HomeMy WebLinkAbout1996.06.04_City Council Agenda^
PUBLIC NOTICE OF THE MEETING OF THE
OWASSO CITY COUNCIL
TYPE OF MEETING: Regular
DATE: June 4, 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, May 31, 1996.
Mar 'a Boutwell, City Clerk
AGENDA
1. Call to Order
Mayor Ewing
2. Invocation
Pastor Kevin Robbins
Owasso Disciples Christian Church
3. Flag Salute
4. Roll Call
so Cit Council
Owas y
June 4, 1996
Page 2 '
5. Recognition of Reserve Officer Bicycle Patrol.
Lt Motto
Mayor Ewing
Attachment #5
Lt Motto and Mayor Ewing will present certificates of appreciation to members of the
newly formed bicycle patrol, in recognition of their volunteer service to the citizens of
Owasso.
^
6. Request Approval of the Minutes of May 21, 1996 Regular Meeting.
Attachment #6
7. Re uest A royal of Claims.
q PP
Attachment #7
8. Consideration and Appropriate Action Relating to a Request by a Citizen to Address the
Council Relating to a Code Violation.
Mr James Pike
Attachment #8
Mr Pike has requested an opportunity to address the Council concerning an illegally parked +~
vehicle.
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Owasso City Council
June 4, 1996
Page 3
9. Consideration and Appropriate Action Relating to a Request for Final Acceptance of Work
' Performed Under Contract for Construction of Street Repairs and Modifications at Various
Locations by Newman Contracting Company 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.
10. Consideration and Appropriate Action Relating to the Acceptance of Improvements to the
Off-Site Sanitary Sewer System Constructed to Serve the Southern Links Subdivision.
Mr Groves
Attachment # 10
Staff will recommend Council acceptance of the infrastructure improvements.
11. Consideration and Appropriate Action Relating to a Request for City Council Approval of
a Contract for Police Uniform Cleaning Services.
Lt Motto
Attachment # 11
Staff will recommend Council approval of a one year contract with Icky's Three Lakes
Laundry & Dry Cleaning, Owasso, OK, for the purpose of providing uniform cleaning
services to the Owasso Police Department.
Owasso City Council ~+
June 4, 1996
Page 4
12. Consideration and Appropriate Action Relating to a Request to Award a Bid for the
Purchase of Gasoline and Diesel Fuel.
Mr Ray
Attachment # 12
Staff will recommend approval of a contract with GO! Systems to provide gasoline and
diesel fuel through June 30, 1997 at a bid margin of .06C per gallon, and that the Mayor
be authorized to execute the necessary document.
13. Presentation to the City Council of the Proposed FY 1996-97 Budget.
Mr Ray
Staff will present the FY96-97 budget to the City Council and recommend Council approval
of a request to conduct a public hearing on the Budget and that such hearing be scheduled
for June 11, 1996 at 7:00 p.m. in the Owasso Community Center.
14. Report from City Manager
15. Report from City Attorney
Owasso City Council
June 4, 1996
Page 5
16. Reports from City Councilors
MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: M A ALEXANDER
CHIEF OF POLICE
SUBJECT: BICYCLE PATROL
DATE: May 30, 1996
In April of this yeaz, four reserve officers approached the depaztment with a community policing
idea regazding a bicycle patrol. These officers performed a great deal of reseazch into the
effectiveness of bicycle patrols, as well as what they can do for the city of Owasso. The officers
paid for their own bicycles, equipment and training. All officers traveled to Edmond, OK and
spent one week in police officer bicycle training. They paid tuition and lodging themselves.
The dedication of these officers is commendable. They have recognized the importance of
making law enforcement officers accessible to the public in residential areas, pazks, playgrounds,
and businesses. They have logged over 200 hours each in support of bicycle safety programs,
pazk patrol, Trail Days pazade and caznival, and other programs. The Owasso Police
Depaztment appreciates the job these officers (and all the reserve officers) aze doing.
Certificates of Appreciation will be presented to the following bicycle officers: Stacey Hillis,
Tracey Townsend, Chris Colgan, and Scott Oelke.
OWASSO CITY COUNCIL
MINUTES OF REGULAR MEETING
Tuesday, May 21, 1996
The Owasso City Council met in regular session on Tuesday, May 21, 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, May 17, 1996.
ITEM 1: CALL TO ORDER
Mayor Ewing called the meeting to order at 7:00 p.m.
ITEM 2: INVOCATION
The invocation was given by Vice Mayor Ramey.
ITEM 3: FLAG SALUTE
The flag salute was led by Mayor Ewing.
ITEM 4: ROLL CALL
PRESENT ABSENT
Danny Ewing, Mayor
Joe Ramey, Vice Mayor
Mary Lou Barnhouse, Councilor
Michael Helm, Councilor
Tracy Standridge, Councilor
STAFF
Rodney J Ray, City Manager
Ronald D Cates, City Attorney
Marcia Boutwell, City Clerk
A quorum was declared present.
ITEM 5: RECOGNITION OF VOLUNTEER WORK BY STUDENTS IN PROJECT JOBS
- "JOB OPPORTUNITY BETTERMENT THROUGH SAMPLING"
Mr Rooney, assisted by Mr Warren and Mayor Ewing, presented certificates of appreciation to
students who have volunteered time to the parks department.
Owasso City Council May 21, 1995
ITEM 6: READING OF MAYOR'S PROCLAMATION.
Mayor Ewing read a proclamation designating the week of May 19-25 as National Public Works
Week in the City of Owasso. He presented the proclamation to Mr Carr and recognized public
works employees for their commitment to the city.
ITEM 7: REQUEST APPROVAL OF THE MINUTES OF MAY 5. 1996 REGULAR
MEETING AND MAY 14. 1996 SPECIAL MEETING.
Mr Helm moved, seconded by Ms Barnhouse, to approve the minutes as submitted, by reference
made a part hereto.
AYE: Helm, Barnhouse, Standridge, Ramey, Ewing
NAY: None
Motion carried 5-0.
ITEM 8: REQUEST APPROVAL OF THE CLAIMS.
Mr Ramey moved, seconded by Ms Barnhouse, that the following claims be approved as
submitted: (1) General Fund $23,322.72; (2) Workers Comp Self-Ins $1,129.46; (3) Ambulance
Service Fund $1,599.20; (4) E-911 $1,843,59; (5) City Garage $3,542.69; (6) Capital
Improvements $55,432.44; (7) Capital Projects Grant $24,751.40; (8) Interfund Transfers
$3,891.44; (9) General Fund Payroll $108,798.71; (10) City Garage Payroll $2,097.34.
AYE: Ramey, Barnhouse, Helm, Standridge, Ewing
NAY: None
Motion carried 5-0.
ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO
ORDINANCE #525 AN ORDINANCE AMENDING THE OKLAHOMA
MUNICIPAL RETIREMENT FUND DEFINED BENEFIT PLAN,
PERTAINING TO PLAN AMENDMENT REQUIRED BY THE INTERNAL
REVENUE SERVICE IN ORDER TO REMAIN AN IRS "QUALIFIED PLAN" .
Items 9, 10, 11, 12, & 13 were presented together by Ms Dempster. All of these items pertain
to retirement benefits offered city of Owasso employees through the Oklahoma Municipal
Retirement Fund. Ordinance #525 (item #9) amends the city's Defined Benefit Plan and
Ordinance #526 (item #11) amends the city's Defined Contribution Plan by changing the plan
definition of "Compensation" . The change limits the amount to be considered for contributions
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Owasso City Council
May 21, 1995
and benefit purposes to $150,000 per year. The change will affect only those employees whose
salary is in excess of $150,000 per year. We have no employees in that category, however
action is required to remain in compliance with the IRS. Mr Ramey moved, seconded by
Mr Standridge, to a approve Ordinance #526.
AYE: Ramey, Standridge, Barnhouse, Helm, Ewing
NAY: None
Motion carried 5-0.
ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR THE ATTACHMENT OF AN EMERGENCY CLAUSE TO
ORDINANCE #525.
Because Ordinance #525 and Ordinance #526 must be submitted to OMRF by May 30, 1996 and
in effect by July 1, 1996, it is necessary that an emergency clause be approved with each
ordinance. Mr Ramey moved, seconded by Mr Standridge, to a approve the attachment of an
emergency clause to Ordinance #526.
