS AS MAY BE REQUIRED. Ms Bishop presented the item for temporary financing for the Elm Creek Sewer Interceptor project. The proposed Revenue Anticipation Note is structured similar to a construction loan. The OPWA will draw funds as needed and interest will accrue on the balance. This RAN provides funding so that the easements may be approved and Notice to Proceed be issued. OPWA Resolution #98 -06 authorizes the issuance, execution and delivery of the Revenue Anticipation Note to the City in an amount not to exceed $1,800,000. It also approves the RAN and loan agreement between the City and the OPWA. The RAN bears an interest rate of 5.2 %, with a maturity date of August 4, 1999. Ms Voss moved, seconded by Ms Barnhouse, to approve OPWA Resolution #98 -06 authorizing the issuance, execution and delivery of a Revenue Anticipation Note and approving the Loan Agreement and Revenue Anticipation Note. AYE: Voss, Barnhouse, Wilken, Bode NAY: None Motion carried 4 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: NEW BUSINESS None. Owasso Public Works Authority ITEM 9: 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 7:16 p.m. Marcia Boutwell, Authority Secretary 3 Denise Bode, Chairperson August 4, 1998 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 8/13/98 17:27:45 A/P CLAIMS REPORT APAPVR PAGE: 13 PO # VENDOR DESCRIPTION AMOUNT OPWA ADMINISTRATION GO SYSTEMS FUEL 7/98 169.53 990352 CITY GARAGE VEHICLE MAINT 7/98 578.14 272.95 990431 990003 RONALD D CATES RETAINER 700.00 WATER PRODUCTS INC 990281 SAM'S CLUB MAINT SUPPLIES 82.74 REPAIR SUPPLIES 990286 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 8.77 20.27 990424 DAY TIMERS INC. OFFICE SUPPLIES 43.98 990454 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 38.05 990526 TREASURER PETTY CASH REIMB PETTY CASH 3.76 DEPARTMENT TOTAL =___> 877.30 UTILITY BILLING 990267 MARK MEYER METER READER 281.25 990379 RANDY ALEXANDER METER READER 167.85 990380 BRAD SPARKMAN METER READER 153.00 990381 TYRONE DINKINS METER READER 358.50 990382 BRANDON HAMILTON METER READER 81.90 990383 OSCAR MCLAURIN METER READER 184_05 DEPARTMENT TOTAL =___> 1,226.55 WATER 990210 990272 CITY OF TULSA WATER PURCHASE 146,802.06 OFFICE DEPOT CARD PLAN 990351 GO SYSTEMS FUEL 7/98 169.53 990352 CITY GARAGE VEHICLE MAINT 7/98 578.14 272.95 990431 WAL -MART UNIFORM JEANS 44.82 990448 WATER PRODUCTS INC REPAIR / MAINT SUPPLIES 1,273.13 990450 WATER PRODUCTS INC REPAIR SUPPLIES 125.00 990526 TREASURER PETTY CASH REIMB PETTY CASH 20.27 990610 SOUTHWESTERN BELL TELE 7/98 NON - PLEXAR 63.00 DEPARTMENT TOTAL =___> 149,075.95 1ASTEWATER TREATMENT PLANT 990210 WATER PRODUCTS INC SLUDGE JUDGE 74.00 990286 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 5.99 990351 GO SYSTEMS FUEL 7/98 24.83 990352 CITY GARAGE VEHICLE MAINT 7/98 272.95 DEPARTMENT TOTAL = = = => 377.77 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 8/13/98 17:27:45 A/P CLAIMS REPORT APAPVR PAGE: 14 Is PO # VENDOR DESCRIPTION AMOUNT WASTEWATER COLLECTION 990003 RONALD D CATES LEGAL SERVICES 1,145.00 990351 GO SYSTEMS FUEL 7/98 229.60 990352 CITY GARAGE VEHICLE MAINT 7/98 336.80 990431 WAL -MART UNIFORM JEANS 91.76 990526 TREASURER PETTY CASH REIMB PETTY CASH 8.25 990545 WAL -MART OFFICE SUPPLIES 1.34 990610 SOUTHWESTERN BELL TELE 7/98 NON - PLEXAR 323.22 DEPARTMENT TOTAL = = = => 2,135.97 REFUSE COLLECTIONS 990035 WILLIAMS REFUSE EQUIPMENT GREEN POLYCARTS 7/15/97 5,700.00 990036 WILLIAMS REFUSE EQUIPMENT RED POLYCARTS 7/15/97 3,925.00 990223 WILLIAMS REFUSE EQUIPMENT POLYCART PARTS 2,967.29 990351 GO SYSTEMS FUEL 7/98 426.13 990351 GO SYSTEMS FUEL 7/98 219.36 990352 CITY GARAGE VEHICLE MAINT 7/98 2,095.81 990352 CITY GARAGE VEHICLE MAINT 7/98 1,419.42 990353 WASTE MANAGEMENT OF OKLA COMM REFUSE 7/98 14,730.25 DEPARTMENT TOTAL = = =_> 31,483.26 RECYCLE CENTER 990160 WASTE MANAGEMENT OF OKLA REFUSE- RECYCLE 4,364.08 DEPARTMENT TOTAL =___> 4,364-08 FUND TOTAL =___> 189,540.88 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 08/01/98 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES UtilityBilling Refuse 167 .90 4,349.02 FUND TOT?'