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Home My WebLink About1996.09.03_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: September 3, 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 30, 1996. Call to Order 2. Invocation Rev Bill Caudle First Baptist Church, Owasso 3. Flag Salute 4. Roll Call on Marc Boutwell, City Clerk AGENDA 5. Special Presentation to Rev Bill Caudle, Minister of Education /Outreach, Owasso First Baptist Church, for Transmittal to Officials of Wychavon District, Located North of the City of Worcester, England. Chairman Ewing The Chairman and Mayor, on behalf of the Trustees and Council and the citizens of Owasso, will present a plaque to Pastor Caudle, who will soon be making a mission trip to England. In the past, the City has sent these types of "friendship" plaques with citizens, who then present them to city officials in other countries. Owasso Public Works Authority September 3, 1996 Page 3 10. Consideration and Appropriate Action Relating to a Request to Solicit Bids for Improvements to the Wastewater Treatment Plant. Mr Carr Attachment #10 Bid documents have been prepared to improvements to the wastewater treatment plant, and the staff will request authorization to solicit bids for such improvements. 11. Consideration and Appropriate Action Relating to the Award of a Contract for Resident Project Representative Services for the Wastewater Treatment Plant Construction. Mr Carr Attachment #11 The staff will recommend approval of a contract with HUB +Garver Inc in the amount of $215,100 for the purpose of overseeing the construction of the wastewater treatment plant improvements; and authorization for the Mayor to execute the document 12. Consideration and Appropriate Action Relating to a Request for Trustee Approval of a "Carry- Over" Budget Request from the Wastewater and Water Departments of the OPWA Fund, Such Action Requested in the Form of a Supplemental Appropriation to the FY 1996 -97 OPWA Budget. Ms Bishop Attachment #12 The staff will recommend Trustee approval of a supplemental appropriation in the amount of $19,200 to the Wastewater Collection Division, and $63,825.00 to the Water Division of the OPWA Fund. OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 20, 1996 The Owasso Public Works Authority met in regular session on Tuesday, August 20, 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 16, 1996. ITEM 1: CALL TO ORDER Chairman Ewing called the meeting to order at 7:30 p.m. ITEM 4: ROLL CALL PRESENT Danny Ewing, Chairperson Joe Ramey, Vice Chairperson Mary Lou Barnhouse, Trustee Michael Helm, Trustee Tracy Standridge, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ABSENT ITEM 3: REQUEST APPROVAL OF THE MINUTES OF AUGUST 6. 1996 REGULAR MEETING. Mr Helm moved to approve the minutes as written, by reference hereto; seconded by Ms Barnhouse. AYE: Helm, Barnhouse, Standridge, Ramey, Ewing NAY: None Motion carried 5 -0. ITEM 4: REQUEST APPROVAL OF CLAIMS Ms Bamhouse moved, seconded by Mr Helm, to approve the following claims as submitted: (1) OPWA Fund $104,701.91; (2) Payroll $24,953.94. AYE: Barnhouse, Helm, Standridge, Ramey, Ewing NAY: None Motion carried 5 -0. Owasso Public Works Authority August 20, 1996 ITEM 7: REPORT FROM OPWA MANAGER No report. ITEM 8: REPORT FROM OPWA ATTORNEY No report. ITEM 9: UNFINISHED BUSINESS None. ITEM 10: NEW BUSINESS Councilor Helm asked if the current city water and sewer lines would be able to accommodate the proposed sixth grade center. Mr Carr said that there shouldn't be a problem. ITEM 11: ADJOURNMENT Mr Helm moved, seconded by Mr Standridge, to adjourn. AYE: Helm, Standridge, Barnhouse, Ramey, Ewing NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:42 p.m. Marcia Boutwell, Authority Secretary 3 Danny Ewing, Chairperson C:TTY n7 nmAR'=f7 nWA�- -n PTIRT.TC W!IRKR AITTT4nPTTY R /R() /9A R117"1,5 A/P M.ATT-1. PFPf)RT APAPVP PA.(,F• Pf7 # ---- - - - - -- VFNT)f7R ------------------- nPRC:RTPTTnN - - - - -- ------------------- - AM(ITTNT - - - -- ------- - - - - -- ()PWA AT)MTNT�;TRATTCMN ------------------------ - - - - -- 9701 RCf T.TRFRTY TTTT.RA RFt1FNTTR R(7Nn)n 50-740-4? 970R(tA C:TTV GARAGP R.F.PATP.R R /9A R_09 97Cl.R4R MFMRF.R RFRVTC'F T.TFF MCINTRT.V PF.F. 5()_() () 9704 ?0 WAT. -MART t1FPT('.P glTPPT.TRR A_4R 9704R4 TRFARTTRFR PETTY rARR RRTMR PFTTV f'ARR 4.94 97(15(15 nMT.A"nMA NATTTRAT. (;AR R /9A IM.. ?1 _9? 970010A M(.T TFT.RCY1TdMTTNTrATTmTq R /9A TTRR 1 71_19 970507 PR(1 7/9,5 TTRF '?Al .A5 9705OR T;f7TTTTd14FSTFRN RFT.T. TFT F R /9A PT.FYAR 1 719.44 97051 1 ATkT WTRFT.F.SR RF.RVTC'FR R /9A PAGTNG RPRVTrP A.95 T)FPARTMF.NT TnTAT. = = = =', 51. ?R7.(1R TTTTT.TTV RTT.T.TN(; ------------ ------------ - - - - -- 970004 ITfi PCIRTMA9TFR ITTTT.TTV RTT.T. PCIRTA(;F 1 -000-00 970174 GARY MnRFF.., MFTFP RFATMIS 0()()_ ?5 97ognA rTTV GARAGE RFPATRS R /9A R_1? 970R7? TVRCINF T)TNVTNS MFTFR RF.AT)TNC7 ?A.R_ ?5 97(1R7R m;r.AR M(T.ATTRTN MRTFR RF.AT)TNG 57A,00 970R74 PRAT) fiPARYMAN MFTFR RFAT)TNC; RA1 _RO 970q75 ,TCTNNT• v Rf7C;FRfi MFTFR RFAT)TATf; R4. C)5 T)FPARTMFNT TnTAT. = = = =) 9_44;_47 WATER ------------------------ - - - - -- 976177 WATER PpnT)TjrTR TNr METER fiFTfi -97 F. AVF 591R. OR 97(1R(lA rTTV SARAGP RFPATRR R /9A 1.75 970RA? VTMRAT.T. Af'F RART)WARF MATNT /PFPATR STIPPT.TFfi 119_A7 970RR9 WATER PRf)T)TTC'TR TIM MF.TF.R RTTPPT,TRR 7RA_70 97(14 ?A WATFR PRC)T1TTrTfi TN(. GIATFR MRTFRR l?/5/95 1 _ 5R9. on 97050A M(T TF.T.P..(,.nmMTTNT(.ATTCINR R /9A TTgP 1 _4R 97(15(17 Pc;n 7/9,5 TT P 1 no _ 05 97()5f)R qCITTTRDIF.RTF.RN RFT.T. TFT.F R /911; PT.Pn`A.R ?R_9 97175(19 SC1iTTNWFSTFRN RFT.T. TFT.F R /9A PTnN- PT.FkAR AR_9A 97091 AT$T WTRF.T.F.c;q 'RFRVTC'F.R R /9A PAGTNG SF.RVT(:F ?