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Home My WebLink About1997.10.07_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: October 7, 1997 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, October 3, 1997. Marcia Boutwell, Authority 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 September 16, 1997 Regular Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -13 Owasso Public Works Authority October 3, 1997 Page 2 5. Consideration and Appropriate Action Relating to Change Order #1, a Change Order to a Contract Between the Owasso Public Works Authority and Walters Morgan Construction Co for the Construction of Improvements to the Wastewater Treatment Facility. Mr Carr Attachment #5 The staff will recommend Authority approval to use a portion of the $50,000 project allowance for the Wastewater Treatment Plant Phase I improvements to pay for Change Order #1, to include a $25,248 increase in the contract obligation and an increase in the contract time of 12 days. 6. Report from OPWA Manager 7. Report from OPWA Attorney 8. Unfinished Business Owasso Public Works Authority October 3, 1997 Page 3 9. New Business 10. Adjournment OWASSO PUBLIC WORKS AUTHORITY A MINUTES OF REGULAR MEETING Tuesday, September 16, 1997 The Owasso Public Works Authority met in regular session on Tuesday, September 16, 1997 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, September 12, 1997. ITEM 1: CALL TO ORDER Chairman Barnhouse called the meeting to order at 7:47 p.m. IITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ABSENT Mary Lou Barnhouse, Chair Tracy Standridge, Vice Chair Michael Helm, Trustee Denise Bode, Trustee Mark Wilken, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. A. Approval of the Minutes of September 2, 1997 Regular Meeting. B. Approval of Claims Dr Standridge moved, seconded by Dr Bode, to approve the consent agenda. The consent agenda included minutes of the September 2, 1997 meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $144,187.76; (2) OPWA Capital Improvement Fund $108,601.39; (3) Payroll $26,322.64. AYE: Standridge, Bode, Wilken, Helm, Barnhouse NAY: None Motion carried 5 -0. 1 Owasso Public Works Authority September 16, 1997 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST BY CHARLES BURRIS FOR TRUSTEE APPROVAL OF AN APPLICATION FOR EXTENSION OF WATER AND WASTEWATER SERVICE TO AN AREA OUTSIDE THE CITY'S CORPORATE BOUNDARIES SUCH EXTENSION FOR THE PURPOSE OF SERVING A SUBDIVISION OF TULSA COUNTY. Mr Carr said that Mr Charles Burris has submitted an application, in accordance with the Rules and Regulations adopted by the City Council, for the extension of municipal water and sewer utility services to the proposed Kelly Ann subdivision, a subdivision located west of El Rio Vista and north of 96th Street North in Tulsa County. All parts of the application have been reviewed by the public works staff, and the staff recommended the approval of the application. A signed agreement must be provided with the application stipulating that infrastructure, lot size and other necessary improvements will be constructed in accordance with existing city codes, ordinances and regulations. After Mr Burris signed and submitted the agreement, concerns were raised by Councilors that the language could be made more definitive by adding the words " including, but not limited to, lot size ", within the agreement. The changes were made and Mr Burris was notified of the changes and did not express any concern. Mr Wilken moved, seconded by Dr Bode, to approve the application for extension of water and wastewater service to an area outside the City's corporate boundaries submitted by Mr Charles Burris, subject to Mr Burris accepting the revised agreement. AYE: Wilken, Bode, Helm, Standridge, Barnhouse NAY: None Motion carried 5 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: UNFINISHED BUSINESS None. ITEM 9: NEW BUSINESS None. Owasso Public Works Authority ITEM 