AYE: Ramey, Standridge, Barnhouse, Helm, Ewing
NAY: None
Motion carried 5-0.
ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO
ORDINANCE #526 AN ORDINANCE AMENDING THE OKLAHOMA
MUNICIPAL RETIREMENT FUND DEFINED CONTRIBUTION (THRIFT)
PLAN. PERTAINING TO PLAN AMENDMENT REQUIRED BY THE
INTERNAL REVENUE SERVICE IN ORDER TO REMAIN AN IRS
"QUALIFIED PLAN".
Mr Ramey moved, seconded by Mayor Ewing, to approve Ordinance #526.
AYE: Ramey, Ewing, Standridge, Barnhouse, Helm
NAY: None
Motion carried 5-0.
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Owasso City Council
May 21, 1995
ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR THE ATTACHMENT OF AN EMERGENCY CLAUSE TO
ORDINANCE #526.
Mr Ramey moved, seconded by Mayor Ewing, to approve the attachment of an emergency
clause to Ordinance #526.
AYE: Ramey, Ewing, Standridge, Barnhouse, Helm
NAY: None
Motion carried 5-0.
ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ~
RESOLUTION #96-07, A RESOLUTION APPROVING A PROPOSED
AMENDMENT TO THE TRUST INDENTURE OF THE OKLAHOMA
MUNICIPAL RETIREMENT FUND. PERTAINING TO AUTHORIZATION
FOR PARTICIPANT LOANS. ~
The OMRF Trustees have approved a proposed amendment to the OMRF Trust Indenture to
allow municipalities the option of modifying their Thrift Plan document to permit participant
loans. An employee would be allowed to borrow up to 50 % of their vested balance, which
would then be repaid through payroll deduction. If this proposed amendment is approved by two
thirds of the membership in the Trust, each municipality will then decide if the change will be
incorporated into their individual plan document. Mr Standridge moved, seconded by Mr
Ramey, to approve Resolution #96-07.
AYE: Standridge, Ramey, Barnhouse, Helm, Ewing
NAY: None
Motion carried 5-0.
ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATING TO •
ORDINANCE #524. AN ORDINANCE PROVIDING FOR THE CLOSING OF
A PORTION OF A UTILITY EASEMENT LOCATED ON LOT 2. BLOCK 3.
WINDSOR LAKE II ADDITION TO THE CITY OF OWASSO, TULSA
COUNTY. OKLAHOMA. ~
At the April 16, 1996 meeting, the Owasso City Council recommended approval of a request
to close a portion of a utility easement located on Lot 2, Block 3, Windsor Lake II addition.
Ordinance #524 formally adopts that action. Mr Ramey moved, seconded by Mayor Ewing, to
approve Ordinance #524.
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Owasso City Council May 21, 1995
AYE: Ramey, Ewing, Standridge, Barnhouse, Helm
NAY: None
Motion carried 5-0.
ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR APPROVAL OF THE FINAL PLAT FOR HIDDEN VIEW
AN ADDITION TO THE CITY OF OWASSO LOCATED AT THE
SOUTHEAST CORNER OF FIFTH ST & CARLSBAD CONTAINING 10
RESIDENTIAL LOTS ON 1.94 ACRES MORE OR LESS.
A & W Development has requested a review of the final plat for their Hidden View Addition.
Hidden View is located at the southeast corner of West Fifth Street and Beaumont and is a
resubdivision of Lot 1, Block 1, Hale Addition. The Owasso Planning Commission reviewed
the final plat at their April 9th meeting and unanimously recommended approval. The applicant
applied to the Board of Adjustment for a variance of the Owasso Zoning Code to allow for 60'
wide single family residential lots in an RS-3 district. The subject property is surrounded by
lots that were developed at that width. The Board of Adjustment unanimously recommended
approval of the variance. Construction plans have been reviewed and approved by the
Engineering Department and all necessary permits have been obtained. Mr Standridge moved,
seconded by Ms Barnhouse, to approve the fmal plat for Hidden View addition.
AYE: Standridge, Barnhouse, Helm, Ramey, Ewing
NAY: None
Motion carried 5-0.
' ITEM 16: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR FINAL ACCEPTANCE OF WORK PERFORMED UNDER
CONTRACT FOR CONSTRUCTION OF SIDEWALK IMPROVEMENTS
BETWEEN THE CITY OF OWASSO AND JUDDS BROTHERS
CONSTRUCTION INC AND AUTHORIZATION FOR FINAL PAYMENT
AND RELEASE OF RETAINAGE TO THE CONTRACTOR.
On February 6, 1996, the Council awarded a contract for construction of sidewalk improvements
to Judds Brothers Construction Company in the amount of $40,975 for projects located
throughout the city. That construction has been completed and inspected and Judds Brothers has
requested final payment. Mr Ramey moved, seconded by Mayor Ewing, to accept the work
performed under the contract and to authorize fmal payment to the contractor and release of any
retainage being held.
5
Owasso City Council May 21, 1995
AYE: Ramey, Ewing, Standridge, Baznhouse, Helm
NAY: None
Motion cazried 5-0.
ITEM 17: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE
APPOINTMENT OF MEMBERS OF A CITIZENS GOLF ADVISORY
COMMITTEE.
A citizens golf advisory committee has been proposed to assist the Director of Golf in the ~
management of the golf course. The committee would work with Mr Lehr in developing golf
course management issues and recommendation to the OPGA Trustees on policy matters. It
would also act as a sounding board in azeas of planning and proposals for golf course issues.
Each Councilor was asked to nominate one person to serve on afive-member advisory ~
committee. Terms would be for three years, staggered so all terms will not expire at the same
time. A drawing was held to determine the initial length of the terms. The following persons '
have been nominated, with the initial term shown:
Ed Sokolosky -May 21, 1996 thru June 30, 1997 (one year)
Ted Vancuren -May 21, 1996 thru June 30, 1998 (two yeazs
Katheryn Holman -May 21, 1996 thru June 30, 1998 (two years)
Cloyd O'Dell -May 21, 1996 thru June 30, 1999 (three yeazs)
Pat Woods -May 21, 1996 thru June 30, 1999 (three years)
Mayor Ewing moved, seconded by Mr Helm, to approve the formation of a Golf Advisory
Committee with three-year staggered terms, and to confirm the five nominees and the initial
terms of those nominees.
AYE: Ewing, Helm, Standridge, Baznhouse, Ramey
NAY: None
Motion carried 5-0. ~
ITEM 18: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A 1
REQUEST FOR COUNCIL APPOINTMENT OF A REPRESENTATIVE TO
THE REGIONAL "ENHANCED 911" BOARD. ~
The City of Owasso is a member of the Regional E-911 system. As a member, we aze required
to pay certain fees established by the system's Board of Directors, as well as abide by the rules
and regulations promulgated by the Board. The City is also entitled to a vote on the Board of
Directors. Chief Alexander has been serving as our representative on the E-911 Board because
6
Owasso City Council
May 21, 1995
of the Chief's responsibilities in managing the City's emergency communication system. The
Regional E-911 Board appointments are due to be made, and INCOG has requested those
appointments be made prior to June 1, 1996. The City Manager recommended that Chief
Alexander continue as Owasso's representative on the E-911 Board. Mayor Ewing moved,
seconded by Mr Standridge, to confirm the appointment of Chief Maria Alexander to the
Regional E-911 Board of Directors for a three year term.
AYE: Ewing, Helm, Standridge, Barnhouse, Ramey
NAY: None
Motion carried 5-0.
ITEM 19: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST FOR CITY COUNCIL CONFIRMATION OF AN APPOINTMENT
TO THE OWASSO ECONOMIC DEVELOPMENT AUTHORITY
By virtue of the OEDA By-Laws and Indenture, the Trustee position reserved for a member of
the City Council must be filled by a person with status as a member of the Council. Since
leaving office on May 6, 1996, former Councilor/Mayor Burris cannot be considered as meeting
the criteria for Trustee representing the City Council. The OEDA is currently involved in
several projects and having a full membership could be necessary between now and July 1 when
appointments are normally made. Staff recommended the appointment of Mayor Ewing to fill
the unexpired term on the OEDA, to serve until June 30, 1996. Mr Helm moved, seconded by
Ms Barnhouse, to approve the interim appointment of Mayor Ewing to fill the unexpired term
on the OEDA.
AYE: Helm, Barnhouse, Standridge, Ramey, Ewing
NAY: None
Motion carried 5-0.
ITEM 20: REPORT FROM CITY MANAGER
No report.
ITEM 21: REPORT FROM CITY ATTORNEY
No report.
1
1
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Owasso City Council
ITEM 22: REPORT FROM CITY COUNCILORS
No report.
ITEM 23: UNFINISHED BUSINESS
None.
ITEM 24: NEW BUSINESS
None.
May 21, 1995
ITEM 25: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST TO RECESS THE MEETING AND RECONVENE FOLLOWING
THE OWASSO PUBLIC GOLF AUTHORITY MEETING.
Staff recommended that the City Council meeting be recessed and reconvened following the
OPGA meeting in order to allow for action by the OPGA on an amendment to the Trust
Indenture prior to acceptance by the City Council. Mr Helm moved, seconded by Mayor
Ewing, to recess the meeting and reconvene following the OPGA meeting.
AYE: Helm, Ewing, Barnhouse, Standridge, Ramey
NAY: None
Motion carried 5-0, and the meeting was recessed at 7:29 p.m.
Meeting reconvened by Mayor Ewing at 7:50 p.m.
ITEM 26: CONSIDERATION AND APPROPRIATE ACTION RELATING TO
RESOLUTION #96-08 APPROVING AN AMENDMENT TO THE
DECLARATION OF TRUST OF THE OWASSO PUBLIC GOLF AUTHORITY
PROVIDING FOR THE SELECTION AND TERMS OF INDIVIDUAL
TRUSTEES REACCEPTING BENEFICIAL INTEREST IN THE OWASSO
PUBLIC GOLF AUTHORITY, AND AUTHORIZING EXECUTION OF ALL
DOCUMENTS PERTAINING THERETO.
When The Owasso Public Golf Authority was created as a public trust with the City of Owasso
as its beneficiary, the five original trustees were appointed to unlimited terms. The Declaration
of Trust was later amended to provide for fifteen year staggered terms. On Apri12, 1996, the
OPGA Trustees resigned, and the City Council appointed the members of their body as Trustees.
Therefore, the Declaration of Trust again needed to be amended to provide that terms of office
8
Owasso City Council
May 21, 1995
of Trustees coincide with the individual Trustee's City Council term. That action was taken at
the OPGA meeting just prior to this item. City Council resolution #96-08 is required by law
to document the approval of the beneficiary public body and 1) approves the OPGA action
amending the Declaration of Trust, and 2) reaccepts beneficial interest in the newly recreated
authority. Mr Ramey moved, seconded by Mayor Ewing to approve Ciry Council Resolution
#96-08.
AYE: Ramey, Ewing, Barnhouse, Standridge, Helm
NAY: None
Motion carried 5-0.
ITEM 27: ADJOURNMENT.
Mr Helm moved, seconded by Ms Barnhouse, to adjourn.
AYE: Helm, Barnhouse, Standridge, Ramey, Ewing
NAY: None
Motion carried 5-0, and the meeting was adjourned at 7:52 p.m.
Danny Ewing, Mayor
Marcia Boutwell, City Clerk
9
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MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: TED MCCORD
CODE ENFORCEMENT OFFICER
SUBJECT: INOPERABLE VEHICLE AT 12007E 88TH PLACE NORTH
DATE: May 31, 1996
BACKGROUND:
On May 5, 1996, I received a complaint regarding an inoperable vehicle located in the driveway
of the residence located at 12007 E. 88th Place North. In addition to the inoperable vehicle, the
complainant also stated that there was a trailer full of trash and debris parked next to the
driveway.
Upon inspecting the citizen's complaint, I found a 1972 Ford LTD with an expired license tag
and safety sticker, a flat tire, and a damaged rear window. Next to the vehicle in the yard was
a two wheel trailer full of trash and debris.
On May 7, 1996, I sent Mr. James Pike a letter explaining to him that he was in violation of
City Ordinances 8-101 and 8-402 and that he had 10 days in which to comply with those
ordinances by moving the vehicle and removing the trailer with the trash and debris.
On May 20, 1996, I reinspected the property and found that the trailer had been removed. The
inoperable vehicle, however, remained in the driveway and had not been moved. At that time
I placed a sticker on the vehicle, explaining to the owner again that code violations existed and
that the vehicle had to be removed within 48 hours.
On May 21, 1996, I received a phone call from Mr. Pike. At that time he explained that he
could not move the inoperable vehicle because it was involved in a divorce settlement. I
explained to Mr. Pike that I still would have to tow the vehicle if it was not moved but that he
had the right to request a hearing before the City Council.
Mr. Pike delivered this request in writing to me on the afternoon of May 21, 1996.
RECOMMENDATION:
Staff recommends the Council approve the removal of the inoperable vehicle in order to comply
with City Ordinance 8-406.
1
ATTAC~IlVIENTS:
1. Request by Mr. Pike for a hearing before the Owasso City Council
2. Letter sent to Mr. Pike on May 7, 1996
3. Copy of Ordinance 8-406 - "Inoperable Vehicles on Private Property"
1
1
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1
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BODENHAMER, LEVINSON & McPHAIL, P.A.
A PROFESSIONAL ASSOCIATION OF INDEPENDENT ATTO RNE VS AT LAW
5310 EAST 31ST STREET, SUITE 900
KENNETH D. BODENHAMER TULSA, OKLAHOMA 7 41 3 5-5014
LEE I. LEVINSON
W. REX MOPHAIL
KATRINA $, BODENHAMER
May 21, 1996
City of Owasso
Code Enforcement
TO WHOM IT MAY CONCERN:
TELEPHONE
(918) 664-0800
Fax (91 8) 663-5327
The 1972 LTD automobile located at the residence of James
Pike, .12007 East 88th Place North, Owasso, Oklahoma 74055 is a
marital asset in a pending divorce, Tulsa County Case No. FD 95-
64. At this time, the Plaintiff, Mr. James Pike, is unable to
afford to store the vehicle or repair it to meet code. He is
also unable to sell or dispose of the vehicle because it is
property which is currently in litigation. As soon as he is able
to bring the vehicle to code, he will do so immediately. It is
also important to understand that if Mr. Pike invests additional
money into the vehicle, he may lose that vehicle, and anything he
contributed to it, in the divorce proceeding. Mr. Pike will put
air in the tires or put the vehicle on blocks by June 1, 1996.
If you have any questions, please feel free to call.
r
i
i
i
i
Sincer ly,
TRI A S. BODENHAMER
KSB:mt
GLr /
r
.:~
~; ~ NiAY 21 1996 #
City of Owasso
207 South Cedar
PO Box 180
Owasso, OK 74055
May 7, 1996
Mr. James Pike
12007 East 88th Place North
Owasso, OK 74055
Dear Mr. Pike:
(918) 272-2251
FAX (918) 272-4999
I have received a complaint concerning an inoperable vehicle and trailer full of debris parked
in your driveway at your residence. Upon inspection, I have found you are in violation of City
Ordinance #8-401 and #8-402.
I am writing to inform you that you have ten days from the date of this letter, which will be
Friday, May 17, 1996, in which to comply with the ordinance. Your compliance will be
appreciated in helping clean up your neighborhood.
If you have any questions, please phone me at 272-2251.
Sincerely,
Ted McCord
Owasso Code Enforcement Office
~ Health and Sanitation
notice to the owner of the 1 t ation where the vehicle is stored and the cost incurred by the city for the removal;
,.
whereupon, the vehicles !1 be re-delivered to the owner, or sold, under the conditions as provided for in
Section 8-407. (Ord. No. X75, 1103/87}
4
ACTION 8-406 II~MOV~I. OF DISMANTi Rn TTtNTIT+TI er:eNDONED OIi INOP .KARi.F
, ~~.
A. Any police officer of the city or code enforcement officer of the city, shall, under the
circumstances hereutafter sforth, have the authority to remove or direct the removal of a dismantled, junked,
abandoned or inoperable ve ~ 'cie when same is found upon private property within the corporate limits of the
city.
B. The polir.~ officer or code enforcement officer, as may be designated by the city ma^ager,
shall notify the owner, evidenced by the records of the State Department of public Safety, of such
abandoned, junked, unse ceable, inoperable or dismantled vehicle, either by certified mail, return receipt
requested, or by personal se 'ce, or by attaching a copy of the notice in a conspicuous place on the property
to be removed, and if there ' a butldittg located on the property, by attaching a copy of the notice to the main
entranceway of the buildin din a conspicuous place thereon. Notice may also be given by service of same on
a person in possession or co rol of the property as owner, lessee, custodian or licensee over the age of fifteen
(15) years or upon the me r of any household fifteen (15) years of age or older. The notice shall contain
the following information:
1. The nuisance must be abated within forty-eight (48} hours after receipt of notice by certified
mat? or within forty-eight (} hours of posting of notice or upon personal service as hereinbefore provided;
.+....
2. The owned or person having control of the property upon which the nuisance is located may,
within the forty-eight {48) h ` r period provided for in the notice for removal, request, in writing, directed to
the code enforcement offitc~ r of the city, a hearing before the city council of the city;
r. 3. The faiiur~ to request a hearing within the time period shall cause an abatement order to be
issued and the same shall b~ removed by the proper city authorities and all charges incidental and necessary
to the removal thereof sha~ be charged to the owner or the person having control of the property;
4. If a hearing as above provided is requested within the time provided a hearing shall be set
t!q before Ehe city council not ~ess than five (5) days nor more than fifteen (15) days from the request. At such
hearing the owner may ap ar and protest and show cause why such abatement order should not be issued;
and 1
® 5. If the city ouncd determines a mtisance exists and if the city counct7 orders an abatement after
the hearing provided herein, the same shall be removed by the city at the cost of the owner or the person
having control of the propet~y upon which the nuisance is located; provided, the city shall allow the owner or
person having control ther~of seventy-two {72) hours after such order within which to abate the nuisance.
l
~,, C. _ Upon faih}re of the owner of the vehicle or the owner, lessee or person
having control of the property on which the vehicle is located to request a hearing within the time provided
as provided in the preceding; subsection, or to remove the vehicle or to place it in an enclosed building, the city
shall have the right to abate the nuisance forthwith without further notice or time being given.
D. If such owner, lessee or person in control of the property requests a hearing within the time
provided and appears to protest at the hearing provided and is ordered to abate such nuisance at the hearing,
then such owner, lessee of person having control of the property shall abate same within seventy-two (72)
hours of the ruling.
Page R-29
MENdOItANDUM
TO: RODNEY J. RAY
CITY MANAGER
FROM: DOUG GROVES
ENGINEERING
SUBJECT: FINAL ACCEPTANCE - STREET REPAIRS AND
MODIFICATIONS AT VARIOUS LOCATIONS (NEWMAN
CONTRACTING COMPANY, INC.)
DATE:
BACKGROUND:
May 29, 1996
On January 16, 1996, Council awarded a contract for street repairs to Newman Contracting
Company, Inc. in the amount of $84,584.00. This contract is a portion of the overall FY 95-96
Capital Improvement Plan for street repairs and consisted of eight (8) separate locations. The
projects were funded based upon prioritization and available funds.
The notice to proceed was issued on March 4, 1996 with a completion date of June 1, 1996.
Newman Contracting Company, Inc. immediately began work following the notice. Work
progressed satisfactorily and was completed May 6, 1996. Final inspection was held on May
10, 1996 and a punch list was provided to the contractor. All punch list items have been
completed (see attached).
FINAL CONSTRUCTION COSTS:
Staff has monitored the progress and overall costs as the work proceeded. The original contract
amount was $84,584.00. In the submitted final pay request, the actual total cost of all work
completed is $85,795.20. The difference in cost is due to unit price quantity adjustments
between those originally estimated and those actual materials required during construction.
These changes resulted in additional cost of $1,211.20.
Page 2
Final Pay Request
Newman Constructing Company, Inc
The following summary shows the project locations and the estimated and final costs.
Location Estimated Final
10703 East 98th Street North $8,355.20 $10,940.16
107th East Ave. & 96th Place 13,070.40 14,285.60
121st Court (South of 90th Street North) 14,604.80 13,591.20
121st East Ave & 90th Street Intersection 2,495.20 3,498.60
121st East Ave & 89th Street Intersection 1,331.20 1,510.40
320 North Dogwood 15,360.80 12,602.24
11809 East 80th Place North 9,676.80 $9,677.00
125th East Ave (82nd Street to 83rd Street) 19,689.60 19,690.00
Total $84,584.00 $85,795.20
FINAL PAY REOUEST:
The final pay request, based upon total actual costs of construction has been submitted in the
amount of $4,289.76 which represents retainage (5 percent of the submitted contract pay items).
Funds are available in the FY 95-96 Capital Impmvements Fund (81-410-5466). ,
~~"O11~IlVIIIVDATION:
Staff recommends Council acceptance, release of retainage and authorisation for final payment ^
to Newman Contracting Company, Inc. in the amount of $4,289.76.
A
1. Final pay request from Newman Contracting Company, Inc. ,
2. Final punch list
3. Project map
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CIP FY ~S-Qd
09TH. 5T.
I CITY OF OWASSO, OKLAHOMA
1 6eTH sT. PUBLIC WORKS DEPARTMENT
ENGINEERING DIVtSgN
r¢ %_.
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L1
`~ 1
.Z
APPLICATION AND CERTIFICATE FOR PAYMENT
TO (Owner): City of Owasso
FROM (Contractor):
Newman Contracting Company, Inc.
PROJECT:
CONTRACT FOR:
CONTRACTOR'S APPLICATION FOR PAYMENT
Page One of ~
Contract Date: 5 - 8 - 9 E
Applicatioa Date: S- 2 4- 9 6
Period To: 5- 2 4- 9 E
Distribution To: Owner
Architect
Coatractor
Engineer
Application is made for payment, as shown belov. , in connection with the Contract.
Continuation she ~ is attacLed.
1. Original Contract Sum ~ $ 8 4 , 5 8 4.0 0 ~~
2. Net Change by Change Orders $
3. Contract Sum to Date (Line 1 & 2) $ 8 s , ~ 9 s . 2 0
4. Total Completed & Stored to Date $ 8 s . 7 9 5.2 0 _ _ ,~
(Column G on Continuation Sheet)
5 Retains e: a. 5 ~ of Completed Work
g $ 4 ~ 2 8 9 • ~~(Column D & E on Continuation
' Sheet) -FINAL
b. ~ of Stored Material $, ~. (Column F on Continuation Sheet) "~
• Total Retainage (Line Sa & Sb) $ 4 , 2 8 9.7 6
81
4 4
5 0 5
6. Total Earned Less Retainage $ ,
. „~
(Lice 41ess Line 5 Total) _
7.
Less Previous Certificates for Payment ~.
$ 81,505.44
-
AGREEMENT
''
1295 00300 S of 14
Page 2 of 7
~ 8. CURRENT PAYMENT DUE
' 9. Balance to Finish, Plus Retainage
(Line 3 less Line ~
CHANGE ORDER SUMMARY:
Change Orders approved in previous
months by OWNER
TOTALS
Approved this month
Number
Date Approved
TOTALS
Net change by Change Orders
~ 4,289,76
g -o-
ADDITIONS
DEDUCTIONS
The undersigned Contractor certifies that to the best of the Coc.. _ actor'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.
~.
CO ORS
g /~' Date: 5-24-96
STATE OF OKLAHOMA )
Tulsa ) SS
COUNTY OF ~
Subscribed and sworn to before me this 2 o t h day of May , 19 9 4
~S~) v~.~~c-ems ,
Notary Public
My Commission Expires: ~ COMMISSION EXPtpES 5-24-99
' AGREEMENT
1295 00300 - 9 of 14
^~
is .
~~
y
;~
~~
Page 3 of 7
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 $ ~ ~ ~9. 7~
(Attach Explanation if amount certified differs from the amount applied for.)
AItCH1TECT /ENGINEER: Ciry aF Du%osso ~ ..
,~ • - Date: S- O- 96
sy: ~ -~
This certificate is not negotiable. The AMOUNT CERT?FIED 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.
.. ~.
.~s
,.,
..__
.- ~
~ .