()_R5 T)FPARTMFNT TnTAT. ____? R7?50.47 WARTFWATRR TRFATMRNT PT.ANT ------------------------ - - - - -- R f'.TTITY nF nwAc n nWA(;,qn PITIRT.Tr, wnpvq ATTTT4nPTTY R/IZIO/914 q*17'lA A/P rT,ATMc PFPnPT APAPVP P A t = P. PCT it VP.NnnP nFqrPTPTTnN AmnITNT ---------- ------------------------- ------------------------- ------------- 97n!iOR finTJTNWF;TF.PN PF.T.T. TFTY nPPARTMPNT TnTAT. PITNT) TnTAT. ====' P/9,1 PT.PYAP' 7117 - A 1 - - - - - - - - - - - - - 9?? - 477 ------------- 97 A5,.R - RP, Brol VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF -INS GENERALFUND TRANSFERS TOTAL 1 CITY OF OWASSO OPWA A/P TRANSFER REPORT DESCRIPTION TRANSFER FROM OPWA TRANSFER FROM OPWA TRANSFER FROM OPWA AMOUNT 4,958.33 3,842.50 26, 528.92 35,329.75 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: RODNEY J RAY CITY MANAGER SUBJECT: OPWA RESOLUTION #96 -04 WATER RATE INCREASES DATE: August 27, 1996 BACKGROUND: The City of Tulsa has notified the City of Owasso of an impending change in the water rates it charges its master meter customers. Effective October 1, 1996, there will be an increase of thirteen cents per one thousand gallons of water purchased. That increase was adopted by both the Tulsa Utility Authority and the Tulsa City Council. This increase is the second such rate increase in the past five years to its municipal customers, and represents an attempt by Tulsa to earmark funds to upgrade its Mohawk treatment plant and accomplish other capital projects. The increase is based on a "cost of services" review of customers classifications and is in keeping with a 1989 study that established that method of setting rates is one that was more equitable to all customers. Prior to 1991, the City of Tulsa focused its rate increases on its high volume municipal customers and did not impose increases on its Tulsa residents. Since 1991, however, the City has implemented a "cost of services" rate philosophy. The result was that Owasso and other municipal customers had no rate increases in 1992, 1993, & 1994, while Tulsa resident rates were increased significantly. In 1995, Tulsa implemented an aggressive program to update its treatment facilities and increased rates to both residents and its municipal customers. An increase of thirteen cents per thousand gallons of water purchased was anticipated in the 1996 -97 OPWA Operating Budget (see page 9 of the budget). Therefore, should the Trustees accept the staff recommendation, no changes are required to the budget document. PROPOSED RATE CHANGES: Based on a staff review of the financial impact of the Tulsa rate increase and an analysis of the financial position of the OPWA (conducted during the budget process), the staff position is that only a pass- through rate increase is needed at this time. An increase of thirteen cents per thousand gallons of water purchased equates to a 4.5% rate adjustment to our customers. The table below shows the current rate and the proposed rates with the thirteen cent increase. OWASSO PUBLIC WORKS AUTHORITY OPWA RESOLUTION NO 96 -04 A RESOLUTION OF THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY ESTABLISHING RATES FOR WATER SERVICE WITHIN AND WITHOUT THE CORPORATE LIMITS OF THE CITY OF OWASSO, AND DECLARING AN EFFECTIVE DATE. BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY THAT: SECTION ONE: The rate schedule set forth on Exhibit "A" attached hereto and made a part hereof is hereby adopted. SECTION TWO: The aforementioned rates, as well as rate applications, shall be effective for October 1996 usage as reflected by November 1996 billing. SECTION THREE: Specific provisions adopted by the Authority contained in OPWA Resolution X192 -04 and OPWA Resolution #93 -05 are adopted by reference, incorporation thereof being made herein by reference thereto as a part of this resolution, and continue without change or interruption. APPROVED AND ADOPTED this 3rd day of September, 1996 by the Trustees of the Owasso Public Works Authority. Danny Ewing, Chairperson ATTEST: Marcia Boutwell, Trust Secretary APPROVED AS TO FORM: Ronald D Cates, Trust Attorney OFFICE OF ASSISTANT DIRECTOR 918 • 596 • 7274 August 27, 1996 City of Owasso Attention: Rodney Ray 207 S. Cedar Owasso, OK 74055 Dear Mr. Ray: DEPARTMENT OF PUBLIC WORKS 200 CIVIC CENTER TULSA, OKLAHOMA 74103 On October 1, 1996, rate increases approved by the Utility Board and the City Council will go into effect. Your existing water rate is $1.59 per 1,000 gallons, and your new rate will be $1.72 per 1,000 gallons, which is an effective increase of 8.18 %. The Utility Board sent letters inviting customers to attend a meeting held April 8, 1996, to discuss the proposed utility rate adjustments in water and sewer. If you have any further questions about your specific utility charges, please contact me at 596 -7274, City Hall, Room 512, Tulsa, Oklahoma 74103. Sincerely, Michael L. Buchert Public Works Assistant Director MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: DATE: BACKGROUND: PURCHASE OF HALF -TON PICKUP TRUCK STREETS DIVISION August 29, 1996 In June 1996, Council approved the FY96 -97 budget for the Public Works Department Streets Division. The budget included funding for the purchase of a pickup truck as part of Capital Outlay (Line Item 51- 410 - 5442). The truck is proposed to replace a 1978 GMC -% -ton truck which has 156,800 miles of use. On July 17, 1996, bid specifications were sent to 15 potential vendors. Bids were received on August 7, 1996 from 5 bidders as follows: Bidder Type Vehicle Bid Amount Lynn Hickey Dodge Oklahoma City 1996 Dodge Ram $14,899.00 Don Thornton Ford Tulsa 1997 F -150 15,944.30 Swinson Chevrolet Tulsa 1997 Cheyenne 16,488.00 South Pointe Chevrolet Tulsa 1997 Cheyenne 16,569.00 Southwest Buick Tulsa 1997 Siena 17,567.00 All vendors met or exceeded the specifications. Copies of each bid submittal are attached. Analysis of the bids indicates that Lynn Hickey Dodge, Oklahoma City is apparent low bidder at $14,899.00. The vehicle is available for immediate delivery. CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Ifs Owasso, Oklahoma 74055 (918) 272 -2251 n1 l7 p f ! AUG 11996 � �1 BID DOCUMENTATION Opening Date: August 7. 1996 Council/Trustee Approval: Item: Two -Wheel Drive Half -Ton Pickup Number of Bids: 5 Bids Opened By: Marcia Boutwell r Witness: Doug Groves Witness: Bidders Amount of Bid Lynn Hickey Dodgr, Oklahoma City 1996 Dodge Ram $14,899.00 Don Thornton Ford, Tulsa 1997 F -150 $15,944.30 Swinson Chevrolet, Tulsa 1997 Cheyenne $16,448.00 South Pointe Chevrolet, Tulsa 1997 Cheyenne $16,569.00 Southwest Buick, Tulsa 1997 Sierra $17,567.00 Certification: I, Marcia Boutwell, City Clerk, do hereby certify th Documentation is true and correct. Signature:E Date: knowledge, this Bid 6. PAYMENT - As with all municipalities in Oklahoma, payment must be approved and signed on a claims list by the proper city authority. Payment shall be made only after complete and acceptable delivery of the vehicle, in accordance with these specifications. The Owasso City Council /Owasso Public Works Authority meets regularly on the first and third Tuesday of every month. 7. PRIME CONTRACTOR RESPONSIBILITY - If final delivery of the vehicle includes the use of services of another company, the City of Owasso /Owasso Public Works Authority will hold the bidder responsible for those outside services. 