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HomeMy WebLinkAbout1996.08.20_City Council Agenda1 1 1 1 1 1 1 1 1 1 1 PUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: August 20, 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, August 16, 1996. Marci4Boutwell, AGENDA 1. Call to Order 2. Invocation Pastor Linzy Slayden Friendship Baptist Church 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of August 6, 1996 Regular Meeting and August 15, 1996 Special Meeting. Attachment #5 Owasso City Council ' August 20, 1996 Page 2 ' 6. Request Approval of Claims. Attachment #6 1 7. Consideration and Appropriate Action Relating to a Request for the Lease /Purchase of a Copy Machine for the Police Department. Chief Alexander Attachment #7 The staff will recommend Council approval of the lease /purchase of a Toshiba 4550 copy machine from Western Business, at a total monthly cost of $202 and an additional maintenance agreement of $130 monthly; and authorization for payment. 8. Consideration and Appropriate Action Relating to the Acceptance of Improvements to the Streets, Water, Sanitary Sewer and Storm Sewer Systems Constructed to Serve Barrington Point Phase III Subdivision. Mr Lutz Attachment #8 The staff will recommend Council acceptance of the infrastructure improvements. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Owasso City Council August 20, 1996 Page 3 9. Consideration and Appropriate Action Relating to a Request for Final Acceptance of Work Performed Under a Contract for the Erection of Equipment Storage Buildings, Between the City of Owasso and Landco Construction Co, and Authorization for Final Payment and Release of Retainage to the Contractor. Mr Groves Attachment #9 The staff will recommend City Council 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 a Request to Close a Portion of a Drainage Easement Located on Lot 13, Block 1, Windsor Lake II Addition. Mr Rooney Attachment #10 The staff will recommend closing a portion of the drainage easement as approved by the Owasso Planning Commission. 11. Consideration and Appropriate Action Relating to a Request for an Amendment to the 1996 -97 Budget, Such Amendment in the Form of a Supplemental Appropriation to the General Fund and Capital Improvement Fund Budgets. Mr Rooney Attachment #I I The staff will recommend Council approval of a supplemental appropriation to the General Fund Budget in the amount of $29,787 and a supplemental appropriation to the Capital Improvements Fund in the amount of $12,000, such supplemental appropriations derived from a carryover of funds from the 1995 -96 budget and expressly intended for a single purpose authorized in the previous year's appropriation. Owasso City Council ' August 20, 1996 Page 4 ' 12. Consideration and Appropriate Action Relating to the Award of Contracts for Parking Lot Improvements at Elm Creek Park and City Hall /Community Center. ' Mr Rooney Attachment #12 t The staff has completed the bidding process, reviewed the bids, and will recommend the award of a contract to APAC - Oklahoma of Tulsa in the amount of $24,982 for improvements to the City Hall /Community Center parking lot as per specifications; and the award of a contract to Newman Contracting of Tulsa in the amount of $16,805 for improvements to Elm Creek Park parking lots as per specifications. 13. Consideration and Appropriate Action Relating to a Request for a Lot -Tie Agreement on Lots 14 and 15, The Fairways at Bailey Ranch. Mr Rooney Attachment #13 The staff will recommend Council approval of the requested lot tie agreement as approved by the Owasso Planning Commission. 14. Consideration and Appropriate Action Relating to a Contract Between the City of Owasso and Lodge #149 of the Fraternal Order of Police. Mr Ray Attachment #14 The City's representative for negotiations will recommend Council approval of the proposed contract and that the Mayor be authorized to execute the document. Owasso City Council August 20, 1996 Page 5 15. Report from City Manager 16. Report from City Attorney 17. Reports from City Councilors 18. Unfinished Business 19. New Business 20. Adjournment At .N Mayor Ewing and Fellow Council Members I would initially ask the indulgence on the part of you, Mayor Ewing as well as my fellow Council Members, in affording me the personal privilege of making this statement and having such entered into the minutes of the City Council meeting of the 20th day of August, 1996, which I, after much consideration and reflection, feel personally compelled to make. Now that we have concluded with the transactions associated with the acquisition of the Bailey Golf Ranch by the City of Owasso and the funding of such acquisition by the issuance of Revenue Bonds by the Owasso Public Works Authority, I feel it necessary, for the benefit of the citizens of Owasso today, as well as the citizens of Owasso tomorrow, to briefly reflect upon what I personally perceived as the guiding principle which necessitated the action taken by this body in terms of the acquisition of the Bailey Golf Ranch as well as issuance of the Owasso Public Works Authority Revenue Bonds. Initially, I, like many others in this community, felt compelled to exhaustively examine the operation of the Bailey Golf Ranch to make a determination of where fault for the problems associated with the Bailey Golf Ranch laid. Also, I, as well as many others in this community, felt a need to not only determine where such fault laid, but also to affix the blame to the individual or individuals responsible for the problems associated with the Bailey Golf Ranch operation. Not unlike other members of this community, I then, as well as now, harbored a great deal of hesitancy in supporting what has been perceived and characterized as an "unwarranted bail -out" of a mismanaged enterprise. However, Mr. Mayor, fellow Council Members and fellow citizens, regardless of my own personal feelings as such relates to what I believe constituted managerial irresponsibility, I nevertheless soon realized that my focus of necessity must be broaden beyond the scope of attributing memo -1. owa 1 blame to a more important scope, and that was what was in the best interest of the citizens of City of Owasso, Oklahoma. After much analysis, consideration and reflection, I soon came to realize that my own personal opinion as relates to the cause of the operational difficulties of the Bailey Golf Ranch must be put aside for the sake of the betterment of this Community. Only after considerable thought and soul searching did I realize that attributing blame for the operational difficulties associated with the Bailey Golf Ranch served nothing more than to jeopardize the betterment of this Community. With such in mind and after lengthy deliberation, I, as well as my colleagues, I feel safe to say, determined that the betterment of this Community warranted taking whatever lawful and reasonable steps could be taken to assure the preservation of a valuable asset to this Community which I feel ultimately Bailey Golf Ranch will prove to be. Of equal, if not greater importance, however, is my commitment to the proposition that the actions taken by this body in its capacity as City Council, as well as Trustees of the Owasso Public Works Authority and Trustees of the Owasso Public Golf Authority were necessitated by what I am convinced was the unquestionable need to preserve the economic and moral integrity of the City of Owasso, Oklahoma. In conclusion Mr. Mayor and fellow Council Members, I thank you for your indulgence in affording me this personal privilege so that there can be no question in any person's mind as to what I, as well as my fellow colleagues I am sure, labored with