~
J.,
AGREEMENT
1295 00300 - 10 of 14
r
Page 4 of 7
CONTINUATION SHEET
Page 4 of ~
Application and Certification for Payment, containing Contractor's signed Certification is
attached.
Application Number: 3 ~ ~ Application Date: 5 - 2 4 - 9 6
Period To: S- 2 4- 9 6 ~ -
' In tabulations below, amounts aze stated to the nearest dollar. Use Column I on Contracts where
variable retainage for line items may apply.
A B C D ~ E (coat) -•
rrIIK
NO. DESCRIPTION SCHEDULID
OF WORK VALUE wORR COMPLETED WORK COMPLETED
FROM PREVIOUS TffiS PERIOD
APPIdCATTON
SEE ATTACHED COMPUTER PR INTOUT CONTINUATION
r
-+ (cunt) F
G
H I
bLA'IFIWIS
pRESENTL~ STORED
RIOT IN D OR E) TOTAL COMPLETED 96
AND STORED (G/C)
TO DATE
(D+E+F) BALANCE RETAINAGB
TO FINISH
(C-G)
. SEE ATTACHED C02vfpUTER PRINTOUT CONTINUATION
NOTE: At bottom of each column, run totals.
AGREEMENT
`r 1295 00300 - 11 of 14
CONTINUATION SHEET
Page 5 of 7
Application and Certification for Payment, containing Contractor's signed Certification is attached
Application No. 3 Application Date: S- 2 4- 9 6
Period to: 5- 2 4- 9 6
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 F js~) _>
Item No. Description of Work Scheduled Work Completed Work Completed
Value From Previous
A
i
i This Period
1
Unclassified excavation
$ 1,098.00 ppl
cat
on
$ 0
$ 0
2 Type "A" Aggregate Base 1,176.00 1,713.60 0
3 Barricades (Type III) 22.00 22.40 0
4 Type "C" Light 11.00 11.20 0
5 Patching, Type II AC Patch 6,048.00 9,192.96 0
6 Unclassified excavation 1,725.00 0 0
7 Type "A" Aggregate Base 1,848.00 2,217.60 0
8 Barricades (Type III) 22.00 22.40 0
9 Type "C" Light 45.00 44.80 0
10 Drums 56.00 56.00 0
11 Patching, Type II AC Patch 9,374.00 11,944.80 0
12 Unclassified excavation 1,882.00 1,160.32 0
13 Type "A" Aggregate Base 2,016.00 2,419.20 0
14 Bamcades (Type lIn 45.00 44.80 0
15 Type "C" Light 45.00 44.80 0
16 Drums 34.00 33.60 0
17 Patching, Type II AC Patch 10,584.00 9,888.48 0
18 Unclassified excavation 314.00 0 0
19 Type "A" Aggregate Base 336.00 504.00 0
20 Valve box adjust to grade 300.00 300.00 0
21 Barricades (Type III) 22.00 22.40 0
22 Type "C" Light 11.00 11.20 0
23 Patching, Type II AC Patch 1,512.00 2,661.00 0
24 Unclassified excavation 157.00 0 0
25 Type "A" Aggregate Base 168.00 201.60 0
26 Valve box adjust to grade 200.00 200.00 0
27 Barricades (Type IIn 22.00 22.40 0
28 Type "C" Light 17.00 16.80 0
29 Drums 11.00 11.20 0
30 Patching, Type I PCC Patch 756.00 1,058.40 0
31 Unclassified excavation 1,882.00 0 0
32 Type "A" Aggregate Base 2,016.00 1,814.40 0
33 Combined Curb Gutter (6" Barrier) 1,008.00 1,024.80 0
34 Removal of Curb & Gutter 202.00 204.96 0
35 Barricades (Type III) 45.00 44.80 0
36 Type "C" Light 45.00 44.80 0
37 Drums 34.00 33.60 0
38 Patching, Type II AC Patch 10,130.00 9,434.88 0
39 Unclassified excavation 1,254.00 1,254.00 0
40 Type "A" Aggregate Base 1,344.00 1,344.00 0
00300 - 11 of 14 (continuation)
Page 6 of 7
CONTINUATION SHEET (cunt -Page 2)
A B D (~) >
Item No. DescnpUOn of Work Scheduled Work Completed Work Completed
Value From Previous
Application This Period
~ 41 Barricades (Type III) 45.00 45.00 0
42 Type "C" Light 45.00 45.00 p
' 43
44 Drums
Patching
Type II AC Patch 34.00
6
955
00 34.00
6
955
00 0
, ,
. ,
. 0
56 Unclassified excavation 2,195.00 2,195.00 0
~ 57 Type "A" Aggregate Base 2,352.00 2,352.00 0
58 Combined Curb 8c Gutter (6" Barrier) 2,184.00 2,184.00 0
59 Removal of Curb 8c Gutter 437.00 437.00 0
60 Barricades (Type III) 45.00 45.00 0
61 Type "C" Light 45.00 45.00 0
` 62 Drums 34.00 34.00 0
63 Patching, Type II AC Patch 12,398.00 12,398.00 0
' $ 84,584.00 $ 85,795.20 $ 0
->(cont) F G H I
Materials Total Completed % Balance Retainage
Presently Stored And Stored (G/C) To Finish
(Not in D or E) To Date (C-G)
- (D+F.+FI
$85,795.20 100% $ 0 $4,289.76
t
'` ~. ~ ~ ~ ~ Page 7 of 7
('_T.ATM nR INVOICE AFFIDAVIT rur
. ,., ~ ~
STATE OF OKLAHOMA ) r
SS
COUNTY OF~ Tulsa
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 -
offic' officer, or loyee of the State, County, or City of money or any other thing of value
to b payee o awazd ~o~f this contract.
Con ..tor or u ' r
... '~
Subscribed and sworn to before me this 2 4 t n day of *~ a v
19 ~ 6. ~~
N Public ~ "
M1( CplAMISSION EXPIRES 5-24-99
My Commission Expires:
i -
I ~ . - .~
,t
} - . ~ Architect, Engineer or other Supervisory Official - ~
' _
Subscribed and sworn to before me this day of ,
,Notary Public--
- ~ ; My Commission Expires• - '*
~. ... - ~,
',
NOTE: Strike out words not appropriate and sign appropriate signature line. Architect,
Engineer approval is not required_for Contractor or Supplier Affidavit:
I~ _. __
i. ~ AGREEMENT
1295 - 00300 - 12 of 14
~: .
.p_ ~ ,
S'T'REET' REPAIRS AND MODIFICATIONS
AT VARIOUS LOCATIONS
Final Inspection Punch List
1. Repair joint seal work in each project area. Many locations 5-23-95
backer rod is exposed and the joint is not full of sealant.
2. Remove excess concrete and asphalt around all valve box covers. 5-23-96
3. Repair asphalt surface on area #2 where hot asphalt had been 5 23-96
dumped.
4. Sod slopes of disturbed area adjacent to area #3 5-23-96
^
' OWASSO PUBLIC WORKS DEPARTMENT
Engineering Division
~~
Doug Groves
Engineering Technician
I~
MEMOIt~~TDUM
TO: RODNEY J. RAY
CITY MANAGER
FROM: DOUG GROVES .e~r~9`~o~"
ENGINEERING TEC iC
SUBJECT: ACCEPTANCE OF THE OFF-SITE SANITARY SEWER LINKS
FOR SOUTHERN LINKS DEVELOPMENT
DATE: May 29, 1996
BACKGROUND:
The Southern Links Development is located south of 86th Street North and adjacent to Bailey
Golf Ranch. All wastewater is designed to flow by gravity to the Ranch Creek interceptor,
located west of Mingo Road (see attached location map). Construction of sanitary sewer lines
to serve the Southern Links Development has progressed in phases by separating on-site and off-
site portions. On-site sewer lines were accepted on August 15, 1995. The off-site system
consists of 1,770 L.F. of 12" sanitary sewer line.
The Oklahoma Department of Environmental Quality reviewed and approved the off-site sewer
plans on June 12, 1995. Copies of sewer permit #SI,000072950352 were filed June 27, 1995
with the Public Works Department.
The delay in construction of the utility line was caused by a change in contractors made by the
developer. The off-site sanitary sewer installation has been recently completed and was
inspected by city staff during construction. The sewer lines passed all the testing procedures.
