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HomeMy WebLinkAbout1995.09.05_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL r TYPE OF MEETING: Regular DATE: September 5, 1995 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, September 1, 1995. Marc a Boutwell, City Clerk AGENDA 1. Call to Order 2. Invocation Pastor Buzz Walker Owasso Church of the Nazarene 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of August 15, 1995 Regular Meeting, August 18, 1995 Special Meeting and August 31, 1995 Special Meeting. Attachment #5 Owasso City Council ' September 5, 1995 Page 2 6. Request Approval of Claims. t Attachment #6 1 7. Consideration and Appropriate Action Relating to a Request That the Mayor be Authorized ' to Execute a "Site Agreement" Between the City of Owasso and the Tulsa Senior Nutrition Program for the Purpose of Continuing the Use of the Owasso Community Center as a Nutrition Site for Providing Noon Meals. ' Mr McElrath Attachment #7 Staff will recommend that the Council authorize the Mayor to execute the site agreement. 8. Consideration de anon and Appropriate Action Relating to the Award of a Bid for Eight Gas Powered Trimmers (Weed Eaters) for Various Departments. Mr McElrath Attachment #8 Staff will recommend Council approval of the award of a bid in the amount of $3400 to Bailey Equipment Co, Owasso, OK for the purchase eight gas powered trimmers. 9. Consideration and Appropriate Action Relating to the Award of a Contract for Preventative Maintenance for the City's Storm Sirens. Mr Stevens Attachment #9 Staff will recommend Council approval of the award of a contract to Goddard Enterprises, Guthrie, OK in the amount of $3750 plus a 25 % markup on parts, for maintenance and repair of the City's storm sirens. Owasso City Council September 5, 1995 Page 3 10. Consideration and Appropriate Action Relating to a Request for Council Approval of an Expenditure of Funds for the Repair of Natural Gas Lines at the Owasso Fire Station, Such ' Action a Ratification of an Action Taken by the City Manager Wherein the Manager's Legal Spending Authority was Exceeded. Chief Allen ' Attachment #10 Staff will recommend Council ratification of the City Manager's approval of $1250 to ' Action Plumbing, Owasso, OK, for the emergency repair of natural gas lines at the fire station. 11. Consideration and Appropriate Action Relating to a Request to Purchase One Police ' Package Motorcycle. Chief Alexander Attachment # 11 ' Staff will recommend Council approval of an expenditure of $8597 to Farrs Cycles, Tulsa, OK for the purchase of one Kawasaki, Model KZ 1000 -P -14 motorcycle as specified in bid documents issued on August 2, 1995. ' 12. Consideration and Appropriate Action Relating to a Request for Acceptance of a Grant from the U.S. Department of Justice Providing Funds for the Employment of One Additional ' Police Officer and Requiring a Local Match of 25 %. Chief Alexander Attachment #12 tStaff will recommend Council acceptance of a $74,970 grant award authorized by the "Cops Fast" program and that the Mayor be authorized to execute the documents necessary to ' implement the award of the grant. Owasso City Council September 5, 1995 Page 4 13. Consideration and Appropriate Action Relating to the Acceptance of Improvements to the Water and Sanitary Sewer Systems Constructed to Serve Country Estates Subdivision. Mr Groves Attachment #13 Staff will recommend Council acceptance of the infrastructure improvements. 14. Consideration and Appropriate Action Relating to the Acceptance of Improvements to the Sanitary Sewer System Constructed to Serve the Penix Place Tract in Tulsa County. Mr Groves Attachment #14 Staff will recommend Council acceptance of the infrastructure improvements. 15. Consideration and Appropriate Action Relating to Ordinance #512, an Ordinance Providing for the Closing of a Utility Easement Located Within Lot 1, Block 1, Ram Plaza Addition to the City of Owasso, Tulsa County, Oklahoma. ' Mr Ray Attachment #15 Staff will recommend Council approval of Ordinance #512 based on previous Council action ' of August 15, 1995 approving such closing. J Owasso City Council September 5, 1995 Page 5 16. Consideration and Appropriate Action Relating to a Contract for the Supply and Cleaning of Uniforms for Certain Municipal Employees and the Establishment of a Uniform Allowance for Such Employees. Mr Carr Attachment #16 Staff will recommend Council approval of a unit price contract with Yale Uniform Rental, Tulsa, OK, for the supply and cleaning of partial uniforms as specified in bid documents issued on July 26, 1995, and will further recommend the authorization of a $100 clothing allowance to eligible employees for the purpose of completing the uniform issuance. 17. Consideration and Appropriate Action Relating to the Purchase of One 11 /a Ton Static Roller and Utility Trailer. Mr Carr Attachment #17 Staff will recommend Council approval of the expenditure of $7058 to Equipment One, Owasso, OK, for the purchase of a 11 /a ton static roller and utility trailer as specified in bid ' documents issued on July 20, 1995. ' 18. Consideration and Appropriate Action Relating to a Contract for Administrative Services Between the City of Owasso and INCOG. Mr Hardin Attachment # 18 t Staff will recommend Council approval of a contract in the amount of $3619 between the City of Owasso and INCOG providing for the administration of a CDBG -ED grant for improvements to infrastructure to assist in the expansion of Precision Components Inc. 1 1 1 Owasso City Council September 5, 1995 Page 6 19. Consideration and Appropriate Action Relating to a Contract Between the City of Owasso and the IAFF, Local #2789 (Firefighters). Mr Ray Attachment #19 Staff will recommend City Council approval of a contract between the City and firefighters for FY 1995 -96 and providing for wages, benefits and other working conditions, such contract negotiated by representatives of the parties and ratified by the IAFF < Local #2789 on August 25, 1995. 20. Consideration and Appropriate Action Relating to Ordinance #513, an Ordinance Providing for Mandatory Connection to City Utilities, Providing Responsibility for Payment of Connection Fees, and Requiring Employment Beneficiary Information. Mr Hardin Attachment #20 Staff will recommend Council approval of Ordinance #513, such ordinance a requirement of the granting agency. The provisions of the ordinance relating to required connection are restricted to only those structures located within 200 feet of the water and wastewater line improvement constructed as a part of the CDBG -ED -NSP project. 21. Consideration and Appropriate Action Relating to Resolution #95 -08, a Resolution Relating to CDBG -ED (NSP), Mandating Employment Information from Beneficiaries of Infrastructure Improvements Associated with the National Steak and Poultry Project. Mr Hardin See Attachment #20 Staff will recommend Council approval of Resolution #95 -08, such resolution a requirement of the granting agency. C 1 1 I I � I h I i Owasso City Council September 5, 1995 Page 7 22. Consideration and Appropriate Action Relating to Resolution #95 -09, a Resolution Relating to CDBG -ED (NSP), Mandating Employment Information from National Steak and Poultry. Mr Hardin See Attachment #20 Staff will recommend Council approval of Resolution #95 -09, such resolution a requirement of the granting agency. 23. Report from City Manager 24. Report from City Attorney 25. Reports from City Councilors ' 26. Unfinished Business 1 1 1 1 27. New Business Owasso City Council September 5, 1995 Page 8 28. Adjournment I OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, August 15, 1995 The Owasso City Council met in regular session on Tuesday, August 15, 1995 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 11, 1995. ITEM 1: CALL TO ORDER Mayor Burris called the meeting to order at 7:30 p.m. dw ITEM 2: INVOCATION a- The invocation was given during the OPWA meeting preceding this meeting. ITEM 3: FLAG SALUTE The flag salute was held during the OPWA meeting preceding this meeting. ITEM 4: ROLL CALL PRESENT Charles Burris, Mayor Danny Ewing, Vice Mayor Joe Ramey, Councilor Mary Lou Barnhouse, Councilor Michael Helm, Councilor STAFF Rodney J Ray, City Manager Marcia Boutwell, City Clerk Ronald D Cates, City Attorney A quorum was declared present. ABSENT ITEM 5: REQUEST APPROVAL OF THE MINUTES OF AUGUST 1, 1995 REGULAR MEETING. ' Mr Ramey moved, seconded by Ms Barnhouse, to approve the minutes as submitted, by reference made a part hereto. ' AYE: Ramey, Barnhouse, Helm, Ewing, Burris NAY: None ' Motion carried 5 -0. r OW Owasso City Council August 15, 1995 im me ITEM 6: REQUEST APPROVAL OF THE CLAIMS Mr Helm moved, seconded by Mr Ewing, that the following claims be approved: (1) General Fund $20,412.96; (2) Ambulance Service Fund $95.60; (3) City Garage $2,927.55; (4) Capital Improvements $6,582.57; (5) CDBG Grant $71,256.11; (6) Interfund Transfers $3,107.16; (7) General Fund Payroll $104,455.53; (8) City Garage Payroll $2,079.87. AYE: Helm, Ewing, Ramey, Barnhouse, Burris NAY: None Motion carried 5 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE APPOINTMENT OF AN ADVISORY COMMITTEE FOR THE PURPOSE OF PROVIDING A FORUM FOR THE DISCUSSION OF MULTI - FAMILY HOUSING ZONING ON PROPERTY OWNED BY THE LARKIN BAILEY 14 i FOUNDATION ADJACENT TO THE BAILEY GOLF RANCH .4 Councilor Helm suggested the appointment of an advisory committee to discuss the zoning and placement of multi - family housing on property owned by the Larkin Bailey Foundation. Mr Helm and city staff proposed appointing a seven - member committee comprised of two councilors, two area developers, two citizens, and one city staff members. The following names were submitted: Jane Enzbrenner, Tom Kimball, Pete Kourtis, Noble Sokolosky, Danny Ewing, Michael Helm, and Robert Carr. Mayor Burris moved, seconded by Mr Ramey, to approve the appointment of the committee as recommended. Mr Ewing said he could not approve the committee members because some of them live outside the city limits and he feels persons living within the city limits should be given the first opportunity to serve. Steve Compton, a former city planner, said that he did not see anyone on the committee with knowledge of the city's comprehensive plan or long range planning, and that was a concern. Following further discussion, the motion was withdrawn. Mr Ewing moved to table the item until the Council meets again and at that time each Councilor would submit the name of a person to serve on the committee. Motion seconded by Mr Ramey. AYE: Ewing, Ramey, Burris NAY: Barnhouse, Helm Motion carried 3 -2. W Mayor Burris called a special meeting of the Council for 5:00 p.m. on Friday, August 18, 1995 I in the City Hall Conference Room to take action on the tabled item. r-, O 6 1 n a iW f" Owasso City Council August 15, 1995 ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #95 -07, A RESOLUTION ESTABLISHING RATES FOR WASTEWATER CONNECTION FEES, AND APPROVING ACTION TAKEN BY THE OWASSO PUBLIC WORKS AUTHORITY WHEREIN RATES FOR WASTEWATER CONNECTION FEES WERE EQUALIZED. The Owasso Public Works Authority approved OPWA wastewater connection fee of $375 for all areas of the city approves the action taken by OPWA. Mr Ewing moved, Resolution #95 -07. AYE: Ewing, Ramey, Helm, Barnhouse, Burris NAY: None Motion carried 5 -0. Resolution #95 -05, establishing a City of Owasso Resolution #95 -07 seconded by Mr Ramey, to approve ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE WATER AND SANITARY SEWER SYSTEMS CONSTRUCTED TO SERVE THE VILLAGE AT SOUTHERN LINKS AND THE ESTATES AT SOUTHERN LINKS SUBDIVISIONS. Mr Groves said that this portion of the Southern Links development contains 4584 LF of onsite water lines, 910 LF of offsite water lines, and 5175 LF of onsite sanitary sewer lines. All required approvals have been received and a walk through inspection has been completed. Staff recommended acceptance of the infrastructure improvements. Mr Helm moved, seconded by Mr Ramey, to accept the water and sanitary sewer systems constructed to serve The Village at Southern Links and The Estates at Southern Links. AYE: Helm, Ramey, Barnhouse, Ewing, Burris NAY: None Motion carried 5 -0. ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE ACCEPTANCE OF IMPROVEMENTS TO THE WATER AND SANITARY SEWER SYSTEMS CONSTRUCTED TO SERVE THE FAIRWAYS SUBDIVISION. The Fairways contains 4304 LF of water lines and 4577 LF of sanitary sewer lines. All plans have been reviewed and approved by DEQ, a walk through inspection has been completed and all items on the punch list addressed, and the developer has provided a one year maintenance 3 Owasso City Council August 15, 1995 bond. Mr Ramey moved, seconded by Mayor Burris, to accept the water and sanitary sewer systems constructed to serve The Fairways. AYE: Ramey, Burris, Barnhouse, Helm, Ewing NAY: None Motion carried 5 -0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR CONTINUANCE OF REZONING REQUEST OZ -95 -05 At the July 5, 1995 City Council meeting, Kaiser - Francis Oil Company requested that action regarding rezoning case OZ -95 -05 be tabled until the August 15, 1995 regular meeting. Staff has been notified that the applicants now want the item postponed until the September 19, 1995 regular meeting in order to allow for additional time to review their proposal. Mr Ramey moved, seconded by Mayor Burris, to continue rezoning case OZ -95 -05 to the September 19, 1995 regular meeting. AYE: Ramey, Burris, Barnhouse, Helm, Ewing NAY: None Motion carried 5 -0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO CLOSE A 1' PORTION OF A 17.5' UTILITY EASEMENT LOCATED WITHIN LOT 1, BLOCK 1, RAM PLAZA ADDITION LOCATED IMMEDIATELY WEST OF THE DR STANDRIDGE CHIROPRACTIC OFFICE ON EAST 86TH STREET NORTH. .. The City of Owasso has received a request to close a portion of a utility easement located in Lot 1, Block 1, Ram Plaza. A building constructed on the property is shown by the bank survey to encroach .2' into a 17.5' utility easement. The stemwall survey required by the city did not show an encroachment. Technical Advisory Committee and Planning Commission have reviewed the request and recommended approval. Ms Barnhouse moved, seconded by Mr Burris, to approve the requested easement closing. AYE: Barnhouse, Burris, Ramey, Helm, Ewing NAY: None Motion carried 5 -0. 4 Owasso City Council August 15, 1995 ' ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A GRANT FROM THE OKLAHOMA DEPARTMENT OF COMMERCE FOR EXPANSION OF THE PRECISION COMPONENTS COMPANY. ' The City of Owasso recently applied to the Oklahoma Department of Commerce for a Community Development Block Grant for the purpose of building a parking lot adjacent to ' Precision Components, where the growth in number of employees has created a parking problem. The City was notified by letter on July 26, 1995 that the infrastructure grant request has been approved for funding. The award provides funding in the total amount of $71,239 to provide parking and drainage improvements in support of the Precision Components company. No matching funds are required from the city. Mr Ramey moved, seconded by Mr Ewing, to accept the grant in the amount of $71,239, to approve the grant terms and conditions, and to authorize the Mayor to execute the necessary documents. AYE: Ramey, Ewing, Helm, Barnhouse, Burris ' NAY: None Motion carried 5 -0. IITEM 14: �' I s CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE LEASE OF A COPY MACHINE. The copy machine currently in use at the fire department was one that was transferred from city hall approximately seven years ago. Frequent maintenance is being required to keep the machine operating. The need for a new drum creates substandard copies, and frequent overheating causes jamming. Proposals for both new and reconditioned copy machines were solicited. Staff recommended the lease /purchase of a two - year -old Selex 2580 with parts guaranteed for a minimum of ten years. Maintenance on this machine includes all parts, labor, service calls, preventive maintenance, copier drums, and toner for 2000 copies per month. The copier has a 90 day unconditional warranty, and features 30 copies per minute, duplexing, 20 bin document sorter, bypass, and auto reduction /enlargement. Ms Barnhouse questioned the need for a machine of this size and with all the features it has. Mr Ray said that the copy machine could be transferred to another department if it was needed. Mr Ewing questioned the cost of the machine, saying that he had received a much lower quote for the same machine. There was discussion relating to leasing vs outright purchase. Ms Barnhouse moved, seconded by Mr Ewing, to table this item to the next regular meeting to allow staff to further investigate the cost issue. AYE: Barnhouse, Ewing NAY: Helm, Ramey, Burris Motion was defeated 2 -3. 5 Owasso City Council August 15, 1995 Mr Ramey moved, seconded by Mr Helm, to approve the lease of a Selex 2580 copy machine from CopiSource, Tulsa, OK, in the amount of $154 per month for a three -year lease, with a buy out of $300. AYE: Ramey, Helm, Burris NAY: Barnhouse, Ewing Motion carried 3 -2. ITEM 15: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL RATIFICATION OF AN ACTION BY THE CITY MANAGER WHEREIN AN EMERGENCY PURCHASE WAS MADE THAT EXCEEDED THE PURCHASING AUTHORITY GRANTED BY ORDINANCE. On July 26th the air conditioning unit which handles the north side of the police department building ceased to operate. The following day two local air conditioner repair companies were contacted, and both concurred that the twelve year old unit compressor and fan motor had to be replaced. The estimated cost to replace both of these parts would equal or surpass the cost of an entire unit replacement. Temperatures in the affected offices exceeded 95 degrees by mid- afternoon. Three vendors were contacted for quotes to replace the unit. All quotes were more than $1000, the spending authority given to the City Manager in the Code of Ordinances. Because of the temperature, this purchase could not be postponed until authorization was received from Council. The City Manager authorized the emergency purchase and installation of the equipment, and a request made to Council through this agenda item to ratify that action. Mr Ramey moved, seconded by Mr Ewing, to ratify action taken by the City Manager and approve the purchase and installation of one air conditioning unit from Action Appliance, Owasso, OK, in the amount of $1350. AYE: Ramey, Ewing, Helm, Barnhouse, Burris NAY: None Motion carried 5 -0. Ms Barnhouse out at 8:45 p.m. ITEM 16: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE PURCHASE OF A VAN FOR THE COMMUNITY CENTER /SENIOR CITIZENS CENTER. The Owasso Golden Agers have purchased a newer van for use in the Senior Program and are ' selling their 1988 Dodge van. This is the vehicle the city has been utilizing for transportation of our DOC workers each day. The Golden Agers offered to sell the van to the city at a price ' of $5000. Therefore, bid quotes for a 1988 fifteen passenger Dodge Maxivan with 76,000 or 6 1 i Owasso City Council August 15, 1995 fewer miles and with substantiating preventive maintenance records, were sought and received from six vendors. None of the vendors were able to supply the requested vehicle. If the van is purchased, the van currently being used by the Community Center will be transferred to the Maintenance Department for their use. Funding for the purchase of a vehicle is included in the maintenance budget. Mr Ewing moved, seconded by Mayor Burris, to approve the purchase of a 1988 Dodge Maxivan from the Owasso Golden Agers in the amount of $5000, and to authorize payment of $5000 for the purchase. AYE: Ewing, Burris, Helm, Ramey NAY: None Motion carried 4 -0. ITEM 17: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL AUTHORIZATION FOR THE CITY ATTORNEY TO FILE A DISCLAIMER OF INTEREST IN THE MATTER OF THE UNITED STATES OF AMERICA VS ROBERT TOSKA, ET AL. This agenda item relates to a legal action taken by the Department of Housing and Urban Development against a property owner within the Owasso city limits to foreclose on a mortgage held by the government. The staff has reviewed the case and determined there are no assessments or other interests in the property on the part of the city. Mayor Burris moved, seconded by Mr Ramey, to authorize the City Attorney to file a disclaimer of interest in the matter of the United States of America vs Robert Toska, et al. AYE: Burris, Ramey, Helm, Ewing NAY: None Motion carried 4 -0. IMs Barnhouse in at 8:55 p.m. ' ITEM 18: REPORT FROM CITY MANAGER Mr Ray reported on an economic development proposal prepared by Mr Hardin and indicated ' that other proposals of this type would be made. ITEM 19: REPORT FROM CITY ATTORNEY No report. 7 Owasso City Council August 15, 1995 ITEM 20: REPORTS FROM CITY COUNCILORS Mayor Burris mentioned a grant available through INCOG for senior citizens needing assistance in remodeling or repairing their homes, provided they meet the guidelines set forth. ITEM 21: UNFINISHED BUSINESS None. ITEM 22: NEW BUSINESS None. ITEM 23: ADJOURNMENT Mayor Burris moved, seconded by Mr Helm, to adjourn. AYE: Burris, Helm, Ramey, Barnhouse, Ewing NAY: None Motion carried 5 -0 and the meeting was adjourned at 9:10 p.m. Marcia Boutwell, City Clerk Charles L Burris, Mayor OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING FRIDAY, AUGUST 18, 1995 ' The Owasso City Council met in special session on Friday, August 18, 1995 in the Conference Room at Owasso City Hall, 207 S Cedar, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 2:00 p.m. on Wednesday, August 16, 1995. ITEM 1: CALL TO ORDER Mayor Burris called the meeting to order at 5:03 p.m. A quorum was declared present. ABSENT P= ITEM 3: REQUEST APPROVAL OF CLAIMS. Mr Ramey moved, seconded by Mr Ewing, to approve the following claim: (1) General Fund $4,306.42. AYE: Ramey, Ewing, Barnhouse, Helm, Burris NAY: None Motion carried 5 -0. ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE APPOINTMENT OF AN ADVISORY COMMITTEE FOR THE PURPOSE OF PROVIDING A FORUM FOR THE DISCUSSION OF MULTI - FAMILY HOUSING ON PROPERTY OWNED BY THE LARKIN BAILEY FOUNDATION ADJACENT TO THE BAILEY GOLF RANCH. This item was tabled from the August 15 regular meeting of the Council. At that meeting Councilor Helm suggested the appointment of an advisory committee to discuss the zoning and placement of multi- family housing on property owned by the Larkin Bailey Foundation. Mr Helm and city staff proposed appointing a seven - member committee comprised of two ITEM 2: ROLL CALL PRESENT Charles Burris, Mayor F Danny Ewing, Vice Mayor 6 Joe Ramey, Councilor Mary Lou Barnhouse, Councilor Michael Helm, Councilor STAFF Rodney J Ray, City Manager Marcia Boutwell, City Clerk A quorum was declared present. ABSENT P= ITEM 3: REQUEST APPROVAL OF CLAIMS. Mr Ramey moved, seconded by Mr Ewing, to approve the following claim: (1) General Fund $4,306.42. AYE: Ramey, Ewing, Barnhouse, Helm, Burris NAY: None Motion carried 5 -0. ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE APPOINTMENT OF AN ADVISORY COMMITTEE FOR THE PURPOSE OF PROVIDING A FORUM FOR THE DISCUSSION OF MULTI - FAMILY HOUSING ON PROPERTY OWNED BY THE LARKIN BAILEY FOUNDATION ADJACENT TO THE BAILEY GOLF RANCH. This item was tabled from the August 15 regular meeting of the Council. At that meeting Councilor Helm suggested the appointment of an advisory committee to discuss the zoning and placement of multi- family housing on property owned by the Larkin Bailey Foundation. Mr Helm and city staff proposed appointing a seven - member committee comprised of two Owasso City Council August 18, 1995 councilors, two area developers, two citizens, and one city staff member. Because some of the persons suggested to serve on the committee do not reside within the city limits, Mr Ewing said he could not approve the appointment of the committee. He said he feels persons living within the city limits should be given the first opportunity to serve. A comment was also made at that meeting that someone with knowledge of the city's comprehensive plan or long range planning should serve on the committee. Council voted to table the item to allow sufficient time for each Councilor to submit the name of a person to serve on the committee. The Mayor then called a special meeting for August 18th to deal with the item. Each Councilor submitted the name of a person to serve on the advisory committee. Following discussion, Mr Ewing moved, seconded by Mr Ramey, to approve the following names as submitted by Council and staff: Noble Sokolosky, Pete Kourtis, Jane Enzbrenner, Marlin Kerr, Dave Chandler, Councilor Helm, Councilor Ewing, and Robert Carr. The committee will be staffed by Tim Rooney. AYE: Ewing, Ewing, Barnhouse, Helm, Burris NAY: None Motion carried 5 -0. ITEM 5: REPORT FROM CITY MANAGER. Mr Ray briefly discussed the Kaiser - Francis zoning application, and introduced Tim Rooney, who explained that Kaiser - Francis Oil Company has withdrawn the multi - family portion of their zoning request and will be resubmitting the request with that portion as office zoning. ITEM 6: ADJOURNMENT Mr Ewing moved, seconded by Mayor Burris to adjourn. AYE: Ewing, Burris, Ramey, Barnhouse, Helm NAY: None Motion carried 5 -0 and the meeting was adjourned at 5:22 p.m. Charles L Burris, Mayor Marcia Boutwell, City Clerk IJ 1 ■ OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING THURSDAY, AUGUST 31, 1995 The Owasso City Council met in special session on Thursday, August 31, 1995 in the Lower Level Conference Room at Owasso City Hall, 207 S Cedar, per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 9:00 a.m. on Monday, August 28, 1995. ITEM 1: CALL TO ORDER Mayor Burris called the meeting to order at 6:30 p.m. ITEM 2: ROLL CALL PRESENT ABSENT Charles Burris, Mayor Danny Ewing, Vice Mayor Joe Ramey, Councilor Mary Lou Barnhouse, Councilor Michael Helm, 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 Mayor Burris moved, seconded by Ms Barnhouse to adjourn. AYE: Burris, Barnhouse, Helm, Ewing, Burris NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:30 p.m. Marcia Boutwell, City Clerk Charles L Burris, Mayor 9/01195 9:42:29 CIT`r OF nwArr,n GENERATI FUND A/P CLAIMS PFPORT APAPVR PAGE: 4 PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- MANAGERIAL ------------------------ - - - - -- 960043 CELLULAR ONE -TULSA PHONE USE -RAY 42.13 960200 GO SYSTEMS 7/95 FUEL, 57.92 960448 DOZIER PRINTING OFFICE SUPPLIES /PRINTING 52.00 ' 960488 TREASURER PETTY CASH REIMB PETTY CASH 8.20 960488 TREASURER PETTY CASH REIMB PETTY CASH 3.09 ' 960497 960499 SOUTHWESTERN BELL TEL.E. MCI TELECOMMUNICATIONS 7/95 PL.EXAR 7/95 USAGE 49.84 15.81 960527 MAXIMUM CONTROL; INC. A/C UNIT 8/1195- ANIMAL CT i3OG0.G0 ' DEPARTMENT TOTAL ' FINANCE ------------------------------ 960006 CPS BUSINESS, INC. LICENSE FEFS 217.00 ' 960399 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 66.i. 960404 LANDMARK BUSINESS SYSTEMS CAI.CUI.ATOF, 1.79.00 960411 PRO PUB INC MONTHLY PAYROLL UPDATES 1.40.64 ' 960412 THOMPSON PUBLISHING GROUP FI.SA UPDATFS 238.00 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 27.73 960478 LANCE SPRUIELL PRINTING /CHFCKS 448 .82 960488 TREASURER PETTY CASH REIMB PETTY CASH 11.76 960488 TREASURER PFTTY CASH REIMB PETTY CA�,H 2x'.56 TOTAL =___? ',351.67 'DEPARTMENT COMMUNITY DEVELOPMENT a 960200 GO SYSTEMS 7%95 FURL 190.63 960389 HANES SHOE & ARCH SHOP STEEL TOE SAFETY BOOTS 108,00 ' 960466 DOZIER PRINTING PRINTING 25.00 960488 TREASURER PETTY CASH REIMB /MEETING EXP 32.15 960488 TREASURER PETTY CASH F.EIMB /SPORTSPARK 134.74 ' 960488 TREASURER PETTY CASH REIMB PETTY CASH 5.55 960497 SOUTHWESTERN BELL TELE. 7/95 PLEXAR 49.17 960499 MCI TELECOMMUNICATIONS 7/95 USAGE 2.94 960535 CELLULAR ONE- TUI.SA PHONE USF -Pnwy DEPARTMENT TOTAL. - - - - - -- -23.$7 57:.05 MUNICIPAL C:OUPT ------------------------------ 9/01/95 9:42:29 CITY OF OWASSO GENERAL FUND A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- - - - - -- DESCRIPTION ------------------- - - - - AMOUNT -- ------- - - - - -- 960041 CHARLES RAMSEY RETAINER 825,00 960042 MICHAEL D. HILSABECK RETAINER 825,00 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 47,02 960488 TREASURER PETTY CASH REIMS PETTY CASH 12.92 960497 SOUTHWESTERN BELL TELE. 7/95 PLEXAR 49.84 960499 MCI TELECOMMUNICATIONS 7/95 USAGE 5,77 DEPARTMENT TOTAL. ____-, 1,765.55 ENGINEERING ------------------------ - - - - -- 960200 GO SYSTEMS 7/95 FUEL 57.64 DEPARTMENT TOTAL 57,64 GENERAL GOVERNMENT ------------------------ - - - - -- 960088 KEEPER OF THE STATIONARY FLAG. 35,00 960196 ENVIRONMENTAL RECOVERY IN GAS STnRAGE TANK TEST 485.00 960200 60 SYSTEMS 7/95 FUFI- 167. A9 960259 INCOG LEGTS rnNSOFTTUM 319.50 960291 RETHERFORI7 PUBLICATIONS LEGAT. NOTICES 308.78 960374 MEMORY SYSTEMS HP PRINTER - 8/1/95 1.,444.00 960392 MIREX CORP COPTER MAINTENANCF 178.35 960400 DARLEK COMPUTER SUPPLY PRINTER CONNECTIONS 344.09 960414 MEMBER SERVICE LIFE PRF -TAX ADMIN FEE 300,00 960416 DEPARTMENT OF CORRECTIONS DOC WORKERS /PAY 397.44 960417 WARREN CLINIC PRF -EMP SCREFN /PHYS 150.00 960438 TULSA WORLD LEGAL NOTICES 114.7n 960448 DOZIER PRINTING OFFICE SUPPI -I£S /PRINTING 30.00 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 291.47 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 35,9,5 960470 DOZIER PRINTING STOCK PAPER 35.85, 960477 MARVEI- PHOTOS ID CARDS 58.44 960487 TREASURER PETTY CASH RETMR DOC MEALS 318.01 960488 TREASURER PETTY CASH RFIMR PETTY CASH 9100 960448 TREASURER PETTY CASH RETMB PETTY CASH 5,00 960488 TREASURFR PETTY CASH REIMR PETTY CASH 25.00 960496 PSO 7/95 USE q90,71 9A0497 SOT.THWESTFRI; BFT.L TFI -E. 7/95 PL.EX-AR ? 5.17 9A049R SOUTHWESTERN BELL TELE. 7195 NON- PL.EXAR 47,54 9A0499 MCI TELECOMMUNICA.TTON 7/95 USAGE 94.4.= 96,050h SA.j*i'S CLUB MATNTFNANCE ctrpPT IFS 96051.4 OKI -A NATURAL GAS USE DEPARTMENT TOTAL, 4 1 �! ;^ m WA il 1 1 9/01/95 9;42;29 CITY OF OWASSO GENERAL FUND A/P CLAIMS REPORT APAPVR PAGE, A PO # VENDOR DESCRIPTTON AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- MAINTENANCE ------------------------ - - - - -- 960200 GO SYSTEMS 7/95 FUEL. 313 ,21 960331 KIMBALL ACE HARDWARE MAINT SUPPLIES 115.0] 960366 NICK KNOTT TURF SUPPLY rHFMICAL.S /WFTn r_.nNTRni. 