and were motivated by in the making of the decisions which brought about the actions associated with this transaction. Thank you. memo -1. owa 2 TO: Mayor Ewing, Fellow Council Members and Citizens of the City of Owasso, Oklahoma I again ask your indulgence in affording me a personal privilege to make this statement and enter such in the minutes of the City Council meeting of the 20th day of August, 1996. The topic which I desire to briefly discuss is that involving the emergency service personnel of the City of Owasso, Oklahoma. As everyone is aware, in the past few months there has been a considerable amount of negotiation between the administrative staff of the City of Owasso, Oklahoma, and representatives of the International Association of Firefighters and the Fraternal Order of Police. Additionally, in the last few months there has been considerable discussion regarding such negotiations between the administrative staff of the City of Owasso, Oklahoma, and the City Council. As a result of such, to date a Collective Bargaining Agreements have been entered into between the City of Owasso, Oklahoma, and the International Association of Firefighters and the Fraternal Order of Police. The purpose for my statement is not directed towards the collective bargaining process or agreements for fiscal year `96 -'97, but on the contrary, for what I perceive as being of importance for fiscal year `97 -'98. I fully recognize, understand and adhere to the obligation on the part of the City to annually negotiate in good faith with representatives of the Firefighters and Police Officers, the objective of which being entering into a collective bargaining agreement mutually acceptable to both. Therefore, the purpose of my statement is not designed to impermissively predetermine what will be the City's inalterable parameters for future negotiations. On the contrary, my purpose is to publicly state one item that I have felt and continue to feel is of critical importance to the fiscal integrity of the City of Owasso, Oklahoma. I am sure that it comes as no surprise that I have had and continue to have great difficulty with the language in both contracts where by certain days off are memo -2. owa 1 considered as hours worked for purposes of overtime compensation calculation. I have been advised by the City Attorney that legally, under the Fair Labor Standards Act, such treatment is not required by federal law. Furthermore, I am advised by the administrative staff of this City that such treatment is not only inconsistent with prevailing practices in both private as well as public sector contracts, but more importantly, is monetarily extremely costly to the citizens of the City of Owasso, Oklahoma. Recognition of these factors leaves me no alternative but to publicly state that it is my desire, as a member of the City Council of the City of Owasso, Oklahoma, whether it be next fiscal year or a succeeding fiscal year that the administrative staff, in good faith bargaining, diligently endeavor to eliminate from the collective bargaining agreements what I feel is this legally and fiscally unwarranted provision. Additionally, I wish at this time to apprize members of the City Council of the City of Owasso, Oklahoma, as well as the citizenry thereof that in conversations with the City Manager, I have let it be known that I am of the opinion that the time is now for the City of Owasso, Oklahoma, to implement random drug testing in the emergency services departments of the City as is currently in place in a vast number of municipalities across these United States. I fully recognize that the adoption and implementation of a random drug testing policy for the Fire and Police Departments as a result of the Fire and Police Arbitration Act, requires adherence to certain processes. With such in mind, I have requested of the City Manager, with the assistance of the Personnel Officer and the City Attorney, to proceed with such processses to seek implementation of random drug testing of the Firefighters and Police Officers within the next 90 to 120 days. I propose this not with any personal animosity towards any member of our excellent Ambulance, Fire and Police services. On the contrary, I propose it from the standpoint of an obligation to the citizens of the City of Owasso, memo -2. owa 2 Oklahoma, to assure at all times provision of well trained and well disciplined Firefighters and Police Officers possessing the highest of ethical and legal standards. Thank you. memo -2. owa t. OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING ' Tuesday, August 6, 1996 The Owasso City Council met in regular session on Tuesday, August 6, 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, August 2, 1996. IITEM 1: CALL TO ORDER IP Mayor Ewing called the meeting to order at 7:00 p.m. ITEM 2: INVOCATION The invocation was given by Rev Bill Stinson, Associate Pastor of Bethel Baptist Church. ITEM 3: FLAG SALUTE The Flag Salute was led by Mayor Ewing. W ITEM 4: ROLL CALL PRESENT Danny Ewing, Mayor Mary Lou Barnhouse, Councilor Michael Helm, Councilor Tracy Standridge, Councilor STAFF r. Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A am ABSENT Joe Ramey, Vice Mayor ITEM 5: REQUEST APPROVAL OF THE MINUTES OF JULY 16, 1996 REGULAR MEETING AND JULY 25. 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, Ewing NAY: None Motion carried 4 -0. Owasso City Council August 6, 1995 ITEM 6: REQUEST APPROVAL OF THE CLAIMS Mayor Ewing moved, seconded by Ms Barnhouse, that the following claims be approved as submitted: (1) General Fund $38,171.45; (2) Workers Comp Self -Ins $3,538.60; (3) Ambulance Service Fund $3,504.89; (4) City Garage $6,523.88; (5) Capital Improvements $1,372.21; (6) Capital Projects Grant $84.21; (7) Interfund Transfers $29,947.91; (8) Payroll $116,191.42; (9) City Garage Payroll $2,037.36. AYE: Ewing, Barnhouse, Standridge, Helm NAY: None Motion carried 4 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO AN INTERLOCAL LAW ENFORCEMENT AGREEMENT BETWEEN THE CITY OF OWASSO AND THE TULSA COUNTY BOARD OF COMMISSIONERS AND AN INTERLOCAL LAW ENFORCEMENT AGREEMENT BETWEEN THE CITY OF OWASSO AND THE ROGERS COUNTY BOARD OF COMMISSIONERS SETTING FORTH RESPONSIBILITIES RELATING TO MUTUAL ASSISTANCE. Chief Alexander said that the requested interlocal agreements set forth the responsibilities of police agencies in Tulsa County, Rogers County, and the City of Owasso in the event that mutual aid assistance is needed. The Tulsa County Sheriff's department is working toward accreditation and the interlocal agreement is a requirement of that process. Mr Helm asked if the City of Owasso receives payment from Tulsa County or Rogers County when our officers are called upon for assistance. Chief Alexander said that we do not, however, we do not pay them when they assist us. Councilor Helm questioned the time that our officers might need to be out of the city when they are providing mutual aid. Chief Alexander said that in many instances our response time for assistance in Rogers County is much quicker than that of the Rogers County Sheriff's Department, and that persons living in Rogers County, but near Owasso, appreciate the availability of the Owasso officers. Mayor Ewing moved, seconded by Mr Standridge, to approve the interlocal agreements with Tulsa County and Rogers County, and to authorize the Mayor to execute the documents. AYE: Ewing, Standridge, Barnhouse NAY: Helm Motion carried 3 -1. P fn Owasso City Council August 6, 1995 ■r ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE FINAL PLAT FOR NOTTINGHAM ESTATES II, AN ADDITION TO THE CITY OF OWASSO, LOCATED IMMEDIATELY EAST OF PLEASANT VIEW ESTATES AND NOTTINGHAM