10: ADJOURNMENT Dr Standridge moved, seconded by Dr Bode to adjourn. AYE: Standridge, Bode, Helm, Wilken, Barnhouse NAY: None Motion carried 5 -0, and the meeting was adjourned at 7:51 p.m. Marcia Boutwell, Authority Secretary 3 September 16, 1997 Mary Lou Barnhouse, Chairperson CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 10/03/97 8:25:17 A/P CLAIMS REPORT APAPVR PAGE: 12 PO # VENDOR DESCRIPTION AMOUNT 980831 TREASURER PETTY CASH REIMB PETTY CASH 2.08 DEPARTMENT TOTAL =___> 2.08 OPWA ADMINISTRATION 980275 WESTERN BUSINESS PRODUCTS COPIER MAINTENANCE 140.53 980677 STATE BOARD PROFESSIONAL CERTIFICATE RENEWAL 80.00 980682 ADMIRAL SECURITY LOCK REPAIR. 45.00 980757 HYDRA -FLOW GUTTERING GUTTERING 148.00 980807 OFFICE DEPOT CARD PLAN OFFICE CHAIR,TABLE 167.43 980831 TREASURER PETTY CASH REIMB PETTY CASH 10.00 980831 TREASURER PETTY CASH REIMB PETTY CASH 3.58 980882 OKLAHOMA NATURAL GAS 8/97 USE 25.06 980883 MCI TELECOMMUNICATIONS 8/97 USE 2.94 DEPARTMENT TOTAL =___) 622.54 UTILITY BILLING ------------------------ - - - - -- 980564 RANDY ALEXANDER METER READER 33.30 980566 GARY MOSER METER READER 203.40 980703 TYRONE DINKINS METER READER 263.25 980704 OSCAR MCLAURIN METER READER 571.50 980706 BRAD SPARKMAN METER READER 364.50 DEPARTMENT TOTAL =___> 1,435.95 WATER ------------------------ - - - - -- 980202 WATER PRODUCTS INC REPAIR SUPPLIES 226.55 980273 WATER PRODUCTS INC METER SET - BASEBALL FIELD 833.19 980352 WATER PRODUCTS INC METER. TESTER 609.52 980423 WATER PRODUCTS INC WATER METERS 3/181/97 1,586.60 980614 WATER PRODUCTS INC METER SET -BANK /LAKES 312.00 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 119.00 980658 WATER PRODUCTS INC WATER LINE REPAIR 270.58 980676 WATER PRODUCTS INC REPAIR CLAMP 201.61 980676 WATER PRODUCTS INC METER TEST 15.38 980695 VERDIGRIS VALLEY SOD FARM SOD- REPAIRS 60.00 L CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 10/03/97 8:25:17 A/P CLAIMS REPORT APAPVR PAGE: 13 PO # VENDOR DESCRIPTION AMOUNT 980731 CROW BURLINGAME 980732 MAXWELL SUPPLY OF TULSA 980734 ANCHOR STONE CO 980735 RADIATOR SHOPPE INC 980756 BAILEY EQUIPMENT 980765 WATER PRODUCTS INC 980784 WATER PRODUCTS INC DEPARTMENT TOTAL =___? WASTEWATER TREATMENT PLANT REPAIR PARTS CONCRETE SAW BLADES GRAVEL PUMP REPAIR WEEDEATER REPAIRS METER SET MATERIALS TAP RENTAL 980205 ERICSSON GE MOBILE COMMUN RADIO- SLUDGE TRUCK 980274 HACH CHEMICAL LAB SUPPLIES 980498 ADVANCED CHEMICAL CHLORINE 980499 WASTE MANAGEMENT OF OKLA LANDFILL TIPPING FEES 980576 SHERRY LABORATORIES INC SLUDGE ANALYSIS 980596 W W GRAINGER INC BATTERY CHARGER 980656 YALE UNIFORM RENTAL UNIFORM CLEAN/RENT 980764 ADVANCED CHEMICAL CHLORINE 980768 AUTOMATIC ENGINEERING CHLORINATOR DEPARTMENT TOTAL =___> WASTEWATER, COLLECTION ------------------------ - - - - -- 980311 MARTEC SYSTEMS 980424 SMITH & LOVELESS 980444 W W GRAINGER INC 980505 MARTEC SYSTEMS 980621 MARTEC SYSTEMS 980656 YALE UNIFORM RENTAL 980791 WAYEST SAFETY, INC. 980831 TREASURER PETTY CASH 980882 OKLAHOMA NATURAL GAS DEPARTMENT TOTAL =___> REFUSE COLLECTIONS ------------------------ - - - - -- LIFT STATION PARTS IMPELLERS -LIFT STATIONS REPAIR SUPPLIES HYDRO -MATIC FLOAT SWITCHE LIFT STATION REPAIR UNIFORM CLEAN /RENT GAS MONITOR REIMB PETTY CASH 8/97 USE 980203 WILLIAMS REFUSE EQUIPMENT GREEN POLYCARTS 7/15/97 980499 WASTE MANAGEMENT OF OKLA LANDFILL TIPPING FEES 980548 LABELS 1 VEHICLE DECALS 16.73 94.15 154.63 48.50 23.95 646.96 55.00 5,276.35 750.74 211.25 342.00 50.11 200.00 179.88 101.60 342.00 1,830.00 4,007.58 588.95 1,435.87 41.76 220.00 1,305.90 -29.20 1,595.00 14.85 113.62 5, 236.715 5,700.00 5,752.90 328.54 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 10/03/97 8:25:17 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR. DESCRIPTION AMOUNT 980656 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 980758 ALLIED TOWING TOWING -LODAL 980831 TREASURER PETTY CASH B LICENSE FEE DEPARTMENT TOTAL =___> RECYCLE CENTER 980499 WASTE MANAGEMENT OF OKLA