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Home My WebLink About2008.07.01_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY CYPE OF MEETING: Regular DATE: July 1, 2008 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, June 27, 2008. Qt&� Juliann Stevens, eputy City Clerk AGENDA 1. Call to Order Chairman Stephen Cataudella 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of the June 17, 2008 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -B S: Agendas \OP W A\2008 \0701. doc Owasso Public Works Authority July 1, 2008 Page 2 4. Consideration and appropriate action relating to a request for Trustees to award a contract for the purchase of refuse collection containers in FY 2008 -2009 and authorization to purchase an initial 7,500 refuse collection carts in an amount not to exceed $400,000. Mr. Doyle Attachment # 4 Staff recommends Trustees award a contract for the purchase of refuse collection containers to Rehrig Pacific Company of Lawrenceville, Georgia with the following prices effective through June 30, 2009: Green Carts $47.25 each; Red Carts $49.95 each; Blue Carts $47.25 each; and authorization to purchase the initial 7,500 Green Refuse Collection Carts from Rehrig Pacific Company in an amount not to exceed $400,000. 5. Report from OPWA Manager. 6. Report from OPWA Attorney. 7. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 8. Adjournment. S: \Agendas \OP WA\2008\070 1. doc OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, June 17, 2008 Public Works Authority met in regular session on Tuesday, June 17, 2008 in the nbers at Old Central per the Notice of Public Meeting and Agenda posted on the etin board at 5:30 p.m. on Friday, June 13, 2008. ITEM 1. CALL TO ORDER Chairman Cataudella called the meeting to order at 8:05 p.m. ITEM 2. FLAG SALUTE The flag salute was given during the Council Meeting held immediately before this meeting. ITEM 3. ROLL CALL PRESENT ABSENT Steve Cataudella, Chairman D.J. Gall, Vice Chair Doug Bonebrake, Trustee Wayne Guevara, Trustee Jon Sinex, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of the Minutes of the June 3, 2008 Regular Meeting. B. Approval of Claims. C. Acknowledgement of receiving the monthly FY 2007 -2008 budget status report. Owasso Public Works Authority June 17, 2008 Mr. Bonebrake moved, seconded by Mr. Gall, to approve the OPWA Consent Agenda with claims totaling $210,858.39. The payroll payment report for pay period ending 6/07/08 was included for review. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5 -0. ITEM 5. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF RESOLUTION NO. 2008 -02, A RESOLUTION ADOPTING THE FY 2008 -2009 ANNUAL OPERATING BUDGET Mr. Ray introduced the item, recommending Trustee approval of Resolution No. 2008 -02 adopting the FY 2008 -2009 annual operating budget. Mr. Sinex moved, seconded by Mr. Guevara, for Trustee approval of Resolution No. 2008 -02, as recommended. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5 -0. ITEM 6. REPORT FROM OPWA MANAGER No report ITEM 7. REPORT FROM OPWA ATTORNEY No report ITEM 8. NEW BUSINESS None 2 Owasso Public Works Authority ITEM 9. ADJOURNMENT Mr. Guevara moved, seconded by Mr. Bonebrake, to adjourn. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:06 pm. Pat Fry, Minute Clerk 3 June 17, 2008 Stephen Cataudella, Chairman Claims List 07/01/08 Budget Unit Title Vendor Name Payable Description Payment Amouni OPWA ADMINISTRATION SAV -ON PRINTING & SIGNS LLC 2008 ANNUAL WATER QUALITY 20.00 OK FLOODPLAIN MANAGERS ASSOCIATION OFMA MEMBERSHIP DUES FOR 130.00 TERMINIX PEST CONTROL @ PW 46.00 JPMORGAN CHASE BANK WALMART- MEETING EXPENSE 47.46 JPMORGAN CHASE BANK WALMART- MEETING EXPENSE 4.86 AEP /PSO ELECTRIC USE FOR MAY 1,385.92 ROBERTSON PLUMBING SUPPLY, INC. PLUMBING PARTS 52.64 AT &T LONG DISTANCE LONG DISTANCE PHONE USE 16.60 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 33.10 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 29.70 JPMORGAN CHASE BANK WATER ENV FED -DUES 142.00 JPMORGAN CHASE BANK FADLERS- MEETING EXPENSE 43.68 JPMORGAN CHASE BANK LOWES -EXIT LIGHTS FOR PW 8.94 A PLUS SERVICE INC A/C REPAIRS AT PUBLIC WOR 160.00 CITY OF OWASSO LIABILITY SELF - INSURANCE 50,000.00 TOTAL OPWA ADMINISTRATION $2,120.90 UTILITY BILLING TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICE 2,645.03 TREASURER PETTY CASH PAPER ROLLS 15.18 TYRONE EUGENE DINKINS METER READER 246.90 KATHLEEN A BALSIGER METER READER 170.10 MARK MEYER METER READER 450.90 DAVID R. OLINGHOUSE METER READER 268.20 NOLAN RAY LANE METER READER 76.95 OFFICE DEPOT INC OFFICE SUPPLIES 7.78 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICE 1,284.12 DAVID R. OLINGHOUSE METER READER 375.30 NOLAN RAY LANE METER READER 264.15 TYRONE EUGENE DINKINS METER READER 216.00 KATHLEEN A BALSIGER METER READER 322.20 MARK MEYER METER READER 286.65 TOTAL UTILITY BILLING 6,629.46 WATER SAV -ON PRINTING & SIGNS LLC 2008 ANNUAL WATER QUALITY 550.00 JPMORGAN CHASE BANK ATWOODS -WORK BOOTS 94.99 MILL CREEK LUMBER & SUPPLY FORM BOARDS FOR DRIVEWAY 22.00 MILL CREEK LUMBER & SUPPLY FORM BOARDS FOR DRIVEWAY 28.28 AEP /PSO ELECTRIC USE FOR MAY 592.87 JPMORGAN CHASE BANK LOWES- COM PRESS ION FITTING 4.32 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 46.94 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 46.94 CITY GARAGE VEHICLE MAINT -PARTS 99.66 JPMORGAN CHASE BANK WATER PROD -METER SET 696.16 JPMORGAN CHASE BANK WATER PROD -SQ LIDS 11.94 JPMORGAN CHASE BANK WATER PROD- SUPPLIES 131.55 Page 1 Claims List 07/01/08 Budget Unit Title Vendor Name Payable Description Payment Amouni WATER... JPMORGAN CHASE BANK WATER PROD - SADDLE & POLY 181.50 CITY GARAGE GARAGE SVC- OVERHEAD 833.33 USAMOBILITY METROCALL PAGER USE 78.82 JPMORGAN CHASE BANK CITY OF TULSA -PURCH WATER 90,000.00 JPMORGAN CHASE BANK CITY OF TULSA -PURCH WATER 90,000.00 JPMORGAN CHASE BANK CITY OF TULSA -PURCH WATER 19,098.40 JPMORGAN CHASE BANK WATER PROD - GREASE 22.44 JPMORGAN CHASE BANK WATER PROD - FLANGE PACKS 406.15 JPMORGAN CHASE BANK WATER PROD -MAINT SUPPLIES 1,342.80 JPMORGAN CHASE BANK BUMPER TO BUMPER - FITTINGS 7.72 TOTAL WATER 204,296.81 WASTEWATER TREATMENT JPMORGAN CHASE BANK LOWES -FAX LINE FOR LAB 8.97 JPMORGAN CHASE BANK MEETING EXPENSE 26.66 JPMORGAN CHASE BANK LOWES - GEARWRENCH SET 49.96 JPMORGAN CHASE BANK LOWES -WATER HOSE PARTS 33.41 SPRINT SPRINT CARDS 100.98 JPMORGAN CHASE BANK LOWES -TABLE 47.97 USAMOBILITY METROCALL PAGER USE 13.95 HUTHER & ASSOCIATES, INC. SAMPLING & ANALYSIS FOR W 1,221.00 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE REMOVAL 2,127.83 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE DISP 2,038.52 CITY GARAGE GARAGE SVC- OVERHEAD 250.00 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 48.64 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 55.19 AT &T LONG DISTANCE LONG DISTANCE PHONE USE 2.97 JPMORGAN CHASE BANK LOWES - PLUMBING PARTS 7.24 AEP /PSO ELECTRIC USE FOR MAY 22,364.23 ASHLAND INC & CONSOLIDATED SUBS CHEMICALS FOR WWTP 1,170.00 TOTAL WASTEWATER TREATMENT 29,567.52 WASTEWATER COLLECTION! JPMORGAN CHASE BANK LOWES -FENCE REPAIR 3.97 AEP /PSO ELECTRIC USE FOR MAY 7,915.83 AUTO DEFINITIONS OF CLAREMORE,INC SPRAY IN BEDLINER AND NER 715.00 JPMORGAN CHASE BANK TRAVEL EXPENSE 5.38 JPMORGAN CHASE BANK LOWES -FENCE REPAIR 50.73 JPMORGAN CHASE BANK CLIFFORD POWER- SOLENOID 178.55 JPMORGAN CHASE BANK TRAVEL EXPENSE 24.48 JPMORGAN CHASE BANK QUALITY INN - LODING EXPENS 239.85 JPMORGAN CHASE BANK TRAVEL EXPENSE 35.56 JPMORGAN CHASE BANK GRAINGER- VACUUM PUMP 363.38 JPMORGAN CHASE BANK TRAVEL EXPENSE 21.81 JPMORGAN CHASE BANK TRAVEL EXPENSE 15.96 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 37.39 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 37.39 Page 2 Claims List 07/01/08 Budget Unit Title Vendor Name Payable Description Payment Amount WASTEWATER COLLECTION: CITY GARAGE GARAGE SVC- OVERHEAD 625.00 W.W. GRAINGER, INC. DBA GRAINGER RELAY FOR MAIN PLANT LIFT 15.20 CITY GARAGE VEHICLE MAINT -PARTS 1,381.50 JPMORGAN CHASE BANK AMERICAN PACKING - FITTINGS 360.22 JPMORGAN CHASE BANK TRAVEL EXPENSE 41.25 JPMORGAN CHASE BANK LOWES -FENCE REPAIR 11.91 USAMOBILITY METROCALL PAGER USE 29.85 JPMORGAN CHASE BANK GRAINGER -LIFT ST FUSES 91.69 JPMORGAN CHASE BANK WATER PROD - MANHOLE LID 186.67 JPMORGAN CHASE BANK BUMPER TO BUMPER - TERMINAL 4.80 JPMORGAN CHASE BANK TRAVEL EXPENSE 29.58 JPMORGAN CHASE BANK TIME MARK - TRANSFER SWITCH 365.92 JPMORGAN CHASE BANK TIME MARK - REFUND ON TAX -28.72 TOTAL WASTEWATER COLLECTIONS 12,760.15 REFUSE COLLECTIONS JPMORGAN CHASE BANK OREILLY -FUEL FILTER 96 -1 7.12 JPMORGAN CHASE BANK WALMART- SAFETY BOOTS 49.83 JPMORGAN CHASE BANK STEVES WHLS - WRENCHES 50.98 USAMOBILITY METROCALL PAGER USE 41.75 JPMORGAN CHASE BANK WASTE MGMT- REFUSE 8,756.51 CITY GARAGE VEHICLE MAINT -PARTS 1,668.97 ALSUMA TRUCK & EQUIP REPAIR REFUSE TRUCK REPAIRS - 05 94.71 SCHAEFER SYSTEMS INTERNATIONAL, INC PILOT CART PURCHASE 6,250.00 CITY GARAGE GARAGE SVC- OVERHEAD 3,333.33 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 48.39 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 48.39 NATIONAL POWER WASH, INC POWER WASH REFUSE VEHICLE 150.00 ALSUMA TRUCK & EQUIP REPAIR REFUSE TRUCK REPAIR - UNI 347.28 REDI CLINIC HEPATITIS TEST FOR DANIEL 99.00 O'REILLY AUTOMOTIVE INC TOOLS FOR CART REPAIRS 10.16 TOTAL REFUSE COLLECTIONS 20,956.42 RECYCLE CENTER AEP /PSO ELECTRIC USE FOR MAY 82.18 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 10.43 UNIFIRST HOLDINGS LP UNIFORM /PROTECTIVE CLOTHI 10.43 CITY GARAGE GARAGE SVC- OVERHEAD 41.66 JPMORGAN CHASE BANK WASTE MGMT - ROLLOFFS 4,711.44 JPMORGAN CHASE BANK CECIL & SONS - REPLACE TIRE 75.90 JPMORGAN CHASE BANK WASTE MGMT- RECYCLE 3,888.54 JPMORGAN CHASE BANK WASTE MGMT- RECYCLE 2,928.88 TOTAL RECYCLE CENTER 11,749.46 338,080.7 FUND GRAND TOTAL Page 3 Claims List 07/01/08 Budget Unit Title Vendor Name Payable Description jPayment Amouni OPWA STF TRANSFERS ICITY OF OWASSO ITRANSFER TO CAPITAL IMPRO 1,100,000.00 TOTAL OPWA STF TRANSFERS 1,100,000.00 FUND GRAND TOTAL 1,100,000.0 DEBT SERVICE - OPWA ST Sl TYANN DEVELOPMENT COMPANY, INC DEVELOPMENT AGREEMENT 36,650.84 TOTAL DEBT SERVICE - OPWA ST SU 36,650.84 FUND GRAND TOTAL 36,650.8 OPWA GRAND TOTAL $1,474,731.56 Page 4 Department OPWA Administration Utility Billing Water Wastewater Wastewater Collection Refuse Recycle Center OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 06121/08 Payroll Expenses Total Expenses 5,824.40 5,967.80 9,098.83 10,346.70 7,415.95 9,170.25 953.60 8,202.49 8,334.95 13,663.53 15,205.50 10,952.17 13,223.77 1,580.13 FUND TOTAL 48,777.53 71,162.54 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: TIM DOYLE PUBLIC WORKS GENERAL SERVICES SUPERINTENDENT SUBJECT: REFUSE COLLECTION CONTAINERS CONTRACT AWARD DATE: June 26, 2008 BACKGROUND: The Owasso Public Works Authority solicits bids annually for the purchase of refuse carts for its collection operations. The plan to move to a fully automated refuse collection system to facilitate the most efficient, cost effective method of refuse collection initiated the need to conduct a refuse container pilot program. The current semi - automated collection system utilizes approximately 7000 AmeriKart "PolyKarts" that are not functional in a fully automated collection system. A pilot program was conducted for a period of seven months from September 2007 through March 2008 in order to prepare for the purchase of new refuse carts. Three vendors were selected to provide 200 containers each for the program. The vendors selected were Rehrig- Pacific Company, Schaefer Systems International and Toter Incorporated. The pilot program areas selected were portions of El Rio Vista, Bailey Ranch Estates and Lakeridge. A customer survey was conducted at the end of the program in order to receive evaluations from the residents within the pilot program areas. The results of the survey indicated that two of the three vendor's refuse carts performed very well ( Rehrig- Pacific Company and Toter Incorporated) with over 70% of customers preferring the pilot program refuse carts over their former refuse carts. SOLICITATION OF BIDS: A Notice to Bidders was published in the Owasso Reporter on April 29, 2008 and May 6, 2008 to solicit bids for the bulk purchase of green and blue (refuse) and red (yardwaste) carts. Contract specifications (see Attachment A) require the bid price per cart and replacement parts be guaranteed for any orders placed until June 30, 2009. Included in the contract is an initial one- year term with subsequent renewal periods for three (3) successive one (1) year terms upon the consent of both parties in writing, not less than sixty (60) days prior to the expiration of the initial term or any successive one (1) year term. Refuse Collection Containers Contract Award Page 2 of 2 Bids were requested from four vendors. Six (6) bids were received and opened at 2:00 PM on May 20, 2008. The tabulation of those bids is as follows: Bidder 50 Qty/Ea. Truck Qty/Ea. Truck Oty # Green Red Blue Green Red Blue Rehrig Pacific Co. No Bid No Bid No Bid $47.25 $49.95 $47.25 486 Schaefer Systems International $62.96 $64.96 $62.96 $52.96 $54.96 $52.96 427 Toter Incorporated $59.80 $63.45 $59.80 $49.42 $51.07 $49.42 588 Williams Refuse Ameri- Kart/Boss $68.501 $68.501 $68.50 1 $57.00 $57.001 $57.00 500 Williams Refuse Ameri- Kart/Me aKart $60.431 No Bid I $60.43 1 $55.301 $55.301 $55.301 336 Williams Refuse (Ameri- Kart/3390R) No Bid No Bid No Bid 1 1 $50.951 $50.951 $50.951 378 Notes: 1. Schaefer - Price Reviewed Ea. 90 Days 2. Toter Inc. 100 Qty Pricing /Ea. 3. Toter Inc. Pal Nut Wheel Option /Ea. 4. Toter Inc. Granite Color Rod /Ea. $57.99 -$1.00 $1.25 $60.64 $57.99 The bid submitted by Rehrig Pacific Company has met all requirements of the bidding process and is based on the Rehrig Pacific 95 gallon "95U" container. FUNDING SOURCE: Funding for the initial purchase of the collection containers is included in the FY 08 -09 Refuse Division Budget (line item 61- 480 - 54490). The staff anticipates the need to purchase an additional 500 green, 300 red and 100 blue refuse carts in FY 08 -09. RECOMMENDATION: Staff recommends Trustees award a contract for the purchase of refuse collection containers to Rehrig Pacific Company of Lawrenceville, Georgia with prices effective through June 30, 2009 as follows: Green Carts: $47.25 each (FOB) Red Carts: $49.95 each (FOB) Blue Carts: $47.25 each (FOB) Additionally, staff recommends Trustee authorization to purchase 7,500 green refuse collection carts from Rehrig Pacific Company in an amount not to exceed $400,000. ADDITIONAL NOTES: • The contracted prices listed for the refuse containers are established as a "Freight On Board" (FOB) price. The cost for shipping will be determined at the time of shipment. Current market conditions reflect a rate of approximately $700 per truck shipment quantity of 486 containers. • Existing refuse containers will be collected and declared surplus allowing for auction on e -Bay.