ESTATES, CONTAINING 15 RESIDENTIAL LOTS ON 12.40 ACRES, MORE OR LESS. Mr Rooney presented the final plat for Nottingham Estates II as approved by the Planning Commission. Nottingham Estates is being developed in phases, with all phases being approved in the preliminary plat by the Planning Commission in May. Phase II contains 15 lots. Phase III, when developed, will contain additional lots, as well as the primary access to 96th Street. Mr Helm asked if additional development would cause water pressure problems in the area. Mr Carr said that it would not. Drainage was also discussed. Mayor Ewing moved, seconded by Mr Standridge, to approve the final plat for Nottingham Estates II. AYE: Ewing, Standridge, Barnhouse, Helm NAY: None Motion carried 4 -0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A •+ REQUEST FOR APPROVAL OF PRIORITIZATION OF THE STREET IMPROVEMENT PROJECTS FOR FY 1996 -97. Mr Carr said that staff has compiled information pertaining to needed street repairs in response r to the establishment of funding in the FY96 -97 street division capital outlay budget. Funding available is $68,000. Staff evaluated the projects and developed a list of 23 that can be completed within the budgeted amount. The total cost of the identified projects is $66,330. Mr Helm moved, seconded by Mr Standridge, to approve the prioritization of the street improvement projects listed in the background memorandum, and to authorize staff to proceed on the 23 projects listed at a total cost of $66,330. AYE: Helm, Standridge, Barnhouse, Ewing NAY: None Motion carried 4 -0. 3 Owasso City Council August 6, 1995 1 ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE STREETS AND STORM SEWER SYSTEM CONSTRUCTED TO SERVE THE BAILEY RANCH ESTATES SUBDIVISION. Mr Lutz presented the item relating to the subdivision located between 96th St N and 106th St N on the east side of Garnett Rd. The developer's original storm drainage contractor defaulted and the work was completed by the bonding company. A punch list was developed in October 1995 and all items have now been completed. The storm sewer system was completed in May 1996, but acceptance has been contingent upon completion of the streets. A final street inspection was conducted on July 1, 1996 and a punch list developed. All items have now been completed and one -year maintenance bonds for streets and stormwater drainage are now in place. Mr Helm moved, seconded by Mr Standridge, to accept the infrastructure improvements to the streets and storm sewer systems constructed to serve the Bailey Ranch Estates subdivision. AYE: Helm, Standridge, Barnhouse, Ewing NAY: None Motion carried 4 -0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AN EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING NEGOTIATIONS BETWEEN THE CITY OF OWASSO AND IAFF LOCAL #2789 (FIREFIGHTERS)• SUCH EXECUTIVE SESSION PROVIDED FOR IN O.S. 25, SECTION 307(B)(2) Mayor Ewing moved, seconded by Ms Barnhouse, to enter into executive session for the stated purpose. AYE: Ewing, Barnhouse, Standridge, Helm NAY: None Motion carried 4 -0. Into executive session at 7:33 p.m. Meeting reconvened by the Mayor at 8:25 p.m. 4 P OR Owasso City Council August 6, 1995 ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A ' CONTRACT BETWEEN THE CITY OF OWASSO AND THE IAFF LOCAL #2789 (FIREFIGHTERS). Contract negotiations with the IAFF have been ongoing since March 25, 1996. On June 14, 1996, the Union declared impasse and the Union and City agreed to mediation. A mediation session was held on July 16, 1996. Tentative agreements were reached at that session, and the Union subsequently voted to approve the contract as resolved through mediation. Council discussed the terms of the contract in executive session under the preceding item. Mayor Ewing moved, seconded by Mr Standridge, to approve a contract between the City of Owasso and IAFF Local #2789 for FY 1996 -97, and that the Mayor be authorized to execute the document. AYE: Ewing, Standridge, Barnhouse NAY: Helm Motion carried 3 -1. ITEM 13: REPORT FROM CITY MANAGER INo report. IITEM 14: REPORT FROM CITY ATTORNEY No report. ' ITEM 15: REPORT FROM CITY COUNCILORS ' No report. ITEM 16: UNFINISHED BUSINESS ' None. ITEM 17: NEW BUSINESS None. 5 Owasso City Council ITEM 18: ADJOURNMENT Mr Helm moved, seconded by Mr Standridge, to adjourn. AYE: Helm, Standridge, Barnhouse, Ewing NAY: None Motion carried 4 -0, and the meeting was adjourned at 8:33 p.m. Marcia Boutwell, City Clerk R Danny Ewing, Mayor August 6, 1995 ' OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING THURSDAY, AUGUST 15, 1996 ' The Owasso City Council met in special session on Thursday, August 15, 1996 in the Owasso City Hall Conference Room, 207 S Cedar, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Tuesday, August 13, 1996. ITEM l: CALL TO ORDER Mayor Ewing called the meeting to order at 6:35 p.m. ITEM 2: 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 A quorum was declared present. ITEM 3: DISCUSSION OF ISSUES OF IMPORTANCE TO THE CITY OF OWASSO. A general discussion of issues of importance to the City of Owasso took place. No action was requested and no vote taken. ITEM 4: 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 10:10 p.m. Marcia Boutwell, City Clerk Danny Ewing, Mayor ('.TTY nF nWA.RSn AAA GF.NF.RAT, FUND R /1A /9A 10,07,94 A/P ('T.ATMS RFPnRT APAPVR PAGE.' 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'• 4. . : m :::::.. . . .:.�' . ...:' G _. ..,. . ..�" . .,.• .� .. . ..''. .i.'. . ... . : APPROVE 08/20/96 Mayor Council Member Council Member CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING 08/03/96 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES Garage $0.00 $2,037.36 ri:'f.4: ?v: T:ti?•:• \ ?» IX4:•::::4T:•::: ff ............. ..............v.xx............. n.....vv4::::.• : u:: fv.w: \•::.•. ��iiti ,:;::ri:::ii:::::::::.�..:?. ?:::.?O ??vb: �A::: ::::::::::..::::::. ::..::::::::.. APPROVE 08/20/96 Mayor ICouncil Member ffff w Council Member MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: M.A.ALEXANDER CHIEF OF POLICE SUBJECT: LEASE PURCHASE AGREEMENT FOR COPY MACHINE tDATE: August 10, 1996 BACKGROUND: In July of 1991, the City of Owasso entered into a three year lease purchase agreement for a _ Toshiba copy machine. In September of 1994, the copy machine was purchased out right and has been used daily at the Owasso Police Department. It is generally accepted by industry that the lifespan for a copy machine in a high volume environment is three to five years. The copy machine at the police department averages 10,000 copies per month. With the high volume of use the copy machine is repeatedly having problems, and we are continually needing to call a service person out to service the machine. The quality of the reproductions has continued to deteriorate over the years. For important projects that demand quality output, the copy machine at City Hall or the Fire Department is used. The added speed of the copier that we are recommending for lease purchase to the City Council will aid all police personnel in the process of doing their jobs in a more timely and efficient manner. A new copy machine was budgeted for replacement this year. For the past several months, different copy machine vendors have brought their equipment to the police department for demonstration and use. With staff input to the features which were beneficial to the department and which were used regularly, the specifications were written. Prior to selection of a machine, there were several factors to consider. The number of copies expected over a period of time and the quality of maintenance were deemed to be the most critical. The speed of the copy machine and the duplexing features are also important factors. Five vendors were sent specifications of the copy machine needed and, on July 31st, five bids were opened by the City Clerk. The results of those bids are listed on page 2 of this memorandum. 1 COPY MACHINE AUGUST 10, 1996 PAGE 2 COPY COMPARISON: Company Monthly Monthly Total Cost Cost per copy Model Lease Fee Maintenance Per Month over 10.000 Western Business $202.00 $130.00 $332.0 0 .013 Toshiba 4550 J. D. Young $228.26 $125.00 $353.26 .013 Lanier BMI $227.69 $130.00 $357.69 .013 Toshiba 4550 Pitney Bowes $318.78 $117. 00 $435.78 .010 Smart Touch OFS $359.03 $138.00 $497.03 .013 Konica Western Business offered the lowest bid. At the conclusion of the three year period, the copy machine will have cost the department $7272. The City will then own the copy machine at that time without any additional money expended through a buyout clause. If the machine were purchased outright, the cost would be $6591, a difference of $681 compared to the lease purchase total cost. RECOMMENDATION: The staff recommends acquisition of a Toshiba 4550 copy machine from Western Business utilizing a three year lease purchase contract, at a total monthly cost of $202, with the additional maintenance agreement of $130 monthly. ATTACHMENTS: 1. Bid Specifications 2. Bid Proposals P, MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: PHIL LUTZ, P.E. ENGINEERING PROJECT MANAGER SUBJECT: ACCEPTANCE OF WATER, SEWER, STREETS AND STORM DRAIN SYSTEMS ' BARRINGTON POINT, PHASE III DATE: August 14, 1996 BACKGROUND: The subdivision is located east of north 129th E. Avenue, one - quarter mile north of 86th Street North (see attached map). Barrington Point, Phase III, includes about 480 feet of water line and 1,200 feet of sanitary �- sewer line, 920 feet of storm drains and 1,300 feet of streets. A final inspection for these utilities was held on June 25, 1996. All work items developed during the inspection are shown on the attached punch list and have been completed. I h 1 ODEQ permits (dated March 9, 1994) were issued for the total three -phase Barrington Point development. Permit Nos. WL000072930712, PWSID No.3007218, for the water system and SL000072930713, S- 21310, for the sanitary sewer system are on file at OPWD. These permits include the work done in Phase III. A 2 -year maintenance bond for Phase III streets and 1 -year maintenance bonds for Phase III water, sewer and storm drainage have been provided by the developer and will be effective upon acceptance of these utilities. All designs for these utilities were reviewed and construction inspected by Public Works staff. - s a lu 1 ►I I. Y The staff recommends Council acceptance of the Barrington Point, Phase III, water, sewer, streets and storm drain systems. ATTACHMENTS: 1. Location map 2. Punch list w Li w 102ND ST. N N N 101ST ST. MLMD 100TH 99TH S w > Q w w = 96 H -T, n 95TH — 95TH p P94 MOH SO� �%0 m 94T LQK PL I P ch 9 SRO r---um HOSCH AM H � 93RD ST N nM07�I�O(n�JCGaWQGY] 92NC N Oil N ST N 91ST N T N I � 92ND S LAME I— 1 HOD RE 90TH N soTy > I�- u l o�� CIE 9TH BARRINGTON TH PF) _8 OINT III ' SST o w � Q 89TH 88TH w u') o � o R[E�7�00 pLZUQ 86TH 8 6TH �2 � 85TH P 85TH i= co 85TH N N 84TH � �a 84TH CELMC 83RD ST 5�0 co N 82PIM ° g2NO -92ND COPPER PER O` I DOMS C,4 C) 81 S ter, s IN `V 80TH �0 ��� �o �D 80T NGTON POINT III 79TH N ° a �� C CATION MAP (CT 0 79TH ST N � s� '19T OWASSO, OKLAHOMA E e ° C" o° 0 D 0 0 7 H O�CEOC�C� TS 0 ��� ORKS DEPARTMENT G�Q C�dLQG�]D n, INEERING DIVISION bl14/Jb ' BARRINGTON POINT III STREETS, DRAINAGE, WATER AND SEWER FINAL WALK - THROUGH PUNCH LIST Items A. Streets 1. Route and seal the areas marked in pink paint on the pavement: ' a. West lane, Lot 5, Block 2 b. North lane, Lot 10, Block 3 c. South lane, Lot 10, Block 2 ' d. South lane, LOt 12, Block 2 B. Storm.Sewer ' 1. Clean out inlet B4. Grout the frame anchor. 2. Reset the cover frame on the junction box at the NE side of the addition. C. Sanitary Sewer 1. Clean out the existing manhole at the NW corner of the addition. Remove the small tree adjacent. 2. Water stands in the existing manhole at the SW corner of the addition. The line extending north apparently needs cleaned. The frame needs raised to 2" above finished grade. 3. Regrade around MH B2. 4. Regrade around MH C2. 5. Fill sinkhole at about 20' west of MH C 1. D. Water 1. The valve at the NW corner of Lot 9, Block 3 needs uncovered. 2. The valve at the SW corner of Lot 10, Block 3 needs uncovered. 3. Lower the watch valve at lots 11/12, Block 3 to grade. 4. Lower the valve at the SE corner of Lot 18, Block 3, to curb level. June 25, 1996 8:30 A.M. 1947U. - _1J 5. The fire hydrant at Lot 18, Block 3, needs raised and the watch valve uncovered. 6. The main line valve at the NE corner of Lot )ck 3, needs uncovered. Owasso Public Work Department Complete f o• MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: DOUGLAS E. GROVES ENGINEERING TECB ICIAN SUBJECT: FINAL ACCEPTANCE - EQUIPMENT STORAGE BUILDINGS AND ROOF REPAIRS FOR STREET MAINTENANCE BUILDING (LANDCO CONSTRUCTION COMPANY, INC.) DATE: August 14, 1996 BACKGROUND: On April 16, 1996, Council awarded a contract to Landco Construction Company, Inc., for the construction of two (2) separate equipment storage buildings and roof repairs on the existing Street Maintenance Building in the amount of $80,255.34. One storage building is located at the Sports Park for use by the Parks Department and the other is adjacent to the existing Street Maintenance Building (see attached site map). The notice to proceed was issued on May 10, 1996 with a 90 -day completion date of August 8, 1996. The contractor submitted for review fabrication shop drawings for the Street Maintenance Building roof retrofit consisting of metal support structures and roof panels. The maintenance and equipment storage building and new roof match the color of the existing buildings in the area. Staff inspected the work during construction. Construction of the equipment storage buildings was completed on July 31st and the roof repair was complete on August 8th. Final inspections were held for the storage buildings on August r1st and the roof repairs on August 12, 1996. A punch list (see attached) was provided to the contractor. All punch list items have been completed. 1 FINAL CONSTRUCTION COST: The original contract amount was $80,255.34. In the submitted final pay request, the actual cost of all work completed is unchanged in the amount of $80,255.34. FINAL ACCEPTANCE EQUIPMENT STORAGE BUILDINGS & ROOF REPAIRS PAGE 2 ' FINAL PAY REOUEST: The final pay request was submitted for the full contract amount of $80,255.34 which includes ' $76,242.56 in contract pay items and $4,012.78 in retainage (5% of the contract price). The contractor chose to wait until completion of the project to submit an application for payment. FUNDING SOURCE: Funds are available from the FY 95 -96 Capital Improvements Fund budget in the amount of $80,000.00 (fund 81 -210 -5421) and the Public Works Department Street Division operations budget in the amount of $255.34 (line item 51- 410 - 5420). A carry over budget will be presented to Council in September to include this project in the FY 96 -97 Capital Improvements Fund budget. RECOMMENDATION: Staff recommends Council acceptance, release of retainage and authorization for final payment to Landco Construction Company, Inc., in the amount of $80,255.34. ATTACHMENTS: 1. Memorandum from Parks Department Superintendent 2. Final pay request from Landco Construction Company, Inc. 3. Final punch list 4. Site maps and building views - Streets and Parks. atwK1 ' I `I 11�1I TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: DAVID WARREN PARK SUPERINTENDENT SUBJECT: PARKS DEPARTMENT STORAGE FACILITY DATE: August 15, 1996 BACKGROUND: The Owasso Parks Department has participated in inspections, developing the punch list, and reviewing items identified within the punch list for the storage building located at the Owasso Sportspark. All items have been addressed at this time and one cannot measure the excitement this facility has generated for our department and its personnel. Thank you. RECOMMENDATION: Staff recommends final acceptance of this facility and authorization for payment. 