A walk through inspection was conducted on May 17, 1996 by Engineering and Public Works
representatives. A punch list was developed from this inspection and delivered to the developer
to make corrections in compliance with City of Owasso standards. All punch list items have
been completed. Trails End Development will provide aone-year maintenance bond for the
improvements upon acceptance by the T.s.
~eww~1
RECOMMENDATION:
The staff recommends Council acceptance of the off-site sanitary sewer lines to serve the
Southern Links Development.
ATTACHMENTS:
1. Location map
2. Punch list
FAIRWA S~ ~~
~P
~~ J
Q ~~ r
0 ~~ a
~RKIN 17TH ST
16TH
0
RANCH CREEK INTERCEPTOR ~ SOUTHERN LINKS OFF-SITE SEWER
g NTH ~ QTR E ET
~~-~ ~ 11 H
Q
F-
SOUTNER LINKS ON-SITE SEWER Q
Q 10TH
9TH
~
Q
DUTH~R~ LI TH
z
0
0
Q
m
~ z_
J
Q ~ Q
v W R~
LOCATION MAP
MAY 29, 1996
w
= CITY OF OWASSO, OKLAHOMA
PUBLIC WORKS DEPARTMENT
ENGINEERING DIVISION
City of Owasso
207 South Cedar
PO Box 180
Owasso, OK 74055
May 21, 1996
Trails End Development, Inc.
P.O. Boz 641
Owasso, OK 74055
SUBJECT: Inspection for the Off-Site Sewer, Southern Links Village
Dear Sirs:
!9181 272-2251
FAX (9181 272-4999
On May 17, 1996, Public Works Department representatives inspected the off-site sewer
project. The following items were found to be deficient:
1. Manhole #lA -The lid needs to be installed.
2. The chain link fence to the north of the golf course maintenance building needs to be re-
installed properly and any repairs to the gate made to insure proper closing.
3. The total project area needs grading to drain, including opening drainage paths downstream
from 86th street culverts.
4. Existing construction debris should be removed from the site.
5. Manhole #6N is fitted with a water tight lid but has no bolts securing the lid.
6. Water was observed mm~ing through Manhole #2N. Since no service currently exists
upstream from this point, this is an indication of a leak allowing groundwater intrusion. The
leak should be found and repaired.
sincerely.
owASSO PUBLIC woRxs DEPARTMII~1'I'
~~
F. Robert Carr, Jr., P.E.
Public Works Director
Lutzlpl
i~
MEMORANDUM
TO: RODNEY J RAY
CITY MANAGER
FROM: M A ALEXANDER
CHIEF OF POLICE
SUBJECT: UNIFORM CLEANING BID
DATE: May 23, 1996
BACKGROUND:
In April of this year, bid specifications for uniform and dry cleaning of police employees
uniforms were sent to all dry cleaner businesses in Owasso. The specifications included
individual cost of cleaning per item of for all uniformed police department employees.
All vendors were contacted to see if specifications were understood and all were reminded of
the bid date and time.
On May 22, 1996, at 3:00 p.m., two vendors had submitted bids. They were opened at City
Hall by the Owasso City Clerk and witnessed by police department employee, Nancy Edwards.
The following bids were submitted:
Vendor Uniform Shirt Trouser Jacket
Icky's Three Lakes $2.10 $1.05 $1.05 $2.10
Yale $7.00 $3.50 $3.50 $6.25
Yale* $5.00 $2.50 $2.50 $4.00
**Day & Night $4.90 $2.45 $2.45 $2.45
* Yale cleaners submitted two bids.
1
1
1
** Day and Night Cleaners did not submit their bid until 4:20 p.m. by fax., thereby
disqualifying the bid.
UNIFORM CLEANING BID
MAY 23, 1996
PAGE 2
RECOMMENDATION:
Staff recommends Council approval on accepting the bid from Icky's Three Lakes Laundry for
the dry cleaning and laundering of all uniformed police department employees.
ATTACHMENTS:
1. Bid Proposals
2. Contract Documents and Bid Specifications
BID PROPOSAL -SUBMITTAL PAGE
POLICE DEPARTMENT UNIFORM CLEANING
TOTAL BID PRICE FOR COMPLETE CLEANING: $ ! ~ . ^~ d O ~ ` -~-~'`"
COSTS
~}
~ < 10 Cost per uniform cleaned - (trouser & shirt)
~ 1 ~ U5 Uniform trouser only
• G ~ Uniform shirt only
i jr; Tie -~ /i;-~
o~ , l G Jacket
Provide any additional information necessary.
"~ Civilian clothing S`~-~L~~ ~-~~~ - `_.o
~ ~~ -~ Trousers, etc ;.~~.`:~;~~, ~~,:.,;~; <' ; ~z
Provide listing of specifics if different.
• 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, ~'~' ~-~-=' y:~~`-~-~- c~-'-'-5-~" `-`~"-~`'=-"-` `'
-' ~ >: ~~ ~~ c~-~<<C;~ :-,~ -ti- ~,~ ~;..1 ~.t;~c.,c~.1~_ Q_~-c~!.,~-i~.~ ~ ~-<_.e_s~., ; ~:. _~.., n~..~~laE u~ .
~_
.~
~~ Signature
~~~ Title
~ ~ ~ 1.~~~ ~ nor ~-
~'~-
Address
BID OPINING: MAY 22, 1996 @3:00 P.M. ~ (~ ~;, ~ =~
BID PROPOSAL -SUBMITTAL PAGE
POLICE DEPARTMENT UNIFORM CLEANING
TOTAL BID PRICE FOR COMPLETE CLEANING:
COSTS
~~
`~
Cost per uniform cleaned - (trouser & shirt)
ro
''
Uniform trouser only
=-
3
Uniform shirt only
a
Tie
a~
Jacket
P~ro~vi~dje any additional information necessary.
~~iS~ . Civilian clothing fJIL~GC Sf1E~T ,g- ; 7~4 QED
Trousers, etc
Provide listing of specifics if different.
• 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
Title
(a,~'O ~ ~ ~~ Sr r/
Address
X56 ~~ ~ 4~o S S
BID OPCh1ING: MAY 22, 1996 @3:00 P.M. ~(~ ~:L
BID PROPOSAL -SUBMITTAL PAGE
POLICE DEPARTMENT UNIFORM CLEANING
TOTAL BID PRICE FOR COMPLETE CLEANING: $
COSTS
~~ Cost per uniform cleaned - (trouser & shirt)
0
Uniform trouser only
,~_ Uniform shirt only
1=
Tie
Jacket
Provide any additional information necessary.
~p~sc • Civilian clothing P/l /C~ Sr~CCT ~TT-94~~~
Trousers, etc
Provide listing of specifics if different.
• 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
~C.~i'UL~/L ~~~CT~~Tc~/L
Title
~ a ~~ ~ ~ g~ ~ ~'
Address
BID OPENING: MAY 22, 1996 (c~3:00 P.M.
~ , ,f
y ~ ,--~=-
05-21-1996 04:20PM Imperial Cleaners 918 481 0642
P.02
BID PROPOSAL ~ SUB ITTAL PACE
POLICE DEPARTMENT UNIFORM CLEANING
TOTAL BID PRICE FOR COMPLE'T'E CLEANING: $
COSTS "~
90 ~
Cost per uniform cleaned - (trouser & shirt)
-,,~
Uniform trouser only .r
2 N~ Uniform shirt only '~
~~
b ~ Tie
~ ~ ~ Jacket
Provide any additional information. mecessazy. ~
Civilian clothing -- ~a yn ~ Q s ~a 4 ho~ j 5l .:. ~- ,~~
ci ~ o t!-C
Trousers, etc r~
Provide listing of specifics if different. {~
• The city will pay a per item cost. All billing must be detailed to the officer, date and R
azticle of clothing.
I hereby acknowledge that T have read the specifications and that i am legally bound by
the statemezats on the Bid Proposal -Submittal Pages.