<'. >.' ' ...$2;042.61 $28,905 44 APPROVED: 08/18/98 Chairman Trustee Trustee MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: CHRIS ROBERTS PUBLIC WORKS FIELD OPERATIONS SUPERVISOR SUBJECT: PURCHASE OF RESIDENTIAL REFUSE COLLECTION VEHICLE DATE: August 11, 1998 BACKGROUND: The FY 98 -99 Public Works Department Refuse Collection Division Budget includes funds in the amount of $125,000.00 for the purchase of a new refuse collection vehicle. This vehicle will supplement the present equipment fleet. The existing refuse collection vehicles used for residential collection are a 1988 Lodal, 1992 Lodal and 1996 International. Presently, Public Works uses 1= full-time collection routes (2 days per week),1wQ full -time collection routes (3 days per week) and one part-time collection route (1 day per week). In addition, one of the full -time trucks is used in commercial collection one day per week. Continued growth in residential development is expected to increase the part-time route to a minimum of 2 days per week by the Spring 1999. It is anticipated that the division may require an additional full -time collection route by FY 99 -00. Typically, the life- expectancy of a vehicle used for refuse colletion is expected to be seven (7) years. Addition of this vehicle will enable more effective maintenance rotation of the older vehicles and ensure an adequate amount of back -up equipment is available in case of vehicle breakdown or extended down time for repairs. All replaced vehicles that are operational are utilized for emergency backup purposes and recycle center operations. VEHICLE SPECIFICATION: In July 1998, Public Works Department staff completed a specifications packet and bid documents were mailed to twenty -five (25) prospective bidders. Only two bids were received on August 5, 1998 from one bidder (Williams Refuse Equipment Co., Inc.). Williams Refuse submitted a bid for a 1998 Page 2 Refuse Collection Vehicle Bid Award single axle Lodal EVO- MAG -20 at $118,400.00 and an optional bid for a 1998 dual axle Lodal EVO- T25 at $136,400.00. Staff had anticipated the likelihood that a limited number of competitive bids may be submitted. The specifications were developed using the design of a Lodal vehicle, as a basis. During the design of the specifications, Public Works and Vehicle Maintenance personnel agreed that the positive attributes realized through operating the Lodal vehicles over past few years must be taken into account for a performance -based proposal. The proposal should detail specific vehicle components and operational requirements that are in the best interests of the City. The Lodal is a purpose -built vehicle designed solely for the collection of refuse. With this in mind, staff prepared specifications that included the following priorities which could potentially place limitations on, but should not preclude a variety of vendors from bidding: Ejection Discharge Method When the packer body is raised the center of gravity for the vehicle changes and the potential for the truck to shift sideways as the vehicle is driven forward to remove the load is possible. Ejection minimizes the possibility of overturning. Minimum of 605 Foot Pounds Torque The engine was specified at this torque rating to enable the engine to operate all hydraulic, air and power systems efficiently as well as simultaneously. Refuse Container Lift and Dump Capability Owasso presently utilizes Ameri -Kart 2000 (polycarts) for residential refuse collection. These carts have a capacity of 90 gallons. To maintain a one -man per truck operation, the lift is required to enable the dumping of these carts. Exposure to Workers Compensation back injury claims are reduced using the lift system. Low Entry Cab Design (,18" Maximum) The