1 APPLICATION AND CERTIFICATE FOR PAYMENT �j TO (Owner): city of Owasso 2077 S. Cedar Owasso, CK 74055 FROM (Contractor): larrbo Onst�ticn Co., UC Rt Bm 2290 Owasso, Ok 74055 Pcof Repairs fOr Street _ aulduxj CONTRACT O. r Page One of 5- Contract Date: 04/16/96 Application Date: 08 /09/95 Period To: 08/08/96 Distribution To: Owner Architect Contractor Engineer 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 2. Net Change by Change Orders 3. Contract Sum to Date (Line 1 & 2) 4. Total Completed & Stored to Date (Column, G on Continuation Sheet) $ 0 $ 80,255.34 $ 80,255.34 5. Retainage: a. 0 % of Completed Work $ 0 (Column D & E on Continuation Sheet) - FINAL b. 0 % of Stored Material $ 0 (Column F on Continuation Sheet) Total Retainage (Line 5a & 5b) $ 0 6. Total Earned Less Retainage $ 80,255.34 (Line 4 less Line 5 Total) 7. Less Previous Certificates for Payment $ 0 AGREEMENT 0396 00300 - 8 of 14 s .1►A1 ►Y I 8. CURRENT PAYMENT DUE $ 80,255.34 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 0 $ 0 $ Date Approved TOTALS $ 0 $ Net change by Change Orders $ 0 The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and belief, the WORK covered %y 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: By: Date: STATE OF OKL-ARQMA ) ss COUNTY OF �t. Subscribed and sworn efore me this day of 19 (SEAL) Notary Public My Commission Expires: C<)' �4 AGREEMENT I,. 0396 00300 - 9 of 14 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 $ '&Q-, 255.34 (Attach Explanation if amount certified differs from the amount applied for.) ARCHITECT/ ENGINEER: City of Owasso Date: 8 -12 -96 Phil Lutz This certificate is not n otiable. 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. AGREEMENT 0396 00300 - 10 of 14 CONTINUATION SHEET Page of S Application and Certification for Payment, containing Contractor's signed Certification is attached. Application Number: One Application Date: 00/09/95 Period To: 08/08/95 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 (cunt) -> DIEM DESCRIPTION NO. OF WORK SCHEDULED VALUE WORK CONIPLSI`ED FROM PREVIOUS APPLICATION WORK COMPLETED THIS PERIOD A. Bgdp nt Stange 495 So. MAn 26,662.34 0 26,662.34 B. RzoE fair Repl- t 20,425.00 0 20,425.00 C. Equi.prEnt Storage Sport-.s Park 33,168.00 33,168.00 Totals 80,255.34 80,255.34 (coat) F G H I MATERIALS TOTAL COMPLETED PRESENTLY STORED AND STORED (NOT IN D OR E) TO DATE (D +E +F) % (G /C) BALANCE TO FINISH (C-G) RETAINAGE 0 26,662.34. 100'/ 0 0 0 20,425.00 100 0 0 0 33,168.00 100y. 0 Total 80,255.34 _. _._.1� ,.._.,_.......... _ _ ,...� _ 0 NOTE: At bottom of each column, run totali. AGREEMENT - 0396 00300 - 11 of 14 y CLAIM OR INVOICE AFFIDAVIT STATE OF OKLAHOMA ) COUNTY OF ) ss 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. Claimlhave 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. Contractor or gupplier Subscribed and sworn to before me this day of ajlajo_� 19Qk. i f 0 ri Notary'-Public My Commission Expires: Architect; EgQirieer or other Supervisory Official Subscribed and sworn to before me this day of Notary Public 19_ 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. AGREEMENT 0396 00300 - 12 of 14 1 1 QW I lk t EQUIPMENT STORAGE BUII.DING AND ROOF REPAIRS FOR STREET BUILDING FINAL INSPECTION Equipment Storage Building - Streets Item 1. Complete finish grade work 2. Paint nail heads to match panel color 3. Complete sealant work on flashing to block building 4. Clean up trash and construction debris Equipment Storage Building - Parks Item August 1, 1996 Completed Completed 1. Complete finish grade work 8 -14 -96 2. Paint nail heads to match panel color 8 -14 -96 3. Change conduit and storage lights to attach to perlins 8-08 -96 4. Paint exterior doors 8 -14 -96 5. Add joist hangers to storage floor joists 8 -12 -96 6. Add trim cap to roof - east side 8-06-96 7. Install plywood nailers to trusses over storage area 8-06-96 8. Add one step in stair at landing and replace 2x6 treads with 2x 12 lumber 8-06-96 Metal Roof Retrofit item 1. Replace broken window - north side 2. Re- attach radio antenna to building 3. Complete sealant work around gable vents 4. Straighten trim at wall panels - various locations OWASSO PUBLIC WORKS DEPARTMENT Engineering Division Doug Groves Engineering Technician August 12, 1996 Completed 8 -13 -96 8 -14 -96 8 -13 -96 8 -13 -96 ATTACHMENT 2 F- LLI Li Z LLI LLJ ly- LLJ ...... ...... ...... ...... .............. ...... - - -- - - - - - - - - •---- - - - - -- pj"D4 PRECISION COMPONENTS -------------- UT= REC CLE CENTER � 5T HA AVENUE U �E��� CITY OF OVASSEL OKLAHOMA ULFARTWWT FEB*UMY 19%. 1. ►UILIC Vuwz MEMORANDUM ' TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: DRAINAGE EASEMENT CLOSING LOT 13, BLOCK 1 WINDSOR LAKE H ' DATE: August 14 1996 BACKGROUND: The City of Owasso has received a request from Mr. Stergie Katirgis to close a portion of a drainage easement located on Lot 13, Block 1, Windsor Lake II Addition. The subject property is located within the 9200 block of N. 132nd E. Avenue. The applicant is requesting that a portion of the drainage easement be closed in order to allow ' for a larger building pad area of a proposed single - family dwelling. The drainage easement, originally platted when the Windsor Lake II addition was platted. Mr. Groves of the Engineering Division of Public Works worked extensively with Mr. Katirgis in developing the legal description for the portion of the drainage easement to be closed. Please note that any portion larger than what is being proposed to be closed would not be recommended. The drainage easement was originally oversized and due to extensive �- drainage /detention work off site (Owasso Assembly of God Church), a portion of this drainage easement is not needed. This request was reviewed by the Technical Advisory Committee via facsimile as it was the only item for review at this months meeting. All utility providers were to respond via facsimile prior to August 6, 1996 if they had any concerns with the request. Both PSO and Southwestern Bell responded without any concerns and their comments are attached for your information and review. The Planning Commission unanimously recommended approval of the drainage easement closing request at their August 13, 1996 regular meeting. RECOMMENDATION: The Planning Commission recommends approval of closing the attached described portion of the drainage easement located on Lot 13, Block 1, Windsor Lake II. n 1 Drainage Easement Closing Stergie Katirgis Page 2 of 2 ATTACHMENTS: 1. Copy of Windsor Lake II plat. 2. Copy of site plan. 3. Memo from Mr. Groves which includes legal description of the portion of the drainage easement to be closed. 