~ ~G~ ~
Signature
Title
/2ao~ r 8~~< s~ ~
a
Address
BID OPENING: MA'Y 22 1996 3:00 T'.M. D NITS CLEANERS '
~ DAY AN
6205 EAST 91ST STREET
TULSA, OKt..AHOMA 74137 ,
C~Oo p~
CONTRACT DOCUMENTS AND BID SPECIFICATIONS
FOR
UNIFORM CLEANING
FOR
THE OWASSO POLICE DEPARTMENT
^
APRIL 1996
CITY OF OWASSO, OKLAHOMA
CONTRACT DOCUMENTS
AND
SPECIFICATIONS FOR
UNIFORM CLEANING
FOR
THE OWASSO POLICE DEPARTMENT
CITY OF OWASSO, OKLAHOMA
Table of Contents
Notice to Bidders
Specifications
Bid Form
Bid Affidavit
' NOTICE TO BIDDERS
~, Sealed Bids will be received by the Ciry of Owasso at the Owasso
City Hall, Office of the Contract Administrator, 207 South Cedar,
PO Box 180, Owasso, Oklahoma 74055 until 3:00 p.m. on the
22nd day of May, 1996, and then at said City Hall publicly opened
and .read 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 Contract Administrator at Owasso Ciry Hall during
regular working hours.
Envelopes 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 sixty (60) calendar days from
. and after the date herein for the opening of bids.
arcia Boutwell, Contract Administrator
1
1
1
GENERAL DESCRIPTION
SPECIFICATIONS
^
The following is a comprehensive list of specifications for cleaning of departmental uniforms for w
the fiscal year July 1, 1996 through June 30, 1997. In general, the cleaning will include all
police officer uniforms, communications personnel 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 cleaning contract shall be for a period of one year and .~
shall be automatically extended until a new contract is awarded. The contract
period is from July 1, 1996 through June 30, 1997 (12 months).
2. Billing -The uniform cleaning bill shall be submitted monthly, and monthly
payments will be made by the Ciry of Owasso. Alterations will be billed !Y
separately from cleaning. BILLING WILL BE PROVIDED PER ITEM ,~,
CLEANED.
3. Number of Uniforms -There are currently twenty-nine (29) employees. The ~
breakdown for cleaning services is as follows:
20 officers -full uniforms
5 communications employees -full uniforms
3 officers -civilian clothing
1 animal control officer, launder and starch
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.
5. 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 cool dry cleaning process and be
able to provide two-day service.
6. Other Specifications -Cleaner must insure garment replacement while in the ~
possession of the cleaner if items are lost or stolen.
1
7. The purchaser reserves the right to reject any or all bids, and to waive any or all
technicalities, informalities, or other minor deviations from the bid document.
8. Proposal Expenses -Expenses for developing the proposal are entirely the
responsibility of the vendor and shall not be chargeable to the City of Owasso.
9. Prior Information -Any information which may have been released either orally
or in writing prior to the issuance of this bid request shall be deemed preliminary
in nature and bind neither the City of Owasso nor the vendor.
10. Vendor Contract -Any proposal accepted shall be incorporated into the contract
which the City of Owasso will enter into with the vendor.
^ 11. Proposed Cost - It is not the policy of the City of Owasso to negotiate the price
after the vendor is selected. The supplied bid form shall include a total bid price.
All bids delivered to the City of Owasso shall be sealed and visibly marked
SEALED BID/POLICE DEPARTMENT UNIFORM CLEANING.
12. Contact Person -Questions and clarification concerning this bid shall be made to
the Operations Commander, Lieutenant Cliff Motto at 918-272-2244.
^ 13. Deviations -Any deviation from the published specifications should be noted on
an attached sheet of paper.
14. Comments may be included on an additional sheet.
2
BID PROPOSAL -SUBMITTAL PAGE
POLICE DEPARTMENT UNIFORM CLEANING
TOTAL BID PRICE FOR COMPLETE CLEANING: $
COSTS
Cost per uniform cleaned - (trouser & shirt)
_ Uniform trouser only
Uniform shirt only
Tie
Jacket
Provide any additional information necessary.
Civilian clothing
Trousers, etc
Provide listing of specifics if different.
• 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
Title
Address
BID OPENING: MAY 22, 1996 X3:00 P.M.
1
NON COLLUSION BID AFFIDAVIT
STATE OF )
ss
COUNTY OF )
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.
Name:
Signature
Subscribed and sworn before me this
day of
1996.
Notary Public
My Commission Expires:
NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL
MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: MARCIA BOUTWELL
EXECUTIVE ASSISTANT TO THE CITY MANAGER
SUBJECT: REQUEST TO AWARD BID AND APPROVE CONTRACT FOR FLEET
FUEL MANAGEMENT SERVICES
DATE: May 30, 1996
BACKGROUND:
In June of 1993, a staff team began meeting to explore the possibility of privatizing our fleet fuel
services. This team determined from those meetings and meetings with representatives from three
fuel services, that it would be cost effective to the city to pursue this program. Bid specifications
were developed and the first contract for privatized fleet fuel services was awarded to GO!
Systems on October 5, 1993, following the bidding practices required by law. Contract terms
stated that GO! Systems would supply fuel for the city fleet twenty-four hours a day, seven days
a week, at a margin of 7C per gallon, based on the OPIS average wholesale cost of fuel on a
weekly basis. The term of the contract was through June 30, 1994, with the recommendation that
the fuel services be rebid prior to the beginning of FY94-95. GO! Systems has been awarded the
contract for the past two fiscal years (FY94-95 at a margin of 7C per gallon, and FY95-96 at a
margin of 6C per gallon).
COMMENTS:
Comments from city employees concerning the privatized fueling system have been positive.
Utilizing those comments and evaluating the success of the program over the lasttwo-and-one-half
years have provided an indication that we should continue this privatized program for the 1996-97
fiscal year. Therefore, bid packets were mailed to five vendors - QuikTrip, Texaco, Kemco
Fuels, Fuelman of Oklahoma, and GO! Systems, and advertisement was placed in The Owasso
Re orter as required by law.
' Bids were received from GO! Systems and Fuelman of Oklahoma and were opened on
May 23, 1996 at 2:00 p.m. GO! Systems bid a margin of 6C per gallon and F~elman of
Oklahoma bid a margin of 9.dC per gallon. Item #7 of the bid specifications states:
The CONTRACTOR shall furnish the FLEET FUEL MANAGEMENT
SERVICES at a price based on the Oil Price Index Service (OPIS) average ~
wholesale cost of fuel on a weekly basis, with written confirmation to the Ciry of
Owasso of such cost once a week, plus a set margin. Since the OPIS cost is
published, only the margin shall be bid. The bid margin shall be good through
June 30, 1997. ~,
Utilization of the OPIS as a bidding benchmark was selected after reviewing successful programs
in other cities. By using OPIS, every bidder can quote an "apples to apples" bid.
MONITORING AND REPORTING:
GO! Systems and Fuelman of Oklahoma both provide a complete fleet fueling management
information system with no set up fees and no monthly service fees. The reports vary slightly,
but contain the same basic information. With GO! Systems, each month we have been receiving
a Vehicle Analysis Report/Invoice which includes the vehicle number, vehicle department number,
purchase date, purchase time, purchase location, driver's name, odometer reading, product code,
gallons purchased, unit cost per gallon, total purchase amount, cost per mile, and cost per gallon.
In addition, it includes a summary of all transactions for that month, as well as year to date. After
review by the managerial staff, each department is sent a copy of the portion of the report that
pertains to that department. All of the above information is also received from the company at
no charge on computer diskette for our use. Fuelman of Oklahoma can provide similar ~
information, however they make a charge of $2.00 per diskette for any information transmitted
by that means.
GO! Systems provides over 400 fueling locations throughout Arkansas, Colorado, Kansas, ~
Louisiana, Missouri, New Mexico, Oklahoma, and Texas, all of which are available to us. There
are currently three fuel sites in Owasso -both Git 'N Go stations and Spencer's Short- Stop.
Fuelman has indicated that they have a location within the Owasso city limits meeting the bid
specifications. City vehicles may be fueled any day of the week at any time.
RECOMMENDATION:
Upon a review of the bids, Staff recommends that the City Council award cone-year contract for ~
gasoline and diesel fuel to GO! Systems at a margin of 6C per gallon, based on the OPIS average
wholesale cost of fuel on a weekly basis, and that the Mayor be authorized to execute the
necessary documents.