LANDFILL TIPPING FEES 980581 WASTE MANAGEMENT OF OKLA RECYCLE REFUSE 980581 WASTE MANAGEMENT OF OKLA RECYCLE -GLASS 980656 YALE UNIFORM RENTAL UNIFORM CLEAN,/RENT 980883 MCI TELECOMMUNICATIONS 8/97 USE DEPARTMENT TOTAL =___> FUND TOTAL =___> 83.20 99.00 62.00 12,025.64 985.92 1,472.12 120.00 18.40 2.89 2,599.33 31,56.22 WWTP IMPROVEMENTS 980023 WALTERS MORGAN CONSTRUCTI WWTP IMP 11/05/96 166,380.54 DEPARTMENT TOTAL =___) 166,380.54 FUND TOTAL =___> 204,368.74 CITY OF OWASSO OPWA CAPITAL IMPROVEMENT FUND 10/03/97 8:25:17 A/P CLAIMS REPORT APAPVR PAGE: 15 PO # VENDOR DESCRIPTION AMOUNT DEBT SERVICE 980003 LIBERTY BANK & TRUST OWRB LOAN 19,863.98 ' 980003 LIBERTY BANK & TRUST OWRB LOAN 4,502.10 DEPARTMENT TOTAL =___> 24,366.08 ' WASTEWATER 980309 HUB + GARVER. WWTP CONST 9/0306 13,622.12 ' DEPARTMENT TOTAL =___) - - -- 13,622.12 WWTP IMPROVEMENTS ------------------------ - - - - -- 980023 WALTERS MORGAN CONSTRUCTI WWTP IMP 11/05/96 166,380.54 DEPARTMENT TOTAL =___) 166,380.54 FUND TOTAL =___> 204,368.74 CITY OF OWASSO OPWA SALES TAX FUND 10/03/47 8:25:17 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPT(ON AMOUNT 1988 REVENUE BONDS 980002 LIBERTY TULSA DEPARTMENT TOTAL FUND TOTAL =___) GRAND TOTAL =___) REVENUE BONDS 28,225.48 28,225.48 00 225.48 328,402.16 VENDOR CITY OF OWASSO OPWA A/P TRANSFER REPORT DESCRIPTION TRANSFERS CITY GARAGE TRANSFER FROM OPWA WORKERS' COMP SELF -INS TRANSFER FROM OPWA GENERAL FUND TRANSFER FROM OPWA TRANSFERS TOTAL AMOUNT 5,750.00 3,842.50 27,855.33 37,447.83 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09 \13 \97 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES T hility Rillinif 1671.07 Wastewater 641.64 7349.65 Refuse 128.63 3,307.19 FUND TOTAL $27,958 09 APPROVED: 10 \07\97 Chairman Trustee Trustee OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 09 \27\97 APPROVED: 10 \07\97 Chairman Trustee Trustee OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES OPWA Adnu' stration 5,13fl.84 Utility Billing 1671.08 Water 30.59 Wastewater 1720.22 8135.56 Wastewater Collection _ 172.35 0,818.22 , Refuse 108.24 3,296.65 Recycle Center FUND TOTAL $26,715 54 APPROVED: 10 \07\97 Chairman Trustee Trustee MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: CHANGE ORDER NUMBER 1 - WASTEWATER TREATMENT PLANT CONSTRUCTION DATE: October 2, 1997 BACKGROUND: A contract for the construction of the Wastewater Treatment Plant improvements Phase I was awarded to Walters -Morgan Construction, Inc., Manhattan, KS on November 5, 1996 in the amount of $1,923,000. Work to be performed in this phase of construction consists of removal of the interchannel boat clarifier from the oxidation ditch, accompanied by the construction of two new external clarifiers. The hydraulic capacity of the oxidation ditch will be increased to 2.15 MGD. Modifications to the existing pumping station and ultraviolet disinfection system to accommodate the increased hydraulic capacity are included. Additional sludge drying beds, necessitated by increased sludge production, also are required. WORK CHANGES ENCOUNTERED: Work in this contract includes construction around and to existing structures and equipment. As a result, it is anticipated that some unforeseen circumstances will occur that will require modification to the engineering design drawings and changes in the work to be performed. These changes may result in additional or deductive costs on the project. The General conditions to the contract state such changes require an official Change Order process. A Change Order is defined as: A written order to the Contractor authorizing an addition, deletion or revision in the Work within the general scope of the Contract Documents, or authorizing an adjustment in the Contract Price or Contract Time. Page 2 Change Order No. 1 In accordance with Oklahoma Statutes, contract changes are subject to compliance with provisions of the Oklahoma Public Competitive Bidding Act of 1974. Chapter 61, paragraph 