4. Copy of the responses from PSO and Southwestern Bell. MEMORANDUM TO: TIM ROONEY ' COMMUNITY DEVELOPMENT DIRECTOR FROM: DOUGLAS E. GROVES ENGINEERING TECBNICk� Z4d ISUBJECT: DRAINAGE EASEMENT CLOSING I DATE: July 24, 1996 Per our previous conversation, please find the legal description to close a portion of the existing drainage easement. Existing easement is located on lot 13, block 1 of Windsor Lake I1. The description is as follows: Commencing at a point 62.97 feet East of the Southwest corner, thence Northeasterly along the East side of the existing drainage easement to the North ' line of lot 13, thence Westerly along said line 33 feet, thence south to the point of beginning, all in lot 13, block 1 of Windsor Lake H. _ Please reveiw the attached drawing reflecting this change in the drainage easement.If you have any questions, please don't hesitate to call me. 07 -31 -1996 11:15AN FROM TUL. DI'J. ENG. July 30, 1996 TO 92724999 P.01 MSISI Public Service Company of Oklahoma City of Owasso Planning Commission 207 South Cedar Owasso OK 74055 ATTENTION: Tim Rooney, City Planner SUBJECT Lot 13, Block 1, WINDSOR LAKE II 212 fast SixthSrreO Public Service Company of Oklahoma should have no objections to the proposed P.O. aat201 closure of a portion of that certain Drainage Easement across portions of the USJ, OK74102-10Xr above- captioned property, as contemplated in the attached memorandum from 918 5991W Doug Groves to your office.. Due to the restrictive nature of this Easement Grant, no PSO facilities were installed within the bounds of the easement, nor is any future use of the easement by PSO now anticipated. Sincerely yours, g.V)19, Robert B. Wallace. Manager, Distribution Engineering Services Post -ir fax Note 7671 Date �( pag► Phone k O Mons s —714 Fax A A(OVVaidW PMV CXP" TOTAL P.01 ^•om: Phil Sewell Memorandum July 26, 1996 To: From: Subject: Timothy Rooney Phil Sewell Request for drainage easement closing Southwestern Bell Telephone Company does not object to the closing of the portion of the drainage easement on lot 13, block 1, Windsor Lake II Addition as requested by Mr. Stergie Katirgis. Questions may be directed to me on 918 596 -6171. Manager Engineering - Design Customer Services r MEMORANDUM TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: CARRY -OVER BUDGET REQUESTS DATE: August 15, 1996 b BACKGROUND: I OR W f Last years (1995 -96) budget included appropriations for parking lot improvements within both the Park Maintenance Budget and Capital Improvements Fund. The specific parking lots identified for improvements were the west and south lots of Elm Creek Park and the City Hall /Community Center lot. Due to a desire to complete the first year of our Residential Street Repair Program before spending funds on parking lots, these projects were not completed in FY 1995 -96. Staff has now developed bid specifications, solicited bids on these projects, and is prepared to award contracts to the successful bidders (See Agenda Item #12). Prior to the award of contract however, it is necessary for council to approve specific carry -over budget requests as supplemental appropriations to this years budget. At the end of the year, the Park Maintenance Budget had a total of $24,721.00 remaining in its capital outlay line item. Staff is requesting carry-over in the amount of $16,805.00 in order to provide funding for the Elm Creek parking lot improvements. The FY 1995 -96 Capital Improvements Fund Budget also contained $12,000.00 for repairing the City Hall /Community Center parking lot. Staff is requesting this amount for carry -over for the FY 1996 -97 budget in order to provide partial funding of the City Hall /Community Center parking lot improvement. Additionally, the General Government Budget had a total of $16,679.45 remaining at the close of the budget year. Staff is requesting $12,982.00 of that amount to be reallocated to this year's General Government capital outlay line item in order to provide the remaining funding needed to complete the City Hall /Community Center parking lot. Please note that none of the carry -over amounts being requested by staff will effect the FY 1996 -97 budget. RECOMMENDATION: The Staff recommends Council approval of supplemental appropriations to the following General Fund Departments: ' 1) Park Maintenance Budget $16,805.00 2) General Government $12,982.00 , Additionally, staff recommends a supplemental appropriation to the Capital Improvements Fund in the amount of $12,000.00. I 1 1 1 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: AWARD OF BIDS FOR PAVING IMPROVEMENTS TO CITY HALL /COMMUNITY CENTER AND ELM CREEK PARK PARKING LOTS DATE: BACKGROUND: August 13, 1996 The City of Owasso FY 1995 -96 Budget contained an appropriation for the purpose of providing paving improvements for the City Hall /Community Center parking lot and both the west and south parking lots at Elm Creek park. All three lots are used extensively by the public, two of which are not paved (Elm Creek parking lots). Staff developed a bid packet for the paving improvements in the late spring of 1996, and bid packets were available to prospective bidders in July of 1996. The bid packets included specifications for base repair of identified failure areas within the City Hall /Community Center parking lot as well as the entire overlay of the parking lot; and the paving and adding of curb areas within the Elm Creek Park parking lots. Three alternates were also proposed within the bid packets; removal of 2" of all remaining areas that did not contain base failure within the City Hall /Community Center parking lot, and striping alternates for all three parking lots. Please note that the bid packets contained language reserving the right to award the bids to the lowest individual bidder on individual base items, as well as individual alternates. A total of six area contractors supplied bids for the paving improvements and they were opened on July 31, 1996 and a copy of the complete bid tally sheet is attached for your information and review. Upon review of the submitted bids, it was determined to award each parking lot improvement separately, rather than aggregately, as a significant cost savings could be realized. The difference between the lowest aggregate bid amount without alternates ($45,265.00) and the total of all the valid lowest bids on each individual project without alternates ($41,537.00) is $3,728.00. CITY HALL/COMMUNITY CENTER PARKING LOT: The base bids received for the City Hall /Community Center parking lot are as follows: Bidder Amount APAC - Oklahoma, Tulsa 24,732.00 RL Hensley Const, Tulsa 37,175.00 Newman Contracting 35,030.00 C & C Paving, Cushing 26,600.00 Horizon Const, Owasso 31,290.00 Empire Const, Jenks 32,700.00 A review of these bids would indicate that APAC - Oklahoma is the lowest bid for the improvement to this parking lot. The City of Owasso has utilized APAC - Oklahoma in the past (E. 76th Street North and Main Street intersection) and has been pleased with their performance. In addition, APAC - Oklahoma was also submitted the lowest bid for the striping of the City Hall /Community Center parking lot. A review of this bid indicates that striping should also be awarded to APAC - Oklahoma as this would be more cost effective than city personnel performing the striping. ELM CREEK PARK PARKING LOTS: The base bids received for both of the Elm Creek Park parking lots are as follows: Bidder APAC - Oklahoma, Tulsa RL Hensley Const, Tulsa Newman Contracting, Tulsa C & C Paving, Cushing Horizon Const, Owasso Empire Const, Jenks Elm Creek West 10,550.00 12,850.00 9,985.00 11,690.00 11,484.00 10,500.00 Elm Creek South 11,700.00 9,780.00 6,820.00 6,975.00 2,885.00 7,500.00 When reviewing these bids, staff was prepared to recommend to award the Elm Creek Park west parking lot to Newman Contracting and the Elm Creek Park south parking lot to Horizon Construction. However, staff has concerns regarding the bid provided by Horizon Construction because it was more than 58% lower than the next lowest bid. When Mr. Wolfe of Horizon Construction was contacted, he stated that he was not aware that the city was prepared to award each individual lot separately (specific language contained on page 5 of the bid packet) and that the only way he could possibly honor that bid would be if he received both of the Elm Creek Park parking lots. While Horizon Construction would be the lowest bid if both of the Elm Creek parking lots were combined ($14,369.00 vs $16,805,00), staff does not feel it would be proper to award those projects to Horizon Construction because if the bids were awarded to the individual best bidder, the total cost would be $12,870.00 versus the $14,369.00. While the combined $14,369.00 offered by Horizon is certainly less expensive than selecting the combined next lowest bids of $16,805.00, remember that if Horizon Construction honored its lowest bid individually, the cost to the city would only be 12, 870.00. Therefore, staff feels it improper to award the contract ' to Horizon Construction and recommends that the Elm Creek Park West parking lot be awarded to Newman Contracting of Tulsa (individual lowest bid), as well as the Elm Creek Park South ' parking lot (individual second lowest bid). FUNDING: r Funding for the Elm Creek Park parking lot improvements was included in the FY 1995 -96 Capital Outlay portion of the Park Maintenance budget in the amount of $8,250.00, however that ' money was not spent due to other project priorities. Therefore, staff is requesting a carry -over budget in the amount of $16,805.00 from the Capital Outlay portion of the FY 1995 -96 budget in order to fund these improvements. (See Agenda Item # 11) 1 Funding for the City Hall /Community Center parking lot was included in the FY 1995 -96 Capital Improvement Fund in the amount of $12,000.00 and was also not completed last year. Therefore, staff is requesting the carry -over of that $12,000.00. Additionally, staff is requesting a carry -over budget in the amount of $12,982.00 from General Government, in order to provide the remaining funding needed for this improvement. (See agenda item #11) RECOMMENDATION: Staff recommends that the contract for the paving improvements to the City Hall /Community Center parking lot be awarded to APAC - Oklahoma of Tulsa in the amount of $24,982.00; and further recommends that the contract for the Elm Creek Park parking lot improvements be awarded to Newman Contracting of Tulsa in the amount of $16,805.00. ATTACHMENTS: im 1. Bid Tabulation Sheet ' 2. Project Specifications 3. Improvement Site Maps 4. Bid Submittal Forms 1 r M � M = r--• A 5" " M f � M = = = = r--. a--" PARKING LOT D"ROVEMENTS Opening Date: July 31, 1996 Opened By: Marcia Boutwell Witness: David Warren Number of Bids: 6 Bidder Base Bid Com Cnt/Cty Hall Base Bid Elm Creek West Base Bid Elm Creek South Alternate 004 Cold Mill Alternate 005 Striping CC /CH 1 Alternate 006 Striping Elm Creek Total Bid APAC - Oklahoma, Tulsa 24,732.00 10,550.00 11,700.00 7,907.40 250.00 225.00 55,364.40 R L Hensley Const, Tulsa 37,175.00 12,850.00 9,780.00 9,350.00 250.00 250.00 69,655.00 Newman Contracting, Tulsa 35,030.00 9.985.00 6,820.00 4,747.00 445.00 375.00 57,402.00 C & C Paving, Cushing 26,600.00 11,690.00 6,975.00 9,924.00 450.00 450.00 56,089.00 Horizon Const, Owasso 31,290.00 11,484.00 2,885.00 6,100.00 860.00 560.00 53,179.00 Empire Const, Jenks 32,700.00 10,500.00 7,500.00 7,500.00 500.00 450.00 59,150.00 Certification: ; I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: Q� Date: 3 SECTION 00900 PROJECT SPECIFICATIONS The City of Owasso Standards and Specifications for Construction, along with local codes, shall prevail as guidelines throughout said project until it is completed. A. GENERAL SPECIFICATIONS AND CONDITIONS The CONTRACTOR shall use all standards and practices during the construction time frame for the job. All local, state, and federal laws, etc. shall govern every aspect of work. B. GUARANTEE The CONTRACTOR shall guarantee the work and materials used for a period of one year after acceptance of the work by the OWNER. The Maintenance Bond will be for a period of one year ifrom acceptance of the project by the OWNER. ' Any defects in workmanship or materials will be corrected by the CONTRACTOR at no additional expense to the OWNER. Any and all adjustments called to the attention of the CONTRACTOR by the OWNER will be corrected within a reasonable time. The term ' "reasonable" will be interpreted as being within thirty (30) days or less, unless the OWNER agrees to extend this constraint. ' C. SCOPE OF WORK The Work shall include, but not necessarily be limited to, furnishing all material, labor ' and equipment for parking lot improvements at the following locations: 1.1 CITY HALL /COMMUNITY CENTER ' a. Patch asphalt area shown on plans b. 2" cold mill remaining asphalt pavement; see Additives C. Overlay parking lot area shown on plans with 2" asphaltic concrete ' type "C" d. Stripe parking lot per plan; see Additives ' 1.2 ELM CREEK PARK WEST a. Replace grass areas with 6" type "A" aggregate and compact to 95 % standard proctor density. ' b. Place new curb as shown C. Fine grade gravel areas to provide a smooth surface for overlay and fill low areas with type "A" aggregate as needed. d. Prime gravel areas and overlay with 2" asphaltic concrete type "C" e. Stripe parking lot per plan; see Additives C PROJECT SPECIFICATIONS 0796 00900 - Page 1 of 2 17 1.3 ELM CREEK PARK SOUTH a. Replace grass areas with 6" type "A" aggregate and compact to 95% standard proctor density. b. Fine grade gravel areas to provide a smooth surface for overlay and fill low areas with type "A" aggregate as needed. C. Prime gravel areas and overlay with "2" asphaltic concrete type "C" d. Stripe parking lot per plan; see Additives D. PATCHING INSTRUCTIONS All holes must be filled by 5:00 p.m. using procedures stated herein, and no open excavations will be allowed overnight. Portland Cement concrete patches will be protected from all traffic for a period of 24 hours before removal of protective devices. Sawing of the patches is required. The area to be removed shall be marked by the Contractor under the direction of the City. Patch subgrade replacement shall consist of removal of existing pavement and subgrade material. The removed subgrade material shall be replaced with aggregate material meeting the requirement of ODOT Section 703.01 Type "A" and compacted to 95% standard proctor density per AASHTO T- 180 -86 Method as measured by the Nuclear Density Method. Compaction shall be done with a roller or vibratory hand tamper. The pavement shall be cut with a concrete saw full depth before removal of existing pavement. The area to be patched shall be delineated in a straight line geometric pattern. Placement of the subgrade stabilization material shall be per the applicable detail. After placement of the subgrade stabilization, the pavement shall be replaced with concrete. All material shall be placed per the patch detail. The new concrete shall have a flat finish and match the grade of the adjacent pavement. The concrete shall be sprayed with curing compound and protected from traffic for a minimum of 24 hours. Saw control joints as shown on plans. E. PROJECT SPECIFICATIONS The 1988 Oklahoma Standard Specifications for Highway Construction govern, approved by the U.S. Department of Transportation, Federal Highway Administration, January 3, 1989. Supplemental Specifications to the 1988 Standard specifications to govern over the standard specifications, shall prevail as guidelines throughout said project until it is completed. PROJECT SPECIFICATIONS 0796 00900 - Page 2 of 2 APAn- OKlo-hcg4) TuLsA • ; yI ITEM DESCRIPTION BASE BID 001. COMMUNITY CENTER/CITY HALL PARKING LOT IMPROVEMENTS PER SPECIFICATIONS u v FOR LUMP SUM OF $ 002. ELM CREEK PARK WEST PARKING LOT IMPROVEMENTS PER SPECIFICATIONS u; FOR A LUMP SUM OF 003. ELM CREEK PARK SOUTH PARKING LOT IMPROVEMENTS PER SPECIFICATIONS FOR A LUMP SUM OF $ //j �d U• ALTERNATES 004. 