109.00 960488 TREASURER. PETTY CASH REIMB /LEAF BLOWER 130158 960488 TREASURER PETTY CASH RFTME /MISC SUFPL -TES 44,47 960501. ESTES INC. CHEMICALS /WEED CONTROL ?16.54 960546 SAM'S CLUB MAINTENANCF S-UPPI.IES 123.32 960522 HARRISON MANUFACTURING RADIO BATTERIES 613,15 DEPARTMENT TOTAL = = = =` 917.28 CEMETERY ------------------------ - - - - -- 9602n0 GO SYSTEMS 7/95 FUEL 18,91 960425 BAILEY EGUTPMENT WEEDEATER REPAIRS 43.28 960496 PSO 7.'95 USF 15,88 DEPARTMENT TOTAL. ____` 79,07 POLICE SERVICES ------------------------ - - - - -- 960033 HOWARD STAMPER RETAIL €ER /SFRVTCES 150.00 960088 KEEPER OF THE STATIONARY FLAGS 35.00 960111 DEPT OF PUBLIC SAFETY TRAINING 29.60 960200 GO SYSTEMS 7/95 FUEL 1,892.92 960260 REGINA DUNCAN TUITION 208.50 96041.7 WARREN CLINIC PRE -EMP SCREEN /PHYS 398.00 960429 TOTAL RADIO RADIO BATTERTES 255.00 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES A94.qA 960479 SECRETARY OF STATF. NOTARY COMMTSSTONS 50.00 960488 TREASURER PETTY CASH REIMB PETTY WASH 9.71 960488 TREASURER PETTY CASH REIMB PFTTY CASH 15.00 960496 PSO 7/95 USE 539.1.5 960497 SOUTHWESTERN BELL TELF, 7195 PLEXAR 229.85 960498 SOUTHWESTERN BEi,L TELE. 7/95 NON- PLEXAR 47.54 960499 MCI TEL.ECnMMUNICATIONS 7/95 USAGE 59.04 960506 SAM'S CLUB MATNTENANCE SUPPLIES 98,94 960506 SAM'S CLUB, MAINTENANCE SUPPLIES AR .34 960514 OKLA NATURAL. GAS USE 7/95 37.131, 960528 GALL'S INC. FLASHFR KTT 334.25 960529 TUX ALL. UI3TF�RhI n EOt?TP HATS /UNTFORMS 59'x.74 960530 PATPOL, TECHNOLOGY SUPFLTFS 75. nn CITY OF OWA.SSO GENERAL FUND 9/01/95 9:42:29 A/P CLAIMS REPORT APAPVP PAGE: 7 , PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 960531 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 26.97 960532 EIS COMMUNICATIONS REPROGRAM RADIO 35.00 960533 DOZIER PRINTING PRINTING 30.00 DEPARTMENT TOTAL =___? 5,91.:3.72 POLICE COMMUNICATIONS ------------------------ - - - - -- 960029 DEPT OF PUBLIC SAFETY OLETS PFNT 350.00 DEPARTMENT TOTAL =___> 350,00 ANIMAL CONTROL ------------------------ - - - - -- 96011? DICKIES UNIFORMS /HFNDFPSON 133.43 960200 GO SYSTEMS 7./95 FUEL 62.40 960220 TREASURER PETTY CASH TRAINING /BROWN 109.67 960230 TOMOHAWK LIVE TRAn CO TRAPS 40.80 960475 PNEU -DART INC CHEMICAL SUPPIIES 42.75 960480 KETCH -ALL CO EQUIPMENT 125.75 960496 PSO 7/95 USE 84.99 960497 SOUTHWESTERN BELL TELE. 7/95 PLEXAR 24.92 960499 MCI TELEC_.OMMUNICATIONS 7/95 USAGF 5,75 960527 MAXIMUM CONTROL, INC. A/C UNIT 8/1/95 1.,800.00 DEPARTMENT TOTAL =___? 2,424,44 FIRE SERIVCES ------------------------ - - - - -- 960088 KEEPRR OF THE STATIONARY FLAGS 960152 US TELE /PAGE, INC. PAGER USE 960168 CASCO INDUSTRIES INC. OF REPLACE BOOTS 960200 GO SYSTEMS 7/95 FUEL 960247 CELLULAR ONE -TULSA PHONE USE -FIPF 960298 PARTS PLUS SUPPLIES 960300 CROW BURLINGAMF SUPPI.IFS 960301 VOLUNTEER FIRE RUNS 960308 KIMBALL. ACE HARDWARE SUPPLIES 960447 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 960448 TREASURER PETTY CASH REIMB /TRAINING 960496 PSO 7/95 USE 960497 SOUTHWESTERN BELT. TELE. 7/95 PLEXAR 960499 MCI TELECOMMUNICATIONS 7/95 USAGE 35.00 82.63 318.00 391.12 41.10 30.25 120.62 445.50 148.37 30.14 96.318 729,01. 149.5? 10. ?A � I � I I I I I I I I il CITY OF OWAS' =n GENERAL FUND 9/01/95 9.42:29 A/P CLAIMS RFPnRT APAPVR PAGE: 8 PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 960514 OKLA NATURAL GAS DEPARTMENT TOTAL =___? CIVIL DEFENSE ------------------------ - - - - -- ' 960007 CELLULAR ONF- TUI -SA 960063 BARON SERVICES, TNC. 960402 FEDERAL. SIGNAT. CORP 960496 PSO 960497 SOUTHWESTERN BFI.L TEI.E . 960498 SOUTHWESTERN BELL TELE. 960499 MCI TELECOMMUNICATIONS ' DEPARTMENT TOTAL =___? ' STREETS ------------------------------ 1 960186 SCOTT NEMECEK 960187 SCOTT NEMECEK 960188 SCOTT NEMECEK 960188 SCOTT NEMECEK ' 960189 SCOTT NEMECEK 9601.91 SCOTT NEMECEK 960200 GO SYSTEMS 960281 SIGNALTEK INC 960314 WATER PRODUCTS INC 960423 RAINBOW CONCRETE CO 960423 RAINBOW CONCRFTE CO 960423 RAINBOW CONCRETE CO 960461 ANCHOR. PAINT 960461 ANCHOR PAINT 960496 PSO 961497 SOUTHWESTERN BELL. TELE . 960514 OKLA NATURAL GAS 960521 CITY OF CLAREMORE DEPARTMENT TOTAL RECREATION CENTER ' - - -- -- X60350 TUCKER ,IAIdITORTAt. 960391 KTMBAL-L. ACE HARDWARE USE 7/95 PHONY UFF- STAMPER WEATHER DATA FEE SIREN REPAIR 7/95 USE 7/95 PLFXAR 7/95 NON - PLFXAR 7/95 USAGE MOWINGlEASEMFNT MOWING /DRAINAGES MOWING /EL RIO VISTA MOWING/EL RIO VISTA MOWING /LAKERIDOR MnWING/ATOR 7/95 FUEL TRAFFIC LT RPR /MAINT SUBMERSIBLE PUMP CONCRETE /POTHOLE REPAIRS CONCRFTE/POTHOI.E REPAIRS CONCRETE /POTHOLE REPAIRS PAINT /FIRE HYDRANTS PAINT /FIRE HYDRANTS 7/95 USE 7/95 PLFXAR USE 7/95 STREET SWEEPING CLEANTNG SUPP ?.TER MAINTENANCE SUPPLTES 152.56 2,780.46 11.71 350.00 143.80 64.11 24.92 49.97 7.56 652.07 80.00 40.00 40.00 40.00 448.00 24 0 0 491.22 841.50 621.00 132.50 450.50 265.00 232.05 21.30 600.52 24.92 25.1.5 41.2.6? 4,790.29 49,90 94.16 9/01/95 9:42 :29 CITY OF OWASSO GENERAL, FUND A/P CLAIMS RFPOPT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 960445 MEMORY SYSTEMS 960467 OFFICE DEPOT CARD PI•AN 960488 TREASURER PETTY CASH 960496 PSO 960497 SOUTHWESTERN BELL TELL. 960506 SAM'S CLUB 960514 OKLA. NATURAL GAS DEPARTMENT TOTAL = = = => SWIMMING POOL ------------------------ - - - - -- COMP REPAIR -REC CTR OFFICE SUPPLIES REIMB PETTY CASH 7/95 USE 7/95 PLEXAR MAINTENANCE SUPPLIES USE 7/95 960431 ZEE MEDICAL SERVICE FIRST ATD SUPPLIES 960496 PSO 7/95 USE 960497 SOUTHWESTERN BELL TELE. 7/95 PLEXAR 96059.4 OKLA NATURAL GAS USE 7195 DEPARTMENT TOTAL, = = = =? COMMUNITY CENTER ------------------------ - - - - -- 960087 CELLULAR ONF -TULSA 960200 GO SYSTEMS 960467 OFFICE DEPOT CARD PLAN 960488 TREASURER PETTY CASH 960488 TREASURER PETTY CASH 960495 US POSTMASTER 960496 PSO 960497 SOUTHWESTERN BELL TELE. 960499 MCI TELECOMMUNICATIONS 960514 OKLA NATURAL GAS DEPARTMENT TOTAL = = = =) PARK:. MATNTENANCE ------------------------ - - - - -- 960200 GO SYSTEMS 950:87 HUGHES LUMBER CO 9A0388 WORLEYS GREENHOUSE 960391 CELLULAR ONE -TULSA 960393 SCOTT NEMErFK 960395 ARLEY OWENS 9h09A LARRY TURNER PHONE USF- MCEI.RATH 7195 FUEL OFFICE SUPPLIE'= REIMB PETTY CASH RFIMR PETTY CASH PERMIT 7? /0SCF 7/95 USF 7/95 PLEXAR 7/95 USAGE USE 7/95 7/95 FUEL SPORTS PARK ENTRANCES SPORT PARK ENTRANCES PHONE USE 6 /95- WARREN ATOR PARK. MOW?NG 71/31 MOW ELF! CREEK PARK 7/95 Mwllr; 7/28 /9` 427.00 4.99 7.28 462.88 82.11 32.98 38.51 1,179.81 63.35 452.26 24.25 86.71 628.57 10.60 37.44 26.0? 16.76 '.15 85.00 973.06 86.67 3.11 51.51 1,292.33 183.97 90,30 90.00 48.70 150.00 ?'35.00 210.00 9 Aw DEPARTMENT TOTAL =___) 3,173.13 ECONOMIC DEVELOPMENT ------------------------ - - - - -- 960087 CELLULAR ONF -TULSA PHONE USE 18,10 960360 TULSA BUSINESS JOURNAL SUBSCRIPTION 37.50 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPI.TE`3 30.47 DEPARTMENT TOTAL. ____` 86.0" FUND TOTAL =___? 35,714.46 10 CITY nF OWASSO GENERAL FUND 9/01/95 9:42 :29 A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- - - - - -- DESCRIPTION ------------------- - - - AMOUNT - -- ------- - - - - -- 960420 USUABLE STEEL YARD STEEL /SPORTS PARK 39.75 960430 COMO SIGNS �? SUPPL.IES HANDICAP ACCESS SIGNS 35.70 ' 960432 BAILEY EQUIPMENT PARTS /WEEDEATERS 11.80 960433 LARRY TURNER MOWING 8 117/95 210.00 960434 ARLEY OWENS MOWING 8/8/95 235.00 960441 CELLULAR ONE -TULSA PHONE USE 7 /95- WARREN 70.90 960488 TREASURER PFTTY CASH RFIMR PFTTY CASH 4.23 960496 PSO 7/95 USE 610.43 960508 CINTAS CORP, UNIFORM CLEAN /RENT 68.50 960509 MOULDER 01,t7HAM CO MAINTENANCE SUPPLIES 64.56 r 960510 SCOTT NEMECEK MOW ATOP 8/23/95 160.00 960511 ARLEY OWENS MOW ELM CREEK 8/23/95 235,00 960512 LARRY TURNER MOW 86TH /RAYOLA 210.00 960514 OKLA NATURAL GAS USE 7/95 199.29 DEPARTMENT TOTAL =___) 3,173.13 ECONOMIC DEVELOPMENT ------------------------ - - - - -- 960087 CELLULAR ONF -TULSA PHONE USE 18,10 960360 TULSA BUSINESS JOURNAL SUBSCRIPTION 37.50 960467 OFFICE DEPOT CARD PLAN OFFICE SUPPI.TE`3 30.47 DEPARTMENT TOTAL. ____` 86.0" FUND TOTAL =___? 35,714.46 10 C:TTY OF OWASSO WORKERS' COMP 'SELF -InS PLAIT 9i0 95 9:4:' ;?9 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTIOII AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- GENERAL GOVERNMENT ------------------------ - - - - -- 950135 BERY,I -FY ADMINISTRATORS ADMIN FFF. 1,380.41 950449 SAH OCCUPATIONAL HEALTH M HOLCOMB 305.20 960451 BEST,SHARP,HOI.DEH,SHERIDA R CLAUSEN 583.84 960454 OWASSO DRUG C WEBSTER 22.58 960456 BEST,SHARP,HOLDEN,SHERIDA R CLAUSEN 21 'CIO 960458 MAY'S DRUG M DOWNING 94.37 DEPARTMENT TOTAL = = = =, 2,502.50 FUND TOTAL =__= 2,502.50 i CTTY OF OWAScn AMP,111 ANCE SERVICE FUND ' 9/01%9` 9:42:29 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ■---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- AMBULANCE ------------------------ - - - - -- 960150 DR. AMBROSE SOLANO, M.D. MONTHLY AUDIT 960167 UTICA PARK CLINIC HEP B SHOTS 960221 BIO- SAFETY SYSTEMS AMBULANCE SUPPLIES 960247 CELLULAR ONE -TULSA PHONE USE- AMBULANCE 960309 PACE PRODUCTS OF TULSA IN SUPPLIES 960372 STRATFORD HOUSE INN LODGING / OEMTA CONF 960373 OKLAHOMA EMT ASSOCIATION OEMTA CONFFRFNCE 960455 MEDICLAIMS, INC. BILLING SERVICES DEPARTMENT TOTAL = = = => FUND TOTAL = == 250.00 20.00 241.79 41.00 84.00 140.00 185.00 990.78 2,152.57 2,1.52.57 L CITY OF OWASSO E - 911 91'01/95 9:42:29 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- POLICE COMMUNICATIONS ------------------------ - - - - -- 960005 SOUTHWESTERN BF1.1. TELE. E -911 1,729,71 DEPARTMENT TOTAL =___} 1,729.71 FUND TOTAL C7 9/01/95 9:42:29 CTTY OF OWASSO CTTY GARAGE A/P CLAIMS REPORT APAPVR PAGE: 15 PO # VENDOR DESCRIPTTON AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- CITY GARAGE ------------------------ - - - - -- 960099 RELIABLE TIRE AND AUTO RFPATP.S 148.64 960200 GO SYSTEMS 7/95 FUEL 20.48 960211 PARTS PLUS PARTS 667.65 960211 PARTS PLUS PARTS 41.49 960213 BAILEY EQUIPMENT RFPATP /PARTS 62.46 960215 MILEAGE MASTERS PARTS /REPAIR 652,22 960331 KIMBALL ACE HARDWARE MAINT SUPPLIES 9.99 960332 KEYSTONE EQUIPMENT CO PARTS 135.00 960334 CINTAS CORP. UNIFORM /SHOP SUPPLIES 45.58 960364 OWASSO TIRE BARN PARTS 302.66 960368 TULSA FORD NEW HOLLAND, I PARTS 322.57 960469 MEN'S HAP KARE VEHICLE REPAIR 301.46 960488 TREASURER PETTY CASH R£IMB PETTY CASH 8.61 960488 TREASURER PETTY CASH RETMB PETTY CASH 2400 960492 MAXWELL OIL CORP OIL/GREASE 316.57 960494 TULSA FARM EQUIPMENT CO BATTERIES 160.64 960496 PSO 7/95 USE 119.73 960497 SOUTHWESTERN BELL TELE. 7/95 PLEXAR 49.84 960500 GT INDUSTRIES OF OKLAHOMA PARTS /SPRAYER 25,010 960505 CLASSIC CHEVROLET REPAIR PARTS 93.29 960514 OKLA NATURAL GAS USE 7/95 29.02 DEPARTMENT TOTAL =___` 3,610.70 FUND TOTAL =___> 3,61.0.70 CITE' OF OWASSO CAPITAL IMPROVEMENTS 9/01/95 9:42 :29 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- PARKS ------------------------ - - - - -- 960440 BROKEN ARROW ELECTRIC SUP LIGHTING /SPORTSPARK 3,407.93 DEPARTMENT TOTAL =___? 3,407.93 FUND TOTAL =___? 3,407.93 14 CITY OF OWASSO CDBG GRANT 9/01/95 9:42:29 A/P CLAIMER REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- CDBG -NSP, CONTRACT 6592 ED 87 ------------------------ - - - - -- 960484 INCOG DEPARTMENT TOTAL ODOC -CDBG, CONTRACT 661.2 WS 94 ------------------------ - - - - -- 960484 INCOG DEPARTMENT TOTAL FUND TOTAL GRAND TOTAL ADMIH EXPENSES 3 /21/95 277.37 277.37 ADMIH EXPENSES 3 /21/95 614.46 614.46 897.83 476,807.34 17 VENDOR TRANSFERS CITY GARAGE WORKER'S COMP SELF -INS GENERAL FUND GENERAL FUND TRANSFERS TOTAL CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION AMOUNT TRANSFER FROM GENERAL FUND 2,333.33 TRANSFER FROM GENERAL FUND 9,012.50 TRANSFER FROM AMBULANCE FUND 13,166.67 TRANSFER FROM E -911 FUND 1,375.00 25,887.50 0 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING 08/19/95 APPROVE 09/05/95 Mayor Council Member Council Member OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES ....... 4.Q v,4?,# Finance 0.00 6,555.08 t� �yA .y�.� . Ci:... �w!..:M .J:i:t.:.:::::: '::::: i •.:.: ..:.•.•:::: : ::::::::::::::::. i::x::.::::::i:::::::::::v:::. URt1'......:::::::::..:::::::. •:::: {:f.:• Y•: •:::.:.... •:.:.:.. v:. Municipal• Court 0.001,405.98.. Building Maintenance :::::.: :.:::::::::::: : : :::::::::.::: .Central :::.:::::::::::::0.00:::::::::::97.96.:: Dispatch ................. ......... ............. ......... ...............1.55...1.0...... ............ ..............4,550.04... ::::.::....................................:.......................... ........................::::::. :87.82::.::.:..... ... 7t}::. Fire 28,816.74 .... :::.;:.;:.::.::;;;;::.: Recreation Center 0.00 2,700.14 > y .......::...... : : ......................... .... ....:.:.:.:.:....:.:.:.:.. .:.:.:.:.:.:.:.:...:.:.:.:.:.:. ..:::::::::::::: �..................... Park Maintenance 0.00 2,355.48 :. E7 TNT !::T TU.:: :::i:$ ''' < ::::::::........ ........................................................................ ....................... . i 7a!�. .1 '::: %::iiii:'::::i.? :::::::: :::'l..: :.:::. ::::::::::.::::;::::::::: .) SS R : i 7•`':::' M!'.: :: :::::::::.::: APPROVE 09/05/95 Mayor Council Member Council Member CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING 08/19/95 DEPARTMENT Garage APPROVE 09/0$/95 Mayor OVERTIME TOTAL EXPENSES EXPENSES $0.00 $1,982.88 gii Council Member ' Council Member 1 1 MEMORANDUM ' TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO ' FROM: JIM McELRATH DIRECTOR, SUPPORT SERVICES SUBJECT: RENEWAL OF SITE AGREEMENT FOR SENIOR NUTRITION PROGRAM ' DATE: AUGUST 30, 1995 t BACKGROUND: The Owasso Senior Nutrition Program will celebrate its third anniversary in October. As it prepares to enter its fourth year, the Senior Nutrition Program continues to be an important part of out efforts to have a well- rounded senior program. Ms Perry (Babs) Cline, Owasso Site Director, and her volunteer staff of senior participants provide the care and leadership necessary to the success of the program. Ms Cline's skill and cooperative attitude are both exemplary. During the first eleven months of its third year, the program has served a total of 7791 meals, a daily average of forty -two meals. Participants consist of those who fall into the three major target categories for nutrition programs: those of low income, those with need for socialization, and those with need for a more balanced diet. The Nutrition Program continues to increase use of the Community Center by our senior citizens. It should be noted that costs for the nutrition program are funded through the Tulsa Senior Nutrition Program under the auspices of Tulsa Community Action Agency, which in turn receives its funding from monies provided by the Oklahoma Department on Aging. The program pays for the cost of the meals, the Site Director's salary, serving supplies, etc. The senior participants in the program are asked, if they are able, to make a donation toward the cost of the meals. RECOMMENDATION: The staff recommends continuation of the Nutrition Program for the coming year, October 1, 1995 through September 30, 1996. It further recommends authorization by the City Council for the Mayor to execute the Site Agreement for this period between the City of Owasso and the Tulsa Community Action Agency, the sponsoring agency of the Tulsa Senior Nutrition Program. (The wording of the agreement is identical to that of previous agreements approved by our city attorney as to legal content.) ATTACHMENT: 1. Site Agreement for Owasso Senior Nutrition Program TULSA COMMUNITY ACTION AGENCY, INC. TULSA SENIOR NUTRITION PROGRAM SITE AGREEMENT SITE NAME: Owasso _ LOCATION: 301 South Cedar _ Owasso OK 74055 Tulsa Community Action Agency, Inc. (TCAA) and City of Owasso (Site Sponsor) enter into the following agreement for the project year beginning October 1, 1995 and ending September 30 1996. TCAA AGREES TO: 1) Provide a paid staff member 3_Q-hours per week to operate the Nutrition Program. Employment of new staff will be the responsibility of the Nutrition Program, however, input from the Site Sponsor would be considered. 2) Provide sufficient training, supervision, and consultation to ensure that quality nutrition services are to be provided to participants. 3) Provide General Liability Insurance coverage for the time period and area occupied by the program. 4) Provide necessary supplies, equipment, and prepared meals to serve-4-Q Congregate Meals and Home Delivery Meals weekdays. 5) Provide Nutrition Education to Congregate and Home Delivery participants. Facilitate Transportation, Recreation and Senior Citizen Information programs to participants, within limits possible at the location. 6) Provide "light" janitorial duties such as sweeping and emptying trash. THE SITE SPONSOR AGREES TO: 1) Provide space at no cost to participants for service of 44 Congregate and Home Delivery meals on weekdays, 52 weeks per year, with the exception of mutually agreed upon holidays. 2) Permit use of this space for a minimum of four hours each day the program operates. 3) Pay all utilities without recourse to nutrition participants or Tulsa Senior Nutrition Program. 4) Provide general janitorial care of the building such as cleaning bathrooms, trash and trash pickup, and heavy floor cleanup and care. IT IS MUTUALLY AGREED THAT: TCAA 1) Either party may terminate this agreement by providing the other party thirty days written notice. 2) Implementation of this agreement is dependent on mutual availability of funding. 3) All equipment purchased by the program for use at the facility remains the property of the Tulsa Senior Nutrition Program. SITE SPONSOR By: 11 X t`. By: Authorized Signature — Authorized Signature Address Address I MEMORANDUM t 1 TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: JIM McELRATH SUPPORT SERVICES DIRECTOR TIM ROONEY COMMUNITY DEVELOPMENT DIRECTOR ROBERT CARR PUBLIC WORKS DIRECTOR SUBJECT: PURCHASE OF GAS - POWERED TRIMMERS DATE: August 30, 1995 BACKGROUND: In the recent past, all the departments needING gas - powered trimmers have purchased them separately, each department attempting on their own to purchase them at the lowest possible price. In FY95 -96, we have budgeted for a total of eight (8) trimmers - four for the Street Department, two for the Parks Department, one for the Cemetery, and one for the Maintenance Department. This year, in order to ensure the greatest savings through bulk purchase, staff has decided to solicit bids for all the trimmers at one time. Because many of the existing trimmers are over three years old, all departments have indicated the need for purchase of new machines as quickly as possible. Some of our existing machines are out of service and others are approaching the end of their useful life. On August 14, 1995, the staff issued bid documents soliciting sealed bids for eight commercial gas - powered trimmers from three area vendors: Bailey Equipment of Owasso, Bloss Sales of Tulsa, and Green Country Outdoor Equipment of Skiatook. Specifications for the equipment will be found in the attached bid proposal. Each vendor submitted a bid proposal on eight Echo SRM 3000's, as per the attached Bid Documentation Sheet. Bailey Equipment submitted the low bid of $425 each. In addition, Bloss Sales submitted an alternate bid for a Shindawa C35 trimmer at $494.95 each, and Bailey bid a Shindawa T27PM at $320 each. For the past three years, Parks and Public Works Departments have utilized and been very pleased with the performance of the Echo SRM 3000. They hold up well under the heavy usage that our crews give them. During the bidding process, we also field - tested the Shindawa machines. The Shindawa T27PM was not powerful enough for the kind of work we do. The A POWERED ' GAS OW ED TRIMMERS August 31, 1995 , Page 2 Shindawa C35, which is intended for a primary usage of both trimming and heavy brushcutting, ' has a more powerful engine than we really need. Based upon the comments of the employees who use trimmers on a daily basis, staff recommends purchase of the Echo machines. List price on one of these machines is $490, so the bid price of $425 certainly represents a reasonable savings to the City. An added benefit is that we will be able to use spare parts from the older machines when feasible. SOURCE OF FUNDING: The FY95 -96 budget includes appropriations for the purchase of eight weed trimmers from the following departments: Cemetery 1 Parks 2 Streets 4 Maintenance 1 Please note that the appropriated funds were based on an estimate of the cost of trimmers bid on a bulk purchase basis. The actual bid was $25 per unit higher than the estimate. Therefore, some departments will be required to repriortize their capital outlay plan in order to fund this purchase. RECOMMENDATION: Staff recommends that the City Council accept the bid proposal for the purchase of eight Echo SRM 3000 gas powered trimmers from Bailey Equipment of Owasso at a total cost of $3400, and approve the purchase of same from the FY 1995 -96 budget appropriations for the departments listed above under "source of funding". ATTACHM ENT: 1. Bid Documentation , 2. Specifications 3. Bid Proposals CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: 8/22/95 Council/Trustee Approval: Item: 8 Gas Powered Trimmers Number of Bids: 5 Bids Opened By: Marcia Boutwell Witness: Jim McElrath Witness: Bidders Bailey Equipment Co, Owasso Green Country Equipment, SKiatook Bloss Sales, Tulsa Bailey Equipment Co, Owasso Bloss Sales, Tulsa Certification: Model For One ECHO SRM -3000 $425.00 ECHO SRM -3000 $426.59 ECHO SRM -3000 $449.95 Shindaiwa T27PM $320.00 Shindaiwa C35 $494.95 I, Marcia Boutwell, City Clerk, do hereby certify that, to the best Documentation is true and correct. Signature: Date: For Eight $3400.00 $3412.72 $3599.60 $2560.00 $3959.60 may;. this Bid SPECIFICATIONS FOR GAS - POWERED TRIMMERS ENGINE: 30.8 CC DISPLACEMENT, ELECTRONIC IGNITION CARBURETOR: DIAPHRAGM WITH PURGE PUMP ARBOR: 25 MM FUEL TANK: AT LEAST 23.7 OZ CAPACITY, SEE - THROUGH CUTTING HEAD: HD, SEMI -AUTO, .095 LINE CUTTING SWATH: 17 IN. DRY WT: NMT 15.8 LBS, INCLUDING CUTTING HEAD SHAFT: NMT 60.2 IN., HD STEEL, WITH SHAFT- MOUNTED SWITCH SHIELD: METAL HARNESS: INCLUDED BLADE CONVERSION KIT: INCLUDED WARRANTY: ONE YEAR COMMERCIAL DELIVERY: ON OR BEFORE SEPTEMBER 6, 1995 NOTE: PREFERENCE IS ECHO SRM -3000, OR EQUIVALENT. BID PROPOSAL - SUBMITTAL PAGE EIGHT GAS - POWERED TRIMMERS Manufacturer: F— C H 0 Model: SR P) - _3000 TOTAL BASE BID: FOR ONE FOR EIGHT I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Si Title Address 933S Eojy BID OPENING: AUGUST 22, 1995 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. iUNNlt HOBERTS GREEN COUNTRY OUTDOOR EQUIPMENT Sales and Service 2 E. Chestnut :iatook, OK 74070 918 - 396 -4250 POSAL - SUBMITTAL PAGE JAS- POWERED TRIMMERS Manufacturer: LM Z) Model: SR" '5000 As Spe cc fi�e ci on TOTAL BASE BID: FOR ONE FOR EIGHT I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. S ignatur� Title Coup�ry tva omzn_ F,-? ., Address ' 5Va BID OPENING: AUGUST 22, 1995 @2:00 P.M. ?L- _Z_2 C_ . qi ,F) 394 - y2sv COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. BID PROPOSAL - SUBMITTAL PAGE EIGHT GAS - POWERED TRIMMERS Manufacturer: Model:��/�'%E`1rY� _ TOTAL BASE BID: FOR ONE 9S FOR EIGHT I hereby acknowledge that I have read the specifications and that I am legally boll m: the statements on the Bid Proposal - Submittal PaRaR-----_ S�qp3 ? fin, Hvi — Address M& RIM C, BID OPENING: AUGUST 22, 1995 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BLz3. Manufacturer: BID PROPOSAL - SUBMITTAL PAGE EIGHT GAS - POWERED TRIMMERS IJXVDATOA Model: T— 2 -7 Prq TOTAL BASE BID: FOR ONE FOR EIGHT 03 2-0. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. S Tit Address 0 ,,J�SS0 , D K 74b _5. BID OPENING: AUGUST 22, 1995 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. Manufacturer: Model: 0 ITOTAL BASE BID: Pq I BID PROPOSAL - SUBMITTAL PAGE EIGHT GAS - POWERED TRIMMERS FOR ONE 4�y 9,19�_ FOR EIGHT . i I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pa¢eq Titl Address BID OPENING: AUGUST 22, 1995 @2 :00 P.M. tCOMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. MEMORANDUM V THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO MARK STEVENS CIVIL DEFENSE DIRECTOR REQUEST TO AWARD BID FOR PREVENTATIVE MAINTENANCE AND REPAIRS TO THE CITY'S STORM SIRENS August 28, 1995 The City of Owasso currently maintains seventeen storm warning sirens. In order to keep those sirens functioning properly, staff believes a preventative maintenance program should be initiated, with each siren being inspected twice each year on dates to be determined by the Civil Defense Director. Any siren found to be inoperable during the semi - annual inspection would be repaired at that time. Additionally, the City Manager or Civil Defense Director would have the authority to request service or repair on any siren found to be inoperable at any time. Several vendors were contacted, however only one of the vendors contacted indicated they would be able to inspect the system and make repairs. A bid packet was prepared and mailed to that vendor on August 4, 1995, and a notice was placed in the newspaper for two consecutive weeks. Bids were opened on August 28, 1995, with the following bid being received: COMPANY BASE BID PERCENTAGE FOR REPAIR PARTS Goddard Enterprises $3750 25% FUNDING: Funding for this item is included in the FY95 -96 Civil Defense budget. RECOMMENDATION: ' Staff recommends that the City Council award a bid for preventative maintenance and repair for the city's storm sirens to Goddard Enterprises, Guthrie, OK in the amount of $3750, plus a 25 % mark up for repair parts. 1 ATTACHMENTS: ' 1. Bid Tabulation Sheet 2. Specifications ' 3. Bid Proposal - Submittal Page TO: ' FROM: 1 SUBJECT: 1 DATE: BACKGROUND: V THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO MARK STEVENS CIVIL DEFENSE DIRECTOR REQUEST TO AWARD BID FOR PREVENTATIVE MAINTENANCE AND REPAIRS TO THE CITY'S STORM SIRENS August 28, 1995 The City of Owasso currently maintains seventeen storm warning sirens. In order to keep those sirens functioning properly, staff believes a preventative maintenance program should be initiated, with each siren being inspected twice each year on dates to be determined by the Civil Defense Director. Any siren found to be inoperable during the semi - annual inspection would be repaired at that time. Additionally, the City Manager or Civil Defense Director would have the authority to request service or repair on any siren found to be inoperable at any time. Several vendors were contacted, however only one of the vendors contacted indicated they would be able to inspect the system and make repairs. A bid packet was prepared and mailed to that vendor on August 4, 1995, and a notice was placed in the newspaper for two consecutive weeks. Bids were opened on August 28, 1995, with the following bid being received: COMPANY BASE BID PERCENTAGE FOR REPAIR PARTS Goddard Enterprises $3750 25% FUNDING: Funding for this item is included in the FY95 -96 Civil Defense budget. RECOMMENDATION: ' Staff recommends that the City Council award a bid for preventative maintenance and repair for the city's storm sirens to Goddard Enterprises, Guthrie, OK in the amount of $3750, plus a 25 % mark up for repair parts. 1 ATTACHMENTS: ' 1. Bid Tabulation Sheet 2. Specifications ' 3. Bid Proposal - Submittal Page CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: 8/28/95 Council/Trustee Approval: Item: Preventative Maintenance /Sirens Number of Bids: Bids Opened By: Marcia Boutwell Witness: Howard Stamper Witness: Bidders Amount of Bid Goddard Enterprises, Guthrie, OK $3750 plus 25 % on parts Certification: I, Marcia Boutwell, City Clerk, do hereby certify that, to the best of m w is Bid Documentation is true and corre c Signature: (S Date:_ ow• 1 1 1 SPECIFICATIONS FOR PREVENTATIVE MAINTENANCE FOR THE CITY'S STORM SIRENS GENERAL DESCRIPTION The following is a list of specifications for the provision of preventative maintenance service for the seventeen (17) storm sirens currently maintained by the City of Owasso. The contract will begin on September 1, 1995 and end on June 30, 1996. SPECIFIC REQUIREMENTS 1. Conduct two (2) yearly inspections of the seventeen (17) sirens on dates determined by the Civil Defense Director. 2. Repair any siren found to be inoperable during the semi - annual inspection. 3. When notified by the City Manager or the Civil Defense Director, respond to the City of Owasso within a timely manner, not to exceed 72 hours, to repair and service any siren found to be inoperable. 4. Provide detailed billing for all repair parts required at a specified percentage above cost. 5. Accept the addition of any additional sirens installed in the City of Owasso system to this contract on a pro -rated basis of 1/17 of the total bid per additional siren. 1 BID PROPOSAL - SUBMITTAL PAGE PREVENTATIVE MAINTENANCE FOR CITY'S STORM SIRENS ' ��D �✓ TOTAL BID FOR MAINTENANCE (Items 1, 2, 3 & 5) $_ ' 1 � �r TOTAL PERCENTAGE FOR REPAIR PARTS (Item 4) �� q I hereby acknow the statements on the-1 S' ure Tale .ve read the specifications and that I am legally bound by Submittal Paces/ 1/1�/ BID OPENING: AUGUST 28, 1995 @10:00 A.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. 1 1 I MEMORANDUM I TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER ISUBJECT: REPAIR OF FIRE DEPARTMENT GAS SERVICE LINES ' DATE: September 1, 1995 ' BACKGROUND: ' Attached to this memorandum is a detailed background report of a problem relating to the new fire station. Generally, the problem relates to the improper location and installation of natural ' gas lines serving the station. On August 25, 1995, I authorized a temporary repair of one of the improperly located gas lines ' in order to address a complaint filed with the Oklahoma Department of Labor by a fire department employee. However, on Monday, August 28, 1995, additional problems were discovered with other parts of the gas line installation. In order to provide a safe work place, I authorized additional repair. The total of the repairs exceeded my legal spending limit of $1000 (the total was $1250). REOUEST: This request is for Council ratification of an action by the City Manager wherein an expenditure of $1250 was authorized for repairs to the gas plumbing system at the fire station. 1 ANTICIPATED FUTURE ACTIONS: ' It is anticipated that the staff will request Council action during the September 19th City Council meeting to authorize the City Attorney to initiate legal action against any party or parties that ' may have been responsible for the improper construction of the gas service lines. It certainly appears that the gas lines were not installed in accordance with the plans and specifications approved by the City Council and staff. Thus, legal action is anticipated unless the parties are ' willing to resolve the problems at no cost to the city. GAS LINE REPAIR September 1, 1995 Page 2 RECOM IENDATION: The staff recommends Council ratification of an action taken by the City Manager wherein am expenditure of $1250 was authorized to Action Plumbing, Owasso, Oklahoma for emergency repairs to the gas plumbing system at the fire station. ATTACHMENT: Memorandum from Chief Allen dated August 29, 1995. 1J MEMORANDUM ' TO: RODNEY J RAY CITY MANAGER FROM: BOB ALLEN FIRE CHIEF In SUBJECT: REPAIR GAS LINE M DATE: August 29, 1995 BACKGROUND Ir In late July of this year, we discovered that the new fire station gas line was leaking. Oklahoma Natural Gas (ONG) service department was contacted to inspect and test all gas lines to determine where and how much gas was leaking. After ONG inspection was completed, we were notified by the Field Service Supervisor that our gas line was leaking in several areas. The amount of gas leaking was extensive and by ONG policy our gas service was disconnected. Also, it should be noted the inspection and test was performed for the exterior of the fire station. ■ The location of the leak was three (3) feet south of the apparatus bays. The leak started approximately mid -point of the bays and extended to the east thirty five (35) feet then approximately forty (40) feet to the south. The entire gas leak is under eight (8) inches of concrete. Also, all three riser unions are leaking. As you are aware, Imel & Graber Architect was the firm that was hired to design and inspect the building construction. Therefore, Imel & Graber was contacted about the warranty status and to determine if the gas line was installed ' according to building specifications. After review of the manner and location where the gas line was actually installed, it was determined that the gas line was installed improperly. in Mr. Jim Graber with Imel & Graber Architect firm contacted R.D.G. Construction, the company who constructed the fire station, and advised them about the leaking gas line. He instructed them to have the gas line repaired. To date, R.D.G. Construction has done nothing to correct the problem or repair the gas line. GAS LINE REPAIRED Last week, we contacted four (4) local plumbing companies to provide us with a ' proposal to connect our gas water heaters only. Action Discount Plumbing stated they could repair the gas line to the water heaters and disconnect all other appliances for $850.00. On Monday, August 28, 1995, Action Plumbing had completed the work necessary. It was discovered that the 100' gas line in the attic had been installed incorrectly and had several leaks in the first 25'. August 29, 1995 Repair Gas Line Page 2 In order to correct the leaks noted, Actin Plumbing stated it would cost an additional $400.00. Due to the emergency situation we were faced with, approval was obta i ned f rom you to a 11 ow Act i on P 1 umb i ng to repa i r the gas 1 i ne for a tota 1 of $1,250.00. All work is scheduled to be completed by August 29, 1995. Also, Mr. Ron Cates has been advised of the existing situation and is in the process of taking what legal action is required to correct the problem. P1 IN m W All FFI it e/ Cis �,Ae- e5�, NI mwe 1 lNei-t- L.A M m m m mm 15 1 t-- X 08 -35 -95 09:390 FROM IMEL _ GRABER ARCH TRI -CITY PLUMBING & MECHANICAL ' P.O. Box 893 SPERRY, OK 74073 ' PHONE: (818) 288.8784 FAX: (918) 288.6791 b I August 24, 1995 RDG Construction 1428 East Third Street Tulu, Oklahoma 74120 -2804 Re. pas leak at Owasso hire Station After checking the leak, we found that Cable Excavation had Installed underground wwric lines Some time in August of 1994 They broke the underground gas service, Abel Plumbing repaired the leak on August of 1994. The job was out of warranty as of April, 1994. We cannot be responsible for leaks that occurred after some other company Droke the gas line and then had them repaired. ' We would also question whether all the gas service was air tested after Abet Plumbing repaired the look as required by the city plumbing Inspector. When gas service was initially Installed It was air tested and inspected by the City of Owasso and the Oas Company approximately 2 years ago. Therefore, Th -City cannot accept the blame for the gas leaks. Sincerely, Tl - ITY PLUMBING ' qI �rd ©, Morrow tMEMORANDUM TO: RODNEY J. RAY CITY MANAGER e FROM: M. A. ALEXANDER y� CHIEF OF POLICE SUBJECT: MOTORCYCLE PURCHASE DATE: August 28, 1995 BACKGROUND: In June of this year, City Council approved the 1995 -1996 Police Department budget which contained $8,000 in Capital Expenditure for the purchase of a police motorcycle. In July, bid specifications were sent to four motorcycle vendors. On August 23, 1995 bids were received and opened from two vendors: Myers Duren Harley Davidson - $11,578.00 ' 1996 FLHTP Farrs Cycles Kawasaki - $ 8,597. 1995 KZ -1000 P -14 Both vendors met all specifications and both dealers have excellent reputations in the police motorcycle field. Both units are new, however; Farrs Kawasaki submitted a bid for a 1995 model which was $2,981.00 lower than Harley Davidson's 1996 model. Therefore, the less expensive bid would be Kawasaki. ' The motorcycle unit will take approximately 4 -6 weeks to arrive and will have complete emergency capabilities, (lights, siren, etc.) The addition of this motorcycle unit will greatly enhance the traffic enforcement ' effort of this department. The unit will focus on traffic control, accident investigation and speed enforcement in addition to use in the Dare program as a great public relations tool. The motorcycle will be driven primarily during ' daylight hours, operated only in good weather and will be securely stored during the winter months. ' Currently, two officers in the department are state motorcycle certified. These officers will be provided additional training in police motorcycle operation and safety. 1 Police Motorcycle Purchase cont. COST: The police Department's budget has allotted $8, 000 for the purchase of a motorcycle unit. The additional $597.89 will be acquired by establishing priorities in other capital expenditur4 RECOMMENDATION: Staff recommends Council approval on the purchase of a Kawasaki Police Motorcycle from Farrs Cycle for $8,597A V-. CIO ATTACHMENTS: Bid Specifications Bid Proposals 11 BID PROPOSAL - SUBMITTAL PAGE ONE POLICE "SOLO" MOTORCYCLE MOTORCYCLE SUMMARY MAKE: KAWASAKI MODEL: KZ -1000 P -14 TOTAL BID PRICE ON MOTORCYCLE: $ 8 5 9 7.9 0 - I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. FARRS rVCT.F.S Company Signature PRESIDENT Title 7465 E. ADMIRAL PL. Address TULSA, OK. 74115 918 - 834 -2622 Telephone BID OPENING: August 23, 1995 03:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. NON COLLUSION BID AFFIDAVIT STATE OF OKLAHOMA ) COUNTY OF TULSA ss ) MARSHALL FARR , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Name: MARSHALL FARR 71-4LA4 Signature Subscribed and sworn before me this day of I tit 1995. Notary Public My Commission Expires: MY COADMOION ENDS 1 -13 -98 NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL BID PROPOSAL - SUBMITTAL PAGE ONE POLICE "SOLO" MOTORCYCLE MOTORCYCLE SUMMARY MAKE:l��'-�A�J� MODEL: J `5ta /i�/ TOTAL BID PRICE ON MOTORCYCLE: $_ //I Sf/e • jQ I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. Company r� fees. Title 8_00 Sv ,;cam Address yfsA 0 � o I Y/� 6 Telephone BID OPENING: August 23, 1995 @3:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. NON COLLUSION BID AFFIDAVIT ' STATE OF QGfLAkoucd ) ss ' COUNTY OF jvtio of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective , contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Sig t Subscribed and sworn before me this 2Z1 day of 1995. Notary Public My Commission Expires: 3 -5 -9e NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL SPECIFICATIONS FOR A POLICE "SOLO" MOTORCYCLE GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, equipment, and other costs necessary to fully prepare the motorcycle for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the motorcycle, shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees_ to promptly replace any part or parts which by reason of defective materials, workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months or 12,000 miles, whichever comes first from the date of delivery. The City of Owasso shall expect the dealer and /or manufacturer to have adequate stock of replacement parts available to service the motorcycle within a reasonable time. ' Tires are exempt from this warranty, but must be covered by the tire manufacturer's standard warranty and serviced by the local authorized dealer of the tire manufacturer. I 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. 5. INSPECTION - An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this motorcycle. 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 motorcycle, 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 motorcycle includes the use of services of another company, the City of Owasso 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. 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 nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST - It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified motorcycle and equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Chief Maria Alexander by calling (918) 272 -2244 Monday thru Friday 8:00 a.m. to 5:00 p.m. SCOPE OF SPECIFICATIONS These specifications are intended to describe the mechanical, safety, and comfort requirements for solo, certified, traffic law enforcement motorcycles which will be used by the City of Owasso Police Department to enforce traffic laws and to provide escort services. The equipment bid will be new, current production model motorcycle and accessories. Failure to comply with these specifications may result in bid proposal being rejected. The city reserves the right to waive minor technicalities under these specifications. SPECIFICATIONS STRUCTURAL FRAME: Heavy duty, double loop, tubular frame, painted black. SEAT: Solo saddle, frame mounted." �`. ,�,Z�vy '-5W-1C 2 BRAKES: Front: Dual drilled disc, hydraulic, handlebar operated. Rear: Single drilled disc, hydraulic, foot operated. '4- % UM'At //' FOOTBOARDS: Fold up design. ' SPEEDOMETER: Analog, certified calibration, 0 to 120 MPH, with odometer. TACHOMETER: Analog, with red over -rev indicator, size equal to speedometer. MIRRORS: Two, rectangular. ' FAIRING: Latest design, fork or frame mounted, white in color, with lexan or clean polycarbonate windshield. ' KICKSTAND: Left side kick stand with gear or starter lock -out switch connected. & No SUSPENSION FRONT: Telescoping fork, spring loaded, hydraulic dampening, air assist. REAR: Swing arm, air assist, with lubricable bearings or bearings that require no lubrication for the life of the motorcycle. WHEELS /TIRES: Cast aluminum, safety rims, same size tire and wheel both front and rear, police pursuit radial. tDRIVE TRAIN ENGINE: Four stroke, air or liquid cooled, two or more cylinders of 1000 cc displacement or t larger. ' TRANSMISSION: Five forward speeds, constant mesh, foot operated. ELECTRICAL IGNITION: Twelve volt battery and coil, transistorized, key operated, one key fits all locks, ' 3 keys furnished. STARTER: Electrical, handlebar button operated. 1 3 AUXILIARY SADDLE BAGS: Two white, law enforcement type, injection molded fiberglass, with locking hinged lids, chrome crash protectors. SAFETY BARS: Front and read, chrome. PURSUIT LIGHTS: Front: Two lights (one red, one blue) Rear: Two lights (one red, one blue). sb� S/�- C-1,A—.- d 1', IO%d SIREN: Solid state, electronic, two stage siren with air horn capability, 100 watt output, handlebar mounted switches to operate. RADIO RACK: Mounted above rear fender, with handlebar speaker mount. COLOR: Fairing, fenders, and saddle bags painted or molded white with chrome or black accessories. 4 ' MEM4C3 1:3 -Lim ' TO: RODNEY J. RAY CITY MANAGER ' P FROM: M. A. ALEXAN � DER e1 CHIEF OF POLICE SUBJECT: COPS FAST GRANT DATE: August 28, 1995 BACKGROUND: In January of this year, City Council approved application to the COPS FAST grant program. In February, the City was notified of an estimated $61,343. 00 which would be received from the Department of Justice over a three year period to supplement one new officer's position. Specific budget information was provided and analyzed. Earlier this month, the City received notification of an award of $74,970.00. Upon hiring of a new officer, his /her salary and benefits information will be forwarded bimonthly to the US Department of Justice. Reimbursement will take ' place in the form of a monthly check until these funds are depleted over the forthcoming three year period. This additional officer will bring the strength of the Owasso Police Department to ' twenty -three (23) commissioned officers. The additional manpower is necessary in order to handle the growth of the community and to allow more proactive crime prevention programs to take place. Applications and interviews have taken place with over 30 candidates, with background investigations currently being conducted on the top five applicants. It is anticipated that the hiring will take place the first of October. COST: The City's cost of this grant is $24,991, incurred over a three year period. ' Approximately $6,000 was anticipated to be funded from this year's budget. RECOMMENDATION: ' Staff recommends Council approval on the receipt of the COPS FAST Grant for $74,970.00 and authority for the Mayor to execute the contract. ' ATTACHMENTS: Signatory page /Awardment Letter ' COPS FAST Special Conditions page Financial Clearance - Approved Budget 1 U.S. Department of Justice Office of Community Oriented Policing Services (COPS) Office of the Director 1100 Vermont Avenue, NW Washington, D.C. 20530 July 31, 1995 Chief Maria A. Alexander RE: Grant For: Owasso OK Police Department 101 N. Main Street Owasso, OK 74055 Dear Chief Alexander: I am pleased to inform you that the COPS FAST Community Policing and Budget Summaries you have submitted have been approved. Enclosed in this packet is your Grant Award, which you must sign to officially accept your grant. On the reverse side of the Grant Award is a list of Conditions that apply to your grant. You should read and familiarize yourself with these Conditions. Also enclosed is your Grant Owner's Manual which summarizes and explains your COPS FAST grant. It will assist you with the administrative and financial matters associated with your grant. The manual also explains many of the Federal government's commonly -used grant terms and answers many commonly -asked questions. You will also find materials relating to payment methods and procedures for receiving your grant funds. You should review the materials in your Grant Owner's Manual regarding the different methods of payment available to you. Should you have any questions regarding payment methods or any other matter discussed in the COPS Grant Owner's Manual, please do not hesitate to contact the COPS Office at 1- 800 -421- 6770. We have also enclosed two sets of mailing labels for your convenience. Please use the labels showing the name of your department and your grant number in the corner of all correspondence that you send to our office. You may use the other set of labels to address any correspondence to our office. The COPS Office will continue to serve your needs in a responsive and innovative manner. With your participation, I believe this office can accomplish its mission -- to provide local law enforcement with the resources they need, and in a manner that reduces the burdens ordinarily encountered when applying for a federal grant. Si rely, J seph E. Brann irector, COPS Office 6 Ma I /f COPS FAST AWARD U.S. DEPARTMENT OF JUSTICE OFFICE OF COMM WITY ORIENTED POLICING SERVICES Grant #: 95CFWX4499 ORI #: OK07210 Vendor #: 736069613 Applicant Organization's Legal Name: Owasso OK Police Department Law Enforcement Executive Name: Chief Maria A. Alexander Address: 101 N. Main Street City, State and Zip Code: Owasso, OK 74055 Phone Number: (918) 272 -2244 Fax Number: (918) 272 -4900 Government Executive Name: MAYOR CHARLES L. BURRIS Address: 207 South Cedar City, State and Zip Code: Owasso, OK 74055 Phone Number: (918) 272 -2251 Fax Number: 0 - Award start date: March 1, 1995 Award Amount: $74,970.00 oJ ep E. Braun it for Date JUL ? 1 1995 Award end date: February 28, 1998 Number of Officers: 1 By signing this award, the signatory official is agreeing to abide by the Conditions of Grant Award found on the reverse side of this document: Signature of Official with the authority to accept this grant award Typed Name and Title of Official Date CONDITIONS OF GRANT AWARD 7 1. The funding under this project is for the payment of SALARIES AND APPROVED ' FRINGE BENEFITS for three years for sworn entry level officers, lateral transfers or rehired officers. Overtime, training, weapons, communication equipment and vehicles cannot be paid for with this funding. 2. COPS FAST grant funds must be used to hire one or more new additional career law enforcement officers beyond the number of officers that would be hired or employed by the Grantee in the absence of the grant. Unless authorized in writing by the COPS Office, grant funds may not be applied to the salary or benefits of an officer hired by a Grantee prior to February 8, 1995. Grantees are expected to make a good faith effort to retain the positions funded by COPS FAST grant funds at the conclusion of the grant term. Throughout the grant term, Grant Advisors will provide any needed guidance in the creation of a retention plan. 3. Officers funded under this grant may only be involved in activities or perform services that exclusively benefit your agency and the population that it serves. If your agency provides these officers to another agency through a contractual arrangement, your agency is responsible for ensuring that this arrangement is in compliance with the conditions of your grant. 4. The Grantee acknowledges its agreement to comply with the assurances on the reverse side of the COPS FAST application and with the COPS FAST Program Guidelines. 5. In order to assist the COPS Office in the monitoring of the award, Grantee agencies will be responsible for submitting progress reports twice a year and financial status reports on a quarterly basis. In addition to these reports, your agency agrees to provide to the COPS Office the salaries and itemized benefits for year two and three of the grant period for the COPS FAST officers. As those reports become due, your Grant Advisor will provide you with outlines to assist you with them. 6. Requests for extensions of the grant award period which merely request additional time, not additional funding, should be submitted in writing no later than two years after the official start date of the award to your Grant Advisor. 7. The COPS Office may conduct a national evaluation of the Community Oriented Policing Services (COPS) program. The Grantee agrees to cooperate with the evaluators. 8. The Grantee agrees to abide by the terms, conditions and regulations as found in the COPS FAST Grant Owner's Manual. 9. COPS FAST Grantees are required to submit their EEOP certifications by July 1, 1995 to the COPS Office. Questions regarding the EEOP certifications should be forwarded to the COPS Office of General Counsel. r � � s U.S. Department of Justice Office of Justice Programs Washington, D.C. 20531 DATE: July 25, 1995 Grant Award # 95 -CF -WX -4499 TO: SJhellie Solomon, Grant Monitor, COPS Office FROM: Velma Mountain, Financial Analyst, COPS Branch, Office of the Comptroller SUBJECT: Financial Clearance: Application # 5- 4903- OK -CF, for the Owasso OK Police Department. ' A financial analysis of budgeted costs has been completed. Costs appear reasonable, allowable and consistent with existing guide- lines. APPROVED BUDGET Year 1 - Per Officer Total Project Costs Annual Salary: $ 22,851 Salaries & Fringe Bene.:$ 99,961 Fringe Benefits $ 9,305 Federal share: $ 74,970 ' FICA: $ 331 Applicant Share: $ 24,991 Health Insurance: $ 3,112 Life Insurance: $ 112 Officer(s) to be hired: 1.00 Retirement: $ 2,856 ' Workmen's Comp.: $ 1,793 Entry Level: 1 Unemployment Ins.: $ 107 Holiday: $ 994 IP Note: Local share appears to Total Salary & Benefits:$ 32,156 increase throughout the project. ' Items Disallowed /Deleted: w Education Pay: $ 1,200 Uniform Cleaning: $ 520 COMMENTS: The total project costs have been reduced from $105,121 to $99,961 due to disallowed costs. The amount of the award has been reduced by $30 (from $75,000 to $74,970). /VMM e 1 S`! COPS FAST SPECIAL CONDITION* During the grant term, technical assistance on Community Policing will be provided by the Office of Community Oriented Policing Services (COPS Office). The Grantee agrees to follow the recommendations made in the course of that assistance to the extent practicable. Grantee: Owasso OK Police Department ORI M OK07210 I certify that I have read the above special condition and agree to abide by it: Signature of Official who signed the COPS FAST Grant Award Typed Name of Official Date Typed Title of Official *Please return this signed special condition with your signed award document C 1 1 MEMORANDUM 1 TO: RODNEY J. RAY ICITY MANAGER I FROM: DOUG GROVES ENGINEERING TECHNICIAN w SUBJECT: ACCEPTANCE OF WATER AND SANITARY SEWER LINES FOR THE COUNTRY ESTATES DEVELOPMENT DATE: AUGUST 31, 1995 in BACKGROUND: ' This development is located North and West of the Northwest Corner of 116th Street North and Garnett Road and consists of 6,530 LF of water line, and 7,918 LF of sanitary sewer line. ' The Department of Environmental Quality has reviewed and approved both water and sewer plans on August 29, 1995. Copies of water permit No. WL000072950522 and sewer permit No. ' SL000072950523 were filed August 31, 1995 with the Public Works Department. The utility installation was recently completed and inspected by city staff during construction. The appropriate testing is currently being conducted in compliance with the DEQ Regulations. A walk through inspection will be conducted on Tuesday, September 5, 1995 by Engineering, ' Inspections and Public Works representatives. If necessary, a punch list will be developed from this inspection and delivered to the developer to make adjustments for compliance with the City of Owasso construction standards. All items addressed will be corrected prior to acceptance. ' A & W Development will provide a one year maintenance bond for the improvements prior to the issuance of any building permits. 1 RECOMMENDATION: The staff will make a recommendation at the Council meeting on the water and sewer lines to serve the Country Estates Development. 1 1 MEMORANDUM 6 TO: RODNEY J. RAY ' CITY MANAGER FROM: DOUG GROVES ' ENGINEERING TECHNICIAN SUBJECT: ACCEPTANCE OF SANITARY SEWER LINES FOR THE PENIX PLACE TRACT IN TULSA COUNTY DATE: AUGUST 31, 1995 ■ BACKGROUND: ' This utility extension consists of 580 LF of sanitary sewer line and services the newly constructed Koala Day Care facility located on 76th St., East of 129th E. Ave. in Tulsa County. ' The Department of Environmental Quality reviewed and approved the plans on March 14, 1995. Copies of the sewer permit No. SL000072950140 were filed March 23, 1995 with the Public ' Works Department. The utility installation was completed in May 1995 and inspected by city staff during ' construction. The sewer lines passed all testing procedures. A walk through inspection was conducted on May 15, 1995 by Engineering, Inspections, and Public Works representatives. A punch list was developed from this inspection and delivered to the contractor to make the adjustments necessary to comply with the City of Owasso construction standards. All items were addressed the same day. tOn August 29, 1995, Henry A. Penix provided a one year maintenance bond for the sewer line to comply with the Owasso Subdivision Regulations. 1 RECOMMENDATION: ' The staff recommends Council acceptance of the sanitary sewer lines to serve the Penix Place tract in Tulsa County. ATTACHMENTS: P, 1. Location map 2. Memorandum dated May 8, 1995, from City of Owasso Project Inspector. 3. Maintenance bonds. E. SC lh PL III IV, MEN., -3 EAST 79th STREET NORT EL M CREEK M PARK E 771, Pl- W, I I Ni I B'Ol S NO 01 b S T NO. > V C RS PUD-42 RS 9"F-O SAFI A&N IT# - z -J( rr ' .t AUG 8 1995 1 ,� MEMORANDUM TO: Doug Groves, Engineering FROM: Sherryl Duggan, Inspections SUBJECT: Penix Sewer Test DATE: August 8, 1995 One May 15th, 1995 the mandrel test was conducted on the above mentioned project. The test past. The only work on the punch list was to add more backfill material around two manholes. This was done on the same day. The contractor tapped into our sewer on May 19, 1995. There were no problems with the tap. MAINTENANCE BOND Bond Number:GE5705372 WHEREAS, the undersigned, Taylor Excavation has executed a certain Contract dated the 7th day of November , 19 9 designated and known as for the construction of One year Maintenance Bond for 900' of sewer line on th East Avenue and on Soutft bide of feet NofLn in county or sa. including all of the work mentioned and described in said Contract, and to be performed by the undersigned strictly and punctually in accordance with the terms, conditions, plans and specifications thereof, NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS: That Taylor Excavation (Contractor) of 264 N. E. Spruce Bartlesville, OK as Principal, and Gulf insurance Company (Surety) as Surety, are jointly and severally, firmly held and bound unto the City of Owasso, OK (Owner) in the sum of Twenty -two thousand five hundred dollars and 00 /100 (Amount in words) Dollars ($ * *22, 500.00 ** lawful money of the United States of America, same being the approximate cost of the Contract herein referred to, for the payment of which sum well and truly to be made, we hereby bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. The Condition of this Bond is such that the said Principal and Surety herein name do hereby agree and bind themselves unto and guarantee the City of Owasso, OK (Owner) that the said improvements, including materials, workmanship and all work done under said contract were such that the same shall endure without need of any repair whatsoever for a period on one (1) year from and after the formal acceptance of said project by resolution of the duly appointed governing body of the City of Owasso, OK (Owner) and that at the expense of said Principal and /or Surety, that such work performed under said Contract shall be kept and maintained in a first -class condition for a period of one (1) year as herein provided, and that all trenches, excavations or ditches that may sink or settle, shall promptly be refilled without any notice being given, and that all breaks or failures occurring or arising from any cause whatsoever within said period of one (1) year, shall be promptly repaired and at all times during the said period of one (1) year, maintained by said Principal and /or Surety, without notice being given; and it being further agreed that upon the neglect, failure or refusal of the Principal to make any needed repairs or backfills upon said project or any work connected therewith within ten (10) calendar days after notice to said Principal by letter deposited in the United States mail, addressed to said Principal at 264 N.E. Spruce Bartlesville, OK 74006 (Address) 1 1 PP that the said Principal and Surety shall jointly and severally be liable to the city of Owasso, ox (Owner) for the costs and expenses of making such repairs or backfills, or making good such defects or imperfections. NOW, THEREFORE, if the said Principal and Surety shall faithfully and securely keep and perform all of the obligations herein provided to be kept and performed by them, or either of them, then this obligation shall be null and void and of no force and effect, otherwise to be and remain in full force and effect at all times. Signed sealed and delivered this ATTEST: By: (Signature) Name: (Print or Type) Title: (Print or Type) (SEAL) ATTEST: By: (Signature) Name: Chandra Epperson (Print or Type) day of ) 19 Principal: (Print or Type) (Signature) Name: Title: Surety: (Print or Type) (Print or Type) (Print or Type) By: wx, Surety's Agent (Signature) Name: Michelle L. Ray (Print or Type) By: 6R� Attorney -in -Fact (Signature) Name: Michelle L. Ray (Print or Type) (Attach a certified copy of the Power of Attorney) GULF INSURANCE COMPANY KANSAS CITY, MISSOURI POWER OF ATTORNEY ORIGINALS OF THIS POWER OF ATTORNEY ARE PRINTED ON BLUE SAFETY PAPER WITH TEAL INK. DUPLICATES SHALL HAVE THE SAME FORCE AND EFFECT AS AN ORIGINAL ONLY WHEN ISSUED IN CONJUNCTION WITH THE ORIGINAL. KNOWN ALL MEN BY THESE PRESENTS: That the Gulf Insurance Com- pany, a corporation duly organized under the laws of the State of Missouri. having its principal office in the city of Irving, Texas, pursuant to the following resolution, adopted by the Finance & Executive Committee of the Board of Directors of the said Company on the 10th day of August, 1993, to wit: "RESOLVED, that the President, Executive Vice President or any Senior Vice President of the Company shall have authority to make, execute and deliver a Power of Attorney constituting as Attorney -in -Fact, such persons, firms, or corporations as may be selected from time to time; and any such Attomey -in -fact may be removed and the authority granted him revoked by the President, or any Executive Vice President, or any Senior Vice President, or by the Board of Directors or by the Finance and Executive Committee of the Board of Directors. RESOLVED, that nothing in this Power of Attorney shall be construed as a grant of authority to the attomey(s) -in -fact to sign, execute, acknowledge, deliver or other- wise issue a policy or policies of insurance on behalf of Gulf Insurance Company. RESOLVED, that the signature of the President, Executive Vice President or any Senior Vice President, and the Seal of the Company may be affixed to any such Power of Attorney or any certificate relating thereto by facsimile, and any such powers so executed and certified by facsimile signature and facsimile seal shall be valid and binding upon the Company in the future with respect to any bond and documents relating to such bonds to which they are attached." Gulf Insurance Company does hereby make, constitute and appoint Michelle L. Ray NUMBER GE 5705372 PRINCIPAL: NAME, ADDRESS CITY, STATE, ZIP Taylor Excavation 264 N.E. Spruce Bartlesville, OK 74006 EFFECTIVE DATE 08/24/95 CONTRACT AMOUNT $ 22,500.00 BOND AMOUNT $ 22,500.00 J its true and lawful attomey(s) -in -fact, with full power and authority hereby conferred in its name, place and stead, to sign, execute, acknowledge and deliver in its behalf, as surety, any and all bonds and undertakings of suretyship, and to bind Gulf Insurance Company thereby as fully and to the same extent as if any bonds, undertakings and documents relating to such bonds and /or undertakings were signed by the duly authorized officer of the Gulf Insurance Company and all the acts of said attomey(s) -in -fact, pursuant to the authority herein given, are hereby ratified and confirmed. The obligation of the Company shall not exceed one million ($1,000,000.00) dollars. IN WITNESS WHEREOF, the Gulf Insurance Company has caused these presents to be signed by any officer of the Company and its Corporate Seal to be hereto affixed. _ pBANC6 \ GULF INSURANCE COMPANY Q C�O�PORgr co � Y SEAL 418SO\3P� STATE OF NEW YORK ) Christopher E. Watson SS President COUNTY OF NEW YORK 1 On this 1st day of February, 1994 A.D., before me came Christopher E. Watson, known to me personally who being by me duly sworn, did depose and say; that he resides in the County of Westchester, State of New York; that he is the President of the Gulf Insurance Company, the corporation described in and which executed the above instrument; that he knows the seal of said corporation; that the seal affixed to the said instruments is such corporate seal; that it was so affixed by order of the Board of Directors of said corporation and that he signed his name, thereto by like order. qD David Jaffa STATE OF NEW YORK ) No. 24 4958634 Qualified in Kings County SS Comm. Expires November 13, 1995 COUNTY OF NEW YORK ) 1, the undersigned, Senior Vice President of the Gulf Insurance Company, a Missouri Corporation. DO HEREBY CERTIFY that the foregoing and attached POWER OF ATTORNEY remains in full force. 11 4 1 �uRANC,t N . / �r PPOR4 y\ Signed and Sealed at the City of New York. ! J O r ", \ L SEAL � Dated the day of ' 24th August 19 95 �''3sou� Lawrence P..Miniter Senior Vice President MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: TIMOTHY ROONEY COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: ORDINANCE NO. 512 DATE: August 17, 1995 BACKGROUND: At the August 15, 1995 meeting, the Owasso City Council recommended approval of a request to close a utility easement located within Lot 1, Block 1, Ram Plaza Addition. The subject property is located directly west of Dr. Standridge's Chiropractic Clinic and is being developed by Mr. Lee Rollins. A subject map has been attached for your information and review. Attached is a copy of Ordinance No. 512 which formally adopts the City Council's action of August 15, 1995. RECOMMENDATION: Staff recommends Council approval of Ordinance No. 512. ATTACHMENTS: 1. Subject map 2. Ordinance No. 512 i JUL -05 -95 WED 07:39 AM ASSOCIATEDt SURVEYORS 918 +622 +5840 REOISTERED LAND SURVEYOR'S MORTGAGE INSPECTION CERTIFICATE LEGEND UYE - UFILl" Y,A6EIKNT all N BUI1DINO LINE 2�" �. 125.00 ELEC. _`CTNA� EA6EMEMT LONG. CONC -EYE cmcAm 5ET CENTEALIIIE ti•= 40 �a ^�.P I z 3 I00,2 FOR M SORVV.Y N raM. ARE TO INsfoE:) FORM LIME ONLY p � s r 1 a � o 50 2 �— a UL p/NG — — — I /IJE 90'MllrUAL ACCESS ESNT. � FouHo 5, g9° 55' 264 W. 125•0OH t ouuo EA-15T 8Gkh 5TREr--T WORTH FOR: MST UK OF OWASSO +,ME: THE FORM ENC80ACRES OVER THE VEST 17.5 D/E BY V.O: 6175 0.2'. 1w: 95-139 PG: 17 INVOICE NO. 13737 OWNER:. _ _ ,-„--- ,__ —... PROPERTY ADDRESS:- -_---- --__ —, -- ,--„ --- DESCRIPTION: LM ONE (1), BLOCK ONE (1), RAM PLA7A, AN ADDITION TO T88 CITY OF OVASSOF TULSA COUNTY, STATE OF OKLAHOMA. MORTGAGE INSPECTION CERTIFICATE: 1, RODGER G. RAGSON.E. A REGISTERED WARD SUNVEY011 IN THE STATE OF OALAH00A, NERERY CERTIFY THAT THIS "TOADS 1N5PECTIQN CERTIFICATE IS PREPARED FOR: FIRST BAW OF OWASSO AM THAT THIS IS NOT A LAND OR RDUNDARY R U SURVEY AT, AND THAT I6 NOT TO RE RLLIEO UPON FOR TIE ESTABLISHMENT OF FENCE, OUILDI14 OR OTHER RITE IMPR¢MCNT H IAES. FEWE6, IF ShOM. ARE FOR REFERENCE ONLY, ACTIML LOCATIONS REOAIRF A BAMOARY RWJEV. NO EFFORT HAS BEEN SAM TO DEAACH THE RECORDS OF THE CDUMTT CIEM OR MCA RECORD OFFICE. ANY .,.CPT OR RIMTS OF UAY SHDN! OR NOTED 15 PER SUBDIVISION PUT CA AS SPECIFICALLY PROVIDED BY W LEMEN TO THE UDER- $1ONED. T FIMITHEA CERTIF' THAT THE INPRpVEWUTS OM THHE ADDVE DEECRTBEO PARCEL OF LIDO, ON THIS DATE, EXCEPT UTILITY CONMECTIOM6 AND FENCES, ARE ENTIRELY NI THIN THE PARCEL, EXCEPT AS S HOHHM. THAT THERE ARE AO ENCROACHMENTS UPON THE DESCAI BED PREMISES BY INPROVEMENTS ON ANY ADJOINING PREMISES, EXCEPT AS INDICATED, AMO THAT TNF^ IM NO APPAPENT EYTIMEWK OR SIG. OF ANY EASEME.I IJtOGSI W NUHOENING ANY PART OF SAID PARCEL, EXCEPT AS WITNESS NY HMO AND SEAL THIS 311d DAY OF JULY_ 7995. ,,QFESSlork;�'-% ASSOCIATED SURVEYORS & ENGINEERS RHONE : M14007 -2420 mv 261S SOIITM BOTH SALT PLACE TULSA. CK 74129 G. RAGSDALE, R.P.L.S. RODGER G. N ; RAGSDALE �•. L.S. 436 m 1 1 CITY OF OWASSO, OKLAHOMA ORDINANCE NO. 512 AN ORDINANCE CLOSING TO PUBLIC USE A PORTION OF A UTILITY EASEMENT LOCATED WITHIN LOT ONE (1), BLOCK ONE (1), RAM PLAZA ADDITION, AN ADDITION TO THE CITY OF OWASSO, TULSA COUNTY, STATE OF OKLAHOMA, BEING A STRIP OF LAND ONE (1) FOOT IN WIDTH AND ONE HUNDRED SEVENTY FIVE (175) FEET IN LENGTH, AND RETAINING UNTO SAID CITY OF OWASSO, OKLAHOMA, THE ABSOLUTE RIGHT TO REOPEN SAME WITHOUT EXPENSE TO THE MUNICIPALITY, AND REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH. WHEREAS, the City of Owasso, Oklahoma, has deemed it necessary and expedient to close to public use a certain utility easement, and WHEREAS, said utility easement is described as follows: The Easterly One (1) Foot of the Westerly Seventeen and One -Half (17.5) Foot Utility Easement of Lot One (1), Block One (1), Ram Plaza Addition, Located within the City of Owasso, Tulsa County, State of Oklahoma; and . WHEREAS, pursuant to Title 11, Oklahoma Statutes, Section 42 -110, the only holders of a franchise or purported holders of a franchise that may purport to have a special right or privilege to use said utility easement are Public Service Company of Oklahoma and /or Oklahoma Natural Gas Company, and /or Southwestern Bell Telephone Company and /or TCI Cablevision of Tulsa; and WHEREAS, the above holders of franchise or purported holders of a franchise that may t purport to have a special right or privilege to use said utility easement have waived their objections to the closure of said easement, if any. NOW THEREFORE, BE IT ORDAINED BY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA: SECTION 1. That the following described utility easement, be, and the same is hereby ' closed to the public use, to -wit: The easterly 1 foot of the westerly 17.5 foot utility easement located in Lot One (1), Block One (1) of the Ram Plaza Addition to the City of Owasso, Tulsa County, State of Oklahoma. i SECTION 2. That the municipality shall retain the absolute right to reopen the public way or easement without expense to the municipality. Closing of the public way or easement shall not affect the right to maintain, repair, reconstruct, operate or remove utility, public service corporation, or transmission company facilities of service therein, nor shall a closing affect private ways existing by operation of law unless released in writing executed by the owners thereof. SECTION 3. All ordinances or parts of ordinances in conflict herewith be, and the same hereby are, expressly repealed. PASSED, APPROVED AND ADOPTED by the City Council of the City of Owasso, Oklahoma this 5th day of September, 1995. (SEAL) ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney Charles L Burris, Mayor I NWMoxnrmuM ' TO: RODNEY J. RAY CITY MANAGER ' . FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR/ TIM ROONEY COMMUNITY DEVELOPMENT DIRECTOR JIM MCELRATH SUPPORT SERVICES DIRECTOR ■ I SUBJECT: UNIFORM RENTAL CONTRACT AND UNIFORM ALLOWANCE DATE: August 25, 1995 BACKGROUND: ' Uniforms for personnel in the Public Works, Parks, Vehicle Maintenance and Maintenance departments have been provided by the city for many years. The latest contract for uniforms originated in June 1985 with ABC Linen and included shirts, pants and jackets /liner at the rate ' of $7.50 per week. A subsequent contract was signed with ABC Linen in May 1987 for the same uniforms at a rate of $6.50 per week, with an extension dated March 1990. Cintas Corporation purchased ABC Uniform and issued a new contract approximately five (5) years ago ' for the same uniforms at a rate of $7.10 per week. The rental rate has remained unchanged since 1990. ' The present work uniforms sets consist of 11 chambray shirts with pearlized snap buttons, 11 blend denim jeans or work pants, 1 work jacket and 1 jacket liner. Shirts are steam pressed. One employee is furnished 11 executive shirts, 11 executive pants, 1 jacket and 1 jacket liner tat a higher rate of $8.65 per week. ' The chambray shirts presently provided have been used repeatedly. The contract requires the uniform pieces be maintained and /or replaced as needed, but many of the items show signs of wear. The present process of steaming the shirts does not remove front seam wrinkles and our personnel have complained about the appearance of these shirts. Some of the snap buttons are in need of replacement. Page 2 Uniform Rental Contract In addition, the city has provided work pants /jeans as part of the uniform. Many of the field personnel have elected to wear their own jeans in lieu of those in the uniform set. These personnel have expressed the material blend of the uniform jeans are uncomfortable for long- term wear. Since the contract with Cintas is approximately 5 years old, staff elected to review the type of uniform provided and to solicit new bids. Staff began a process to evaluate other, more professional looking uniform options about 6 months ago. Meetings were held with the employees to determine options for the uniforms. The intent was to provide a uniform that would be comfortable, provide a positive image for the employee and be a recognizable uniform to the public. OPTIONS DISCUSSED: Due to the variety of work environments, the original intent was to have each uniform set (consisting of shirts, pants, jacket and jacket liner) collected weekly and laundered by the contractor. This procedure keeps the employee from having to launder highly soiled garments that may have been exposed to sewage, grease or mud. Most employees desired to be provided with 100% cotton jeans, rather than a polyester /cotton blend. The blend had proven to be uncomfortable during the summer months. Employees in the Parks and Maintenance Departments desired to opt for different summer and winter attire. Those employees subject to summer heat desired to have short- sleeved polo shirts and short pants when doing light work or mowing. The ability to have long - sleeved shirts and long pants available during the summer months should a need arise was also presented. Employees in the Vehicle Maintenance Department were interested in having work pants provided with the shirts due to their work environment. BID SPECIFICATIONS: Based on information collected from various vendors, a specification package was assembled that originally included work shirts, work pants, jackets and jacket liners for all field employees. An executive shirt and pant uniform set was included for one employee (the Wastewater Treatment Plant Chief Operator). Included in the specifications was a provision for a one year contract with two renewable term options. Uniform pants were specified as work pants or 100% cotton jeans. The logo patch on the shirt was detailed as an embroidered 3 -inch circle. Bid packets were mailed to six companies, but only one bidder (Yale Uniforms) responded to the advertisement. The work shirts that they could provide was not in conformance with the specifications, however. Page 3 Uniform Rental Contract As a result, each vendor that had been sent a bid packet was contacted to determine reasons they did not submit a bid. Reasons stated for the lack of bids included: desire for longer term contract, need to standardize the logo patch to a rectangular style, and would not supply 100% cotton jeans or shirts due to shrinkage. Following meetings with the bidder and other potential vendors, staff concluded that the type of uniforms specified would not provide the desired appearance or desired sense of identity. ■ Modifications to the specifications were made. ' Revised bid specifications were developed to largely provide for shirts and jackets only for individual employees. The employees subsequently agreed to launder parts of the uniform as a trade toward having the type of pants they would like to wear. A provision was included for ' laundering of uniforms that have been exposed to heavy grease and vehicle dirt (Vehicle Maintenance). In addition, a seasonal change to shorts and polo shirts for summer use in the Parks and Maintenance Departments was provided. No separate executive uniform for the ' Wastewater Treatment Plant Chief Operator was specified. tEVALUATION OF BIDS: The uniform contract was advertised and bid packets were mailed to six companies. Bids were ' opened on August 18, 1995. Two bidders responded. The bidders are Cintas Corporation and Yale Uniform Rental. ' Each of the responsive bidders were contacted to provide samples of the garments and to discuss specifics of each bid. As a result of these meetings, staff was made aware of misquotes provided in each bid. ' Cintas indicated that they had not included the provision that each shirt was to be finished pressed. Yale indicated that they had not included pants in the price for Vehicle Maintenance personnel. Yale also indicated that some savings may be achieved if they could add wording to the contract reflecting that long - tailed shirts would only be provided "as needed." When Cintas was contacted to include a similar provision for shirts, they informed staff that they had ' overlooked the requirement for long - tailed shirts and would modify their bid as needed. The revised bids from each potential contractor are summarized in the bid comparison table. t The amended prices are indicated. For the Public Works, Parks and Maintenance Departments, Cintas originally bid $4.25 per week and adjusted this price to $5.00 per week to allow for pressing. A similar adjustment was made in the Vehicle Maintenance Department from $6.85 ' to $7.50. The resulting total base bid from Cintas is $6,529.70. Yale adjusted the prices for the Vehicle Maintenance Department to reflect providing pants from ' $5.00 to $6.70 per week. In addition, they decreased unit prices in all departments to reflect long - tailed shirts as needed. The resulting total base bid from Yale is $6,056.40. Page 4 Uniform Rental Contract Based on the above base bids, the lowest amended bid was received from Yale Uniform Rental. A differential of $473.30 per year exists between the two amended base bids, however. UNIFORM RENTAL BID COMPARISON Bid Item Cintas Yale Cintas Yale (per week) (per week) (Total) (Total) BASE BID ITEMS Public Works Uniform Set (w /o pants) amended $5.00 amended $4.60 $4,940.00 $4,544.80 Partial Uniform Set 0.85 1.60 10.20 19.20 Work Shirts (not part of Base 3.85 4.25 300.30 331.50 Bid) $4,950.20 $4,564.00 TOTAL Parks Summer Set $5.25 amended $5.60 $273.00 $291.20 Winter Set amended 5.00 amended 4.60 260.00 239.20 $533.00 $530.40 TOTAL Vehicle Maintenance Uniform Set (w/ pants) amended $7.50 amended $6.70 $780.00 $696.80 Maintenance Summer Set $5.25 amended $5.60 $136.50 $145.60 Winter Set amended 5.00 amended 4.60 130.00 119.60 $266.50 $265.20 TOTAL € : -TAL BAS� Z . $6,529,70 $b,056,40 ALTERNATE ITEMS Set -up Charges Per garment $0.65 Per employee $35.00 100% Cotton Option Shirts (per week) $0.25 $0.70 Pants (per week) 0.50 0.70 Seasonal Sleeve Change $0.30 $0.60 (per week) none $35.00 Set -up Charge 0 1 COMPARISON WITH CURRENT CONTRACT: Page 5 Uniform Rental Contract Comparison of the lowest amended base bid with the existing contract is presented below. The comparison is for total contract dollars and needs to be adjusted for pants. The present contract includes pants, whereas the proposed contract only has rental pants in the Vehicle Maintenance Department. A discussion pertaining to pants is included in the next section. 1 1 1 1 PANTS: The ability to have a uniform rental company provide the type of pants suitable for continuous daily wear, acceptable to the employee and able to adequately stand up to the differing work environments was found to be minimal. The first period of uniform bidding resulted in only one submittal. Other companies explained that the 100% cotton jean specified was not able to be ' provided due to excessive shrinkage requirements and their inability to keep the employee properly sized. ' Therefore, staff and the employees recognized that a procedure that would enable each employee to purchase the type of pant they feel most comfortable wearing daily would be beneficial to all involved. A uniform allowance for the purchase of pants could be provided to each employee. 1 Existing Proposed Department Quantity Contract Contract Amount Amount Public Works Complete sets Executive 1 $ 449.80 $ 239.20 Field 18 6,645.60 4,305.60 Partial sets 2 208.00 38.40 Shirts only 5 260.00 331.50 Parks Complete sets 2 $ 735.28 $530.40 Vehicle Maintenance Complete sets 2 $ 738.40 $696.80 Maintenance Complete sets 1 - - -- $265.20 TOTALS $9,037.08 $6,407.10 The ability to have a uniform rental company provide the type of pants suitable for continuous daily wear, acceptable to the employee and able to adequately stand up to the differing work environments was found to be minimal. The first period of uniform bidding resulted in only one submittal. Other companies explained that the 100% cotton jean specified was not able to be ' provided due to excessive shrinkage requirements and their inability to keep the employee properly sized. ' Therefore, staff and the employees recognized that a procedure that would enable each employee to purchase the type of pant they feel most comfortable wearing daily would be beneficial to all involved. A uniform allowance for the purchase of pants could be provided to each employee. 1 Page 6 Uniform Rental Contract Evaluation of the previous bid provided by Yale Uniforms indicated a total bid of approximately $7,400, which included pants and steam processing the garments. Review of the present bids indicate a differential of approximately $0.25 per shirt for finish pressing, equating to approximately $1,800 for pressing. Therefore, if the city had bid pants and finish pressing, a total contract of approximately $9,200 would have been expected. Based on the proposed contract bids, the differential of $2,800 represents amount that could be applied to the purchase of pants. Uniforms are to be provided to 26 employees according to the following schedule: Complete sets 21 employees Partial sets 2 employees Summer /winter sets 3 employees Employees that receive partial sets are to obtain only 2 shirts, since they usually need the uniform on a temporary basis to work in an environment that would be harmful to wearing personal clothing. The summer /winter uniforms requires the employee to have both short and long pants for use as the need arises. Complete sets will require only long pants. A potential inequity exists, therefore, if each employee were to receive an equal uniform allowance. Based on the above, each department will require each eligible employee to purchase a minimum number of pants. Specific criteria will be established by the department directors. The number of pants are as follows and the proposed uniform allowance is stated: Department Public Works /Vehicle Maintenance Complete sets Partial sets Parks /Maintenance Summer /winter sets Proposed yearly allowance Number of pants $100 5 long pants $20 1 long pants $100 4 long pants 2 short pants For the present FY95 -96 staffing, the uniform allowance for pants using the above values equates to $2,440. FUNDING SOURCE: Funds for uniform rental is included in each department budget for FY95 -96. The savings with ' the proposed contract compared with the current contract is approximately $2,700. Funds for a uniform allowance to purchase pants are available in the money saved with the new contract. Page 7 Uniform Rental Contract RECOMMENDATION: Staff recommends Council and Trustees approval of a unit price contract with Yale Uniform Rental for the rental of uniforms for the Public Works, Parks, Vehicle Maintenance and Maintenance Departments for the period of September 5, 1995 through September 30, 1997 and the establishment of a yearly uniform allowance for employees to purchase pants. ■ ATTACHMENTS: 1. Uniform bid specifications 2. Yale Uniform Rental bid submittal (with Addendum) 3. Cintas Corporation bid submittal (with Addendum) 4. Contract with ABC Linen dated June 24, 1985 5. Contract with ABC Linen dated May 1, 1987 6. Contract with ABC Uniform Service dated March 3, 1990 7. Undated contract with Cintas Corporation 1 1 1 207 South Cedar PO Box 180 Owasso, OK 74055 City of Owasso TO: PROSPECTIVE BIDDERS (918) 272 -2251 FAX (918) 272 -4999 FROM: MARCIA BOUTWELL, CONTRACT ADMINISTRATOR SUBJECT: BIDS FOR UNIFORM RENTAL DATE: July 26, 1995 The City of Owasso /Owasso Public Works Authority is accepting sealed bids for rental of uniforms for public works, parks, maintenance, and vehicle maintenance departments. Bids will be accepted until 2:00 p.m. on Friday, August 18, 1995, at which time the bids will be publicly opened and read aloud. The BID PROPOSAL SUBMITTAL PAGES and NON - COLLUSION BID AFFIDAVIT (colored pages) must be submitted. See the enclosed bid packet for complete information. If you have questions concerning the specifications, contact Robert Carr at (918)272 -4959. CONTRACT DOCUMENTS AND BID SPECIFICATIONS FOR UNIFORM RENTAL AUGUST 1995 CITY OF OWASSO, OKLAHOMA CONTRACT DOCUMENTS 11,1E SPECIFICATIONS FOR UNIFORM RENTAL CITY OF OWASSO, OKLAHOMA Public Works Parks Vehicle Maintenance Maintenance Table of Contents Notice to Bidders Specifications Bid Form Bid Affidavit Notice of Award Invoice Affidavit Contract for Services NOTICE TO BIDDERS Sealed Bids will be received by the City of Owasso /Owasso Public Works Authority at the Owasso City Hall, Office of the Contract Administrator, 207 South Cedar, PO Box 180, Owasso, Oklahoma 74055 until 2:00 p.m. on the 18th day of August, 1995, and then at said City Hall publicly opened and read aloud. This will be for the furnishing of the following item: Rental of uniforms for public works, parks, maintenance, and vehicle maintenance departments per specifications. Further information and specification packets can be obtained by contacting the Contract Administrator at Owasso City Hall during tregular working hours. Envelopes containing bids must be marked to identify the item being bid. The City of Owasso expressly reserves the right to reject all bids. ' All bids will be considered irrevocable offers under conditions specified in the bid for a period of thirty (30) calendar days from and after the date herein for the opening of bids. 1 . arcia Boutwell, Contract Administrator July 27, 1995 1 19 Page 1 Uniform Rental Specifications The City of Owasso /Owasso Public Works Authority requests that suppliers provide prices for furnishing rental uniforms for employees in the Public Works, Parks, Vehicle Maintenance, and Maintenance Departments. I. GENERAL REQUIREMENTS a. Supplier will be required to provide, launder and perform any necessary repairs on the specified uniforms. b. Supplier will make all necessary replacements of unsuitable uniforms as needed to insure consistency of uniform appearances or upon request and at no additional cost to the City /Authority. c. Replacements will be accomplished within two pickup periods. d. Liquidated damages of one week uniform cost per employee shall be deducted from payment if replacements, repairs and sizing problems are not corrected within two pickup periods. e. All uniform shirts are to be finish pressed. f. A listing of uniforms required for each division at the time of preparation of the specifications is included in Attachment A. II. DELIVERY /PICKUP a. Delivery of uniforms to be on a weekly basis on the mutually agreed upon designated day of the week. b. Three delivery and pick up locations are designated. These locations are at the Street Maintenance Building, the Wastewater Treatment Plant and the Vehicle Maintenance Facility. c. Supplier will provide clothing racks at each designated site for clean uniform storage. d. Supplier will also provide a bulk collector container on site for soiled uniforms. Bulk collector will be reasonably theft proof and ventilated. e. There may be up to 2 additional designated sites. f. Costs associated with clothing racks and bulk collector containers are to be included in the bid unit price. g. All delivery sites will be within the City of Owasso, OK. M. SET -UP a. Within 10 calendar days of the date of issuance of the notice of contract award, the successful bidder will come to each site to fit all employees for sizes. Complete uniform sets are to be delivered to all employees within one month of the date of issuance of the notice of award (anticipated to be by September 6, 1995). It is expected that all employees will have complete uniform sets by October 1, 1995. b. Initial set -up charges for each uniform set will be included in the bid unit price per week. Art service fees for the logo preparation are to be included in the bid unit price. c. A set -up charge for additional personnel following completion of the initial order may be designated as indicated on the bid. , d. City will provide a reproduction grade copy of the specified logo. tPage 2 Uniform Rental Specifications ' IV EMBROIDERED LOGO /EMBLEMS a. Each uniform will have an emblem with the City of Owasso logo showing the department (see sample in Attachment B) and the first name of the employee. ' Specific departments that will have separate emblems are: Public Works, Parks, Vehicle Maintenance and Maintenance. b. Bidder will create the embroidered logo (size consistent to be used on baseball style caps) and provide the City with a sample for approval prior to producing the garments. ' c. The embroidery tape created will be the property of the City of Owasso and shall be provided to the city upon demand. d. Emblems will be placed on each shirt and jacket as follows: Above left pocket - City of Owasso emblem Above right pocket - employee first name emblem e. Emblems must be 100% swiss embroidery (no silk screening). V. UNIFORMS TECM ICAL SPECIFICATIONS ALL DEPARTMENTS a. Work Shirts: (Dress Uniform Shirts) 1. Fabric: 3.6 oz. broadcloth ' 2. Blend: 65% polyester /35 % cotton 3. Finish: Durable press and soil resistant 4 Closure: 7 buttons w /vertical buttonholes, button at neck n 5. Collar: Two-piece lined with sewn -in stays 6. Cuffs: One -Piece fully -lined 7. Facing: Stitched -down front 8. Pockets: Two button - through functional flapped pockets, bartacked pencil hole in left pocket. 9. Other: Yarn -dyed stripes Separate two-piece yoke Extra -long shirt tail 10. Color: White with blue stripe b. Work Jackets 1. Fabric: 7 1/2 oz. twill 2. Blend: 65% polyester, 35% cotton 3. Finish: Durable press soil resistant 4. Closure: Solid brass zipper 5. Collar: 100% polyester 1 X 1 knit 6. Cuffs: 100% polyester 1 X 1 knit 7. Waistband: 100% polyester 1 X 1 knit 8. Pockets: Welted slash pockets 9. Length: Waist length 10. Color: Navy w /angled bartacks, Page 3 Uniform Rental Specifications c. Jacket Liners 1. Fabric /Blend: 100% tricot shell quilted to foam lining 2. Style: Zip -in/ zip -out, aluminum zipper track/long sleeve 3. Color: Black PARKS DEPARTI d. Polo Shirts 1. Fabric: 2. Blend: 3. Finish: 4. Closure: 5. Collar: 'MMAINTENANCE DEPARTNUENT 6.7 oz. heavy mesh, pique knit 50% cotton/50 % polyester Durable press Three button placket One -piece double - faced, topstitched 6. Pockets: None 7. Color: White VEHICLE MAINTENANCE e. Work Pants: 1. Fabric: 7 1/2 oz. twill 2. Blend: 65% polyester /35 % combed cotton 3. Finish: Durable press, color and crease retention, soil resistant 4. Closure: Heavy -duty brass ratcheting zipper, button closure 5. Waistband: Innerlined, folder set bend with outlet 6. Pockets: Two slack style front pockets, two set -in hip pockets, button - through left hip pocket, reinforced and double stitched. 7. Other: Bartack reinforcements at stress points, double - stitched seat seam 8. Color: Navy VI. UNIFORM SETS a. It is anticipated that approximately of 5 uniform changes per week and 25 employees will require 24 complete sets partial set, as specified. b. Public Works Department 1. Each uniform set will consist of work shirts, work jacket and liner. 2. Partial uniform sets are intended to be used by specific employees on an infrequent basis. As a result, the bid schedule for these partial sets includes only cleaning as needed. 3. Shirts only sets are intended to be used by a variable work crew. Individuals assigned to the crew will be present daily, but the type of work and number of people is expected to change frequently; therefore, the bid schedule for shirts includes cleaning only as needed. Page 4 Uniform Rental Specifications c. Parks Department 1. The make -up of uniform sets will very depending on the season. Seasonal uniform sets are as follows: Winter: October 1 - April 30 5 Changes per week 11 Work Shirts 1 Jacket 1 Jacket Liner Summer: May 1 - September 30 5 Changes per week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner d. Vehicle Maintenance Department 1. Each uniform set will consist of work shirts, work pants, work jacket and liner. e. Maintenance Department 1. The make -up of uniform sets will very depending on the season. Seasonal uniform sets are as follows: Winter: October 1 - April 30 5 Changes per week 11 Work Shirts 1 Jacket 1 Jacket Liner Summer: May 1 - September 30 5 Changes per week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner 2. Employees assigned to this department may work less than full-time. As a result, the unit price per week for a complete uniform set may be pro-rated based on the actual number of days the employee works during the week in accordance with the following schedule: 2 days 50% of unit price 3 days 75 % of unit price 4 days 85 % of unit price 3. All employees designated in this department will be issued full uniform sets. f. All designated employees will be provided the specified work shirts. An option for all cotton fabric is included in the bid proposal. Page 5 Uniform Rental Specifications VII, GENERAL BID CONDITIONS a. The City/Authority reserves the right to reject any and all bids and to award to the bidder whose bid best serves the interest of the City of Owasso. b. Warranty and delivery information shall be provided. The apparent low bidder is required to provide samples of each garment before final acceptance of the bid offer. Other bidders may be requested to provide samples in order to evaluate bids. c. Supplier must at the time of bid provide a list of customer references in the Tulsa area, including names and telephone numbers, who have made use of their service for two or more years. d. Exception to or deviation from the specifications set forth in this bid shall be clearly described in the bidder's proposal. No more than a 10% deviation on fabric content will be permitted. VII. CONTRACT The successful bidder will be required to enter into a contact with the City of Owasso /Owasso Public Works Authority within ten (10) days after award of contract. The term of the contract shall be for a period of two (2) years and shall expire at midnight on September 30, 1997. The contract is to be renewable with the consent of both parties, for one (1) or more successive one- year periods. The contract may be extended for successive one (1) year terms if agreed to by both parties in writing, not less than ninety (90) days prior to the expiration of the initial one (1) year term or any successive one (1) year term. Prices shall remain fixed for the duration of the contract period. ' In accordance with the provisions of the Oklahoma Constitution, Article 10, Section 26, this contract may be terminated with or without cause effective June 30, 1996 if and in the event an ' appropriation of funds providing for funding this service is not made by the governing body of the City of Owasso, Oklahoma. VIII, INVOICES AND PAYMENTS ' Invoices shall be sent to the City of Owasso identified by department and division. The initial billing will be after October 1, 1995. ' �J 1 1 1 Uniform Rental Specifications ATTACHMENT A Uniforms Required by- Division Division Work Work Shirt Jackets Wastewater Treatment Charles Nicholson 171k -36 X -Large Gregory McKinley 1716 -36 X -Large Paul Peterson 17 -34 Large Wastewater Collection Jason Quinton 18 -35 2XL George Haley 17 -35 Large Water Distribution Terry O'Donnell 16-34 Large Ronnie Flick 17 -34 Large Roger Stevens 16-35 Large Wade Lenhart 16-36 Large Streets Carol Webster 1516 -34 Large Monroe Combs 151k -35 Large Darryl McCormack 16-35 Large Dean Parker 19 -?3X 3XL Mike Robertson 16 -34 Large Refuse Collection Ray Proctor 17 -34 X -Large Ted Smith 16-33M Large Delbert Leach 17 -34L Large Recycle Center Sonny Veppert 16-34 Large Cemetery Roger Heath 151k -34 Large Other (Partial) Mike Knebel 151k -34 Medium Parks David Warren X -Large X -Large Brian Dempster X -Large X -Large Vehicle Maintenance Doug Casares Large Large Jeff Moody X -Large X -Large Maintenance Rex Toomey XXLarge XXLarge /%%v** �4� 14 0 v� cow ATTACTIMENT B Sample Emblem OF Uniform Rental Specifications CFA 0. ow AS SO q�\ 0 9 I� K I'` • I , 11i +� F ] 904 THE r l` 3 dia�..ter bQ Vnd ' NWy QCI,(CqI, — A nrrowl�►tad- Gray �!�'ffOw�cA h-kb�t� (vi ti% fldN) - NOY t J Nqv-Attvh-� name.— wk%�- Q Sea.1 rlAr+ie./ W k 4hL ►9o4r r-�vy — Gdd BID PROPOSAL - SUBIffITTAL PAGE BID SUBMITTAL ON FOLLOWING THREE (3) PAGES I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. mob......... James L. Derryberry, General Manager Title Yale Cleaners, Inc. DBA Yale Uniform Rental Address 5953 East 15th Street Tulsa, OK 74112 (918) 836 -6507 BID OPENING: AUGUST 18, 1995 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. M BID SCHEDULE Item Unit Price PUBLIC WORKS DEPARTMENT 1. Uniform Set 5 Changes per week 5.00 er 11 Shirts week 1 Jacket 1 Jacket Liner 2. NrCial Uniform 9 Work Uniform Set 2 shirts 1 jacket 1 jacket liner 1.60 er cleaning Expected Changes/ Cleaning Total Total Qty per Year Price 19 52 changes $4 9 4 0.0 over year. 1 12 cleanings $ 19 .2 0 per year. TOTAL BASE .BID $ 4 9 5 9. 2 0 per year. (Items 1 -2) 3. Alternate Prices 4.25 er 3 26 cleanings 3 31 . 5 er year Work Shirts Only cleaning 5 shirts 5 shirts (without .85G per shirt. logo or name) 4. Additional Charges a. Set up charge for additional employees 3 5 . o o er employee b. 100% Cotton Option (additive ( +) or deductive ( -)) Shirts plus $ .70 per week per uniform set o f 5 Pants plus $ . 70 Per week per uniform set o f 5 . c. Seasonal Sleeve Change p 1 u s $ • 6 o per per uniform set o f 5 . plus $35.00 set up charge. Fk item Unit Pri Qly_ PARKS DEPARTMENT 5. Summer Uniform Set (May 1 - September 30) 5 Changes per week $6.00 —Per 2 week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner 6. Winter Uniform Set (October 1 - April 30) 5 Changes per week $5.00 er 2 week 11 Work shirts 1 Jacket 1 Jacket Liner Expected Changes/ Cleaning Total Total per Year Elio 26 changes $ 312 . o o per year. 26 changes $ 2 6 0.0 0 per year. TOTAL BASE BID $ 5 7 2 .0 o per year. (Items 5-6) 7. Additional Charges a. Set -up charge for additional employees 3 5 . 0 o per employee b. 100% Cotton Option (additive ( +) or deductive ( -)) Shirts plus .70 per week per uniform set o f 5 . Pants plus .70 per week per uniform set o f 5 . plus $35.00 set up charge. - 2 - Item Unit Price VEHICLE MAINTENANCE DEPARTMENT 8. Work Uniform Set 5 Changes per week $ 5.00 per week 11 Work shirts 11 Work pants 1 Jacket 1 Jacket Liner Expected Changes/ Cleaning Total Total -Qty per Year Price 2 52 changes 5g 2 0. o o per year. MAINTENANCE DEPARTMENT 9. Summer Uniform Set (May 1 - September 30) 5 Changes per week 6.00 er 1 26 changes 1$ 5 6.0 o per year. week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner 10.Winter Uniform Set (October 1 - April 30) 5 Changes per week 5 .00 er 1 26 changes $ 13 0 . o per year. week 11 Work shirts 1 Jacket 1 Jacket Liner TOTAL BASE BID $ 8 0 6 . Lo-per year. (Items 8 -10) 11.Additional Charges a. Set up charge for additional employees $ 3 5 . o o per employee b. 100% Cotton Option (additive ( +) or deductive ( -)) i Shirts p l u s $ .70 per week per uniform set o f 5. Pants plus $ . 70 per week per uniform set o f 5 . c. Seasonal Sleeve Change plus $ . 6 L---per w k per uniform set of 5 . plus $35.00 set up charge. 3 - I 1 NON COLLUSION BID AFFIDAVIT STATE OF Oklahoma ) ss COUNTY OF Tulsa ) James L. D e r r y b e r r y , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Name: James L. Derryberry, General Manager wi Signature Subscribed and sworn before me this �L day of 1995. Notary Public My Commission Expires: NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL nUV -L` _JJ 1RU It f1Y1 1NLG LLLAIURU rAA Liu. �ioojoujuo Expected Changes/ Cleaning Total Total R &if& 4544.80 19 52 changes $4 9 4 0. 0 0 per yeW, 2. Partial Uniform get a 1.60 1 12 cleanings S 19. 2 0 Pw year.. Work Uniform Set cleaning, 2 shirts. 1 jacket 1 jacket liner 4564.00 TOTAL SASE ZM_ S4959.20 per year. (Items 1 -2) 3. Alternate Prfr S ¢ . LL_pa. 5 Zvi dMings S. 3� 31 - s cOw year Work Shim Only cleaning; 5: gh irts 5 shirts (With= .85t per shirt. logo or am*) C Additional Char¢e� a_ Set up c bwga fir additlond employees: S 3 5. - 9 0 _VW e=gloyee b. 100% Comoro Opdom (additive ( +) or deductive (% Shy. g w us . ? 0 ner week per Uniform set o f 5 . Pmts p:1 u s . 7 0 -per we& per uniform set 0 f 5 c. Seasonal Sleeve~ Change p u s . 60 Per uniform set o Plus $35.00 .set up charge. ADDENDUM: Note -if extra long tail shirts are used only where it is necessary - use top price. If individual only wants longer tail shirts use bottom price. - 1 - Unit Prix, r PUBLIC: WORKS DEPARTMEN'C 1. Uniform Set 4.60 5 Changes per week S 5 .0 0 11 Shirts week 1 Jacket 1 Jacket Liner Expected Changes/ Cleaning Total Total R &if& 4544.80 19 52 changes $4 9 4 0. 0 0 per yeW, 2. Partial Uniform get a 1.60 1 12 cleanings S 19. 2 0 Pw year.. Work Uniform Set cleaning, 2 shirts. 1 jacket 1 jacket liner 4564.00 TOTAL SASE ZM_ S4959.20 per year. (Items 1 -2) 3. Alternate Prfr S ¢ . LL_pa. 5 Zvi dMings S. 3� 31 - s cOw year Work Shim Only cleaning; 5: gh irts 5 shirts (With= .85t per shirt. logo or am*) C Additional Char¢e� a_ Set up c bwga fir additlond employees: S 3 5. - 9 0 _VW e=gloyee b. 100% Comoro Opdom (additive ( +) or deductive (% Shy. g w us . ? 0 ner week per Uniform set o f 5 . Pmts p:1 u s . 7 0 -per we& per uniform set 0 f 5 c. Seasonal Sleeve~ Change p u s . 60 Per uniform set o Plus $35.00 .set up charge. ADDENDUM: Note -if extra long tail shirts are used only where it is necessary - use top price. If individual only wants longer tail shirts use bottom price. - 1 - nuu-L4 -y3 inu 4 41 rive YALt ULtAMX6 PAA RU, y1 bJbUUUb Y. Expected Changes/ Cleaning TotaE Total Its UnIj Price am M Edo p� DER AiR s. Su=er U91furm S (May 1 • September 30) 5.60 291.20 3 Changes per week. S'6 ; 0 0-1w 2 26 d=gvs� S 31 z . 0 0 per year. week 9 Polo shirts 2 Work shirts. 1 Jacket 1 Jacket Liner 6. WintIM Unif= Set (October 1 • April 30) 4.60 5 Changes per week V00�� week 11 Work shirts 1 Jacket 1 Iacket. Liuet z 26 cLangem 239.20 S 2 6 0-, 2D-- per year_ 530.40 Tt7Cr S 1572. 0 a per year_ (Items 5-6) 7. Additiond a. Set-up cbarge for additional' emplWye S"-0 o per employee b. 1009 Cotton Option (additive (+-) or deductive ()� Shirts g l a s- .70 peg' week per uniform. set Of 5. Pa315 1 u s , .I _ Pw week per uniform Set of 5- plUS' $35_00 sat ug, charge. z - 8. WQrIc Unifbm Set 6.70 week 11 Work shirts I I Work pants 1 Jacket 1 Jacket Liner Expected Changes/ CIeaning Total Total am 696.80 Z 52 changes S6 9 G- 8 o per year. MAI=ANCE DEPAIE 32 - 9. Summer_riniform Set (May I - 5ept=ber 30) 5.60 145.60 5 Changes per we& 1. 6.0 0 - .,per 1 26 changes. S 156.0 o per year. week 9 Polo shirts 2 Work shirts. I Jacket 1 Jacket Liner lU. inter uniform S� (October 1 - Aprit 30) 4.60 5 Changes per wwk- S 5 . o a week II Work shim I Jacket 1 Jacket. Liner it - Ad idonal Charges a. Set up charga for additional employee 119.60 r 26 ch=ges, t 3 0V -a open yet'. di 962.00 ' t"il�'AE pAm SID 5 913 2- 12-per 12-per yeas (Ite���•10� 3 5 0 Q pa employee b. 1009 Cotbvn Options (additive ( +)' or, dedUC&C O), Shirts ;r ]. u S I, 7 o_= w ek per uniform set o f 5 Pants 9 z us & "7 of pa week per uniform. set of 5 C. Seasonal $Peeve Change P z U s St Fes' wk per tmiform see o f S. plus X3.3 CC, stet up charge. - 3 - BID PROPOSAL - SUBMITTAL PAGE BID SUBMITTAL ON FOLLOWING THREE (3) PAGES I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. 'S� "_ D Signature Service Manap-er Title Cintas Corporation Address BID OPENING: AUGUST 18, 1995 @2:00 P.M. COMPLETE AND ATTACH THE NON - COLLUSION BID AFFIDAVIT TO BID. BID SCHEDULE Item Unit Pri PUBLIC WORKS DEPARTMENT L uniform Set 5 Changes per week L_4.2 5 Der 11 Shirts week 1 Jacket 1 Jacket Liner 2. Partial Uniform Set Work Uniform Set 2 shirts 1 jacket 1 jacket liner L-!- DIer cleaning Expected Changes/ Cleaning Total Total Q.yt per Year Price 19 52 changes 4' 19 9. 0 er year. 1 12 cleanings -10.2 0 er year. TOTAL BASE .BID $4209. 2 0per year. (Items 1 -2) 3. Alternate Prices 3.85 -Per 3 26 cleanings 30$ 0.30 per year Work Shirts Only cleaning 5 shirts (without logo or name) 4. Additional Charges a. Set up charge for additional employees $.65 -per employea g a r m e n t b. 100% Cotton Option (additive ( +) or deductive ( -)) Shirts $ + • 2 5 per week per uniform set Pants $+- 5 0 per week per uniform set c. Seasonal Sleeve Change $+.30 ^per week per uniform set Expected Changes/ Cleaning item Unit Pri Total Total Q1X er Ye Price PARKS DEPARTMENT 5. Summer Uniform Set (May 1 - September 30) 5 Changes per week 5.2 5 Per 2 26 changes $ 2 71 _ QQ per year. week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner 6. Winter Uniform Set (October 1 - April 30) 5 Changes per week LL. 2 5 _per week 11 Work shirts 1 Jacket 1 Jacket Liner 2 26 changes $ 2 2�. 0 per year. TOTAL BASE BID $ 494.00 per year. (Items 5-6) 7. Additional Chaff a. Set -up charge for additional employees *65 per $m?ft3m garment. b. 100% Cotton Option (additive ( +) or deductive ( -)) Shirts $ + —.2 5 per week per uniform set Pants + . 5 0 �_ per week per uniform set - 2 - Item Unit Price Qt VEHICLE MAINTENANCE DEPARTMENT 8. Work Uniform Set 5 Changes per week $ C . 5 _per 2 week 11 Work shirts 11 Work pants 1 Jacket 1 Jacket Liner Expected Changes/ Cleaning Total Total per Year Price 52 changes $fin per year. MAINTENANCE DEPARTMENT 9. Summer Uniform Set (May 1 - September 30) 5 Changes per week 5$ 2 5 per 1 26 changes 13$ 6.5 0 per year. week 9 Polo shirts 2 Work shirts 1 Jacket 1 Jacket Liner 10.Winter Uniform Set (October 1 - April 30) 5 Changes per week ILL5 __per 1 week 11 Work shirts 1 Jacket 1 Jacket Liner 26 changes $1 1 L _ 5 o per year. TOTAL BASE BID $ 9 5 9.4 0 Der year. (Items 8 -10) II - Additional Charges a. Set up charge for additional employees $ • 6 5 _Per jtmptijo)= garment. b. 100% Cotton Option (additive ( +) or deductive ( -)) Shirts $ +.25 per week per uniform set Pants $ +-50 per week per uniform set c. Seasonal Sleeve Change $ +_30 ^per we e leper uniform set - 3 - NON COLLUSION BID AFFIDAVIT STATE OF Oklahoma ) ' ) COUNTY OF Tulsa ) ss ' Ll Stephen C. Ste henson of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Name: Stephen C. Stephenson Signature Subscribed and sworn before me this 17 day of A„g„ G r , 1995. IMy Commission Expires: 1 ,2- z5 -q9 NOWYPWicoklahoma OFFIC;AL SEAL. j' JOHNNA S. KELSO Tulsa Caurty Comm. Exp. 02-25-99 NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL Addendum to Bid Between Cintas Corporation and City of Owasso This addendum da ed August 24, 1995 is the first addendum to that certain bid ( "Bi ") dated August 18, 1995 between City of Owasso ( "Customer ") and Cintas Corporation ( "Cintas "). 1. Due to erro: being finis] shirts will shirt and p�, year for th, the Parks Di Maintenance Maintenance not seen in original bid of all uniform shirts ed pressed, the new bid for pressing eleven (11) be $5.00 per man for shirts only and $7.50 for nt combination. This is equal to $4,940.00 per Public Works Department, $260.00 per year for partment, $780.00 per year for vehicle Department and $130.00 per year for the Department. 2. Price adjust ent for extra long tails will be $5.25 per man where needed. MW N. ie m, 1Pay 1 0 1 Min I ML I DS 1 3 117ATE 4 Rf(,' 1 7 QC N'u. Malting A.Jdress City State 42.Q. Bex 27 n14 I Remarks: D. Address ZIP Billing Contact /Name Phone Delivery 1 -3 Item No. Name /Item First CITY OF Loss Chg ❑ L.S. -JAC. LJ ❑ S.S. -1 JAC. SJ -3-LG -4-XL — Install % T.O. ❑ L.S. -2. JAC. L2J ❑ S.S. -2 JAC. S2J -5-)(XL - 6 -XXXL Inventory Value Emblem Each Prep Minimum Wkly Invty Waist Lgt Sht Jkt Man No. -8 Uniform Service 7_ 4 58 9 95 �I 1422 N. UTICA • TULSA, OKLAHOMA 74106 ApproK. 25 Men in Uniform 6.5E-6.50 11 11--- .OD i0Q0 PA DATE: APPROVED BY: - $ EMBLEMS PREPAY $ TOTAL $ $ � RAN Remarks SIGN Ordered New Rene REPL . ❑ SL. CH ❑ L.S. ONLY L -0 -1 -SM Filled Add xX XA XS ❑ S.S. ONLY S -2 -M CITY OF OWASSO LOGO ❑ L.S. -JAC. LJ ❑ S.S. -1 JAC. SJ -3-LG -4-XL — Install Inc. Shtg. ❑ L.S. -2. JAC. L2J ❑ S.S. -2 JAC. S2J -5-)(XL - 6 -XXXL Emblem Lettering ❑ SL. CH. -1 JAC. -7 ❑ SL. CH. -2 JAC. -8 Uniform Service 7_ 4 58 9 95 �I 1422 N. UTICA • TULSA, OKLAHOMA 74106 Agreement between ABC Uniform, herein called the supplier, and the undersigned, herecaIled the customer. The parties hereby agree upon the terms set below. 1. THE UNDERSIGNED HEREBY ORDERS from supplier, and supplier agrees to supply all of the undersigned requirements for garments /linens with the weekly changes and charges as shown and warrants that during the term of agreement he will not contract with any other parry for supply of the items listed. 2. LENGTH OF SERVICE AND PRICE this agreement shall be in force for a period of 36 paid months and until such later date that the amount paa eq'd - -uals the weekly rental charge stated times the number of weeks in the agreement. Allowance has been made in your rate for vacation and sickness. No credit will be deducted except for extended sickness. Annual adjustments in charges for increased cost upon mutual agreement. A prep charge Iwill be made on first order and for alterations after one month's service. In the absence of written notice by registered letter 60 days prior to termination, this agreement shall be renewed for a like term and conditions. 3. TITLE AND CARE OF GARMENTS /LINENS. All items remain the property of supplier. The customer's responsibility shall extend only to loss, fire or abuse; and supplier shall make all replacements for wear and age. Changes in personnel will be supplied garments equal to those in service. In the event of termination of any employee, all garments issued must be returned or paid for before reduction in charge will be made. Lease portion, 15% of linens, and on uniforms. All materials supplied are for general purpose, not for use in areas of flammability risk. rks By iforms I/ F Tulsa, Oklahoma I /A / 587 -9495 4. BILLING AND PAYMENT. Customer agrees to make payments on delivery unless otherwise arranged in writing. In event charge account is extended, customer agrees to make payment within 30 days of billing. All amounts past due are subject to a service charge of 1 %2% per month, 18% per annum until paid for. 5. ACKNOWLEDGMENT & ENFORCEMENT. Customer certifies thatsupplierdid not counsel customer to cancel or violate the terms of any existing agreement. If an enforceable agreement does exist, this agreement will become effective upon expiration of existing agree- ment. Customer agrees to pay all cost of enforcing any term of this agreement or of delinquent payments. This agreement is binding on all successors, heirs and assigns. 6. IT IS MUTUALLY AGREED that in the event of any problems concerning service, quality billing, etc. by the supplier; or care of garments, past due amounts, etc. by customer, either party will notify in writing by certified mail on any problem not resolved by normal service systems. ABC Uniform Promises a quick response by Management and Customeragrees to work with ABC Uniform fora fair assesment and resolution of all problems. 7. TERMINATION for any reason before the terms of this agreement expires. Customer agrees to purchase all garments /linens in his use; or supplier may retain garments /linens only at the option of the supplier and customer will pay 50% of average weekly rental for the remainder of term of the agreement for liquidating damages. Date A - , / 7 % (/ Telephone Firm Name By t 'Title D,;&C&'JfL r The cost of this service will be vided between the employer and each employee as follows: Em Name i- ktiss�a the terms set forth below and upon reverse side. i y 0 Min ML J.DS 4. BILLING AND PAYMENT. Customer agrees to make payments on I / D DRt not contract with any other party for supply of the items listed. is extended, customer agrees to make payment within 30 days of Mailing Address /` / Cit /f , 5s,5btate Del. Address �O�✓ Name /Emp. Phone Remarks: ��j �� Billing Delivery Loss Ratio Par Each Chg Prep Swing cG� /GC- /✓ js Use Wkly Invty 4 T to ie1L emu. 90. GOGb / /5�� %T.O. Minimum Man No. Inver Waist- Lgt Sht Jkt Val �L' A T S /'7t 1 -2 -3 Item No, Name /Item First Table /Size Emblem been made in your rate for vacation and sickness. No credit will be any existing agreement. If an enforceable agreement does exist, this �` G• �l�G.i10K / <`1�7 in charges for increased cost upon mutual agreement. A prep charge ment. Customer agrees to pay all cost of enforcing any term of this Z/ tiT GT �i l7 service. In the absence of written notice by registered letter 60 days all successors, heirs and assigns. prior to termination, this agreement shall be renewed for a like term 6. IT IS MUTUALLY AGREED that in the event of any problems and conditions. concerning service, quality billing, etc. by the supplier; or care of 3. TITLE AND CARE OFGARMENTS /LINENS. All items remain the garments, past due amounts, etc. by customer, either party will notify property of supplier. The customer's responsibility shall extend only in writing. to loss, fire or abuse; and supplier shall make all replacements for 7• TERMINATION for any reason before the terms of this agreement RENTAL ORDER AND AGREEMENT APPROVED BY: expires. Customer agrees to purchase all garments /linens in his use; EMBLEMS PREPAY $ garments issued must be returned or paid for before reduction i TOTAL $ charge will be made. Lease portion, 15% of linens, and on pniforrKs. remainder of term of the agreement for liquidating damages. $ Ordered New Renew Repl, Remarks SIGN � G J� / �/vSJ G �j�17(� ❑ SL. CH El L.S. ONLY L ❑ S.S. ONLY S ❑ L.S. -JAC: LJ ❑ S.S. -1 JAC. SJ 11 L.S: -2 JAC. L2J ❑ S.S. -2 JAC. S2J ❑ SL. CH. -1 JAC. ❑ SL. CH. -2 JAC. -0 -1 -SM -2 -M -3 -LG -4 -XL 5 -XXL - 6 -XXXL -7 -8 Filled Add XX XA XS Install Inc. Shtg. 1r2) 3 /,'�/ /,- bl Lettering ! Grp, / "1 Uniform 587 -9495 Linen RENTAL AGREEMENT 587 -1116 Agreement between A B C Services herein called the supplier and the undersigned, herein called the customer. The parties hereby agree upon the terms set forth below and upon reverse side. 1. THE UNDERSIGNED HEREBY ORDERS from supplier, and flammability risk. supplier agrees to supply all of the undersigned requirements for garments /linens with the weekly changes and charges as shown on 4. BILLING AND PAYMENT. Customer agrees to make payments on I reverse side and warrants that during the term of agreement he will delivery unless otherwise arranged in writing. In eventcharge account not contract with any other party for supply of the items listed. is extended, customer agrees to make payment within 30 days of billing. All amounts past due are subject to a service charge of 1 %2% 2. LENGTH OF SERVICE AID PRICE this agreement shall be in per month, 18% per annum until paid for. force for a period of L40 paid months and until such later date that the amount paid equals the weekly rental charge 5. ACKNOWLEDGMENT & ENFORCEMENT. Customer certifies stated times the number of weeks in the agreement. Allowance has that supplier did not counsel customerto cancel or violate the terms of been made in your rate for vacation and sickness. No credit will be any existing agreement. If an enforceable agreement does exist, this deducted except for extended sickness. Annual adjustments agreement will become effective upon expiration of existing agree - in charges for increased cost upon mutual agreement. A prep charge ment. Customer agrees to pay all cost of enforcing any term of this will be made on first order and for alterations after one month's agreement or of delinquent payments. This agreement is binding on service. In the absence of written notice by registered letter 60 days all successors, heirs and assigns. prior to termination, this agreement shall be renewed for a like term 6. IT IS MUTUALLY AGREED that in the event of any problems and conditions. concerning service, quality billing, etc. by the supplier; or care of 3. TITLE AND CARE OFGARMENTS /LINENS. All items remain the garments, past due amounts, etc. by customer, either party will notify property of supplier. The customer's responsibility shall extend only in writing. to loss, fire or abuse; and supplier shall make all replacements for 7• TERMINATION for any reason before the terms of this agreement wear and age. Changes in personnel will be supplied garments equal expires. Customer agrees to purchase all garments /linens in his use; to those in service. In the event of termination of any employee, all or supplier may retain garments /linens only at the option of the garments issued must be returned or paid for before reduction i supplier and customer will pay 50% of average weekly rental for the I charge will be made. Lease portion, 15% of linens, and on pniforrKs. remainder of term of the agreement for liquidating damages. All materials supplied are for general purpose, not for use i are s of Remarks: ABC Uniforms and Linen - Tulsa, OklahomU 4 -1 V k7 -1116 By 4 Approved? Date pho r �J Title The cost of this service will be divided between the employer and each employee as follows: Employer Employee revision date 6 -84 J ne r 1 W, Pay 1 0 Min I ML DS LP DATE Rt Cust. No. ling }{lfflr'eTr City State Remarks: � e r �S %e e✓� � �-t' Y }S D � A Tress Billing Phone Delivery /7�(f� % �lt U� S ll k t Item No. Name /Item First Table /Size Emblem Each Loss Chg Ratio Prep Par Swing Use Wkly Invty % T.O. Waist L9t Sht i imu Jkt an o. Inventory Value s r w IT /' ORDER AND AGREEMENT APPROVED BY: 3 O t BL P TOTAL $ $ Ordered i New Renew Repl. Remarks SIGN ❑ SL. CH -0 GJI) 3 7 ❑ LS. ONLY L -1 -SM �J ❑ S.S. ONLY S -2 -M iN Q J ` ❑ L.S. - JAC. W -3 -LG 3 ❑ S.S. -1 JAC. SJ -4 -XL S � / CJ CJG ❑ L.S: -2 JAC. L2J -5 -XXL _ piS.S. -2 JAC. S2J - 6 -XXXL ❑ SL. CH.-1 JAC. -7 Filled Add Xc XA — Install Inc. Shtg. (TI 2 - 3 o tt'4' ett tng /ILc-v L4 ❑ SL. CH. -2 JAC. -8 4 _iform 587 -9495 !JBC RENTAL AGREEMENT Linen 587 -1116 Dement between A B C Services herein called the supplier and the undersigned, herein called the customer. The parties hereby agree upon t - terms set forth below and upon reverse side. 1HE UNDERSIGNED HEREBY ORDERS from supplier, and flammability risk. suN tier agrees to supply all of the undersigned requirements for garments /linens with the weekly changes and charges as shown on re :rse side and warrants that during the term of agreement he will nt contract with any other party for supply of the items listed. 2. LENGTH OF SERVICE AND PRICE this agreement shall be in force for a period of /.2, X paid months and until SL i later date that the amount paid equals the weekly rental charge st ad times the number of weeks in the agreement. Allowance has been made in your rate for vacation and sicVess. No credit will be deducted exceptfor extended sickness. V Annual adjustments in harges for increased cost upon mutual agreement. A prep charge w be made on first order and for alterations after one month's service. In the absence of written notice by registered letter 60 days prior to termination, this agreement shall be renewed for a. like term ar conditions. 3. - ITLE AND CARE OFGARMENTS /LIN ENS. All items remain the property of supplier. The customers responsibility shall extend only 'o loss, fire or abuse; and supplier shall make all replacements for v rand age. Changes in personnel will be supplied garments equal tot_ lose in service. In the event of termination of any employee, all garments issued must be returned or paid for before reduction in charge will be made. Lease portion, 15% of linens, and on uniforms. Al naterials supplied are for general purpose, not for use in areas of Remarks e�c__�� ✓{'�� S I� Cf A, �niforKdd s Tulsa, klahoma 116 t L! 1 4. BILLING AND PAYMENT. Customer agrees to make payments on delivery unless otherwise arranged in writing. In event charge account is extended, customer agrees to make payment within 30 days of billing. All amounts past due are subject to a service charge of 1'/2% per month, 18% per annum until paid for. 5. ACKNOWLEDGMENT & ENFORCEMENT. Customer certifies that supplier did not counsel customerto cancel orviolate the terms of any existing agreement. If an enforceable agreement does exist, this agreement will become effective upon expiration of existing agree- ment. Customer agrees to pay all cost of enforcing any term of this agreement or of delinquent payments. This agreement is binding on all successors, heirs and assigns. 6. IT IS MUTUALLY AGREED that in the event of any problems concerning service, quality billing, etc. by the supplier; or care of garments, past due amounts, etc. by customer, either party will notify in writing. 7. TERMINATION for any reason before the terms of this agreement expires. Customer agrees to purchase all garments /linens in his use; or supplier may retain garments /linens only at the option of the supplier and customer will pay 50% of average weekly rental for the remainder of term of the agreement for liquidating damages. Date Telephone np Firm Name f Q S U �7 , -mot By Title 4)- )�_y / �illi'�C�-� The cost of 4s service will be divided between the employer and each employee as follows: Employer Employee revision date 6 -84 Two succossive one year options. These options guarantee the right of tc an tY,e eunp.l_ �.�,� as Ion- its service and quality iF. up to the City of 0;1zisso's standards for the duration of thcze crle year options. The -ry City z lso zigeees riot to put the service up for bid durin; this time, while �•i•iisl,r, ABC reasonable amount of time to remedy any problems that may ariso.. Jei t. � r 1 1 1 1 1 1 1 1 1 1 1 • cINTAs the uniform people Date Customer's Name /j�� a� di�ilS.ro Address �� U/� City S State The undersigned (hereinafter called "Customer ") orders from CINTAS CORPORATION or any of its subsidiaries (hereinafter called "Company ") a Rental Garment Service for all of the Customer's garment rental requirements during the term of this agree- ment, at the prices and upon the conditions, as outlined below: employees to be furnished changes of r week @ per person per week employees to be furnished S changes of per week @ /0 per person per week G2 employees to be furnished `� changes of c!� �Wer week @ D . d5— per person per week employees to be furnished changes of per week @ per person per week 3 employees to be furnished changes of Ar week @ G per person per week employees to be furnished changes of �'_ er week @ a per person per week All garments will be cleaned and maintained by the Company. Any 4ffarr,2477Fthat require replacement due to normal wear will be replaced by the Company at no charge to the Customer. Unless specified otherwise, the garments supplied under this agreement are not flame retardant or acid resistant and contain no special flame retardant or acid resistant features. They are not designed for use in areas of flammability risk or where contact with hazardous materials is possible. Flame retardant and acid resistant garments are available from Company on request. Cus- tomer warrants that none of the employees for whom garments are supplied pursuant to this agreement require flame retardant or acid resistant clothing. Customer agrees to notify Company, in writing, of any hazardous materials that may be picked up by Company in the soiled garments or other textiles serviced under this agreement. In no case will hazardous materials be present to the extent that they may be harmful to Company's employees. The weekly service charge for any individual leaving the employ of the Customer can be terminated, but only after all garments issued to that individual, or the value of same, have been returned to the Company. All garments remain the property of the Company. In the event of garments being lost, stolen, or destroyed by fire, acid, paint, gross neglect, or otherwise, the Custom- er will pay for said garments at the following rates: REPLACEMENT VALUE ITEM LSD ✓1<s VALUE -76 ITEM VALUE 1-7 a ITEM 3%. ti"''s'� VALUE ) ITEM %�� VALUES ITEM 6c' 5���� — VALUE d.. ITEM !���� VALUE ITEM VALUE U 0 ITEM Cx c <- r 'y# VALUE ITEM �h �-�"7 /�-+ ' VALUE �s ' � ITEM e-ti�'- �"' VALUE This service agreerrent is effective as of the date of execution above and shall rem in in effect for- _4xtpt9ftj-months from the date of installation. The agreement shall be automatically renewed for the same period of time unless the Company is notified, to the contrary, in writing, sixty days in advance of the expiration of the then current term. Upon each anniversary date of this agreement, the prices then in effect shall be automatically increased by the amount of the increase in the Consumer Price Index for the previous twelve months. The Company guarantees to deliver the highest quality textile rental service at all times. Any complaints about the quality of the service which have not been taken care of in the normal course of business should be sent by registered letter to the Com- pany's General Manager. If the Company then fails to resolve the complaints in a reasonable period of time, the Customer may terminate this agreement provided all rental items are paid for or returned to the Company. Additional employees may be added to this agreement upon written or verbal request of the Customer. In the event of cancel- lation of this service agreement by the Customer prior to the termination date, other than for failure of the Company to perform under its guarantee, the Customer will pay the greater of 50% of the weekly service charge per person per week for the unex- pired term, or buy back all of the garments in inventory at the rates listed above as replacement value. The Customer certifies that Company is in no way infringing upon any existing contract between the Customer and another uniform rental service. Terms of Payment: 10th E.O.M. or C.O.D. Accepted by / CINTAS LOCATION NO. Firm e � " By Please Print Name & Title MEMORANDUM P TO: 1 1 1 1 1 RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR y. SUBJECT: PURCHASE OF STATIC ROLLER DATE: August 25, 1995 BACKGROUND: The City of Owasso Public Works Department Street Division presently utilizes a 11 /a ton rated steel drum static roller to achieve adequate compaction and material distribution for large asphalt street repairs. The roller was acquired used from Hertz Equipment Rental in January 1975, but the exact year of manufacture is not known. The company which manufactured this roller is no longer in production. Repairs to the unit require using salvaged parts and "creative engineering ". The roller has now failed beyond reasonable repair. The chain drive gear is so badly worn that the roller throws the chain off causing the chain to break. The steering operates randomly and sometimes not at all. The steering wheel has been welded to the column to keep the wheel from coming off. The engine emits blue smoke and is very difficult to start. Due to its age and condition, staff feels the current roller is completely worn out. The trailer used to transport the roller to repair locations also needs to be replaced. The current trailer is a used military munitions transport trailer. It is designed much like a wagon with a front steerable axle guided by the trailer tongue. This configuration makes the trailer unstable at speeds above 10 MPH and impossible to back -up. It has a wooden deck and ramp which makes it difficult to load without a "running" start. Page 2 Purchase of Static Roller II`�� C J 11'ul Specifications for a roller and trailer were prepared after discussions with various dealers. On July 20, 1995, bids were publicized and bid packets specifying similar equipment were sent to three local area vendors. The bids were divided into two parts: 1 - 11 /a ton Static Roller and 2 - trailer to transport the roller to the repair locations. Two competitive bids were received and opened August 9, 1995. The bids are summarized below: Vendor Brand Cost of Roller Cost of Trailer Total Cost Machinery, Inc. Tulsa, OK Stone $5,619.00 $825.00 $6,444.00 Equipment One Owasso, OK Stow $5,988.00 $1,070.00 $7,058.00 Sooner Rental and Supply Tulsa, OK No Bid No Bid No !iLjl BID EVALUATIONS: The following general differences are noted in the bids received: 1. Stow provides a 5 year warranty and Stone provides a 3 year warranty. 2. The Stow roller has a stainless steel water tank enabling repairs to be made by welding, if necessary as the unit gets older. Stone provides a polyethylene water tank which could become brittle when exposed to sunlight for extended periods. 3. The trailer for the Stow roller has a low maintenance, rubber- coated steel deck and is custom made for the unit. The rubber provides a friction -type surface for safe loading of the roller. The Stone is a general purpose utility trailer from Machinery, Inc. The standard wood deck should have a shorter life and is difficult to load the roller. Staff investigated the costs of renting this piece of equipment when known street repairs would be made. A static roller rents on average for $110.00 per day. The Street Division made 12 large street repairs in the last 9 months. At this rate of rental versus purchase, the static roller and trailer would pay for itself in rental costs in approximately 51/2 years. Although the Stow roller and trailer unit are more expensive than the Stone unit, Staff Page 3 Purchase of Static Roller believes the Stow unit will provide more efficient and effective service. In addition, the Stow unit is available from a local Owasso business. Service and warranty work would be available locally. FUNDING SOURCE: Funds for the purchase of a new 1' /a ton Static Roller and transport trailer are included in the Street Division FY 95 -96 Capital Outlay Budget (51- 410 -5441) in the amount of $9,000.00. 1 RECOMAHNDATION: ' Staff recommends Council authorization for the purchase of a 1' /a ton static roller and transport trailer from Equipment One, Owasso, Oklahoma in the amount of $7,058.00 ATTACHMENTS: 1. 1' /a ton static roller and trailer specifications. ' 2. Bids from Equipment One and Machinery, Inc. 3. Manufacturers information on Stow and Stone. 1 SPECIFICATIONS FOR A 11 /a TON STATIC ROLLER WITH NORMAL DUTY UTILITY TRAILER GENERAL DESCRIPTION The following is a comprehensive list of specifications for a 1' /a ton static roller with normal duty utility trailer to be purchased for the City of Owasso Public Works Department. All components of this equipment shall be new and of original manufacture. GENERAL PROVISIONS 1. TAX EXEMPTION - Purchaser is exempt from payment of all federal, state, and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The city will provide necessary tax exemption certificates upon request. 2. PRICING - The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to fully prepare the equipment for delivery. Any items of labor omitted from the specifications which are clearly necessary for the proper delivery of the equipment shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the city. 3. WARRANTY - A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of three (3) years from the date of delivery. 4. BIDS - The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. 5. INSPECTION - An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the supplier's expense, prior to payment for this vehicle. 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 equipment, 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 equipment includes the use of services of another company, the City of Owasso 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. 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 nor the vendor. 10. VENDOR CONTRACT - Any proposal accepted will be incorporated into the contract which the City of Owasso will enter into with the vendor. 11. PROPOSED COST - It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 12. CONTACT PERSON - Questions and clarification concerning this bid shall be made to Cris King by calling (918)272 -4959 Monday thru Friday 8:00 a.m. to 5:00 p.m. SPECIFIC REQUIREMENTS 1. The roller will have a minimum operating weight of 2000 lbs. 2. The roller must include the following: * Engine capacity of eight (8) horsepower minimum. t* Gasoline powered with one (1 ) U.S. gallon fuel tank capacity minimum. ' * Electric start. * 12 volt charging system with battery. ' * Front roller drum diameter of 20 inches. * Rear roller drum diameter of 24 inches. * Front roller width of 28 inches. ' * Rear roller width of 32 inches. ' * Hydrostatic transmission. * Hand operated parking brake.. * Self contained corrosion inhibiting water tank (20 U.S. gallons minimum). 3. The utility trailer will be of the proper design and capacity to transport the static roller. 1 1 CITY OF OWASSO /OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272 -2251 BID DOCUMENTATION Opening Date: 8/9/95 Council /Trustee Approval: Item: Static Roller w /Utility Trailer Number of Bids: 2 Bids Opened By: Marcia Boutwell Witness: Cris King Witness: Bidders Machiner Inc, Tulsa Equipment One, Owasso Certification: I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. signature: A'AFfe-A ib . Amount of Bid Roller $5619.00 Trailer $ 825.00 Roller $5988.00 Trailer $1070.00 1 static Rollers ,,mooth performance that keeps on rolling. Year after year. _ x versatility, reliability and economy in a 1 -ton static roller, you can't make a better choice than Stow -onorolls. Convenient service and maintenance .matures include easy- access engine, hinged cover for hydrostatic transmission and jackshaft chain %mbly. Plus there's simple belt tensioning and emely accessible steering and drive lube points. EQUIPMENT ONE I`€108 N. Mingo Valley Expwy.. Owasso, OK 74055 Hydrostatic transmission offers infinitely variable speed control in both forward and reverse for tighter control on individual rolling jobs. Release valve lets you move roller without starting. `Automotive style" front steering Disc parking brake provides controlled by a heavy -duty roller positive holding power; cover chain — plus hand - actuated 82000 protects it during road use. controls — makes operation easier\ ` Sturdy, comfortable flip-up seat. ^hoice of power — 8 HP B &S IP or HP Honda. _ '� " P.rfectly matched and o k "% paired ont rolls with rounded r. Stainless steel water tank. edges for smooth fmish work •�thout marking or scuffing. Premium quality cocoa mats rT on front and rear. �j W. Low center of gravity makes jobs on grades or slopes easier. 1AZ, Special compression roll design Lifting eyes permit convenient Wes_ Y_ enables R2000 to work within 1" support of main frame for roll _ _ of wall without special attachments. 6 service and safe tie -down for trailering. Saecifications Model R2000 Roller Weight, Front (Dry) (kg) 478 lbs. (217) Gradeability 38%(21-) Weight, Front (Wet) (kg) 727 lbs. (330) Speed, Infinitely Variable (km/hr) 0 -5.6 mph (9.0) Weight, Rear (Dry) (kg) 732 lbs. (332) "fuel Capacity (Gasoline) (1) 1.0 -1.5 gal. (3.8 -5.7) Weight, Rear (Wet) (kg) 1336 lbs. (606) Fuel Consumption 0.35 gal./hr.avg. Weight, Total (Dry) (kg) 1210 lbs. (549) F Electric Start w /Battery 12V * VWeight, Total (Wet) (kg) 2063 lbs. (936) Flywheel Alternator Yes tiDia., Front Roll (mm) 20" (502) Turning Radius (Inside) (m) 10.5' (3.2) vWidth, Front Roll (mm) 28" (703) (Split) Overall Width (mm) 37" (929) &,Dia., Rear Roll (mrtk) 24" (602) Overall Height (mm) 48" (1205) tXidth, Rear Roll (m1n) 32" (803) Overall Length (mm) 73 "(1832) 15ngine (kW) B &S IP, 8.0 HP (6.0) Front Roller Mounting Bronze Bushings (4) Honda 8.0 HP (6.0) Rear Roller Mounting Pillow Block Bearings (2) "Sprinkler Water Tank Capacity 21 gal. (177 lbs.) (80 kg) Side Clearance to Wall (mm) 1.00" (25.4) (Left Side) vHydrostatic Transmission Eaton Model 6 4arlang Brake (Hand Operated) Disc Heavy -Duty Utility Trailers The perfect way — the safe, easy way — to move your Stow Compaction Equipment to the job site. Takes only one man to do the job. It can also be used to tote other wheeled equipment, such as small loaders. I Model 3,000 lb. Trailer I Weight (kg) Max. G.V.W. (kg) Length (Ramp Up) (cm) Length (Ramp Down) (cm) Width (cm) Width of Ramp (cm) Length of Ramp (cm) Bed Dimensions (cm) Tires (4) (cm) Ground Clearance (cm) 700 lb. (317) 3,000 lb. (1,360) 12'8" (386) 15'6" (472) 5'5" (165) 4'1/2" (123) 4'(122) 4'1/2" x 6'10" (123 x 208) 4.80" x 12" (12.2 x 30.5) 63/4" (17.1) 2" Ball (5.1), 3" Pintle Loop (7.6) Tail Lights High Test Safety Chain Adjustable Tongue Leaf Spring Suspension Heavy -Duty Tubular Construction STOW Manufacturing co. Brandywine Highway P.O. Box 490 Binghamton, NY 13902 -0490 (607) 723 -6411 Us and Canada (900) 235 -0008 FAX: (607) 723 -9350 West Coast Office and Warehouse 2150 ti%ingston Street Oakland, CA 94606 (510) 261 -3600 FAX: (510) 261 -0639 Stow Compaction Equipment is distributed by: EQUIPMENT ONE Q8 N. Mingo Valley.bpwy. Ow�a/s p so, OK 74055 t � 2441 ✓1 Bulletin #9375 15M 993 55262 Due to Stow's continuing product improvement program, specifications are subject to change without notice. Printed in U.S.A. The Stone Delux EZ Roller. A lot more for your money. Today Tomorrow. Years from now. In the long run real quouly is a lot less expensive. 8 3 toot ns d.- turnrng radius -• delvers grec'er moneuverab Irty f` I* , r NNutrol ignition rntCrlock— roller will not start In geol. Chorco of engines - -8 HP Honda, 1 1 HIP Honda or 8 HP Kohler, all with low olt alert. r I n T ; Interlocked thrn"le fhnd hond hrnkn- when brake r5 :et. throttle rs autornallcally closed. Electr,c start with 12 roll buttery — a simpler loin of the key and you re ready to roll. Comforlabb- seat— uJ).jAUUla Irunl to L,UCk Ana there s plenty of (Pg room Buut in I.;)OI boa under 11v seat — for on -board *Oulciv" of ni-f -dent tnnl5 and equipment r� 'Iransml3sk>n: "focring Systq ✓E n'j, Ballastec length: Width Height: Drum thickrK wf ront cIfUrn %A VFrOnt drum d ✓Rear drum w ,,-Peor drum d, Wheelbase Inside tuirliN 1&bfi 666E—m Curb ri cle6r_ar Q-_ror_sqObjIffy_7 VlAiler fork Vvbta took VFue;I tank cal 6-1 _rws_wVr C Drive motor. Pump: .'SC OrQ r. m 25M Hydrostatic n. Hydraulic, power steering star-mzilaiu Eler--tric stall with _12-volt battery 1 In. ry.4 orated. C115C 8 HP Honda/ 11 HP Honda/8 }1P Kohler ht 1625 lbs 2070 tbb.5 with driver una filled water tank 2680 lbs. with driver, fillet] wcrlef tank anO Meo arUMS 84 inches 3_6 inches &6 inches Hand throllie Infinitely vorbole. 0-4.5 mph i. 3/8 inch Ith. 28 meter, meter 20incnes the 32 inches meter 24 inches M inches wlijs: 8.3 ff. —1/2 irtcri ­9 inches 30% 31sh~i) Pulyelilylefle with wutef level gauge .)Ocity 30 gul lut iti Icity 1.5 yullul 15 poC_1ty:6.7_gallons MEMORANDUM ' TO: THE HONORABLE MAYOR AND CITY COUNCII, CITY OF OWASSO FROM: LONNIE R. HARDIN SUBJECT: REQUEST FOR ADMINISTRATIVE SERVICES AGREEMENT WITH INCOG FOR THE PRECISION COMPONENTS,INC CDBG GRANT DATE: August 30, 1995 BACKGROUND The City of Owasso has accepted a CDBG grant award in the amount of $ 71,239 for the purpose of assisting with the development of infrastructure for Precision Components, Inc. The grant, by its terms, requires compliance with certain federal laws and regulations, as well as ' regular reports relating to the expenditures and job tracking. Contract administration costs are eligible and budgeted expenditures of the grant proceeds. ' The INCOG staff, especially Mr. Armstrong, has a demonstrated track record with the City of Owasso through the administration of past grants. The INCOG staff is familiar with the myriad of rules and regulations and has developed an excellent working relationship with Oklahoma ' Department of Commerce which oversees the disbursement of CDBG funds. INCOG has agreed to administer this CDBG grant for the City of Owasso and, in fact, has ' already worked with the staff to develop documents to meet some of the initial grant conditions. The INCOG charge for administering this grant, and follow -up job tracking reports, is $ 3619. The administration cost is paid by the Department of Commerce from the grant proceeds and ' does not require any matching funds from the City. ' Based on our past experience with City staff monitoring and administering a CDBG contract, it is staff belief that employing INCOG for such duties is the safest and most expedient way to ensure contract compliance and avoidance of future problems. ' RECOMMENDATION: ' Staff recommends Council approval of an Agreement for Administrative Services between the City of Owasso and INCOG providing for payment of $ 3619, and that the mayor be authorized to execute the Agreement. ' ATTACHMENT: Agreement for Administrative Services AGREEMENT FOR ADMINISTRATIVE SERVICES This agreement between the City of Owasso, hereinafter referred to as CITY, and Indian Nations Council of Governments, hereinafter referred to as INCOG, for the consideration hereinafter set forth, agrees as follows: TERMS OF AGREEMENT This contract shall become effective the 5th day of September, 1995 and shall be in effect through the 30th day of June, 1997. The contract period may be extended by mutual agreement of both parties. SCOPE OF SERVICES INCOG agrees to provide management assistance, oversight and coordination as specified in Attachment "A ", Scope of Services, herein made a part of this agreement for the purpose of carrying out the "Precision Components, Inc." Community Development Block Grant (CDBG) project. COMPENSATION TERMS AND CONDITIONS The CITY agrees to pay INCOG as compensation for administrative consulting services the total sum not to exceed Three Thousand Six Hundred Nineteen Dollars and 00 /100 Dollars ------ - - - - -- ($3,619.00). INCOG will be reimbursed on a monthly basis and will charge the City on and hourly basis for all services rendered. Such compensation shall be paid for the performance of the Scope of Services as set forth in this AGREEMENT. Subject to appropriation and disbursement of funds by the Oklahoma Department of Commerce, and upon presentation by INCOG cost vouchers and approval thereof by the CITY, the CITY will pay INCOG for the work performed on the project. It is expressly understood and agreed that in no event will the total compensation to be paid hereunder exceed the maximum sum of Three Thousand Six Hundred Nineteen Dollars and 00 /100 Dollars ------ - - - - -- ($3,619.00) for all services rendered unless written amendments to this AGREEMENT are entered into by the parties hereto for modification of the Scope of Services as set forth in Part I of this AGREEMENT. A final voucher for claims arising under this AGREEMENT shall be submitted within thirty (30) days following the termination or expiration of this AGREEMENT. CONTRACT REPRESENTATIVES The CITY's contract representative, for the purposes of this agreement, shall be Rodney Ray. INCOG's representative, for the purpose of this agreement, shall be Andy Armstrong. GENERAL TERMS AND CONDITIONS SUBCONTRACT NOTIFICATION PROVISION None of the work and services covered by this contract may be ' subcontracted without written consent of the CITY. Any work or services subcontracted hereunder shall be specified by written agreement and shall be subject to each provision of this agreement. ■ MODIFICATIONS ' This contract is subject to modification as may be required by federal or state law or regulations. The work and services to be performed and the contract period may be modified only upon written agreement of both parties. INTERPRETATION, REMEDIES In the event of any disagreement between the CITY and INCOG, relative to the provisions of this Agreement, the details of such disagreement shall be forwarded to the legal counsels of both parties for review and recommendation and such recommendation forwarded to the CITY Officers who shall make the final determination. ' ASSIGNABILITY INCOG shall not assign any interest on this Contract, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the CITY thereto: Provided, however, ' that claims for money by INCOG from the CITY under this Contract may be assigned to a bank, trust company, or other financial institution without such approval. Written notice of any such assignment or transfer shall be furnished promptly to the CITY. SEVERABILITY CLAUSE ' If any provision under this contract or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract or its application that can be given effect without the invalid provision or application. HOLD HARMLESS CLAUSE INCOG shall, within limitations placed on such entities by state law, save harmless the City of Owasso and State of Oklahoma, its agents, officers, and employees from all claims and actions, and all expenses defending same, that are brought as a result of any injury or damage sustained by any person or property in consequence of any act or omission by INCOG. INCOG shall, within limitations placed on such entities by state law, save harmless the City of Owasso and the State of Oklahoma, its agents, officers, and employees from any claim or amount recovered as a result of infringement of patent, trademark, copyright, or from any claim or amounts arising or recovered under Workers' Compensation Law or any other law. In an agreement with any subcontractor or any agent for INCOG, INCOG will specify that such subcontract or agents shall hold harmless the City and the State. PERSONNEL a. INCOG represents that it has, or will secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of or have any contractual relationship with the CITY. b. INCOG has full responsibility for payment of any workers' compensation insurance, unemployment insurance, social security, state and federal income tax and any other deductions required by law for its employees. C. All of the services required hereunder will be performed by INCOG or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under state and local law to perform such services. TERMINATION OF CONTRACT FOR CAUSE If, through any cause, INCOG shall fail to fulfill in a timely and proper manner its obligations under this contract, or if INCOG shall violate any of the convenants, agreements, or stipulations of this contract, the CITY shall thereupon have the right to terminate this contract by giving written notice to INCOG of such termination and specifying the effective date thereof, at least 30 days before the effective date of such termination. In such event, INCOG shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. All finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by INCOG under this agreement shall become the property of the CITY. Not withstanding the above, INCOG shall not be relieved of any liability to the CITY for damages sustained by the CITY by virtue of any breach of the contract by INCOG, and the CITY may withhold any payments to INCOG until such time as the exact amount of damages due the CITY from INCOG is determined. ' TERMINATION FOR CONVENIENCE OF THE CITY The CITY may terminate this contract at any time by giving at least 3_Q 0 days notice in writing to INCOG. If the contract is terminated by the CITY as provided herein, INCOG will be paid for the time provided and all allowable expenses incurred up to the termination date. CONFLICT OF INTEREST No member of the governing body of the CITY, and no other officer, employee, or agent of the CITY, who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in ' this agreement, and INCOG shall take appropriate steps to assure compliance. ' INTEREST OF CONTRACTOR AND EMPLOYEES ' INCOG covenants that it presently has no interest and shall not acquire interest, direct or indirect, in the project area or any parcels therein or any other interest which would conflict in any manner or degree with the performance of its services hereunder. INCOG further covenants that in ' the performance of this agreement no person having any such interest shall be employed. IREPORTS AND INFORMATION INCOG, at such times and in such forms as the CITY may require, shall furnish the CITY such periodic reports as it may request pertaining to the work or services undertaken pursuant to the contract, the costs and obligations incurred or to be incurred in connection therewith and any other matters covered by this contract. INCOG shall furnish the CITY narrative reports and financial reports related to the elements of this contract in the form and at such times as may be required by the CITY or federal and state grantor agencies. ' COMPLIANCE WITH LOCAL LAWS INCOG shall comply with all applicable laws, ordinances and codes of the ' state and local governments, and INCOG shall save the CITY harmless with respect to any damages arising from INCOG's performing any of the d L 1-1 work embraced by this contract in violation of any applicable laws, I ordinances and codes of the state and local governments. COPYRIGHT 44 No reports, maps, or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of INCOG. RECORDS AND AUDITS INCOG shall assist the CITY in retaining all books, documents, papers, records, and other materials involving all activities and transactions related to this contract for at least three (3) years from the date of submission of the final expenditure report or until all audit findings have been resolved, whichever is later. INCOG shall, as often as deemed necessary by the CITY, permit authorized representatives of the CITY and its Auditors, the U.S. Department of Housing and Urban Development, the Federal or State Department of Labor and the U.S. Comptroller General to have full access to and the right to fully examine all such materials. INCOG shall comply with OMB circulars A -110 and A -122 requirements, where applicable. The OMB circulars are hereby made a part of this contract. ANTI - KICKBACK REGULATIONS INCOG shall comply with all applicable anti - kickback regulations covered under Department of Labor Regulations 29 CFR, Part III. EQUAL EMPLOYMENT OPPORTUNITY INCOG shall comply with the following equal opportunity requirements as part of CDBG assurances: a. INCOG will not discriminate against any employee or applicant for employment because of race, creed, sex, color, national origin, handicap or familial status. INCOG will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, sex, color, national origin, or handicap. Such action shall include, but not be limited to, the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. INCOG agrees to post in conspicuous places, available to employees and applicants for i employment, setting forth the provisions of this non - discrimination clause. b. INCOG will, in all solicitation or advertisements for employees placed by or on behalf of INCOG, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, or national origin. C. INCOG will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. d. INCOG will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary of Labor. e. INCOG will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the CITY, the Oklahoma Department of Commerce, the U.S. Department of Housing and Urban Development and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders. f. In the event of INCOG's non - compliance with the equal opportunity clauses of this Agreement or with any of such rules, regulations or orders, this Agreement may be canceled, terminated, or suspended in whole or in part and INCOG may be declared ineligible for further government contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. g. INCOG will include the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. INCOG will take such action with respect to any subcontract or purchase order as the CITY, Oklahoma Department of Commerce, the U.S. Department of Housing and Urban Development may direct as a means of enforcing such provisions including sanctions for non - compliance: Provided, however, that in the event INCOG becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the CITY, INCOG may request the United States to enter into such litigation to protect the interest of the United States. h. Housing and Community Development Act of 1974, Section 109 INCOG shall comply with Section 109 of the Housing and Community Development Act of 1974, which provides that no person in the United States shall on the grounds of race, color, religion, national origin, age or sex be excluded from participation, be denied the benefits of, or be subjected to discrimination under any program or activity funded under the Act. i. I Civil Rights Act of 1964 Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. "Section 3" Compliance in the Provision of Training, Employment and Business Opportunities 1. The work to be performed under this contract is on a project assisted under a program providing federal financial assistance from the Department of Housing and Urban Development through the Oklahoma Department of Commerce and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701 u. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. 2. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. 3. INCOG will send to each labor organization or representative of workers with which he has a F1 0 M collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or worker's representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. ' 4. INCOG will include this Section 3 clause in every subcontract for work in connection with the project ' and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon ' a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development 24 CFR Part 135. INCOG will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor ' has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. ' 5. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all ' applicable rules and orders of the Department issued hereunder prior to the execution of the contract, shall be condition of the federal financial assistance provided to the project, binding upon the applicant ' or recipient for such assistance, its successors and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractor and ' subcontractors, its successors and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is 1 1 1 provided, and to such sanctions as are specified by 24 CFR Part 135. AGE DISCRIMINATION ACT OF 1975 INCOG shall comply with the provisions of the Age Discrimination Act of 1975, which prohibits discrimination on the basis of age in the delivery of services and benefits supported by federal funds. AMERICANS WITH DISABILITIES ACT OF 1990 INCOG shall comply to the extent Americans with Disabilities Act of on the basis of disabled status in activity. required with the provisions of the 1990 which prohibits discrimination any publicly funded program and REHABILITATION ACT OF 1973, SECTION 504 INCOG shall comply with the provisions of Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap in any programs or activities receiving federal financial assistance. Executed by: City of Owasso Mayor Date ATTEST: Signature Type Name an Tit e (CITY SEAL) Executed by: INCOG Signature Chairman Date ATTEST: Signature Type Name and Title SCOPE OF SERVICES FOR GENERAL ADMINISTRATION INCOG staff will perform the tasks listed below, keeping the City staff and City Council apprised of program progress during all phases of the project. ' 1. Conduct Public Hearings W Prepare and publish public hearing notices, organize presentation, and assist at any public hearings necessary (as in the event of program amendment). A. Prepare and publish all public notices. B. Notify appropriate authorities of project such as State Historic Preservation Officer, State Oklahoma. Department of Environmental Quality, Environmental Protection Agency. C. Prepare an Environmental Assessment of the project. D. Recommend a determination of finding and level of impact to the City Council. E. Prepare and submit Request for Release of Funds and appropriate supporting documentation. 3. Request for Payments and Monthly Reports A. Coordinate and prepare Requests for Payments to order funds for payment of CDBG expenses. B. Prepare and submit to ODOC all quarterly narrative reports and quarterly contractor activity reports. Assist the City in the preparation and submission to ODOC of monthly expenditure reports. C. Prepare initial Management Plan and submit to ODOC. 4. Financial Management A. Assist in the monitoring of funds on hand with ODOC. B. Assist in the development and supervision of accounting procedures and maintenance of supporting source documentation including appropriate journals and ledgers. C. Maintain additional financial records and property inventories, as required. D. Ensure that City staff conforms to generally accepted accounting principles in bookkeeping. A. Establish and maintain project files which contain all source documentation. B. Demonstrate compliance with all applicable state, local and federal regulations in files. A. Develop and coordinate a continuing citizen participation/equal opportunity planning process. B. Maintain records of public hearings and other opportunities for citizens to participate in program performance and completion. C. Respond to and resolve equal opportunity complaints. D. Assist the City in implementing a Fair Housing Program. In compliance with the Uniform Relocation Act a Residential Antidisplacement and Relocation Assistance Plan will be prepared and submitted for approval. 8. Parking Expansion/Drainage Improvements A. Engineering Selection 1. Prepare Request for Proposal for engineering services to meet ODOC requirements. 2. Assist the City in soliciting proposals /quotes for engineering services. 3. Assist the City in evaluating proposals received. 4. Obtain clearance of selected engineer /firm from ODOC. 5. Prepare engineering contract. B. Assist the City in preparing supplemental funding requests/applications, if necessary C. Bidding /Construction Phase 1. Assist the City in reviewing plans, specifications and contract documents to meet ODOC requirements. 2. Assist the City in reviewing executed construction contracts for completeness. 3. Obtain contractor and subcontractor clearance from state. 4. Assist in pre - construction conference. 5. Monitor contractor compliance with applicable regulations, such as wage rates and equal opportunity. 6. Secure construction contractor's weekly payrolls and ensure compliance with wage rates. 7. Conduct on -site interviews and verify results with payrolls. 9. Project Close -out A. Prepare and submit ODOC close -out documents, including Project Completion Report, Final Expenditure Report, Final Wage Compliance Report and Certificates of Completion. B. Assist the City in the resolution of audit questions, if any. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO I FROM: RODNEY J RAY CITY MANAGER A SUBJECT: LABOR CONTRACT WITH IAFF, LOCAL 2789 (FY95 -96) IDATE: August 31, 1995 BACKGROUND: On March 13, 1995, the representatives of the City of Owasso and the International Association of Firefighters, Local 2789, initiated contract negotiations for fiscal year 1995 -96. Those negotiations were entered into pursuant to state statutes and continued through June 15, 1995. On June 15, 1995, the Union declared impasse and indicated an interest in arbitration as a means of resolving the impasse. Subsequently, on June 19, 1995, the Union notified the City's ' negotiator that they had selected an interest arbiter and requested that the City select an interest arbiter in order for the parties to begin the process of selecting a third, impartial arbiter. Within the required time frame, the City did, in fact, select an interest arbiter and subsequently ' participated in the selection of the impartial third party. However, before the actual arbitration hearing began, the Union requested further discussions through their arbiter and our City Attorney. During those discussions, a request was made that Ih the City consider increasing their monetary offer, and it was suggested that such an offer would be well received. Subsequently, the City, through the City Manager, increased its offer from 7.8 % to 8.5 % increase in the base salary. Additionally, the Union requested an increase in the amount of vacation leave that can be "carried over" from year to year, and that pay for "acting supervisor" be effective on the second day of such "acting" status rather than on the fourth shift ' (after three days on acting status). pa On August 28th, the Union considered the City's revised "last" offer and voted to accept the provisions of the tentative agreement. On August 31st, the President signed the agreement and returned the documents to the City for final action. IAFF CONTRACT August 31, 1995 Page 2 COST /FUNDING: The total cost of the proposed contract is $721,345.25, an increase of $33,111.56 over last year's contract. For the most part, the cost of the contract is provided for in the 1995 -96 General Fund Budget. However, the increase from the 7.8 % offer to 8.5 % (and the resulting increase in the overtime rate for each firefighter) will leave an estimated $4500 of the cost unfunded. The staff will recommend a supplemental appropriation at the next meeting should the contract be approved. NOTE: Attached is a copy of the recommended contract and spreadsheets showing the detailed breakdown of the contract cost and how each firefighter is affected. One spreadsheZt represents last year's contract cost and another the estimated cost of the proposed contract for 95 -96. If you have questions, please call Ms Bishop, Ms Dempster, or me. RECOMMENDATION: The staff recommends Council approval of a contract with Local 2789 of the IAFF and that the Mayor be authorized to execute the document on behalf of the City Council. ATTACHMENTS: 1. Proposed contract 2. Spreadsheet with cost of new contract 3. Spreadsheet with cost of last year's contract AGREEMENT BETWEEN THE CITY OF OWASSO, OKLAHOMA A MUNICIPAL CORPORATION MI 1. INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS LOCAL NO. 2789 July 1, 1995 - June 30, 1996 TABLE OF CONTENTS ARTICLE 1 PURPOSE OF AGREEMENT ............................ 1 ' ARTICLE 2 RECOGNITION ....... ..............................2 ARTICLE 3 MUTUAL RESPONSIBILITY TO AVOID DISCRIMINATION 3 ....... ARTICLE 4 GENDER CLAUSE ' ..... ..............................4 ARTICLE 5 AUTHORITY AND TERM .............................. ARTICLE 6 MANAGEMENT RIGHTS AND RESPONSIBILITIES 5 ' ............. 6 ARTICLE 7 PREVAILING RIGHTS . ............................... 8 ARTICLE 8 PROHIBITION OF STRIKES 9 ............................. ' ARTICLE 9 BARGAINING UNIT RIGHTS AND SECURITY 10 ............... ARTICLE 10 PERSONNEL FILES 11 .. ............................... ARTICLE 11 REGULAR AND SPECIAL MEETINGS 13 .................... ARTICLE 12 JOB ASSIGNMENTS 14 .. ............................... ARTICLE 13 SENIORITY ....... ............................... 15 ARTICLE 14 HOURS AND TIME EXCHANGE 17 ........................ ARTICLE 15 PERSONNEL REDUCTION 18 ............................ ARTICLE 16 MANNING ........ ............................... 19 ARTICLE 17 SAFETY AND HEALTH COMMITTEE 20 ..................... ARTICLE 18 GRIEVANCE PROCEDURES 22 ........................... ARTICLE 19 DUES CHECK -OFF 26 .. ............................... ARTICLE 20 COMPENSATION 28 ... ............................... ARTICLE 21 OVERTIME AND CALL BACK 32 ........................ ARTICLE 22 VACATIONS AND HOLIDAYS .......................... 34 t ARTICLE 23 SICK LEAVE ...... ............................... 35 ARTICLE 24 COURT AND JURY LEAVE ........................... 37 ARTICLE 25 UNIFORMS AND BED LINENS 38 ......................... ARTICLE 26 INSURANCE ........ .............................40 ARTICLE 27 TUITION REIMBURSEMENT 41 ........................... ARTICLE 28 SUCCESSORS AND ASSIGNS 42 .......................... ARTICLE 29 SAVINGS CLAUSE 43 .. ............................... ARTICLE 30 WORKING OUT OF CLASS 44 ............................ ARTICLE 31 LONGEVITY ........ .............................45 SIGNATURE PAGE 1� 1 ARTICLE 1 I1 PURPOSE OF AGREEMENT It is the intent and purpose of this Agreement, entered into by and between the CITY OF OWASSO, OKLAHOMA, hereinafter referred to as EMPLOYER and LOCAL NO. 2789, INTERNATIONAL ASSOCIATION OF FIRE FIGHTERS, hereinafter referred to as UNION, I1 to achieve and maintain harmonious relations between the parties hereto and to provide for the I1 equitable and orderly adjustment of grievances which may arise during the terms of this Agreement. 1 ARTICLE 2 RECOGNITION The Employer recognizes the Union as the exclusive bargaining agent for all employees of the Fire Department, except the Chief, one designed Administrative Assistant, civilian employees, and probationary employees. N ARTICLE 3 MUTUAL RESPONSIBILITY TO AVOID DISCRIMINATION Section 1. Nothing in this Agreement shall be interpreted as diminishing the obligation of both parties to undertake affirmative action to insure that applicants or employees are treated without regard to race, color, religion, sex, size, national origin, status of Union membership, or political affiliations. Specifically, pursuant to Equal Employment Opportunity IP Commission Guidelines, each party is obligated to take positive action in affording equal employment, training and promotional opportunities to all members, as required by Title VII of the Civil Rights Act of 1964, as amended. Additionally, nothing in this Agreement shall be P" interpreted as diminishing the obligation of both parties to comply with the provisions of the Fair Labor Standards Act, or any duly adopted Department of Labor Regulations promulgated ho thereunder. Section 2. In the event that any portion of this Agreement unintentionally conflicts with the Employer's capability to be in compliance with said Acts, the EEOC Guidelines and Department of Labor Regulations will be overriding to that portion of this 1 agreement. ARTICLE 4 GENDER CLAUSE "Gender ". A word importing one gender only shall extend and be applied to ' both genders. ' IARTICLE 5 AUTHORITY AND TERM ' Section 1. The Employer and the Union have, by these present, reduced to ' writing the collective bargaining Agreement resulting from negotiations entered into by the Employer and the Union. ' Section 2. This Agreement shall become effective on the first day of July, 1995 and shall remain in full force and effect until midnight, June 30, 1996, or until replaced by a successor Agreement. ' Section 3. Whenever wages, rates of pay, or any other matters requiring ' appropriation of monies by the Employer are included as a matter of collective bargaining, it shall be the obligation of the Union to serve written notice thereof one hundred twenty (120) days prior to June 23rd of each year, the last day on which monies can be appropriated by the Employer to cover the Agreement period which is the subject of the collective bargaining procedure. Section 4. It shall be the obligation of the Employer and the Union to meet at a reasonable time and confer in good faith with representatives of the Union and Employer ten (10) days after receipt of written notice from the Union or Employer requesting a meeting for purposes of collective . bar ainin g g ' Section 5. In the event the Union and the Employer are unable, within thirty (30) days from and including the date of the first meeting to reach an agreement, any and all unresolved arbitrable issues may be submitted to arbitration at the request of either party. 11 5 ARTICLE 6 MANAGEMENT RIGHTS AND RESPONSIBILITIES Section 1. Union recognizes the prerogative of Employer to operate and manage its affairs in all respects and in accordance with its responsibilities, and the powers or authority which the Employer has not officially abridged, delegated, granted or modified by this Agreement are retained by the Employer, and all rights, powers and authority the Employer had prior to the signing of this Agreement are retained by the Employer, and remain exclusively without limitation within the rights of the Employer. Section 2. Except as may be limited herein, the Employer retains the right in accordance with the Constitution, the laws of the State of Oklahoma, and the Charter of the municipality and the responsibilities and duties contained in the laws of the State of Oklahoma and the ordinances and regulations promulgated thereunder: A. To determine Fire Department policy, including the rights to manage the affairs of the Fire Department in all respects, except as stated above; B. To assign working hours, including overtime; C. To direct the members of the Fire Department, including the right to hire, terminate, suspend, discipline, promote or transfer any Fire Fighter; D. To determine the table of organization of the Fire Department, including the right to organize and reorganize the Fire Department and the determination of job classifications and ranks based upon duties assigned; E. To determine the safety, health and property protection measures for the Fire Department; F. To allocate and assign work to Fire Fighters within the Fire Department; R G. To be the sole judge of the qualifications of applicants and training of new employees; H. To schedule the operations and to determine the number and duration of hours of assigned duty per week; I. To establish and enforce Fire Department rules, regulations and orders; J. To introduce new, improved or different methods and techniques of operation of the Fire Department or change existing methods and techniques; K. To determine the amount of supervision necessary; L. To control the departmental budget; and M. To take whatever actions may be necessary to carry out the mission of the Employer in situations of emergency. 7 ARTICLE 7 PREVAILING RIGIITS ' Section 1. All rules, regulations, fiscal procedures, working conditions, ' departmental practices and manner of conducting the operation and administration of the Owasso ' Fire Department currently in effect for and with respect to the members of the Fire Department on the effective date of this Agreement, which are not included in this Agreement, shall r emain , in full force and effect, unchanged and unaffected in any manner, unless and except as modified ' or changed by the specific terms of this Agreement. '3 ARTICLE S PROHIBITION OF STRIKES Section 1. During the term of this Agreement, the Union agrees to a prohibition of any job action, i.e. strikes, work slowdowns, mass absenteeism, or being a party to such activities. The Union shall not be in breach of Agreement where the acts and actions enumerated above are not caused or authorized by the Union. Section 2. Upon notification confirmed in writing by the Employer to the Union that certain of its members are engaged in a job action, the Union shall immediately, in writing, order such member to cease the job action and return to work at once and provide the Employer with a copy of such an order. Additionally, a responsible officer of the Union shall publicly order all employees participating in a job action to cease such action. Section 3. Nothing contained in this Article shall be construed to limit, impair, or affect the right of the Union or any other member of the bargaining unit to the expression or communication of a view, grievance or complaint or opinion or any matter related to conditions or compensation of employment or their betterment so long as the same does not interfere with the full, faithful and proper performance of duties of employment. M l 1 ARTICLE 9 BARGAINING UNIT RIGHTS AND SECURITY 1 Section 1. Bulletin Boards, The Employer shall provide space in all fire 1 stations for Union bulletin boards. Materials posted on bulletin boards shall be limited to Union business, notice of meetings, seminars, workshops, legislative reports, safety bulletins, etc. No materials of a subversive or derogatory nature or political endorsements shall be posted. Section 2. Time Off for Union Business. After written notice to the Department Head, Union representatives may be granted time off without loss of pay to conduct bona fide Union business, provided however, that time off will not impede the proper operations of the Fire Department and adequate manpower is available, as determined by the Fire Chief or his designee. 10 ARTICLE 10 PERSONNEL FILES Section 1. It is agreed that with all materials concerning investigation, complaints, reprimands, counseling sessions for violations of any rules, regulations or policies, that might be considered detrimental to the employee's position advancement or future with the Department, that are to be placed in the employee's personnel file, that the Employer shall notify said employee of such action and the employee shall be given the proper opportunity to appeal such action before it becomes a part of his personnel file. Section 2. A Fire Fighter shall be allowed to review his personnel file under supervision at any reasonable time upon written request to the Fire Chief. Section 3. Recognizing that disciplinary actions provide a basis for training and counseling and are not meant to perpetually penalize an employee, the following procedure is hereby established: Procedure A. Employees may request that disciplinary actions be sealed according to the following schedule: 1. Written reprimands and notice of oral reprimands with no recurrence after one (1) year may be sealed. 2. Suspensions three (3) days or less than three (3) days, without recurrence, after two (2) years. 3. Suspension more than three (3) days, without recurrence, after two (2) years. 11 4. Disciplinary probation after two (2) years from the termination of such probation if no other disciplinary action has occurred during that period. B. Requests for sealing of disciplinary actions should be directed to the office of the Fire Chief. C. The City Personnel Department shall be notified in all cases where sealing of disciplinary action is taken, and City Personnel file copies will be sealed or destroyed accordingly. D. The sealed action shall not be held to discriminate against the employee in any subsequent disciplinary action, or in the event of impending promotion, merit step raise, transfer, special requests, modification of duty, vacation selection, application for other employment, or against any other action the employee may take for his personal improvement or betterment. E. Once sealed, the file shall not be opened unless the employee request such unsealing; however, the employee may not review investigative reports pertaining to the actions; or at the discretion of the Fire Chief who may deem it necessary to the employee's welfare to do so; but, in any case, the employee is to be notified of the opening of the sealed file and the reason therefore. F. Upon request, all unfounded, exonerated, not sustained, and no finding complaints will be destroyed after one (1) year from date of occurrence. Section 4. All letters of appreciation and /or commendation received by the department regarding an employee(s) will be given to the appropriate employee(s) within five (S) business days. 12 ARTICLE 11 REGULAR AND SPECIAL MEETINGS Section 1. The Union will be permitted to hold regular and special meetings on the Employer's premises with the understanding that permission, time and location of such meetings must be approved by the Fire Chief or his designee prior to said meetings. Section 2. It is understood that the Union and the Employer will cooperate in this Agreement and excessive requests will not be made by the Union. Permission to hold meetings shall not be unreasonably denied by the Employer so long as meetings do not impede or interfere with the normal operations of the Fire Department. 13 ARTICLE 12 JOB ASSIGNMENTS Section 1. It is understood that the fully paid members of the Owasso Fire Department shall be responsible for direction of the Owasso Fire Department and all Fire Department functions and operations. Section 2. The fully paid Fire Fighter shall not be subject to orders or ' directions from any member of the Volunteer Department, excepting therefrom any Captain, ' duly qualified under existing rules and regulations of the Volunteer Fire Department. No Volunteer, having not duly qualified under existing rules and regulations, will be promoted ' above the rank of Captain of the Volunteer Fire Department. The authority of a paid officer, ' either permanent or acting, shall supersede that of a Volunteer. 14 ' ARTICLE 13 ' SENIORITY Section 1. Seniority shall mean the status attained by length of continuous service in the Fire Department. Section 2. Where two or more employees have the same employment date, seniority shall be determined by date of application for employment. Section 3. Seniority will be a factor to be considered by the Fire Department in determining the priority of each member to: A. Time when compensatory, vacation and holiday time off is granted; B. Shift assignment; and C. Duty qualification of replacing scheduled absent personnel (ie.: In the event an employee is absent from duty, first choice of replacement shall go to another employee with the same qualifications and most seniority). D. Duty qualification of replacing nonscheduled absent personnel (i.e.: In the event an employee is absent from duty, due to sickness or emergency reasons, first choice of replacement shall go to another employee with the same qualifications and most seniority). Section 4. Seniority shall be lost upon the occurrence of any of the following: A. Discharge, if not reversed; B. Resignation; C. Unexcused failure to return to work upon the expiration of a formal leave of absence; and D. Retirement. 15 Section 5. Promotion shall be subject to evaluation and examination of job performance and ability. Seniority will be considered, but will not be the determining factor. Section 6. Employees demoted as a result of administrative decisions and not based on discipline, shall be given first consideration should the position reopen and such position offered, providing however, no unusual discipline problems have occurred between the demotion and subsequent position opening. [r� ARTICLE 14 HOURS AND THE EXCHANGE Section 1. There is hereby established a series of fourteen -day work periods. Shift schedule shall be on duty twenty-four (24) hours and off duty forty-eight (48) hours. Section 2. Time of shift change will be 0800 hours. Section 3. Employees may have the privilege to exchange duty time, subsequent to approval by the Captain. The request for time exchange shall be made at least twelve (12) hours in advance of replacement, unless employee wishes to exchange time during a duty shift, then no advance notice is necessary, and such exchange will be approved by the Shift Supervisor. The replacement employee must be of at least equal duty qualification of the employee being excused from duty. 17 ARTICLE 15 PERSONNEL REDUCTION Section 1. In the case of personnel reduction, the Employee with the least seniority shall be laid off first. In determining seniority for the purpose of personnel reduction, only time as a full-time paid Employee in the Owasso Fire Department shall be counted. Section 2. No new employee shall be hired until all employees laid -off during the past 24 -month period have been notified of any position vacancy within the Fire Department. Such notification will take place via registered mail Return Receipt Requested.. Correspondence shall be sent to the last known address of the employee who requires notification. It will then be the duty of the employee to notify the Personnel Clerk of his intention to pursue the available position. Such response shall be received within 10 days of receipt of registered mail notification. The employee's failure to respond within the 10 -day period shall be considered an acknowledgement that the employee does not intend to reinstate his employment with the Owasso Fire Department. In ARTICLE 16 Section 1. Employer shall authorize and appropriate funds providing for a minimum of twenty-one (21) member department, including Fire Chief, but excluding any clerical employees. The openings within the department shall be at the discretion of the Fire Chief and the Employer Manager. Section 2. The Union shall be notified of any opening of a job position within the Owasso Fire Department, and when and where advertisement of said position is being advertised, according to Equal Employment Opportunity (EEOC) regulations. 19 ARTICLE 17 SAFETY AND HEALTH COMMITTEE Section 1. The Employer and the Union agree to cooperate to the fullest extent in the promotion of safety and health, on the Employer's premises and while carrying out the mission of the Employer and the duties of the employees. For this purpose, it is agreed to establish a Safety and Health Committee to consist of two (2) members and one (1) chairperson appointed by the Union. Section 2. The Safety and Health Committee will have the authority to conduct on -site inspections of equipment, buildings, and other related areas to the occupational environment of the Bargaining Unit. They shall also have the latitude to make studies of safety i equipment and practices and to conduct investigations into health hazards that may be appropriate ' to protect the Employer's interest as it may relate to Worker's Compensation or other liability inherent to occupational diseases and injury and to protect the employees right to a safe employment environment. Members of the Committee may be excused from duty for the work of the Committee, subject to the prior approval of the Fire Chief. Section 3. The Union and the Employer agree to make every effort to correct safety hazards or unsafe working conditions identified by the Safety Committee. It is understood that recommendations of the Committee are not subject to the Grievance Procedure for the Agreement. 20 I Section 4. The Safety and Health Committee recommendations to correct safety hazards and/or unsafe working conditions shall be discussed by the Chairperson of the Committee, with the Chief or his designated representative. The answer shall be orally submitted by the Chief or his designated representative within five (5) business days to the Committee. A. If the hazard or condition is not corrected by the provision of Section 4, it shall be submitted in writing to the Chief or his assistant. B. The Fire Chief shall submit his answer in writing to the Safety and Health Committee within five (5) business days.. If the hazard or condition has not been corrected within that time, it then shall be sent to the City Manager for adjustment. C. The City Manager shall submit his answer in writing to the Fire Chief and the Committee in five (5) business days. Section 5. All "First Notice of Injury" and accident reports will be forwarded by the worker's compensation coordinator to the Union Secretary within 72 hours of the incident. 