present collection system utilizes a one -man operation. The procedure requires the driver /operator to exit and enter the cab at each stop. Low entry is needed to minimize driver fatigue. Inside Turning Radius (43ft. Minimum/48ft. Maximum) The turning radius is an important element for efficient maneuverability within residential developments. Vehicles that negotiate turns beyond a 48ft. radius require backing movements to steer out of cul -de -sacs. These additional movements require extra time and can potentially create unsafe conditions. Page 3 Refuse Collection Vehicle Bid Award Dual Rear Axle Vehicle The dual rear axle vehicle will help to distribute the overall weight of the truck more effectively, thus reducing impact on our residential streets. The dual axle vehicle also provides a larger hauling capacity, which could reduce landfill disposal costs. Single Cart Lifter on Curbside Only Vehicles which provide dual hopper openings and cart lifting devices are specifically designed to collect refuse from both sides of the street simultaneously. Current collection procedures require the operator to work from the curbside only. This procedure was implemented to reduce potential street crossing hazards. A dual hopper vehicle such as the 1996 International does not provide any benefits given these circumstances and only reduces optimum loading tcapacity due to unequal material distribution when loaded from the curbside only. BID ANALYSI Subsequent to the bid date, three vendors contacted staff expressing their concerns and restrictions as a result of the specification criteria. Two of the vendors were unable to submit a bid due to the budget constraints. The third vendor indicated that his equipment would come close to meeting all of the specifications except for the load ejection method and cab style and felt as though the absence of these priority items could preclude consideration. As a result, the third vendor elected not to bid. One of the bid proposals submitted by Williams Refuse Equipment met all of the priority specifications at a cost of $136,000.00 (the FY 98 -99 vehicle budget is $125,000). The optional bid submitted by William Refuse is below the budget of $125,000 and meets all but one of the priority specifications. This bid in the amount of $118,400.00 was for a single axle Lodal versus the preferred dual axle. Staff believes that, since our other two Lodals have single axle's, an additional vehicle added to the fleet should have minimal impact. FUNDING SOURCE: Funding for the purchase of the refuse collection vehicle is included in the FY 98 -99 Refuse Collection Division budget (line item 61 -541 -5442) in the amount of $125,000. Page 4 Refuse Collection Vehicle Bid Award RECOMMENDATION: Staff recommends Trustees approval of the purchase of a single axle (Lodal EI- MAG -20) refuse ' collection vehicle from Williams Refuse Equipment Co., Inc., Owasso, Oklahoma in the amount of $118,400.00 and authorization for payment. ATTACHMENTS: Bid proposals from Williams Refuse Equipment BID PROPOSAL - SUBMITTAL PAGE ONE SIDE - LOADER REFUSE 'TRUCK BASE BID $118,400.00 LODAL EVO- DIAG -20 1998 TIME OF DELIVERY: 180+ calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Sign�du'e DORIS L. WILLIAMS PRESIDENT Title WILLIAMS REFUSE EQUIPMENT CO., INC. Company P.O. BOY 1138 Owasso, OK 74055 Address (913) 272 -7215 BID OPENING: AUGUST 5, 1998 c@2:00 P.M. COMPLETE AND ATTACH THE NON- COLLUSION BID AFFIDAVIT TO BID. BID PROPOSAL - SUBMITTAL PAGE ONE SIDE - LOADER REFUSE TRUCK BASE BID $ 136 , 400.00 LODAL EVO -T25 1998 TIME OF DELIVERY: . _ - _18 0 calendar days from date of award. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal _ Submittal Pages. Signaturd DORIS L. WILLIAMS Title WILLIAMS REFUSE EQUIPMENT CO., INC. Company P.O. BOX 1138 OWASSO, OK 74055_ Address (918) 272 -7215 BID OPENIPi 1G: AUGUST 5, 1998 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID.