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Home My WebLink About1996.02.06_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: February 6, 1996 TIME: 7:00 p.m. PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Friday, February 2, 1996. Marcia 13outwell, City Clerk AGENDA 1. Call to Order 2. Invocation 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of January 16, 1996 Regular Meeting. Attachment #5 6. Request Approval of Claims Attachment #6 Owasso Public Works Authority February 6, 1996 Page 2 7. Consideration and Appropriate Action Relating to the Presentation of an Independent Audit of Financial Transactions for the OPWA Fund for FY 1994 -95, and a Request for the Trustees to Receive the Audit Report. Ms Bishop Mr Carlson Attachment #7 Mr Joe Carlson of the Carlson & Cottrell accounting firm, will present the 1994 -95 annual audit to the Authority. The staff will recommend the Trustees "receive" the audit for review and information. 8. Update on the Status of the Water and Wastewater Rehab Projects. Mr Carr Attachment #8 Staff will update the Council on the status of the three contracts awarded for the manhole and sewer line replacement project and the contract awarded for the water line I replacement project. 9. Consideration and Appropriate Action Relating to a Request for Final Acceptance of Work Performed Under Contract II, Phase II for Manhole and Sewer Line Replacement, Between the City of Owasso /Owasso Public Works Authority and Insituform Plains Inc, and Authorization for Final Payment and Release of Retainage to the Contractor. Mr Groves Attachment #9 Staff will recommend Trustee acceptance of the work performed under the contract, and that final payment be authorized to include any retainage held by the City /OPWA. Owasso Public Works Authority February 6, 1996 Page 3 10. Consideration and Appropriate Action Relating to the Award of a Contract for Repair and Restoration to Service of the Santa Fe Lift Station Generator. Mr Carr Attachment #10 Staff has completed the bidding process, reviewed the bids received, and will recommend a contract for the Santa Fe Lift Station auxiliary power generator repair be awarded to Service & Equipment International Inc, Owasso, OK, in the amount of $2074.25 (including funds for replacement of the fuel pump and injectors, if required); and Trustee authorization for payment. 11. Report from OPWA Manager 12. Report from OPWA Attorney 13. Unfinished Business 14. New Business Owasso Public Works Authority February 6, 1996 Page 4 15. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, January 16, 1996 The Owasso Public Works Authority met in regular session on Tuesday, January 16, 1996 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, 13, 1996. ITEM 1: CALL TO ORDER Chairman Burris called the meeting to order at 7:55 p.m. ITEM 2: INVOCATION The invocation was given during the City Council meeting preceding this meeting. IITEM 3: FLAG SALUTE The flag salute was held during the City Council meeting. ITEM 4: ROLL CALL PRESENT ABSENT Charles Burris, Chairperson Danny Ewing, Vice Chairperson Mary Lou Barnhouse, Trustee Michael Helm, Trustee Joe Ramey, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ITEM 5: REQUEST APPROVAL OF THE MINUTES OF JANUARY 2, 1996 REGULAR MEETING. Mr Helm moved to approve the minutes as written, by reference hereto; seconded by Ms Barnhouse. AYE: Helm, Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 5 -0. Owasso Public Works Authority January 16, 1996 ITEM 6: REQUEST APPROVAL OF CLAIMS Ms Barnhouse moved, seconded by Chairman Burris, to approve the following claims as submitted: (1) OPWA Fund $84,412.11; (2) Payroll $26,540.75. AYE: Barnhouse, Burris, Helm, Ramey, Ewing NAY: None Motion carried 5 -0. ITEM 7: REPORT FROM OPWA MANAGER No report. ITEM 8: REPORT FROM OPWA ATTORNEY No r eport. ITEM 9: UNFINISHED BUSINESS None. ITEM 10: NEW BUSINESS None. ITEM 11: ADJOURNMENT Mr Helm moved, seconded by Ms Barnhouse, to adjourn. AYE: Helm, Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:56 p.m. Marcia Boutwell, Authority Secretary Charles L Burris, Chairperson VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF -INS GENERALFUND TRANSFERS TOTAL CITY OF OWASSO OPWA A/P TRANSFER REPORT DESCRIPTION TRANSFER FROM OPWA TRANSFER FROM OPWA TRANSFER FROM OPWA AMOUNT 5,125.00 3,842.50 25, 265.67 34, 233.17 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 01/20/96 OPWA Capital Improvement 0.00 1,048.45 APPROVE 02/06/96 Chairman Trustee Trustee I OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES Water 480.84 3 912.67 11 Refuse 36.90 3,149.50 OPWA Capital Improvement 0.00 1,048.45 APPROVE 02/06/96 Chairman Trustee Trustee I MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: SHERRY BISHOP FINANCE DIRECTOR 1 SUBJECT: AUDIT REPORT FOR FISCAL 1994 -95 DATE: February 2, 1996 BACKGROUND: An independent audit, performed by a certified public accountant, is required by City Charter and state statutes. The report of the independent auditor must be filed with the governing body and with the office of the State Auditor and Inspector. On May 16, 1995, the City Council and OPWA Trustees selected the firm of Carlson & Cottrell CPA's to perform audits for the city for FY 1994 -95, with provisions for two annual extensions should the city desire such extensions. Upon its selection and execution of a "letter of agreement ", the firm began its initial work and review of our financial operations. The firm has now completed its work and has provided my office copies of the audit document containing its report and comments. That document is enclosed for your information and review. Overall, the audit process went very well. In fact, in many ways this firm was much more detailed than previous auditors. Field checks and employee interviews were more extensive than prior years, and the auditor's field team seemed well prepared and qualified. They also were obviously experienced in the real world of government financial operations and asked questions designed to evaluate our internal controls and procedures. A preliminary examination of the report indicates there are no surprises contained in the document or comments of which we were not aware nor were there any comments that indicated any material weaknesses in the system. During the next two weeks, I will conduct a more detailed review of the audit and the letter outlining "observations and recommendations ". At that point, I will prepare for you a memorandum that evaluates the report, summarizes its content and compares its numbers with ' those provided you throughout the year. Additionally, I will prepare a response to the letter of AUDIT REPORT FOR FISCAL 1994 -95 FEBRUARY 2, 1996 PAGE 2 ' observation and recommendations indicating a course of action, where necessary, to improve upon our existing system. I am pleased to note that the number of recommendations relating to the financial operations of the city have again decreased this year and that the auditors report that "all findings in the prior audit have been satisfactorily resolved ". RECOMMENDATION: The staff recommends that the City Council and Owasso Public Works Authority receive the audit report and direct it to be filed as required by statute. NOTE: There is not a requirement nor provision for the Council to take any action other than to "receive" the audit. Since the staff has only just taken delivery of the report (on 2/1/96), it is recommended that the Council vote to receive the document and that, after your review of the report and any follow -up memorandum, an opportunity for questions from the Council be listed on a subsequent agenda. ENCLOSURE: 1. Report on Audit of Financial Statements FY 1994 -95 2. Letter of Observations and Recommendations MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: STATUS REPORT UBJ PO O F WATER LINE REPLACEMENT PROJECT (Owasso Project Number G3.100 -94) and MANHOLE AND SEWER LINE REPLACEMENT PROJECT (Owasso Project Number G2.100 -94) DATE: February 1, 1996 BACKGROUND: The City of Owasso secured a low interest loan from the Oklahoma Water Resources Board for improvements to the water distribution system, wastewater collection system and wastewater treatment plant. Approval of the loan required selection of an engineering firm for the design of the improvements. The Trustees selected NOVA Engineering to design the improvements to the water distribution and wastewater collection systems. SCOPE OF PROJECTS: WATER LINE REPLACEMENT PROJECT - Approximately 15,500 linear feet of cast iron water lines are old and deteriorated in the older sections of town (essentially south from 86th Street North /west of Highway 169 and south of 76th Street North /east of Highway 169). These lines are located in the oldest, most mature section of the city. The cast iron lines are filled with deposits which restrict the water pressure and hamper the flow of water to the customers and inhibit the flow of water for fire fighting purposes. Conditions causing deterioration of these lines will continue because of the types of chemicals in the treated water needed to comply with drinking water standards, soil characteristics, and weather conditions. Therefore, deterioration of this portion of the system requires replacement of the lines to provide for proper pressure, flow and safety for the community. As designed, the water line project consisted of replacement and upgrading of approximately 15,000 linear feet of 6 -, 4 -, and 2 -inch cast iron water lines with 6- and 4 -inch AWWA 0- 900 polyvinylchloride (PVC) piping. The location of the lines to be replaced are shown on ' the attached map (see Attachment 1). Page 2 Status Reports - Water Line Replacement and Sewer /Manhole Rehabilitation Projects MANHOLE AND SEWER LINE REPLACEMENT PROJECT - In the older sections of town (essentially south from 86th Street North, west of Highway 169 and south of 76th Street North, west of Highway 169), there are approximately 60,000 feet of aged vitrified clay pipe (VCP) that are considered to be a problem. This pipe material is relatively old and has been largely found to be cracked, broken, collapsed or filled with roots. Many manholes in the area are deteriorated, in varying degrees, which allow water to enter the system. Some older parts of the sanitary sewer system in the City of Owasso currently exhibit excessive amounts of rainwater (inflow) and groundwater (infiltration) during wet weather conditions. These types of water utilize capacities of the collection system and treatment plant that would otherwise be used to convey and treat wastewater. The inflow and infiltration of water leads to unnecessary hydraulic loads in the system and plant. As designed, the project consists of approximately 290 items of manhole rehabilitation and replacement, approximately 7,245 LF of cured -in -place pipe lining, approximately 41,300 LF of high density polyethylene slip lining and approximately 12,500 LF for removal of existing line and replacement with 8 -inch PVC pipe. The locations of sewer lines included in the limits of this project are shown on the attached figure (see Attachment 2). Bidders were required to provide a unit price for cleaning and television inspection of some lines in the project area. Specifications for sliplining, cured -in -place or formed -in -place portions already include pay elements for this work. This items is to aid in the determination of the extent of repairs needed in the direct replacement of pipe. By televising the existing line section, pipe replacement has the potential to be reduced. An associated reduction in cost would result. CONTRACTS AWARDED- WATER LINE REPLACEMENT PROJECT - A contract was awarded on August 16, 1994 to JEPCO, Inc., Poteau, Oklahoma for replacement of the water lines in the old portion of town. Actual construction started on October 5, 1994. MANHOLE AND SEWER REHABILITATION PROJECT Contracts to three (3) contractors were awarded on April 4, 1995 for the project. The overall project was divided into two phases in order to take advantage of a potential source of Community Development Block Grant (CDBG) funding from the Department of Page 3 Status Reports - Water Line Replacement and Sewer /Manhole Rehabilitation Projects Commerce. The Phase I area was defined as that portion of the project in the CDBG target area. The Phase II area was the remaining portion of the design project area show on the figure. The projects were awarded as follows: Contract Tyne Phase No. Contractor Amount of Contract Pipebursting Phase I T -G Excavating, Inc., Catoosa, OK $41,385.00 Phase II T -G Excavating, Inc., Catoosa, OK $885,092.00 Cured in -place Phase II Insituform Plains, Inc., $323,015.80 Chesterfield, Missouri Sliplining Phase I T -G Excavating, Inc., Catoosa, OK $83,335.20 rPhase T -G Excavating, Inc., Catoosa, OK $894,178.80 Manholes Phase I Manhole Recovery Systems, Inc., $12,235.00 Midwest City, OK Phase II Manhole Recovery Systems, Inc., $119,989.00 Midwest City, OK ST_ A S OF WORK: WATER LINE REPLACEMENT PROJECT - Replacement of the water lines in the old portion of town has been completed. All pipe was in the ground and services transferred to the new water lines by the contract completion date of April 2, 1995. The original contract amount approved by the Authority was $488,028.40. The final pay request included a total request of $510,445.46 for work completed. The difference in costs of $22,417.06 (4.59 % of the original contract total) was largely due to quantity adjustments between those originally estimated by the design engineer and the actual materials required during construction. MANHOLE AND SEWER REHABILITATION PROJECT - Sewer line rehabilitation has been progressing according to the contracts provisions. Construction crews have completed installation of cured -in -place pipe lining and pipebursting. Work continues on the sliplining and manhole rehabilitation portions of the project. A summary table of each contract status is attached (see Attachment 3). ATTACIIMENTS: 1. Water Line Replacement Project Map 2. Manhole and Sewer Line Rehabilitation Project Map 3. Contract Status Summary Table CONSTRUCTION PLANS FOR WATER LINE REPLACEMENTS PROJECT No. G3.100 - 94 EAST 86TH II II lr =IEL II )) , BEET NORTH II 85TH PL OADWAY 77TH PL p77TH ST m 0 6TH STREET NO A PPj COMPANY 5727 SOUTH LEWIS AVENUE PA-'Ak OKLAHOMA 74105 PHONE : (918) 745 -6682 Attachment 1 A for Helgh is LEGEND 1 SEWERLINE NOT IN 'PROJECT SEWERLINE FINISHED -- SEWERLINE NOT FINISHED MANHOLE REHAB FINISHED ® MANHOLE REHAB NOT FINISHED O MANHOLE NOT IN PROJECT SEWER REHABILITATION PROJECT STATUS AS OF FEBRUARY 1, 1996 CITY OF OWASSO, OKLAHOMA PUBLIC WORKS DEPARTMENT ENGINEERING DIVISION Attachment 2 2ND 1 ST 70TH MAIN 4T Av LEGEND SEWERLINE NOT IN PROJECT SEWERLINE FINISHED SEWERLINE NOT FINISHED MANHOLE REHAB FINISHED MANHOLE REHAB NOT FINISHED O MANHOLE NOT IN PROJECT SEWER REHABILITATION PROJECT STATUS AS OF FEBRUARY i, 996 CITY OF OWASSO, OKLAHOMA PUBLIC WORKS DEPARTMENT ENGINEERING DIVISION CONTRACT STATUS SUMMARY Water Line Replacement Project (Owasso Project Number G3.100 -94) Manhole and Sewer Line Replacement Project (Owasso Project Number G2.100 -94) (through February 1, 1996) Contracted Amounts Projected Totals Differences Water Line Replacement $488,028.40 $510,445.46 +$22,417.06 Manhole and Sewer Line Rehabilitation $2,359,230.80 $2,413,704.00 +$54,473.20 Contractor Duration Start Date Projected Contract Amount to Amount to Total Percent Percent (days) End Amount Date Complete Project Complete Complete Date ISI ($1 (S) ISI (S) (Time) WATER LINE REPLACEMENT Approved JEPCO, Inc. 180 10/5/94 6/6/95 $488,028.40 N/A Completed $510,445.46 104% 100% MANHOLE AND SEWER LINE REHABILITATION Contract 1 - Pipe Bursting T -G Excavating, Inc. 180 5/31/95 11/27/95 105% 100% Phase 1 $41,385.00 $37,072.00 Complete $37,072.00 Phase II $885,092.00 $931,205.00 Complete $934,205.00 Contract 2 - Cured -in -place Lining Insituform Plains, Inc. Phase II only 180 6/14/95 12/11/95 $323,015.80 $320,432.00 Complete $320,432.00 99% 100% Contract 3 - Sliplining T -G Excavating, Inc. 300 5/31/95 3/26/96 69% 81% Phase 1 $83,335.20 $79,978.00 $4,233.00 $84,211.00 Phase 11 $894,178.80 $591,521.00 $314,039.00 $905,560.00 Contract I Manhole Rehabilitation Manhole Recovery Systems, Inc. 180 10/30/95 4/26/96 60% 52% Phase 1 $12,235.00 $9,770.00 $2,465.00 $12,235.00 Phase 11 $119,989.00 $69,335.00 $50,654.00 $119,989.00 TOTALS • WATER LINE REPLACEMENT $488,028.40 $510,445.46 • MANHOLE AND SEWER LINE REHABILITATION Phase 1 $136,955.20 $133,518.00 Phase II $2,222,275.60 $2,280,186.00 Contracted Amounts Projected Totals Differences Water Line Replacement $488,028.40 $510,445.46 +$22,417.06 Manhole and Sewer Line Rehabilitation $2,359,230.80 $2,413,704.00 +$54,473.20 MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: DOUG GROVES ENGINEERING TECHNICIAN SUBJECT: FINAL ACCEPTANCE - CONTRACT 2 OF MANHOLE AND SEWER LINE REPLACEMENT PROJECT (INSITUFORM PLAINS, INC.) DATE: February 1, 1996 BACKGROUND: On April 18, 1995 Council awarded a contract to Insituform Plains, Inc. in the amount of $323,015.08. The contract is one of the four contracts awarded for the manhole and sewer line replacement project. This portion of sewer line replacement was designed to consist of 7,245 feet of a cured -in- place lining. The lining is pulled through a sewer line in a flexible state, then expanded and cured inside the existing pipe. After curing is complete, the service connections are cut out internally and the externals service connections are excavated and replaced. The notice to proceed was issued on June 14, 1995 with a 180 day completion date of December 11, 1995. Line cleaning and TV inspection began June 16th and the lining installation started ten days later on June 26th. Insituform completed the lining work on August 1, 1995. All external service connections were completed on November 16th. FINAL CONSTRUCTION COSTS: Staff has monitored the progress of work and overall costs as the work has been conducted. The original contract amount was $323,015.80. In the submitted final pay request, the actual total for all work completed is $320,432.00. The difference in costs is due to quantity adjustments between those originally estimated by the design engineer and the actual materials required during construction. Specifically, the traffic control devices were not used and slightly less lining was necessary. However, fourteen more external services connections were needed to complete the project. The end result is a decrease in actual costs of $2,583.80. Page 2 Sewer Line Replacement Project FINAL PAY REQUEST: A punch list had been prepared and all items have been completed on the project (see attached). The final pay request, based upon total actual costs of construction, has been ' submitted in the amount of $35,373.20. It consists of $3,330.00 in unit price items and $32,043.20 in retainage (10% of the submitted contract pay items). FUNDING SOURCE: This contract is funded using the loan from the Oklahoma Water Resources Board (OWRB). i RECONUMT2E DATION• I Staff recommends Council acceptance, release of retainage and authorization for final payment to Insituform Plains, Inc. in the amount of $35,373.50. ATTACHMENTS: 1. Final pay request from Insituform Plains, Inc. 2. Final Punch List FINAL APPLICATION AND CERTIFICATE FOR PAYMENT Page One of 3 TO (Owner): City of Owasso Contract Date: 4/18/95 Public [forks Department P.O. Box 180 Owasso Oklahoma 74055 , at Date: 01/19/96 FROM (Contractor): Period l.1% 12/07/95 . Insituform Plains, Inc 17988 Edison Avenue Chesterfield, Missouri 63055 Distribution To: Owner Architect PROJECT: Project Number G2/100 -94 Contractor Manhole & Sewer Line Replacement Engineer CONTRACfk :II, Alternate I CONTRACTOR'S APPLICATION FOR PAYMENT Application is made for payment, as shown below, in connection with the Contract. Continuation sheet is attached. 1. Original Contract Sum $ 323,015.80 2. Net Change by Change Orders $ -0- 3. Contract Sum to Date (Line 1 & 2) $ 323,015.80 4. Total Completed & Stored to Date $ 320,432.00 (Column G on Continuation Sheet) 5. Retainage: a. -0 =% of Completed Work $ -0_ (Column D & E on Continuation Sheet) - FINAL b— n- n - % of Stored Material $ _ p= (Column F on Continuation Sheet) Total Retainage (Line 5a & 5b) $ 6. Total Earned Less Retainage $ 320,432.00 (Line 4 less Line 5 Total) 7. Less Previous Certificates for Payment $ 285,058.80 8. CURRENT PAYMENT DUE 9. Balance to Finish, Plus Retainage $ -0- (Line 3 less Line 6) CHANGE ORDER SUMMARY: ADDITIONS DEDUCTIONS Change Orders approved in previous months by OWNER TOTALS $ $ Approved this month ' Number $ $ Date Approved ' TOTALS $ $ Net change by Change Orders $ I The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief, the WORK covered by this Application for Payment has been completed in accordance with the Contract Documents, that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment were issued and payments received from the Owner, and that current payment shown herein is now due. CONTRACTOR: Insituform Plains, Inc. By: Date: 1/19/96 Jos . 0 son, Vice President, Finance & Administration STATE OF OMARONM Missouri ) ) SS COUNTY OF St. Louis ) Subscribed and sworn to before me this 19th day of January 19 96 (SEAL) - No ary ublic oann mit My Commission Expires: 9/7/98 JoANr, snntTM Notary Public -State of Missouri Sl My Comm:,ber 7, 1998 CONTINUATION SHEET Page 3 of 3 Application and Certification for Payment, containing Contractor's signed Certification is attached. Application Number: 5 Application Date: 1/19/96 Period To: 12/7/95 In tabulations below, amounts are stated to the nearest dollar. Use Column I on Contracts where variable retainage for line items may apply. A B C D E (cont) -> ITEM NO. DESCRIPTION SCHEDULED OF WORK VALUE WORK COMPLETED FROM PREVIOUS APPLICATION WORK COMPLETED THIS PERIOD SEE ATTACHED INVOICE (cont) F G H I MATERIALS PRESENTLY STORED (NOT IN D OR E) TOTAL COMPLETED AND STORED TO DATE (D +E +F) % (G /C) BALANCE TO FINISH (C -G) REI'AINAGE NOTE: At bottom of each column, run totals. ARCHITECT'S / ENGINEER'S CERTIFICATE FOR PAYMENT In accordance with the contract documents, based on on -site observations and the data comprising the above application, the Architect/Engineer certifies to the Owner that to the best of the Architect 's /Engineer's knowledge, information and belief, the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor is entitled to payment of the amount certified. AMOUNT CERTIFIED $�1 5, 373 2 0 (Attach Explanation if amount certified differs from the amount applied for.) ARCHITECT / ENGINEER: _ City o f owa s so By: Date: February 1 , 1 996 This certificate is not negotiable. The AMOUNT CERTIFIED is payable only to the contractor named herein. Issuance, payment and acceptance of payment without prejudice to any rights of the Owner or Contractor under this Contract. CLAIM OR INVOICE AFFIDAVIT PM STATE OF OlUARGMA Missouri ) ) SS COUNTY OF St. Louis ) The undersigned (Architect, Contractor, Supplier, Engineer or Supervisory Official), of lawful age, being first duly sworn, on oath says that this (Invoice, Claim or Contract) is true and correct. Affiant further states that the (work, services or materials) as shown by this Invoice or Claim have been (completed or supplied) in accordance with the Plans, Specifications, orders or requests furnished to the affiant. Affiant further states that (s)he has made no payment, nor given, nor donated, or agreed to pay, give, or donate, either directly or indirectly, to any elected official, officer, or employee of the State, County, or City of money or any other thing of value to obtain payment or the award of this contract. Insituform Plains, Inc. c&, L Con& ctor or Supplier Joseph F. Olson, Vice President, Finance & Administration Subscribed and sworn to before me this l otary Iublic Joann Smith Ml y Commission Expires: 9/7/98 r 19th day of January , 19 96. JOANN SMM - --Notary Public -State Of M19~1 St. Louis County My Commission Expires Septembw 7. IMM ' Architect, Engineer or other Supervisory Official Subscribed and sworn to before me this ' Notary Public My Commission Expires: day of , 19_ va NOTE: Strike out words not appropriate and sign appropriate signature line. Architect, Engineer approval is not required for Contractor or Supplier Affidavit. 10 40 INSITUFORM PLAINS, INC. 17988 EDISON AVENUE CHESTERFIELD, MISSOURI 63005 314 - 532 -6137 TO: City of Owasso Public Works Department P.O. Box 180 Owasso, Oklahoma 74055 ATTENTION: Doug Groves PROJECT: Project Number G2.100 -94 Insituform Reconstruction Manhole & Sewer Line Replacement Phase II, Alternate I ESTIMATE # 5 & Final INVOICE # 06 -761R JOB # 6950025 WORK COMPLETED THRU: 12107/95 RETENTION INVOICE DATED: 01/19/96 ITEM CONTRACT COMPLETED -TO -DATE Total Contract Earned NO. DESCRIPTION QUANTITY UNIT PRICE QUANTITY % AMOUNT 325. TRAFFIC CONTROL DEVICES Less: Jim Tadtman /Linda Joe Devasher Net Amount Due: a. 90 Sign Days,Type II Barricades w /Flasher 90 EA. 0.50 /EA. 0 EA. 0% 0.00 b. 360 Sign Days, Drums w /Steady Bum Light 360 EA. 0.50 /EA. 0 EA. 0% 0.00 C. 144 Sign Days, Warning Signs, Over 16 SF 144 EA. 0.70 /EA. 0 EA. 0% 0.00 d. 20 L.F., Plastic Safety Fence 20 L.F. 4.00 /L.F. 0 L.F. 0% 0.00 502. SEWER LINE REPAIR a. Up to 10 L.F.of 8" Sewer Line Replacement 3 EA. 1,500.00 /EA. 1 EA. 33% 1,500.00 503. SEWER LINE REPLACEMENT a. 8" Cured -in -Place Pipe Lining 7,245 L.F. 36.00 /L.F. 7,064 L.F. 98% 254,304.00 b. Service Connections (Excavate) 76 EA. 550.00 /EA. 90 EA. 118% 49,500.00 C. Service Connections (Internal) 5 EA. 200.00 /EA. 5 EA. 100% 1,000.00 504. CLEANING AND TELEVISION INSPECTION a. Cleaning and Television Inspection 7,245 L.F. 2.00 /L.F. 7,064 L.F. 98% 14,128.00 TOTAL CONTRACT: $ 323,015.80 EARNED TO DATE: $ 320,432.00 Cust. #95422 CONTRACT SUMMARY Month Gross $ 3,330.00 Month Retention 32,043.20 R Month Open 35,373.20 Total Contract Earned Less Retainage bt Add: cc: Boyd Hirtz Howard Hawkins Less: Jim Tadtman /Linda Joe Devasher Net Amount Due: Paid to Date: If there are any questions TOTAL DUE: regarding this invoice, please contact Barb Trende at the phone number listed above. AMOUNT PAST DUE: Less: Retainage @ 320,432.00 Previous Estimates 0.00 Other Total Deductions from Earned to Date 320.432.00 285,058.80 35,373.20 0.00 AMOUNT DUE THIS ESTIMATE: $ 0% 0.00 285,058.80 285,058.80 35,373.20 PLEASE REMIT TO: P.O. BOX 1026 CHESTERFIELD, MO 63006 -1026 INSPECTION PUNCH LIST Sewer Line Replacement Contract No. 2 Insituform Plains, Inc. November 17, 1995 Date Completed 1. 502 East 3rd Street - Fill in ruts left by equipment 11 -22 -95 2. 504 and 506 East 3rd Street - Rake and smooth top soil 11 -22 -95 3. 604 and 606 East 3rd Street - Fill in ruts left by equipment between houses. 11 -22 -95 4. 313 North Birch - Replace damaged sod 12 -05 -95 5. 315 North Birch - Place straw over muddy area as per owner request 01 -18 -96 MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: REPAIR OF SANTA FE LIFT STATION GENERATOR DATE: January 30, 1996 BACKGROUND: In conformance with Oklahoma Department of Environmental Quality construction standards, pumping stations and collection systems are to be designed to prevent or minimize bypassing of raw sewage (Section 252:655- 11- 6(A)). For use during possible periods of extensive power outages or storm events, consideration is to be given providing emergency power generation. This equipment will help to prevent backup of sewage or discharges which may cause adverse conditions. The standards indicate that overflows may be minimized by engine -driven generating equipment. CURRENT CONDITIONS• Standby power to the Santa Fe Lift Station was a design requirement. The equipment in lace at the present time is inoperable. Repairs and replacement of arts to the p p p equipment are needed. Santa Fe Lift Station repairs have been included in the FY 95 -96 budget. The Santa Fe Lift Station has a 100 kilowatt generator with a liquid - cooled diesel engine. Inspection of the unit by Clifford Power Systems indicated that the generator needs several parts to again become operational. Replacement parts identified were the fuel pump and injectors; air, oil and fuel filters; batteries, oil and antifreeze. The hoses have dry rotted and also require replacement. The block heater (also known as the Kim heater) requires repair. The condition of the engine is believed to be good. The engine has accumulated only 1.5 hours of operation. The above repairs are required to restore the engine to operation. Once operational, additional evaluation of the electrical circuitry, boards and relays can be accomplished. Page 2 Santa Fe Lift Station Generator BIDS /PROPOSALS: Bid packets were mailed to six (6) vendors which provide generator repair services. Three (3) bids were submitted for repair services. I All three bidders examined this unit and have varying evaluations of the extent of repairs needed to the generator. The bids are tabulated below: I Vendor Base Repair Bid Additional Services Total Bid Service and Equipment International, Inc. $1,384.25 $690.00 $2,074.25 Clifford Power Systems, Inc. --T $2,559.00 None $2,559.00 Southern Plains Power $4,325.00 None $4,325.00 Staff desires to return this auxiliary power generator to service in the least expensive way. Service and Equipment International, Inc. submitted the apparent low bid believing that the generator can be made operational without replacement of injectors and fuel pump. This proposal allowed their bid to be substantially lower than the other bidders. Once the unit is operational, further diagnosis could indicate the injectors and pump require replacement. An additional amount of $690.00 would be required for these parts, making their total bid $2,074.25. FUNDING: Funding for lift station generator repairs and service were budgeted for FY 95 -96 in the Public Works Department Wastewater Division (Account number 61- 530 - 5250). RECOMMENDATION• Staff recommends Trustees award a contract for the Santa Fe Lift Station auxiliary power generator repair to Service and Equipment International, Inc., in the amount of $2,074.25 (including funds for replacement of the fuel pump and injectors, if required). ATTACU MENTS 1. Bid specification. 2. Bid submittals with letter from Service Equipment International, Inc. 3. Vendor repair list. SPECIFICATIONS FOR THE IIA REPAIR AND RESTORATION TO SERVICE OF ONE (1) ONAN 100KW DIESEL GENERATOR SCOPE: It is the intent of these specifications to procure for the Owasso Public Works Department, Wastewater Collection Division, the necessary components and services to repair and restore re to a fully operational capacity an Onan Generator Set, serial number I840728248. This unit is powered by an Allis- Chalmers model 670T diesel 6- cylinder turbo; serial number C -3395, model number 1000DYC -15R- 273555. rGENERATOR REQUIREMENTS: ' 1. The Santa Fe Lift Station has a 100KW generator with a liquid cooled diesel engine. This generator set has not been operational for approximately seven (7) years. 