2" COLD MILL PAVEMENT ON COMMUNITY CENTER/CITY HALL PARKING LOT PER u v SPECIFICATIONS FOR A LUMP SUM OF $ 005. 4" PAINT STRIPING ON COMMUNITY CENTER/ CITY HALL PARKING LOT PER SPECIFICATIONS SD FOR A LUMP SUM OF $ 006. 4" PAINT STRIPING ON ELM CREEK PARK WEST AND SOUTH PARKING LOTS PER SPECIFICATIONS FOR A LUMP SUM OF 01 TOTAL BID BID 0796 00200 - 3 of 6 Aglll X AI UNTti°�CTiNG—� r�A BID FORM ITEM # DESCRIPTION BID BASE BID 001. COMMUNITY CENTERXITY HALL PARKING LOT IMPROVEMENTS PER SPECIFICATIONS FOR LUMP SUM OF 00o0 002. ELM CREEK PARK WEST PARKING LOT IMPROVEMENTS PER SPECIFICATIONS FOR A LUMP SUM OF $ Q, 9X5, oa 003. ELM CREEK PARK SOUTH PARKING LOT IMPROVEMENTS PER SPECIFICATIONS FOR A LUMP SUM OF ALTERNATES 004. 2" COLD MILL PAVEMENT ON COMMUNITY CENTER/CITY HALL PARKING LOT PER SPECIFICATIONS FOR A LUMP SUM OF $ �� 7 S� 7 0 0 005. 4" PAINT STRIPING ON COMMUNITY CENTER/ CITY HALL PARKING LOT PER SPECIFICATIONS FOR A LUMP SUM OF $ '/C/5,00 006. 4" PAINT STRIPING ON ELM CREEK PARK WEST AND SOUTH PARKING LOTS PER SPECIFICATIONS FOR A LUMP SUM OF $ 375 0 0 n TOTAL BID $ S7 4u-no BID 0796 00200 - 3 of 6 I $I ' •N`1 X11 I TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR ' SUBJECT: LOT TIEING AGREEMENT LOTS 14 AND 15, BLOCK 3 THE FAIRWAYS AT BAILEY RANCH DATE: August 14, 1996 BACKGROUND: The City of Owasso has received a lot tieing request from Mr. Greg Simmons for two lots located within the Fairways at Bailey Ranch. The subject property is located within the 8900 block of North 104th E. Avenue. The applicant is requesting a lot tieing agreement in order to allow for the construction of one single - family residence on the two lots in question. In order to build the single - family residence on the center portion of the two lots, it is necessary for the applicant to enter into a lot - tieing agreement with the City of Owasso. Approval and granting of the lot tieing agreement will pe ensure that the following occur: r. 1. The right to construct the single - family dwelling on the common lot lines of both Lots 14 and 15, Block 3 of The Fairways at Bailey Ranch. 2. The right to use the combined lots as if they were a single -lot of record. 3. That neither lot may be sold in the future as separate lots. 4. That all other improvements (other than the single - family dwelling) shall comply with all ordinances of the City of Owasso. The lot tieing agreement does not effect any platted utility easements as there are no utility easements along the common lot lines. All property development standards would still need to ' be met by the applicant (FY setback of 30', RY setback of 25', Side yard setbacks of 5' and 10'). ' Again, execution of this agreement is necessary in order to allow for construction of the dwelling. The Owasso Planning Commission unanimously recommended approval of the lot tieing agreement at their August 13, 1996 regular meeting. Lot Tieing Agreement Simmons Homes Page 2 of 2 RECOMMENDATION: Staff recommends approval of the lot tieing agreement ATTACHMENT: 1. The Fairway's at Bailey Ranch plat. 2. Copy of the Lot Tieing Agreement. AC;RF.F.MF.NT THIS AGREEMENT made and entered into this 2nd day of August, 1996, by and between Simmons Homes, Inc. hereinafter designated "First Parry ", and the CITY OF OWASSO, OKLAHOMA, a municipal corporation, hereinafter designated "Second Party". WITNESSETH: WHEREAS, First Parties are the record owner(s) of the following described real property situated in the City of Owasso, Tulsa County, State of Oklahoma, to -wit: Lot 14, Block 3, The Fairways at Bailey Ranch I hereinafter designated "First Property ", Lot 15, Block 3, The Fairways at Bailey Ranch I hereinafter designated "Second Property". WHEREAS, the First Parties have requested approval to permit the construction of a single family dwelling on the common lot line of both first and second property and have further requested permission to develop and use said properties and construct improvements thereon in the same manner and to the same extent as would be permissible if said properties constituted one platted lot instead of one platted lot and a second platted lot; and WHEREAS, the Second Party, is willing to grant the aforesaid requests of the First parties, all upon the terms and subject to the conditions hereinafter set forth. NOW THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby agree as follows: (1) subject to the conditions hereinafter set forth, the Second Party does hereby grant unto the First party, their grantees, lessees, successors and assigns the following: (a) The right to construct a single family dwelling on the common lot line of both the first and second property. (b) The right to use said properties of First Parties as though said real property constituted a single platted lot instead of a platted lot and a second platted lot. (2) The rights granted by the Second party under the provisions of numerical paragraph (1) above are subject to the following conditions: (a) That the aforesaid First and Second Properties may not be sold, mortgaged or otherwise encumbered separate and apart from each other; and (b) That construction of buildings and other improvements on said properties of First Party shall otherwise comply with all ordinances of the City of Owasso, Oklahoma. (3) In consideration of the covenants and agreements of the Second party herein contained, the First Party does hereby agree that so long as this Agreement is in force and effect they will not sell, mortgage or otherwise encumber said First and Second properties, separate and independent of each other. (4) This Agreement shall automatically terminate: (a) Upon the replatting of the above described properties into a single lot as required by law. Upon the occurrence of the event described in subparagraph (a) of this numerical paragraph, the Second Party shall, immediately upon the request of the then record owner of the above described properties, execute in recordable form a release or mutual release of this Agreement. (5) This Agreement shall be binding upon the parties hereto and each of them, their respective successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTEST: City Clerk APPROVED: City Attorney APPROVED this day of 119 "INDIVIDUAL ACKNOWLEDGMENT" STATE OF } COUNTY OF } (Property Owner) "First Party" By (Mayor) "Second Party" before me, the undersigned, a Notary Public in and for said County and State, on this day Of 19 personally appeared to me know to be the identical person who executed the foregoing instrument and acknowledged to me that executed the same as free and voluntary act and deed for the purposes therein set forth. Given under my hand and seal the day and year last above written (Notary Public) My commission expires W, M `CORPORATE ACKNOWLEDGMENT" STATE OF } COUNTY OF } F_ before me, the undersigned, a Notary Public in and for said County and State, on this day of , 19 , personally appeared to me known to be the identical person who executed the foregoing instrument and acknowledged to me that executed the same as free and voluntary act and deed of such corporation, for the uses and purposes therein set forth. Given under my hand and seal the day and year last written. (Notary Public My commission expires MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: CONTRACT BETWEEN THE CITY OF OWASSO AND THE FOP (POLICE) LODGE #149 DATE: August 16, 1996 The proposed 1996 -97 contract with the FOP is enclosed for your review. Spreadsheets indicating the specific cost of the contract items have also been enclosed.