121 entitled "Change orders or addendums" indicates the following: Change orders or addendums to public construction contracts of over One Million Dollars ($1,000,000.00) shall not exceed the greater of One Hundred Fifty Thousand Dollars ($150,000.00) or a ten percent (10 %) cumulative increase in the original contract amount. Any change orders or cumulative change orders which exceed these limits shall require readvertising for bids on that part of the contract. Change orders in any amount shall be formally approved by the governing body of the public agency involved and the reasons therefor recorded in the permanent records. Change Orders are to be processed through the Contractor, Resident Engineer, and the Owner for authorization. For this project, the Owner is the City Council acting as the Owasso Public Works Authority; therefore, all Change Orders are to be approved by the Authority. WORK CHANGE DIRECTIVE Provision has been allowed in the Contract documents for use of a form entitled "Work Directive Change." On June 17, 1997, the Authority approved authorization for the Public Works Director to act as a representative of the Authority Work Change Directives for amounts not to exceed $5,000. A maximum cumulative total of $20,000 was also authorized prior to submittal of a Change Order for the Directives. Once the work covered by the directive is completed or a final cost and time determined, the Contractor will submit documentation for inclusion in a Change Order. The Change Order will be submitted to the Trustees for final review and consideration. CHANGE ORDER NO, 1 PROVISIONS Change Order No. 1 incorporates three (3) Work Directive Changes as listed below: Work Directive No. 1 Asphalt Roadway and Revised Drying Bed Paving - Work involves improved sludge drying bed arrangement, providing access from the north end of the plant site, extending an access road to connect to the pavement around the Animal Control Facility, and final paving of the plant site at completion of the project. This Directive was authorized by Public Works Director on September 26, 1997. A deduct of $360.00 and 2 additional days are applied to the contract. Page 3 Change Order No. 1 Work Directive No. 2 Main Lift Station Improvements - Various components of construction at the Main Lift Station were identified including: moving the control building to provide better access and avoid building over other utilities, extending a valve vault in lieu of maintaining deeply -buried valves, furnish and install new motor control center to replace foreign -made and older equipment which was to have been moved to the new control building, replace existing controls, and apply a credit for a buried valve not required. Cumulative cost of this Directive is $25,075.00 and 9 additional days. The Directive exceeds the authorized limit of the Public Works Director and has not received prior authorization. Work Directive No. 4 Valve Operator Extensions on Clarifier Sludge Lines - Valve extensions were not included in the design and are needed for operation of the deep valves. This Directive was authorized by Public Works Director on September 29, 1997. An additive amount of $509.00 and 1 additional day are applied to the contract. FUNDING SOURCE A $50,000 Project Allowance (Bid Schedule Item A.6) is included in the $1,923,900 total contract award. A description of this allowance is included in the Contract Documents (General Requirements - Section 1: Measurement and Payment) as follows: The conditions of the interior of the existing influent wet well and the exterior of the existing steel can station cannot be fully evaluated at this time. During construction, the Owner will inspect and may add additional items of work at these structures and this allowance will be used to compensate for such additional work. It appears at this time that all of the allowance will not be necessary to compensate for the additional work that may be required