2. Initial inspection of the unit indicated that the generator requires air, oil and fuel filters, ' antifreeze and oil, two (2) batteries, a rebuilt fuel pump and six (6) rebuilt fuel injectors. Additionally, some hoses may require replacement, along with repair to the Kim heater. ' 3. Old or contaminated fuel will be required to be removed and disposed of in accordance with state regulations. ' 4. All components repaired or replaced will be warranted by the manufacturer for a P eriod of not less than 90 days. 1 BID PROPOSAL - SUBMITTAL PAGE REPAIR AND RESTORATION TO SERVICE OF ONE (1) ONAN 100KW DIESEL GENERATOR FOR THE OWASSO PUBLIC WORKS DEPARTMENT (WASTEWATER COLLECTION DIVISION) COST OF MATERIALS $ lJlo 1r, 2J COST OF REPAIR $ J 7�, OD COST TO RESTORE TO SERVICE $ TOTAL BASE BID PER SPECIFICATIONS $ 3 I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal Pages. Signature Title Address "5S0 BID OPENING: JANUARY 29, 1996 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. IPOWER GENERATION - Marcia, Marcia Boutwell City of Owasso 207 South Cedar Owasso, Oklahoma 74055 I Re: Bid for repair and restoration to service of generator at Santa Fe Lift Station. It is our desire to return this unit to service for the city at lowest cost possible. We would further offer that should only a minor problem be found with the fuel system that would eliminate the need to remove the pump for repairs we would deduct the $285.00 cost from the total cost of repairs. Thank you for allowing us to mace this quote. Best reg Don Musick 1 -21 -96 P.O. BOX 708 SHOP 918 - 438 -1678 OWASSO. OK 74055 FA X 918 - 438 -1632 Marcia, Upon inspection of the generator and conversations with Cris King I would like to attach to our bid, the following. 1. Upon inspection of the unit we found that the bat- tery charger was damaged and needed to be replaced. Cost to replace the charger will be $268.00. This is included in our bid. 2. We feel that if any repairs are needed to the fuel system, based on what City of Owasso personnel have told us, the fuel pump may need to be removed and cleaned internally. Thee it would be re- calibrated and re- installed. Cost for this portion of the repair would be $285.00. This price is included in the bid. There is a possibility that a much more severe problem with the pump, such as a broken shaft or housing exist. We also feel that the injectors do not require service. These things we do not know for certain until we are allowed to work on the unit. 3. We would like to include the following items as an ADDITIONAL repair if needed. Major recondition of fuel pump: $450.00 Clean and re- calibrate injectors: @ $40.00 ea. $240.00 Please note that these are not included in our bid. It is our desire to return this unit to service for the city at lowest cost possible. We would further offer that should only a minor problem be found with the fuel system that would eliminate the need to remove the pump for repairs we would deduct the $285.00 cost from the total cost of repairs. Thank you for allowing us to mace this quote. Best reg Don Musick 1 -21 -96 P.O. BOX 708 SHOP 918 - 438 -1678 OWASSO. OK 74055 FA X 918 - 438 -1632 BID PROPOSAL - SUBMITTAL PAGE REPAIR AND RESTORATION TO SERVICE OF ONE (1) ONAN 10OKW DIESEL GENERATOR FOR THE OWASSO PUBLIC WORKS DEPARTMENT . (WASTEWATER COLLECTION DIVISION) COST OF MATERIALS COST OF REPAIR COST TO RESTORE TO SERVICE $ 0 0 1 °I , o o $ TOTAL BASE BID PER SPECIFICATIONS $ SSS, 0 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 V, cc Title Address BID OPENING: JANUARY 29, 1996 @2:00 P.M. COMPLETE AND ATTACH THE NON- COLLtiSION BID AFFIDAVIT TO BID. BID PROPOSAL - SUBMITTAL PAGE REPAIR AND RESTORATION TO SERVICE OF ONE (1) ONAN 100KW DIESEL GENERATOR FOR THE OWASSO PUBLIC WORKS DEPARTMENT (WASTEWATER COLLECTION DIVISION) W_ COST OF MATERIALS $ op COST OF REPAIR $ COST TO RESTORE TO SERVICE $ TOTAL BASE BID PER SPECIFICATIONS 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 Title Address BID OPENING: JANUARY 29, 1996 @2:00 P.M. ICOMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. GENERATOR VENDOR LIST MR LARRY WELLS WAUKESHA - PEARCE INDUSTRIES INC 555 S MEMORIAL TULSA, OK 74157 SERVICE AND EQUIPMENT INTERNATIONAL PO BOX 708 OWASSO, OK 74055 835 -1141 MIKE BRADLEY UNITED ENGINES INC 7454 E 41ST ST TULSA, OK 74145 627 -8080 CLIFFORD POWER SYSTEMS 9310 E 46TH ST N TULSA, OK 74145 836 -0066 CUMMINS /ONAN POWER GENERATING SYSTEMS SOUTHERN PLAINS POWER 9725'E ADMIRAL PL TULSA, OK 74116 838 -2555 EMERGENCY POWER SYSTEMS PO BOX 9758 TULSA, OK 74157 446 -0404