ATTACHMENTS:
1. Bid Documentation
2. Bid Proposals
_? 1
CITY OF OWASSO
207 South Cedaz
PO Box 180
Owasso, Oklahoma 74055
(918) 272-2251
BID DOCUMENT ATION
Opening Date: May 23. 1996
Council Approval:
Item: Fleet Fuel M anagement Services
Number of Bids: 2
Bids Opened By: Mazda Boutwell
Witness: Ann Harris
Witness:
Bidders Amount of Bid
GO! Systems 6C margin
Fuelman of Oklahoma 9.6C margin
Certification:
I, Mazcia Boutwell, Contract Administrator, do hereby certify that,
to the best of my knowledge, this Bid Documentation is true and correct.
Signature:
Date:_ May 23. 1996
~- ~
.,
~~
~ ~-
~~~'~
/1,.. 'o`
BID PROPOSAL -SUBMITTAL PAGE
Fleet Fuel Management Services
1. The undersigned declares that before preparing this BID (s)he carefully read the detailed
specifications and that this BID is made with full knowledge of the kind, quality and
quantity of the services to be provided.
2. The undersigned offers and proposes to furnish the fuel, materials, equipment, or other
services set forth in the specifications and provisions, in the manner and under the
conditions and in accordance with the specifications in this document.
3. In submitting this BID, the undersigned represents, as more fully set forth in the
AGREEMENT, that;
a. The undersigned has examined copies of all BID documents.
b. The undersigned has familiarized himself/herself with the nature and extent of the
Contract Documents, and all Local, State and Federal Laws and Regulations that
in any manner may affect the cost, progress, and performance of the
CONTRACT FOR SERVICES.
c. The undersigned has correlated the results of all such observations, examinations,
investigations, and studies with the terms and conditions of the Contract
Documents.
d. This BID is genuine and not made in the interest of or .on behalf of any
undisclosed person, firm or corporation and is not submitted in conformity with
any agreement or corporation.. The undersigned has not directly or indirectly
induced or solicited any other firm or individual to submit a false or sham BID.
The undersigned has not solicited or induced any person, firm or corporation to
refrain from submitting a BID. The undersigned has not sought by collusion to
obtain for itself any advantage over any other individual or over the Ciry of
Owasso.
4. The undersigned will provide the FLEET FUEL MANAGEMENT SERVICES at a price
based on the Oil Price Index Service (OPIS) average wholesale cost of fuel on a weekly
basis, plus a set margin. _
THE BID MARGIN IS ~D. D6 ~~~ CENTS PER GALLON
^ .
I hereby acknowledge that I have read the specifications and that I am legally bound by
^ the statements on the Bid Proposal -Submittal Pages.
^
By: ~o, S~ s ~~S
^ Name of Firm
o------
.Sa -~s ~ /Y1~ ~ ~
Title
Address
~~1 Z
BID OPENING: May 23, 1996 X2:00 p.m.
i
GO! System referances:
1. City of Owasso
Marcia Boutwell
(918)272-2251
2. City of Shawnee
Bertha Ann Young
(405) 878-1610
3. City of Tecumseh
Jo Anne Reed
(405) 598-2188
NON COLLUSION BID AFFIDAVIT
STATE OF ~~~ ~~e~tq )
ss
COUNTY OF ~i~U~,,a1rw. )
~ '
. - ~1 ~ , 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 Ciry official concerning
exchange of money or other thing of value for special consideration in the letting of a contract.
Name: ~ I G ~ Cc f / V ~GtX (~u
Subscribed and sworn before me this ~ day of , 199 (o .
Notary Public
My Commission Expires:
_~~-
NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL
BUSINESS RELATIONSHIP AFFIDAVIT
STATE OF ®~-lCc ~1AdvL~1 )
ss
COUNTY OF ~~ ~~~ )
. , of lawful age, being first duly sworn, on
oath says that (s)he is the a ent authorized by the Contractor to submit the attached bid. Affiant
further states that the nature of any partnership, joint venture, or other business relationship
presently in effect or which existed within one (1) year prior to the date of this statement with
any party to the prospective contract is as follows:
~ rre~-~, ~u ~~- S u p n ~ c ~r- '~ C,±,fi, o~ ~l~vc~SSo
Affiant further states that any such business relationship presently in effect or which existed
within one (1) year prior to the date of this statement between any officer or director of the
bidding company and any other parry to the prospective contract is as follows:
/V l (_
Affiant further states that the names of all persons having such business relationships and the
positions they hold with their respective companies or firms are as follows:
N ~L
(If none of the business relationships herein above mentioned exist, affiant should so state).
AFFIANT: ~1Ci~d ~fnlCt~Y
Signature
Subscribed and sworn before me this 1 =t' day of , 199,~e_..
No y Public _, '~l
My Commission Expires:
r
BID PROPOSAL -SUBMITTAL PAGE
Fleet Fuel Management Services
1. The undersigned declares that before preparing this BID (s)he carefully read the detailed
specifications and that this BID is made with full knowledge of the kind, quality and
quantity of the services to be provided.
2. The undersigned offers and proposes to furnish the fuel, materials, equipment, or other
services set forth in the specifications and provisions, in the manner and under the
conditions and in accordance with the specifications in this document.
3. In submitting this BID, the undersigned represents, as more fully set forth in the
AGREEMENT, that;
a. The undersigned has examined copies of all BID documents.
' b. The undersigned has familiarized himself/herself with the nature and extent of the
Contract Documents, and all Local, State and Federal Laws and Regulations that
in any manner may affect the cost, progress, and performance of the
' CONTRACT FOR SERVICES.
c. The undersigned has correlated the results of all such observations, examinations,
investigations, and studies with the terms and conditions of the Contract
Documents.
d. This BID is genuine and not made in the interest of or on behalf of any
undisclosed person, firm or corporation and is not submitted in conformity with
any agreement or corporation. The undersigned has not directly or indirectly
induced. or solicited any other firm or individual to submit a false or sham BID.
The undersigned has not solicited or induced any person, firm or corporation to
refrain from submitting a BID. The undersigned has not sought by collusion to
' obtain for itself any advantage over any other individual or over the City of
Owasso.
4. The undersigned will provide the FLEET FUEL MANAGEMENT SERVICES at a price
based on the Oil Price Index Service (OPIS) average wholesale cost of fuel on a weekly
~ basis, plus a set margin.-
THE BID MARGIN IS -_ 9.5 CENTS PER GALLON
~ ~~
I hereby acknowledge that I have read the specifications and that I am legally bound by ~
the statements on the Bid Proposal -Submittal Pages.
By: FuEC..~vtan~ cs~ D~tAho~ a
Name of Firm '
Signature
Title ~
I O'7 I I E . 11-Fh -
Address
TU L5 A f~KtA- I-Eo~t~ ~SF~ 2 f?'
BID OPENING: May 23, 1996 (c~2:00 p.m.
,.. .
NON COLLUSION BID AFFIDAVIT
STATE OF b K~ ah o rn c.. )
ss
COUNTY OF ~I"'~..~~ c_~, )
~ IY~~aL R. ~ EFs1EY
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.
Name: _ MEAL iP. S (~lJ EE~1) EV
i
Signature
' Subscribed and sworn before me this ~1 day of , 199.
~ Notary Public
My Commission. Expires: _
NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL
I~
BUSINESS RELATIONSHIP AFFIDAVIT
STATE OF ~k~ aIn ~ M ~ )
ss
COUNTY OF Tc.~~ s~ , )
N~ 12. S'c.JEal~ ~ , of lawful age, being first duly sworn, on
oath says that (s)he is the agent authorized by the Contractor to submit the attached bid. Affiant
further states -that the nature of any partnership, joint venture, or other business relationship
presently in effect or which existed within one (1) year prior to the date of this statement with
any party to the prospective contract is as follows:
I~o~!'
Affiant further states that any such business relationship presently in effect or which existed
within one (1) year prior to the date of this statement between any officer or director of the
bidding company and any other party to the prospective contract is as follows:
N~orCE •
Affiant further states that the names of all persons having such business relationships and the
positions they hold with their respective companies or firms are as follows:
1`~D~fE
(If none of the business relationships herein above mentioned exist, affiant should so state).
AFFIANT:NEd(_ (~ ~ t.e~EENE~'
Signature
Subscribed. and sworn before me this ~ day of (Y~ 199.
Notary. Public
My Commission Expires: '
''mom ~3 _ ~g 9R ~