at the lift station. Therefore, it is proposed that the Authority authorize the use of a portion of the allowance in the amount of $25,248.00 to pay for items included in Change Order No. 1. Funds in the amount of $24,752.00 will still be included in the project allowance. At the present time, funds have been obligated on the project in the amount of $1,873,900 (the total contract award of $1,923,000 less the $50,000 project allowance). Approval of the Change Order will increase the obligated funds to $1,898,248.00. Page 4 Change Order No. 1 RECOMMENDATION: Staff recommends the Trustees authorization to use a portion of the $50,000 project allowance for the Wastewater Treatment Plant Phase I Improvements to pay for Change Order No. 1 to include a $25,248.00 increase in the contract obligation and an increase in the contract time of 12 days. ATTACHMENTS: 1. Letter from HUB +Garver providing narrative for Change Order 2. Change Order No. 1 3. Project Bid Schedule 4. General Conditions Section 01150, Paragraph 6 - Project Allowance October 1, 1997 HUB +Garver Engineers 5415 So. 125th East Avenue Suite 201 Tulsa, Oklahoma 74146 918- 250 -5922 FAX 918 -250 -6529 HUB +Garver op A GarverPlus Company City of Owasso Mr. F. Robert Carr Jr., P.E. Public Works Director P.O. Box 180 Owasso, OK 74055 Re: Wastewater Treatment Plant - Phase 1 Improvements Owasso Public Works Authority SRF No. C- 401146 -03 Dear Mr. Carr: Enclosed is change order no. 1 for the wastewater treatment plant project increasing the contract obligation by $25,248.00 to $1,899,148.00. The original contracted amount is $1,923,900.00, which is not affected by this change order because of the $50,000.00 allowance for unforeseen work in the contract. We have prepared the drawings and quantity computation for this change and have reviewed and negotiated on your behalf with the contractor both the monetary and time adjustment allowed. We are hereby recommending this change order no. 1 for approval by the OPWA. Our attached letter of September 24, 1997 provides a narrative description of the work directives included herein. Sincerely, HUB +Ga ver ABelruce len, . . Partner cc: Richard Flood Dan Ellis, Walters Morgan 1 996 \965050\RobertCarr2. Itr Garver +Garver, Little Rock, Arkansas - Elliott+Garver, Jackson, Mississippi, Oxford, Mississippi HUB +Garver, Tulsa, Oklahoma • Lee +Garver, Louisville, Kentucky, New Albany, Indiana • WTW +Garver, Huntsville, Alabama, Brentwood, Tennessee • Urba +Garver, Mexico City SECHON 00604 CHANGE ORDER . CHANGE ORDER NLmmsa-- 1 T.mpeoveae-ntg - ''.P Projt:rt No. C-101146-03 DATE: september 3o, S s97 chaasso Publlo wQ =%s Authority r CONTRACT DATE: Notice To Pr7Qceed - Jan. 21 ,190'•3 TO C INTIT- M,"70 �t "vr.- 4"`fU0rC0NTRA.CT' FOR: ome- -njti�n I mists at ti 2 r 2616 'ltxtiJ.a Grp, ,. _Q. gos l cm W er ra Treatment Mln)-et'tcart, M 651 151637 ' ei^�z�je� dcscr-�1' hermin =.-L'-x in the P-moc Ct 0bligat4etzs as veu a3 triw a porticn aC ti' cmt=-t of $50,000.00 to pay fay: siCt! QY&Trr-B leaviW m. alldwzercs ba]arjC- cf S2A,752.M- Tta Coot ut is chAtzed m fibuaws: w x Diva aenge No. z s (3ss.0o) No. z 25,075.00 I 110.3 lyvt k tha6zz t{r,.4 509.00 Not "tlid'uxtil sided by the Owner 0snd CouU=.kor �:?Li {r7D�L3T, CQ^�C $u'�3 Vl�S � i J923,�JO.Ck7 . 7m Coact 5= P=ar to this Cbzgt Orden ,%Y 3 $ 1,923,900. Co the Cam Stn will lie umwv2 (del! ( � by this C% Ordct is th,- anroum of S -n il:� rew Coact S= including this CuZ" C c ky vill be S t , 923, 900.00 7`ce Cottr= Tice will be a=W-I&) (6== C) ( by � X55• Tlc d: tt of 10y tantial Completion n of the chi, of this Ca n O.TlTf-X tits re I March 4, M3 . NO- a,.': '3ais s=rraU ages tact vRea ciu.2gr: is dz6 Coz=ict S=' ime whicix barn auto by C.amtrectitin Cb ^J%" Nrec crt_ 2616 `Iu1 tla P.O.Eox 1�87 ADiDRWS F4nh9 tt:,yn, KS 66505 -I GR7 �1<srvin Ys or , ,re r2`siT�� -t _ October 3 ) 17 0G) OWNER _ P.Q. J nx 18 A.DW SS « 0--w, CK 7,1055 'BY — DATE 004600 i OF 1 TOTAL P.02