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 /Owasso Public Works Authority. 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 or Owasso /Owasso Public Works Authority nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso /Owasso Public Works Authority will enter into with the vendor. 11. PROPOSED COST - It is not the policy of the City of Owasso /Owasso Public Works Authority to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified vehicle and listing of all equipment and options. All bids shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Robert Carr by calling (918)272 -4959 Monday thru Friday 8:00 a.m. to 5:00 p.m. SPECIFIC REQUIREMENTS 1. The vehicle shall be a new 1996 two wheel drive half -ton pickup truck. 2. The vehicle must have white factory paint, a minimum of two doors, and an 8' Fleetside body style. 3. The vehicle must include the following equipment: * Factory installed air conditioning. ' * Alternator: Heavy duty, minimum 60 amperes. I* Anti- freeze: Service to -20 °F or lower MEMORANDUM TO: FROM: SUBJECT: DATE: BACKGROUND: RODNEY J. RAY CITY MANAGER F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR AUTHORIZATION TO ADVERTISE FOR BIDS WASTEWATER TREATMENT PLANT PHASE I IMPROVEMENTS August 27, 1996 The existing City of Owasso wastewater treatment facility was constructed in 1988. The plant consists primarily of an oxidation ditch with interchannel boat clarifier, effluent ultraviolet light disinfection and reaeration, and sludge drying beds (see Figure 1). The plant was originally designed to treat an average daily flow of 1.56 million gallons per day (MGD). With the current average daily flow approaching the original design capacity and new effluent limitations that require increasing the treatment capabilities of the existing plant, an amendment to the Facilities Plan was completed in order to obtain funding through the State Revolving Fund (SRF) loan program to include the needed modifications. The document was submitted to the Oklahoma Water Resources Board and approved. The approved Facilities Plan serves as the mechanism for selection of the most cost- effective treatment system for the 20 -year planning period. The document is the basis for detailed engineering design and ultimate construction of the needed improvements. Based on projected population growth over the 20 -year planning period, two (2) phases of improvements are required. Phase I, which is needed at this time, will increase plant capacity to 2.15 MGD and is expected to provide sufficient capacity through the year 2001. Phase II, projected to be required in the year 2001, is proposed to increase capacity to 3.3 MGD and is expected to be sufficient until approximately 2015. F" Page 3 Authorization to Advertise for Bids Wastewater Treatment Plant Phase I Improvements BIDDING AND CONSTRUCTION AWARD SCHEDULE: As a result of the above approvals, the project is ready to proceed according to the following schedule: Authorization to bid Advertisement Pre -bid Conference Bids due Bid award FUNDING; September 3, 1996 September 12, 1996 October 3, 1996 October 17, 1996 November 5, 1996 Funding for this project has been approved by the Oklahoma Water Resources Board using the State Revolving Fund (SRF) loan. A commitment of $2,410,000.00 has been made by the OWRB (see attachment) for this project. In addition, a fund balance of $1,380,000.00 exists from the previous $4,600,000.00 loan that was received to fund the water distribution replacement, wastewater collection system rehabilitation and portions of the wastewater treatment plant construction. Therefore, a total of $3,790,000 is available at this time with the remaining loan balance and committed SRF funds. A final loan cannot be closed until bids are received and the actual amount of dollars required for project funding can be determined. RIECON AWMATION: Staff recommends Trustees authorization to advertise for bids for the Wastewater Treatment Plant Phase I Improvements. ATTACFIMENTS: 1. Figure 1 - Existing Plant Process Schematic 2. Figure 2 - Phase I Improvements 3. Opinion of Probable Construction Costs (FHC, Inc.) dated March 10, 1996 4. Construction Permit (ODEQ) 5. Approval letter from OWRB 6. OWRB Binding Commitment to SRF Loan dated April 9, 1996 DIif 41VIr STbRV fZOW I-ICWING 9,4SN Adapted from Amendment to Facility Plan Waste Water Treatment System (prepared by FHC, Inc., September 994) IMZUENr 1041 SH,4ZL -Z Uf/E SOURER BOX FIGURE 2 - Phase I Improvements 913- 48:1 -5305 F H C INC. 028 P03 CITY OF OWASSO WASTEWATER TREATMENT PLANT PHASE I IMPROVEMENTS FINAL SUBMITTAL OPINION OF PROBABLE CONSTRUCTION COSTS AUG 27'9G 4 SLUDGE PU3" STATIOrf BUILDING CONCREM CA.IUBIJmJ) G R AS PUMPS VFD FORRAS PUMP WAS PUMPS SG1IbAOR" PUMP sUMP ptw ELECTRIC TIOMT ACCESSDOOR 12" DIP LINE 12' FnTINCrS V DIP LUIS 8' FiTTR303 V DIP LINE 6' FCrrMS 12' VALVE 8' VALVE 6' VALVE MACMIC METER 12' AIR LINE 12' AIR FITTINGS Ur AIR LbM 10' AIR FnT INGS 6' AIR LINE C AIR FITTINGS 5 UV UNIT MODIFICATIONS ADDMONAL UV UDDULES (28 BULB MODLIIES) 6 SLUDGE DRYRP G BEDS 'r COIXIRM 545,600 6' DRAIR 12M SF 6' FTPTINGS ' 8' FORCE MAIN 3 8' VALVES 14,000.00 S. f-ti ,= 52.500 r WATER 12M EA GRATING 1.25 SANDMIZAVEL MEDIA 2 EXCAVATION AND BAC MU 10.000.00 BROWN BEAR ATIAOIIIAM -Tr 152 CY 5300.00 1.00 545,600 1.260 SF 50.00 1.25 79.750 3 EA 14,000.00 1.25 52.500 3 EA 10.000.00 1.25 37,500 2 EA 10.000.00 1.25 25,000 1 EA 10,000.00 1,25 12,500 1 EA 2,000.00 1.25 2.500 1 RA i5 000.00 1.00 15,000 4 EA 1,200.00 1.50 7.200 IS LF 45.00 1.50 1 -15 5 SA 800.00 1.50 6,000 82 LF 30.00 1.50 31690 13 EA 400.00 1.50 7,800 82 Lp 20.00 1.50 2,460 11 EA 350.00 1.50 5,775 3 EA 2,000,00 1150 9,000 10 EA 1,200.00 1.50 18,000 3 HA 800.00 1.50 3.600 2 EA 3.500.00 1.50 10.5w 30 LF 35.00 1-SO 1,575 9 EA 900.00 1.50 10,800 36 LF 30.00 1.50 1,620 6 EA 750.00 1.50 6,750 30 LF :5.00 1.50 1,125 3 EA 600.00 1150 2.700 •4�� 2 EA 510,000.00 150 SX000 S30,000 266 cY 5215.00 1.00 $57,190 243 LF 30.00 1.50 10.935 9 RA 350.00 1.50 4,725 156 LF 30.00 1.50 7.020 3 EA 500A0 1.50 2,250 6 EA 250.00 1.50 2.250 126 LF 5.00 1.50 1312 180 SF 40.00 1.50 10.800 20 CY 55 1.00 1,100 1,333 CY -7.00 1,00 9,331 1 EA 15,000.00 1.00 15,000 5122.113 918- 481 -5305 F H C INC. 028 P05 CITY OF OWASSO WASTEWATER TREATMENT PLANT PHASE I IMPROVEMENUS FINAL SUBMITTAL OPINION OF PROBABLE CONSTRUCTION COSTS RUG 27'96 16::34 9 ELECTRICAL AM CONTROLS ELEC1RIC.AI„ CCVMOL4 MHTRiG 7.00% 312.'',4:5 $122,425 SUBTOTAL 11,97I,M3 CONTRACTOR'S COSTS MOBUJZATTON & DENODMIZATION 10.00% 5187,135 BOND 2.0054 $37,427 PROTECT MANAGE &NT 3.00% 356,141 OVERHEAD AND PROFIT 8.005E $149,708 CONSTRUCTION SUBTOTAL 52391,766 ccl, 3GF.NCY 10.00% $230,176 ENGWRRRN(1, CONSTRUCTION ADMDMTRATMN 9.00% !207,159 1NSP5C -ION 4.306/. 5981976 O&MMANUAL PREPARATION 01501/4 $11.509 PROJECT PEOORMA2dCE 1.00% $23.018 LEGAL, FINANCFAL, ADD. DOTRATION 3.w. $69.053 TOTAL PR04ECT COST grEb15 I THROUGH 9) M,941AM 918- 481 -5305 F H C INC. 028 P07 PUG 27196 16:35 CrrY OF OWASSO WASTEWATER TREATMENT PLANT PHASE I IMPROVEMENTS FINAL SUBMITTAL OPINION OF PROBABLE CONSTRUCTION COSTS OXIDAMN DrM'H REpLgM REDWOOD DHCf:ISPLAV WAIL WIM 1.450 3F $6.00 1.50 $13,050 RELOCATE CM ORINE BUILDING 1 LS 6.000.00 1.00 6.000.00 REPLACE MATING AT1NFL SPLU ER BOX 25 SF 40.00 1S 1,500.00 SUBTOTAL SA550 FINAL CLARIFUM PRE- Mr—WAMNFORFVrURE CLARIFIER 4400 CY $12.00 1.0 $52.800 SLVME DRYING BWS WMEN EXISTING RAMPS CONTRACPUR'S COM MOBILIZATION & DEMC)BIITIAMN SOLID PROJECT MANAGEMENT OVERHEAD AND PROFTT 5$ CY $200.00 1.00 SUBTOTAL .5EM TOTAL ADDMOKAL rrEW 10,00% 2.009 3,00% S.00' /. CONSTRUCTION SUBTOTAL CONHNGENCY 12,00% ENOWEERM CONSTRUCTION ADM24ISTRATION 10.00% INSPECTION 4.30'/. LWAi, FINANCIAL, ADMDMTRATION 3.007/1 TOTAL PROJECT COST 9TEM 10) 552.800 $11,000 $11,000 $227,W $22,750 54.550 56.825 $18,200 a479A" $33-579 $27983 $12,039 ^.`'vjj.J MARK S. COLEMAN moo) FRANK KEATING Executive Director 1901i Governor State of Oklahoma DEPARTMENT OF ENVIRONMENTAL QUALITY Permit No. ST000072960451 SEWAGE TREATMENT 3007218 PERMIT TO CONSTRUCT July 23, 1996 Pursuant to O.S. 27A 2-6-401, the City of Owasso is hereby granted this permit to construct two (2) final clarifiers, returned activated sludge pump station, sludge drying beds, and modifications to the oxidation ditch to serve the Owasso Wastewater Treatment Plant to be located in Section 31 , T -21 -N, R -14 -E, I.M., Tulsa County, Oklahoma, in accordance with the plans and specifications approved on July 23, 1996. By acceptance of this permit, the permittee agrees to operate and maintain the facility in accordance with the Discharge - OPDES (NPDES) rules OAC 252:605 and to comply with the State Certification laws, Title 59, Section 1101 -11 16 O.S. and the rules and regulations adopted thereunder regarding the requirements for certified operators. This permit is issued subject to the following provisions and conditions. project. 1) That the recipient of the permit is responsible that the project receive supervision and inspection by competent and qualified personnel. 2) That construction of all phases of the project will be started within one year of the date of approval or the phases not under construction will be resubmitted for approval as a new project. 3) That no significant information necessary for a proper evaluation of the project has been omitted or no invalid information has been presented in applying for the permit. 4) That this office will be notified approximately 10 days prior to completion of the project, so that a final inspection can be made by an engineer from this department before final payment is made to the contractor. 5) That the State Department of Environmental Quality shall be kept informed of occurrences which may affect the eventual performance of the works or that will unduly delay the progress of the project. 6) That the issuing of this permit does not relieve the responsible parties from any damage whicr may accrue as the result of the location and operation of the plant in this area. 7) That the recipient of the. 15ermit is responsible for the continued operation and maintenance o these facilities in accordance with the rules and regulations adopted by the Environmenta Quality Board and that this department will be notified in writing of any sale or transfer o ownership of the facilities. 1000 Northeast Tenth Street. Oklahoma City. Oklahoma 73117 -1212 L� GARY L SHERRER EXECUTIVE DIRECTOR DUANE A. SMITH ASSISTANT DIRECTOR FRANK KEATING GOVERNOR STATE OF OKLAHOMA August 7, 1996 WATER RESOURCES BOARD n�i� ; (?fir -,[-, AUG 2 Mr. Rodney Ray, City Manager ' U` City of Owasso 207 South Cedar Owasso, Oklahoma 74055 Dear Mr. Ray: Re: Owasso Public Works Authority, Project No. C- 401146 (Phase I) , Loan No. ORF -95 -002 We have determined that the plans and specifications (P &S) for the above referenced project comply with SRF Regulations. The Oklahoma Water Resources Board (OWRB) approved plans and specifications are being retained in our files. The enclosed ORF -43 lists the construction items and identifies the eligible and ineligible items. Any other items under this contract are considered ineligible. If you and /or your engineer need supplemental sets of the approved plans and specifications with the OWRB approval stamp you must submit additional sets. All addenda to the specifications must be approved by the OWRB prior to bid opening. Failure to obtain the required approval may result in PP disallowance of the items affected by the addenda. If you have any questions, contact Marc Hullinger at (405) 530 -8800. Sin 'perely, Reese Daugherty, Engineering Supervisor Financial Assistance Division Enclosure: Form ORF -43 copies: FHC, P.A., Consulting Engineer doc: sharesrf \owasso \s1- 039.Stp 3800 N. CLASSEN BLVD. OKLAHOMA CITY, OKLAHOMA 73118 . TELEPHONE (405) 536.8800 FAX (405) 530-8900 & 530.8952 J. Roar Ki tley, Chairman Bill Secrest, Vke Chairman . Ervin Mitcheq Secretary . Robert S. Ken, Jr. . Richard McDonald . Mike Henson ' Dick Seyboh . Lonnie L Farmer . Jack M Givens C., H.ryci d P.P. GARY L SHERRER EXECUTIVE DIRECTOR DUANE A. SMITH ASSISTANT DIRECTOR April 9, 1996 Mr. Rodney Ray, City of Owasso 207 South Cedar Owasso, Oklahoma Dear Mr. Ray: STATE OF OKLAHOMA WATER RESOURCES BOARD City Manager 74055 FRANK KEATING GOVERNOR (C(Opy Re: Binding Commitment to Make State Revolving Fund (SRF) Loan for Project No. C- 401146 -11 (ORF -95 -002) ; Owasso Public Works Authority, Tulsa County We are pleased to inform you that the Oklahoma Water Resources Board (OWRB) approved awarding an SRF loan to the Owasso Public Works Authority (Authority) in an amount not to exceed $2,410,000.00 for the above referenced project. A copy of the April 9, 1996 OWRB' Order approving your loan application is enclosed. With the approval of the Board, and upon your written acceptance of this "Letter of Binding Commitment," the State of Oklahoma will be committed to make the loan to the Authority subject to the terms set forth in this letter and additional terms to be prescribed in the Promissory Note, Loan Agreement, and other appropriate loan documents to be executed at or prior to loan closing. In accepting this "Letter of Binding Commitment," the Authority acknowledges that it must agree to the following terms before the loan funds will be advanced: 1. The Authority agrees that this project will be constructed in part with funds directly made available by the U.S. Environmental Protection Agency Capitalization Grant to the State of Oklahoma. As a result, this project is def fined as an "equivalency project" and the applicant agrees to continue to document compliance with the Federal Clean Water Act and all other Federal cross - cutting laws and authorities. 2. The Authority agrees that only those items specified on the enclosed ORF -43 are eligible for SRF funding. 3800 N. CLASSEN BLVD. OKLAHOMA CITY, OKLAHOMA 73118 . TELEPHONE (405) 530 -8800 . FAX (405) 530 -8900 & 530 -8952 J. Ross Klrtley, Chairman BIII Secrest, b ice Chainnan . Ervin Mitchell, Secretary e Robert S. Ken, Jr. . Richard McDonald . Mike Henson Dick Seybolt . Lonnie L Farmer . Jack M. Givens Recycled Paper LOBC /Authority Rodney Ray Page 3 ACCEPTANCE: On behalf of the Owasso Public Works Authority, I, the undersigned, being duly authorized to take such action, do hereby accept and agree to the terms and conditions of this "Letter of Binding Commitment." The applicant understands that the State's purpose for this "Letter of Binding Commitment" is to inform the applicant that the loan has been approved and that the funds for the loan will be reserved for a limited time upon applicant's acceptance of the terms of the "Letter of Binding Commitment." Following applicant's acceptance of the "Letter of Binding Commitment," the parties will proceed to close the loan in a timely fashion. Owass blic Works Au rity na re Rodney Ray, uthorized Representative (Signature) Marcia Boutwell, Secretary ATTEST: (Signature) (SE-AL) Enclosures: OWRB Order ORF -43 D to Da(Date 5/19/93 PROPOSED CONSTRUCTION ITEMS Date: April 9, 1996 Name of Project: Owasso Public Works Authority Project No.: C- 401146 -11 Minor variations within an item are to be expected and will not affect its eligibility. Any changes in the items, or substantial changes within an item, however, will be considered ineligible unless reconsideration is specifically required and approved by the Oklahoma Water Resource Board. DESCRIPTION OF ITEMS Eligible for SRF Partici ation Yes No Based on the planning document approved by the Oklahoma Water Resoun:es Board on _January 26. 1996 . Phase I 1. Intrachannel Boat Clarifier removal x 2. Two final clarifiers ( 60 ft. diam.) x 3. Refurbish and upgrade pump station for phase I capacity x 4. A Waste /Return Activated Sludge Pumping Station for phase I capacity x 5. Upgrade Oxidation Ditch (diffused air system, deck replacement) x 6. Upgrade UV disinfection system x 7. New sludge beds (3) x 8. Sludge Handling Equipment (brown bear) x 9. Grinder at the headworks Owasso Public Works Authority ORF -96 -002 loan is not closed on or before such date, the Board reserves the right to de- obligate a portion of or all of the loan funds in order to be used by the Board to make other SRF loans as the Board determines shall permit the best use of the funds. Funds shall be provided to the Authority from the SRF in accordance with the SRF program regulations as approved by the EPA. Additional loans in the future may be made for such projects of the Authority, at such repayment periods and subsidized interest rates, and upon such other terms and conditions as may be agreed upon and approved by the Board and the Authority. 3. The Board's staff is authorized to determine what additional conditions or requirements shall be necessary in order to assure the soundness of the loan and compliance with applicable financial and legal requirements. 4. The loan shall be subject in all respects to the provisions of the Promissory Note, Loan Agreement, and other loan documents which shall be executed by proper officials of the Authority and a Board member at or prior to loan closing as appropriate. So ordered this 9th day of April, 1996 in regular and open meeting of the Oklahoma Water Resources Board. OKLAHOMA WATER RESOURCES BOARD Ross Kirtley, C irman ATTEST: Ervin Mitchell, Secretary (SEAL) NWMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. G__ PUBLIC WORKS DIRECTOR SUBJECT: AWARD OF CONSTRUCTION PHASE ENGINEERING SERVICES CONTRACT - WASTEWATER TREATMENT PLANT IMPROVEMENTS DATE: August 30, 1996 BACKGROUND: The Owasso Public Works Authority secured a low interest loan from the Oklahoma Water Resources Board (OWRB) for improvements to the wastewater treatment plant. (Companion projects for the water distribution system and wastewater collection system have already been completed.) Approval of the loan required selection of an engineering firm for the design of the improvements. FHC, Inc. was selected to prepare the contract documents and plans for the improvements. Completed plans and contract documents were sent to the OWRB and the Oklahoma Department of Environmental Quality (ODEQ) for review and approval. A permit to construct the improvements was issued July 23, 1996 by the ODEQ (Permit No. ST000072960451) and on August 7, 1996 by the OWRB. ENGINEERING PROPOSALS: Staff requested qualification statements on April 5, 1996 from engineering firms capable of providing construction administration and resident inspection services for the wastewater treatment plant improvements. A packet of information was advertised and sent to twenty -two (22) area engineering firms. Responses were received from five (5) firms. Statements were ranked according to the total number of evaluation points assigned by the Review Committee (consisting of Robert Carr, Phil Lutz and Doug Groves). Based upon the initial evaluation, the Review Committee identified CTE Engineers, Inc., FHC, Inc., and HUB +Garver as "Qualified and Highly Responsive Firms ". These three firms were requested to submit a detailed Scope of Services and their proposed fee for final evaluation by the Review Committee. Page 3 Agreement for Engineering Services water distribution replacement, wastewater collection system rehabilitation and portions of the wastewater treatment plant construction) provide a total of $3,790,000 available at this time. Costs of this work will be included in determining total project funding requirements at the time of final loan closing. Should the project not be funded for some reason, a provision is included in the Agreement (Paragraph 11.3) for protection of the Authority. The provision indicates no compensation shall be due the Engineer from the Authority and services shall be terminated immediately upon notification by the Authority. ItECONIlVIENDATION: Staff recommends Trustees approval of the Agreement for Construction Phase Engineering Services for the Wastewater Treatment Plant Improvements with HUB +Garver, Tulsa, Oklahoma in the lump sum amount of $215,100 for construction phase engineering, resident project representation and operation and maintenance manual preparation. ATTACHMENTS: 1. Agreement All services shall be performed b3 or under the supervision of Professional Engineers licensed in the State of O ahoma, and properly qualified to perform such engineering services, which qualification shall be subject to review by AUTHORITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standard, no warranty, either express or implied, shall apply to the SERVICES to be performed by the ENGINEER pursuant to this AGREEMENT or the suitabili of ENGINEER'S work product. 5.0 5.1 ENGINEER shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs of the contractor in connection with the PROJECT. 6.1 ENGINEER shall defend and inde liability for damages arising out AUTHORITY including but not I other expenses of whatever nature act, error, or omission of ENGIM ENGINEER is legally liable. ENGINEER liable for any damag Contractor of the AUTHORITY. ufy AUTHORITY from and against legal ' the performance of the SERVICES for ited to any claims, costs, attorney fees, or ere such liability is caused by the negligent it or any person or organization for whom thing in this paragraph shall make the caused by the AUTHORITY or any other 6.2 ENGINEER shall not be liable to AUTHORITY for any special, indirect or consequential damages, such as, b t not limited to, loss of revenue, or loss of anticipated profits. 7.0 COMPLIANCE WITH LAWS. 7.1 In performance of the SERVICES, ENGINEER will comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria and standards. ENGINEER shall procure the permits, certificates, and licenses necessary to allow ENGINEER to perform the SERVICES. ENGINEER shall not be* responsible for procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to ENGINEER in Attachment B, SCOPE OF SERVICES. 7.2 The ENGINEER shall take the necessary actions to ensure its facilities are in compliance with the requirements of the Americans With Disabilities Act. It is understood that the program of the ENGINEER is not a program or activity of F) 11.0 TERMINATION OF AGREEMENT. 11.1 The obligation to continue SERVICES under this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 11.2 AUTHORITY shall have the right to terminate this AGREEMENT, or suspend performance thereof, for AUTHORITY'S convenience upon written notice to ENGINEER; and ENGINEER shall terminate or suspend performance of SERVICES on a schedule acceptable to AUTHORITY. In the event of termination or suspension for AUTHORITY'S convenience, AUTHORITY shall pay ENGINEER for all SERVICES performed in accordance with provisions of Attachment D, COMPENSATION. Upon restart of a suspended project, payment shall be made to ENGINEER in accordance with Attachment D, COMPENSATION. 11.3 If the PROJECT is not funded, no compensation shall be due ENGINEER from OWNER and SERVICES shall be terminated immediately upon notification by the OWNER. 12.0 NOTICE. 12.1 Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below. 12.1.1 To ENGINEER: HUB +GARVER 5415 S. 125th E. Avenue, Suite 201 Tulsa, Oklahoma 74146 12.1.2 To AUTHORITY: Owasso Public Works Authority 207 South Cedar P.O. Box 180` Owasso, Oklahoma 74055 IN WITNESS WHEREOF, the parties have executed this AGREEMENT in multiple copies on the respective dates hereinbelow reflected to be effective on the date executed by the Contracting Authority. ATTEST: Secretary APPROVED AS TO FORM: Authority Attorney OWASSO PUBLIC WORKS AUTHORITY Chairman Date RECOMMENDED: Director of Public Works HUB +GARVER Partn Date ATTACHMENT "B" AGREEMENT FOR CONSTRUCTION PHASE ENGINEERING SERVICES WASTEWATER TREATMENT PLANT IMPROVEMENTS -PHASE 1 SRF PROJECT NO. C- 401146 -03 SCOPE OF SERVICES ATTACHMENT B B. SCOPE OF SERVICES. The scope of services to be performed by the ENGINEER shall consist of services during the construction phase of the project. The services to provide by the ENGINEER includes the following categories: • CONSTRUCTION PHASE ENGINEERING SERVICES • RESIDENT PROJECT REPRESENTATION • PREPARATION OF OPERATION AND MAINTENANCE MANUAL IB.1 CONSTRUCTION PHASE ENGINEERING SERVICES 0 B.I.1 GENERAL. The ENGINEER shall provide General Administration of the Construction Contract. The ENGINEER shall consult with and advise the AUTHORITY and act as the AUTHORITY's representative during the construction phase. This Administration shall specifically include: • Issue Instructions to the Contractor including instructions from the AUTHORITY • Review Contractor's project schedule and advise the AUTHORITY of the Contractor(s) progress on a regular basis. • Schedule and conduct a monthly construction progress meetings with the Contractor and the AUTHORITY. B.1.2 PREBID CONFERENCING. The ENGINEER will be present at the prebid conference with potential contractors. B.1.3 PRECONSTRUCTION CONFERENCING. The ENGINEER will schedule and conduct a preconstruction conference with the Contractor, AUTHORITY, and representatives of the Oklahoma Wastewater Resources Board. 1 the work has progressed to the point indicated, and that, to the best of knowledge, information and belief, the quality of such work is generally in accordance with the Contract Documents (subject to an evaluation of such work as a functioning whole prior to or upon substantial completion, to the results of any subsequent tests required by the Contract Documents). The ENGINEER'S review of Contractor work for the purposes of recommending payments shall not impose on the ENGINEER the responsibility to supervise, direct or control such work or for the means, methods, techniques, sequences, or procedures of construction or safety precautions or programs incident thereto or Contractor compliance with laws, rules, regulations, ordinances, codes or orders applicable to their furnishing and performing the work. It shall also not impose responsibility on the ENGINEER to make any examination to ascertain how or for what purposes any Contractor has used the moneys paid on account of the contract price, or to determine that title to any of the work, materials or equipment has passed to the AUTHORITY free and clear of any lien, claims, security interest or encumbrances, or that there may not be other matters at issue between the AUTHORITY and Contractor that might affect the amount that should be paid. B.1.11 CONTRACTOR'S COMPLETION DOCUMENTS. The ENGINEER shall receive and review maintenance and operating instructions, schedules, guarantees, bonds and certificates of inspection, tests and approvals which are to be assembled by the Contractor in accordance with the Contract Documents (but such review will only be to determine that certificates of inspection, tests and approvals of the results certified indicate compliance with the Contract Documents); and shall transmit them to the AUTHORITY with written comments. B.1.12 FINAL INSPECTIONS. In company with the AUTHORITY, the ENGINEER shall conduct a semifinal and a final inspection to determine if the completed work is acceptable so that the ENGINEER may recommend, in writing, final payment to the Contractor and my give written notice to the AUTHORITY and the Contractor that the work is acceptable. B.1.13 RECORD DRAWINGS. The ENGINEER shall provide the AUTHORITY with two (2) sets of prints of the record (as built) drawings and one (1) set of mylar reproducible prints of the record drawings. The ENGINEER shall also provide a set of record drawings on disk in AutoCAD release 13. B.2 RESIDENT PROJECT REPRESENTATION. The ENGINEER shall provide a full time highly qualified Resident Project Representative for the duration of the project construction. The duties and responsibilities of the Resident Project Representative shall be as set out in Attachment E, "Duties, Responsibilities and Limitations of Authority of the Resident Project Representative ". M. ATTACHMENT "C" AGREEMENT FOR CONSTRUCTION PHASE ENGINEERING SERVICES WASTEWATER TREATMENT PLANT IMPROVEMENTS -PHASE 1 SRF PROJECT NO. C- 401146 -03 RESPONSIBILITIES OF THE AUTHORITY ATTACHMENT C C. RESPONSIBILITIES OF THE AUTHORITY. The AUTHORITY agrees: C.1 Reports, Records, etc. To furnish, as required by the work, and not at expense to the ENGINEER: C.1.1 Records, reports, studies, plans, drawings, and other data available in the files of the AUTHORITY which may be useful in the work required under this AGREEMENT including but not limited to the following: • One copy of the Wastewater Facilities Plan • Contract Documents including: - Original Full Sized Plans - Original ' /z Sized Plans - Electronic Copy of Plans on AutoCAD Release 12 or 13 - Unbound Set of Bid Documents - One Complete Set of Contract Documents including Contractor's Bonds and Insurance • One Full Copy of the previous Operation and Maintenance Manual for the Wastewater Treatment Plant • Geotechnical Data Performed at the Wastewater Treatment Plant Site for the Proposed Project C.2 Access. To provide access to public and private property when required in performance of ENGINEER'S services. C.3 Staff Assistance. To furnish the services of at least one of AUTHORITY's employees or staff who has right of entry to, and who has knowledge of, AUTHORITY's facilities relating to this Project. C -1 ATTACHMENT "E" AGREEMENT FOR CONSTRUCTION PHASE ENGINEERING SERVICES WASTEWATER TREATMENT PLANT IMPROVEMENTS SRF PROJECT NO. C- 401146 -03 DUTIES, RESPONSIBILITIES AND LIMITATIONS OF AUTHORITY OF THE RESIDENT PROJECT REPRESENTATIVE ATTACHMENT E This is an Exhibit attached to, made a part of and incorporated by reference with the Agreement made on , 19 , between (OWNER) and (ENGINEER) providing for professional engineering services. ENGINEER shall furnish a Resident Project Representative (RPR), assistants and other field staff to assist ENGINEER in observing performance of the work of Contractor. Through more extensive on- site observations of the work in progress and field checks of materials and equipment by the RPR and assistants, ENGINEER shall endeavor to provide further protection for OWNER against defects and deficiencies in the work of CONTRACTOR; but, the furnishing of such services will not make ENGINEER responsible for or give ENGINEER control over construction means, methods, techniques, sequences or procedures or for safety precautions or programs, or responsibility for CONTRACTOR's failure to perform the Work in accordance with the Contract Documents. The duties and responsibilities of the RPR are limited to those of ENGINEER in ENGINEER's agreement with the OWNER and in the construction Contract Documents, and are further limited and described as follows: dW A. GENERAL. RPR is ENGINEER's agent at the site, will act as directed by and under the supervision of ENGINEER, and will confer with ENGINEER regarding RPR's actions, RPR's dealings in matters pertaining to the on -site work shall in general be with ENGINEER and CONTRACTOR keeping OWNER advised as necessary. RPR's dealings with subcontractors shall only be through or with the full knowledge and approval of CONTRACTOR. RPR shall generally communicate with OWNER with the knowledge of and under the direction of ENGINEER. E -1 recommendations to ENGINEER. Transmit to CONTRACTOR decisions as issued by ENGINEER. o 8. Records: Maintain at the job site orderly files for correspondence, reports of job conferences, Shop Drawings and samples, reproductions of original Contract Documents including all Work Directive Changes, Addenda, Change Orders, Field Orders, additional Drawings issued subsequent to the execution of the Contract, ENGINEER's clarifications and interpretations of the Contract Documents, progress reports, and other Project related documents. Keep a diary or log book, recording CONTRACTOR hours on the job site, weather conditions, data relative to questions of Work Directives, Change Orders or changed conditions, list of job site visitors, daily activities, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and send copies to ENGINEER. Record names, addresses and telephone number of all CONTRACTOR, subcontractors and major suppliers of materials and equipment. 9. Reports: Furnish ENGINEER periodic reports as required of progress of the Work and of CONTRACTOR's compliance with the progress schedule and schedule of Shop Drawing and sample submittals. Consult with ENGINEER in advance of scheduled major tests, inspections or start of important phases of the Work. Draft proposed Change Orders and Work Directive Changes, obtaining backup material from CONTRACTOR and recommend to ENGINEER Change Orders, Work Directive 1' Changes, and Field Orders. Report immediately to ENGINEER and OWNER upon the toccurrence of any accident. 10. Payment Request: Review applicants for payment with CONTRACTOR for ' compliance with the established procedure for their submission and forward with recommendations to ENGINEER, noting particularly the relationship of the payment requested to the schedule of values, Work completed and materials and equipment delivered at the site but not incorporated in the Work. 11. Certificates, Maintenance and Operation Manuals: During the course of the Work, ' verify that certificates, maintenance and operation manuals and other data required to be assembled and furnished by CONTRACTOR are applicable to the items actually installed and in accordance with the Contract Documents, and have this material ' delivered to ENGINEER for review and forwarding to OWNER prior to final payment for the Work. 12. Completion: Before ENGINEER issues a Certificate of Substantial Completion, submit to CONTRACTOR a list of observed items requiring completion or correction. Conduct final inspection in the company of ENGINEER, OWNER, and -� CONTRACTOR an prepare a final list of items to be completed or corrected. Observe that all items on final list have been completed or corrected and make recommendations to ENGINEER concerning acceptance. E -3 ® M Man- hourssand Fee.`Breakdo�cn x , HUB +Garver Ewa "ss u i as e, a e e, rope s x Task Per Contract Item Project Manager Elec/ Mech/ Struct Engineer Civil / Sanitary Engineer Resident Proj. Respresentative Technician / Drafter Clerical Expenses Total Man -hour Rate: $80 $75 $65 $45 $40 $28 Travel Other IB. Construction Phase Engineering Services 6.1.1 - General 208 0 0 0 0 26 $100 $32 $17,500.00 B.1.2 Preconstruction Conference 12 0 0 0 0 2 $4 $1,020.00 B.1.3 - Site Visits 282 0 0 0 0 1 20 $180 $23,300.00 B.1.4 - Defective Work 10 0 0 0 0 2 $4 $860.00 B.1.5 - Clarifications 20 0 0 0 0 5 $1,740.00 13.1.6 - Shop Drawings 40 80 96 0 28 24 $98 $17,330.00 B.1.7 - Tests 5 0 0 0 0 0 $400.00 B.1.8 - Disputes 5 0 0 0 0 5 $540.00 B.1.9 - Pay Requests 18 0 0 8 0 22 $24 $2,440.00 13.1.10 - Final Documents 16 0 0 0 0 0 $20 $1,300.00 B.1.11 - Final Inpection 8 0 0 0 0 2 $4 $40 $740.00 B.1.12 - Records and Drawings 20 0 0 0 80 1 $20 $342 $5,190.00 Subtotal - B.1 Services $72,360.00 B.2 - Resident Project Representative 2432 $1,500 $300 $111,240.00 B.3 - O & M Manual 130 40 134 40 80 100 $1.590 $31,500.00 OWASSO.WK4 08/05/96 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: RODNEY J RAY CITY MANAGER SUBJECT: REQUEST FOR CARRY -OVER BUDGET APPROPRIATION DATE: August 29, 1996 BACKGROUND: Since 1993, the City has embraced the concept of allowing its managers the use of a "carry- over" budget appropriation. In fact, the Council has adopted that concept as a financial management policy in each of the last three years. A "carry- over" budget appropriation is a concept wherein budgeted, but unexpended, funds from one fiscal year may be rebudgeted (appropriated) or "carried over" to the next fiscal year. The goal of a carry -over budget is to encourage economy and efficiency in the use of public funds. Traditional public sector budgets anticipate and reward the expenditure of all of the funds under ' a manager's control during the twelve -month fiscal year. In spending all available funds, managers are "justifying" a continued or even greater level of appropriations in following years. Thus, efforts to be efficient and save money will often result in the reduction of future budgets. The "carry- over" budget promotes a philosophy of "save it and invest it" rather than "spend it or lose it ". Managers who save money from last year's budget are rewarded by the possibility ' of a carry-over appropriation to the current year's budget. This is the fourth year for the City's managers to operate under a "carry- over" budget concept. The "carry- over" budget concept is based on a business approach to government spending and is a key element to our overall goal of fiscal efficiency. The success of the concept has not only saved taxpayer dollars in the form of reducing spending, but has helped foster a decision - making process that is increasingly business oriented in both process and desired outcome. REQUEST FOR CARRY -OVER BUDGET AUGUST 29, 1996 PAGE 3 Fire Department Finance Department OPWA FUND Wastewater Department Water Department Interior Painting Beds & Mattress In- Station Tone Alert Station Vehicle Uniform & Protective Clothing Moving /Remodeling Reserve for Future Computer Purchase $ 1,500.00 $ 5,000.00 $ 4,000.00 $ 5,000.00 $ 2,000.00 $ 600.00 $ 2,000.00 TOTAL GENERAL FUND REQUEST $50,925.00 Wastewater Master Plan Booster Pump Station TOTAL OPWA FUND REQUEST CAPITAL IMPROVEMENTS FUND Equipment Storage Buildings Construction $19,200.00 $63,825.00 $82,825.00 '.:1 111 11 TOTAL CAPITAL IMPROVEMENTS FUND REQUEST $80,000.00 GARAGE FUND Garage Refurbish Service Truck $ 4,385.00 k Exterior Repairs- Building 350.00 IP TOTAL GARAGE FUND REQUEST 4,735.0 CAPITAL PROJECTS GRANT FUNDS CDBG - NSP Project Water /Wastewater $19,009.00 CDBG - Wastewater Rehab Project Wastewater Improvements $65,516.00 CDBG - Precision Components Parking Lot $10,319.00 TOTAL CAPITAL PROJECTS GRANT FUND REQUEST $94,844.00 ' Attached for your review are memoranda from managers or department directors explaining each carry-over budget request. TO: Sherry Bishop FROM: F. Robert Carr Public Works Director SUBJECT: CARRYOVER BUDGET REQUESTS DATE: August 23, 1996 Proposed items for carryover from the FY 95 -96 Budget are presented on the attached sheets. A summary of these items is as follows: Engineering Line Item: MACHINERY & EQUIPMENT Account Number: 51- 170 -5441 Scanner and software Proposed carryover budget: Streets Line Item: IMPROVEMENTS - NOT BUILDING Account Number: 51-410 -5430 Paint exterior of Street building Proposed carryover budget: Fencing of storage area Proposed carryover budget: In addition to the above, the following project costs need to be carried forward: Wastewater Master Master Plan (61 -530 -5310) $19,200.00 Equipment Storage Buildings (81- 210 -5421) $80,000,00