21 ARTICLE 18 GRIEVANCE PROCEDURES Section 1. The Union or any employee covered under this Agreement may file a grievance within ten (10) business days of the alleged occurrence, as hereinafter defined, and shall be afforded the full protection of this Agreement. Section 2. Union President, Vice- President, and Union Grievance Committee, as used hereinafter, shall be understood to mean those persons whose names have been previously identified, in writing, to the Fire Chief or his designated representative. It is understood and agreed that the names of such person or persons shall be submitted to the Fire Chief, or his designated representative, within fifteen (15) worldng days after such person or persons are elected and /or appointed. Section 3. Any controversy between the Employer and the Union or any employee concerning the interpretation, enforcement or application of any provision of this Agreement, concerning any of the terms or conditions of employment contained in this Agreement, shall be adjusted in the following manner: A. The grievance shall be discussed by the employee with the Chief or his designated representative. Said employee and one of the following; Union President, Vice - President or Grievance Committee Chairman, shall be present at said discussion. The answer shall be orally submitted by the Chief or his designated Administrative Assistant, within five (5) business days to the employee(s) involved and to the Union President. 22 B. If the grievance is not settled by the provision of Section 3A, it shall be submitted in writing to the Union Grievance Committee. Within ten (10) business days from the oral answer rendered by the Chief, or his designated Administrative Assistant, the Union Grievance Committee shall determine, in their sole discretion and judgement, whether or not a grievance exists within the terms and conditions of this Agreement. 1. If the Union Grievance Committee finds a grievance does exist, the Committee shall submit, in writing, the grievance to the Fire Chief for adjustment, within ten (10) business days of the Chiefs oral answer. 2. If the Union Grievance Committee finds a grievance does not exist, no further proceedings shall be necessary. C. The Fire Chief shall submit his answer in writing to the employee involved and to the Union Grievance Committee within ten (10) business days. If the grievance has not been settled within that time, it then shall, within ten (10) business days, be sent to the City Manager for adjustment . D. The City Manager shall submit his answer in writing to the Fire Chief, the employee involved, and the Union Grievance Committee within ten (10) business days. If the City Manager and the Union Grievance Committee have not settled the grievance within that time, it shall be submitted to arbitration for adjustment as follows: 1. The parties shall jointly request a panel of seven (7) arbitrators from the Federal Mediation and Conciliation Service. 23 2. Within ten (10) business days from the receipt of such panel, a representative of the Union and the City shall meet and alternately strike names until one (1) arbitrator remains who shall be selected as the impartial arbitrator. The party requesting arbitration shall strike the first name. I Upon notification to the Federal Mediation and Conciliation Service of the selection of the arbitrator, and the arbitrator is contacted, the date for the Arbitration Hearing shall be set within ten (10) business days from the date the arbitrator is notified of his selection. 4. Within twenty (20) business days after the conclusion of the hearing, the I arbitrator shall issue a written opinion containing findings and recommenda- tions with respect to the issues presented. A copy of the opinion shall be mailed or delivered to the Union and the Employer. 5. With respect to the interpretation, enforcement or application of the provisions of this Agreement, the decision, findings and recommendations of the arbitrator shall be final and binding on the parties to this Agreement. 6. The arbitrator's authority shall be limited to the interpretation and application of the terms of this Agreement and /or any supplement thereof. The arbitrator shall have no jurisdiction to establish provisions of a new agreement or variation of a new agreement or variation of the present Agreement or to arbitrate away, in whole or in part, any provisions or amendments thereof. This shall not preclude individual wage grievances. 7. The cost of the impartial arbitrator shall be shared equally between the Union and the Employer. If a transcript of the proceedings is requested, then the party so requesting shall pay for it. 24 r. I r Op Section 4. All time limits set forth in this Article may be extended by mutual consent, but if not so extended, they must be strictly observed. If a party fails to pursue any grievance within the time limits provided, he shall have no further right to continue the grievance. Section 5. It is specifically and expressly understood that filing a grievance under this Article which has as its last step final and binding arbitration, constitutes an election of remedies and a waiver of any and all rights by both parties, the Union or other representatives of the party, to litigate or otherwise contest the last answer rendered through the Grievance Procedure, in any court of other appeal forum. 25 ARTICLE 19 DUES CHECK -OFF Section 1. The Employer agrees to deduct regular monthly Union dues from earned wages of those employees who are in the bargaining unit. The deduction shall be made from each paycheck in an amount certified to be correct by the Secretary- Treasurer of the Local Union. Deductions will not be made from the earned wages of entry-level probationary employees. Fifteen (15) days subsequent to the effective date of this Agreement, all members of the Bargaining Unit desiring payroll deduction of Union dues shall individually sign an authorization card provided by the Union and approved by the Employer, authorizing the stated monthly dues deduction be made. The Payroll deduction shall be revocable by the employee notifying the Employer in writing. The Union shall be notified of any revocation. Section 2. The Employer will deduct only Union dues from the employee's paycheck and will not deduct initiation fees, special assessments, fines or any other deductions except for dues. In the event of an increase or decrease in Union dues, the Union will give the Employer thirty (30) days notice in order to allow the Employer to make the proper changes in its accounting records. No deductions will be made when the salary to be paid an employee is not sufficient to cover the amount deducted. Section 3. On the same day as payroll is issued, a deposit for the total deductions shall be made into one of the following financial institutions as selected by the Union; First Bank of Owasso or RCB. It shall be the responsibility of the Union to provide the Employer with deposit slips. The deposit receipt shall been sent to the Union Secretary along with a detailed report showing individual employee's name and deduction amount at the time of deposit. 041 Section 4. All deductions will be for the month in which they are taken. All deductions refundable at the time of termination or resignation will be refunded by the Union. The Employer shall not be responsible for errors. In the case of any error or improper deduction being made by the Employer, a proper adjustment of the same shall be made by the Union with the employee affected. Section S. The Union shall indemnify, defend and hold the Employer harmless against any claims made and against any suits instituted against the Employer on account of payroll deduction of Union dues or deposit of Union dues. Section 6. This service will be provided at no expense to the Union or it's members. 27 ARTICLE 20 COMPENSATION Section 1. For the purpose of this Labor Agreement, each employee of the bargaining unit shall receive the following compensation: W TOTAL HOURLY RATE NAME POSITION 1995 -96* Dennis Thompson Captain /Training Coordinator $11.69 Lowell Thompson Captain $10.96 Steve Irby Captain $11.00 Lee Horst Lieutenant $10.59 David Sole Lieutenant $11.10 Dale Marlar Lieutenant $10.73 Dan Salts Firefighter $ 9.67 Steve Mathes Firefighter $ 9.09 Randy Mills Firefighter $ 9.06 Tom Robinson Firefighter $ 9.22 Mark Stuckey Firefighter $ 9.35 Tracy Tremain Firefighter $ 9.92 Jackie Watson Firefighter $ 9.89 Max Downing Firefighter $10.00 Lonny Fisher Firefighter $ 8.56 Mike Holcomb Firefighter $ 8.56 John Partin Firefighter $ 8.18 Shannon Saddoris Firefighter $ 8.18 W NAME Kristopher DeMauro POSITION Firefighter TOTAL HOURLY RATE 1995 -1996* $ 8.49 ' Bruce Kelley Firefighter $ 8.70 *Hourly rate includes compensation added to the base rate as provided in Article 20, Section 2; ' Article 20 Section 3• Article 25 Section 1• icle 2 Art1 5, Section 4; Article 25, Section 7; Article 31, Section 1. New employees shall be compensated at $6.30 per hour. Upon successful completion of the initial five -month evaluation, the rate of pay for that employee shall be increased to $6.43 per hour. Upon successful completion of the twelve -month probation period, the rate of pay for that employee shall be increased to Firefighter /EMT at $6.90 per hour. Upon promotion employees shall receive a promotional increase of 5 % for each increase in rank. Section 2. In addition to their base compensation, all employees of the bargaining unit shall receive education payment, for each successfully completed college credit hour to a maximum of fifty (50) hours. Such education allowance shall be added to each employee's hourly earnings as set forth in the chart below. b of credit hours rate per hour # of credit hours rate per hour # of credit hours rate per hour / of credit hours rate per hour M of credit hours rate per hour 3 $0.01 13 $0.05 23 $0.10 33 $0.14 43 $0.18 4 $0.02 14 $0.06 24 $0.10 34 $0.14 44 $0.18 5 $0.02 15 $0.06 25 $0.10 35 $0.14 45 $0.19 6 $0.02 16 $0.07 26 $0.11 36 $0.15 46 $0.19 7 $0.03 17 $0.07 27 $0.11 37 $0.15 47 $0.19 8 $0.03 18 $0.07 28 $0.12 38 $0.16 48 $0.20 9 $0.04 19 $0.08 29 $0.12 39 $0.16 49 $0.20 10 $0.04 20 $0.08 30 $0.12 40 $0.17 50 S0.21 11 $0.05 21 $0.09 31 $0.13 1 41 $0.17 12 $0.05 22 $0.09 J 32 $0.13 42 $0.17 29 Employees who have been awarded an Associate Degree in Fire Science or an approved related field shall have twenty-one cents per hour ($0.21 /hr) added to, and included in, the Employees base rate of pay. Employees who have been awarded a Bachelors Degree in Fire Science or ' related field shall have thirty -one cents per hour ($0.31 /hr) added to, and included in, the Employees base rate of pay. For the purpose of clarity, the following criteria shall be utilized ' to determine payment for college hours: , A. Employees must maintain a level of at least 2.0 on a 4.0 scale or a minimum of a "C" grade on a letter grade scale in each class enrolled. Failure , to maintain a "C" grade in a particular course will result in non - payment for those hours. ' B. A transcript must accompany each request for initial payment and each request for increasing that payment. C. Payment for non -Fire Science course hours will be allowed if justification is given indicating such hours were required to pursue an Associate or Bachelors Degree in Fire Science or related field. Section 3. All employees of the bargaining unit certified as "Paramedics" shall have seventy-three cents per hour ($0.73/hr) added to, and included in the Employees base rate of pay for their position. All employees of the bargaining unit certified as an "Intermediate EMT" shall have forty-two cents per hour ($0.42/hr) added to and included in the Employees base rate of pay for their position. All employees of the bargaining unit certified as "Basic EMT" shall have thirteen cents per hour ($0.13 /hr) added to, and included in the Employees base rate of pay for their position. Section 4. In addition to the employee's regular rate of pay, an employee engaged in fire protection activities shall receive an overtime premium of one and one -half (1 1/2) of his regular hourly rate or, at employee's election subject to the limitations hereinafter at set forth, one and one -half (1 1/2) hour of compensatory time for each compensable hour of work in excess of one hundred six (106) hours in the stated fourteen (14) day work period. ' Accumulation of compensatory time shall be limited in accordance with the Personnel Policy and Procedure Manual of the City of Owasso, Oklahoma. As pertains to compensatory time, it is agreed that the employee shall have the right to select when to take such compensatory time off; provided, however, the employee must give the Employer not less than two (2) days notice of such request, as well as the taking of such time off will not adversely impact upon departmental IN operations, as determined by the Fire Chief or his designee. The term " compensatdle hours of work" shall be defined as set forth in Section 553.14 of the Department of Labor Regulations covering employees of public agencies. It is specifically understood that any leave taken by the employee during the aforestat ed Ifourteen (14) day work period shall, whether compensated or not, reduce said employee's hourly ' accumulation for purposes of determining overtime in accordance with the Fair Labor Standards Act. Provided however, for computation of employee work hours all vacation leave shall be considered as hours actually worked. 1 1 1 31 ARTICLE 21 OVERTIME AND CALL BACK Section 1. As a condition of employment, employees may be required to work overtime because of increased workload, sickness, absences of other employees or emergencies. If an employee is on duty and is required to continue working past his normal shift, he shall be paid overtime pay for actual hours worked at one and one -half (1 1/2) times the regular rate of pay. Vacation leave shall be considered as actual hours worked for the purpose of overtime compensation. For purpose of computation of overtime compensation, the employee's regular rate of pay shall be deemed to be that as defined by the Department of Labor Regulations implementing Fair Labor Standards Act. , Section 2. A minimum of three (3) hours call back pay at one and one -half (1 1/2) times the regular rate shall be paid to any member of the bargaining unit who is called back after his normal tour of duty. Section 3. Any employee required by the Employer to attend any school, workshop, or seminar, shall be paid per diem at his hourly rate of pay as established pursuant to the pay plan herein referred to for any hours of days that he would normally be off duty. Pay ' for normal off duty time will include travel time, attendance time in the course of the ' instruction, and return home. 32 Section 4. Employees who are on approved holiday, vacation or personal leave shall not be eligible for mandatory call back or overtime, unless said employee is available and needed to combat a catastrophic emergency situation, such defined herein as being any unexpected disastrous occurrence requiring response by the Owasso Fire Department in excess of the manpower existing on the normal duty shift to protect lives and property, as determined by the Chief of the Department. 33 ARTICLE 22 VACATIONS AND HOLIDAYS Section 1. New employees shall be allowed to earn ten (10) hours per month as holiday compensation. After completing one year of employment with the department, new employees shall be granted an additional 120 hours of vacation leave, for a total of 240 hours. At that time the employee will begin accruing leave monthly according to the following schedule: Years of Holiday Employment Yearly Total Vacation Method of Yearly Accumulation Total Maximum Limit* 0 -1 yr 120 0 10 hrs /mo 192 hrs. 1 -4 yrs 120 120 20 hrs /mo 312 hrs. 5 -9 yrs 120 144 22 hrs /mo 336 hrs. 10 -14 yrs 120 192 26 hrs /mo 384 hrs. 15 -19 yrs 120 216 28 hrs /mo 408 hrs. 20 + yrs 120 240 30 hrs /mo 432 hrs *Corresponds to column labeled "Vacation YTD- Left" on employee leave report. Section 2. All vacations and holidays must be taken in not less than four (4) hour increments. Each Firefighter will submit his vacation request at least two weeks in advance. If a vacation request is denied for an employee who is at his vacation accrual maximum, the excess accumulation will be allowed for a defined period as determined on a case by case basis. 34 I ■ 1 1 1 1 LI ARTICLE 23 SICK LEAVE Section 1. Employees within the bargaining unit shall earn sick leave in the amount of 144 hours annually. The method of accrual shall be in increments of 12 hours per month. No employee of the bargaining unit shall accumulate in excess of 1440 hours of sick leave time. Section 2. Any member of the bargaining unit absent from duty for three (3) consecutive days or three (3) total days during "any one quarter" of the year because of illness shall, upon reporting for duty, present his supervisor with a physician's release which shall attest to the sickness or injury and verify the employee is physically ready for duty. Section 3. Ten percent (10 %) of accrued sick leave shall be paid to an employee upon service retirement or disability retirement or death. Upon death, the 10% shall be paid to the beneficiary designated by a Last Will and Testament or pursuant to the laws of the State of Oklahoma pertaining to intestate succession. Section 4. Fire Department shift employees will be granted two shifts off for funeral leave per occurrence. Employees on a forty (40) hour work week will be granted up to twenty -four (24) hours off for funeral leave per occurrence. Such leave shall be allowed for an employee to attend the funeral of an immediate family member, defined as: 35 spouse, children (including stepchildren), parents (including stepparents), grandparents, grandchild, brother or sister (including step brother or step sister). Funeral leave may also be used by an employee to attend the funeral of his/her spouse's immediate family members as defined above. Such leave must be approved by the Fire Chief and is not charged against any leave accumulation. Funeral leave can be taken in half hour increments. An employee may request to use vacation or sick leave to attend other funerals. Section 5. After an Employee has accrued 1440 hours of sick leave, he/she shall be eligible to participate in the following sick leave incentive program. If during the fiscal year an employee covered by this agreement uses: 0 shifts of sick leave - such employee shall receive 28 % of that employees monthly base pay. 1 shift of sick leave - such employee shall receive 20% of that employees monthly base pay. 2 shifts of sick leave - such employee shall receive 13% of that employees monthly base pay. 3 shifts of sick leave - such employee shall receive 7% of that employees monthly base pay. Any Employee covered by this agreement who uses more that three (3) shifts of sick leave during the fiscal year shall not be eligible for this incentive program. Payment for those employees eligible will occur as a lump sum in the first pay period following June 30th of each year. After such payment is made all sick leave accrual will be reduced back down to the maximum of 1440 hours. 36 ARTICLE 24 COURT AND JURY LEAVE Section 1. Employees who are required to serve as court witnesses or jurors shall be granted time off with pay to serve in that capacity, subject to the following rules: A. An employee subpoenaed to testify in his own case not arising out of the performance of his duty, involving the federal, state, or municipal government, shall not receive his regular salary, but may use annual leave or be granted a leave of absence without pay for the length of such service. B. An employee serving such duty shall present to his supervisor the original summons or subpoena from the court and, at the conclusion of the duty, a signed statement from the clerk of the court showing the actual dates of attendance at court. C. An employee serving on jury duty shall be paid the difference between his normal rate of base pay for that period and the amount received as a fee for such jury duty. 37 ARTICLE 25 UNIFORMS AND BED LINENS Section 1. A uniform allowance of thirteen cents per hour ($.13 /hr.) shall be provided by the Employer to each member of the bargaining unit with one (1) year or more of service, for purchasing shirts, including fire service styled "Polo" shirts, pants, socks, T- shirts, shoes or boots, belts, badges, insignia, gloves, winter jacket and flashlights. Such uniform allowance shall be added to, and included in, the member of the bargaining units base rate of pay. Section 2. It is understood that the Employer will provide to each newly hired Employee the following: four (4) short sleeve polo shirts; four (4) long sleeve polo shirts; four (4) pair of black denim pants; one (1) short sleeve dress shirt; one (1) long sleeve dress shirt; one (1) pair dress slacks; one (1) winter jacket; one (1) belt; one (1) tie; two (2) badges; one pair of boots or shoes; one (1) pair of cold weather gloves; and one (1) flashlight. Section 3. All safety equipment, such as helmets, bunk out coats, pants, boots, safety gloves, Nomex coverall and Nomex hood will be furnished by the Employer, in accordance with the rotation plan developed by the Safety and Health Committee, submitted to the Chief by July 1 and approved by the Chief. Section 4. A cleaning allowance of thirteen cents per hour ($.13 /hr) shall be provided by the Employer to each member of the bargaining unit for cleaning of uniforms. Such ' cleaning allowance shall be added to, and included in, the member of the bargaining units base rate of pay. Section 5. Employer shall repair, replace or reimburse employee at Employer's expense, the current market value, the employee's personal property, clothing and /or equipment which a fire fighter or medic might be reasonably expected to have on duty or use while performing his duties, which is lost, destroyed or damaged beyond the capability of maintaining a professional appearance or usefulness for his duties. No items will be replaced that are lost, destroyed or damaged while performing routine functions, at the fire station, of the employee, with the exception of emergency situations. Example: Ambulance or fire response and scene functions. Either the repair, replacement or reimbursement of such items will be at the Employer's discretion. Any damaged property replaced by the Employer shall become the property of the Employer. Further, the Employer, as well as the employee, will cooperate in any investigation regarding said loss or destruction. The maximum expense the Employer shall have by virtue of this Article shall be limited to One Thousand Dollars ($1000.00) per Ibargaining unit member per year. W- Section 6. All fire fighters will receive protective clothing, as per standard operating Ib 1 L� procedure of the department. Section 7. A bed linen allowance of one cent per hour ($.01) shall be provided by the Employer to each member of the bargaining unit. Such bed linen allowance shall be added to, and included in, the member of the bargaining units base rate of pay. 39 ARTICLE 26 INSURANCE Section 1. The Employer shall provide to all members of the bargaining unit Health, Vision and Dental Insurance that includes a basic benefit package selected by the City. The Employer shall be responsible for One Hundred Per Cent (100 %) of the cost of such coverage. Section 2. The Employer will provide a basic life insurance policy as a supplement to the above - mentioned Health Insurance, of which One Hundred Per Cent (100 %) of the cost of such life insurance shall be paid by the Employer. Section 3. The Employer shall pay that amount contributed on behalf of all other non - managerial City employees as a matter of City policy, as a subsidy for each employee's dependent health care coverage. Should the cost of such dependent health coverage increase, the Employer shall bear such increase in cost. The Employer shall also pay a subsidy for each employee's dependent vision and dental insurance in an amount equal to that provided for all other employees if the employee elects to cover such dependents under the City sponsored policy and plan. Section 4. The employer shall provide for retiree participation in the employer group health insurance program pursuant to the terms and conditions of 11 O.S.:23 -108. .N ARTICLE 27 TUITION REIlVIBURSEMENT The employer shall pay tuition, under the limitations hereinafter set forth in this Article, for required courses leading to a Bachelors Degree in Fire Science, or approved related field. The course(s) on which reimbursement will be requested must be approved by the Department ih Director prior to enrollment (Personnel Form number 10). The tuition herein provided shall not exceed the "General Enrollment Fees" for Comprehensive Universities as established by the Oklahoma State Regents for Higher Education. Employees must maintain at least 2.0 on a 4.0 scale or a minimum of a "C" grade on ' a letter grade scale in each course. Failure to maintain a "C" grade in a course will result in non - payment of tuition for those hours. Upon verification of satisfactory completion of the course, reimbursement for tuition shall be made to the employee. h. 41 ARTICLE 28 ' SUCCESSORS AND ASSIGNS 1 This Agreement shall be binding upon the successors and assigns of the parties hereto go during the term of this contract; and, no provisions, terms or obligations herein contained shall be affected, modified, altered or changed in any respect whatsoever, by the consolidation, merger or annexation, transfer or assignment, of either party hereto, or affected, modified, altered or changed of any kind in the ownership or management of either party hereto, or by any change geographically of place of business of either party hereto. 42 IARTICLE 29 ■ SAVINGS CLAUSE Section 1. If any provision of this Agreement or the application thereof to any person or circumstances is held invalid, the invalidity shall not affect other provisions or applications of this Agreement which can be given effect without the invalid provisions or application, and to this end, the provisions of this Agreement are severable. Section 2. It is understood that the foregoing is a complete understanding of all the terms and conditions of employment to be governed by this Agreement during the tcontract period and it cannot be altered in any manner, save by the complete written concurrence of the parties subscribing hereto. ' Section 3. An appendices to this Agreement shall Y PP g be numbered, dated and signed by the Employer and the Union and shall be subject to the provisions of this agreement unless the terms of said appendices specifically delete or change a provision of this Agreement, and all appendices shall become a part of this Agreement as is specifically set forth herein. Section 4. It is understood that all time limits found in this Agreement may be extended by mutual concurrence. Section 5. Nothing herein should preclude the City from being in compliance with the Americans with Disabilities Act. 43 ARTICLE 30 WORKING OUT OF CLASS Section 1. Any employee worldng out of class for two (2) consecutive shifts, shall receive a temporary increase in pay retro active to the beginning of the second (2nd) shift. The amount of pay shall be at 5 % for each grade above that of the said employee. 44 ARTICLE 31 LONGEVITY Section 1. The Employer shall pay each Employee covered by this Agreement, longevity pay of three cents per hour ($0.03 /hr) added to and included in the Employees base rate of pay for each year of service with the department from the Employee's date of hire. Longevity pay shall begin after the Employee has completed three (3) consecutive years of service with the department, at the rate of nine cents per hour ($0.09 /hr), and shall increase by three cents per hour ($0.03 /hr) each year thereafter. ■ 1 F 45 SIGNATURE PAGE IN WITNESS WHEREOF, the parties have hereunto set their hands this day of 1995. ATTEST: Marcia Boutwell, City Clerk ATTEST: Ronald D. Cates, City Attorney CITY OF OWASSO, OKLAHOMA A Municipal Corporation Mayor INTERNATIONAL ASSOCIATION OF FIREFIGHTERS, LOCAL NO. 2789 By: - �w) President M = = M M M IAFF 1995 -96 Negotiations 8.5% increase w/ Lump Sum Hourly Rate 09/01/95 08:51:34 AM Horst 01/03/80 9.74 Marlar 08/20/84 9.74 Sole 08/16/82 9.74 0.45 0.13 0.13 0.13 0.01 10.59 32,019.34 4,002.42 2,864.40 38,886.16 1,927.73 0.30 0.42 0.13 0.13 0.01 10.73 32,442.56 4,055.32 324.43 3,155.40 39,977.71 1,862.52 0.36 0.73 0.13 0.13 0.01 11.10 33,561.07 4,195.13 335.61 3,244.80 41,336.61 1,901.97 DeMauro 01/25/93 7.49 0.73 0.13 0.13 Total 8.49 25,650.48 3,20631 256.50 3,248.40 Increase 1,227.46 Date of Base 8.55 0.21 0.24 0.73 0.13 Hourly Annual 10.00 30,214.95 3,776.87 Total in Cost Name Hire Rate Education Longevity Pro -Pay Cleaning Clothing Bed Linen Rate (2666 • HR) Retirement Medicare Thrift Total Cost of over 3,155.40 32,510.25 1,450.83 Holcomb 01/21/91 7.75 0.12 0.42 (238 OT) 12.50% 1.45% 1.00% Insurance Employee 1994 -95 Irby 03/21/83 10.24 0.36 0.13 0.13 0.13 0.01 11.00 33,256.05 4,157.01 332.56 3,244.80 40,990.42 1,968.87 Thompson, D 08/24/79 10.97 0.45 0.13 0.13 0.01 11.69 35,332.70 4,416.59 0.13 3,244.80 42,994.09 2,089.21 Thompson, L 06/02/80 10.24 0.45 0.13 0.13 0.01 10.96 33,135.13 4,141.89 331.35 2,374.08 39,982.45 1,999.94 Horst 01/03/80 9.74 Marlar 08/20/84 9.74 Sole 08/16/82 9.74 0.45 0.13 0.13 0.13 0.01 10.59 32,019.34 4,002.42 2,864.40 38,886.16 1,927.73 0.30 0.42 0.13 0.13 0.01 10.73 32,442.56 4,055.32 324.43 3,155.40 39,977.71 1,862.52 0.36 0.73 0.13 0.13 0.01 11.10 33,561.07 4,195.13 335.61 3,244.80 41,336.61 1,901.97 DeMauro 01/25/93 7.49 0.73 0.13 0.13 0.01 8.49 25,650.48 3,20631 256.50 3,248.40 32,361.70 1,227.46 Downing 12/05/86 8.55 0.21 0.24 0.73 0.13 0.13 0.01 10.00 30,214.95 3,776.87 302.15 3,248.40 37,542.36 1,679.03 Fisher 08/02/90 7.75 0.12 0.42 0.13 0.13 0.01 8.56 25,863.30 3,232.91 258.63 3,155.40 32,510.25 1,450.83 Holcomb 01/21/91 7.75 0.12 0.42 0.13 0.13 0.01 8.56 25,863.30 3,232:91 3,248.40 32,344.62 1,355.09 Kelley 11/15/93 7.49 0.21 0.73 0.13 0.13 0.01 8.70 26,300.10 3,287.51 38135 263.00 2,374.08 32,606.04 1,327.42 Mathes 12/19/85 8.55 0.27 0.00 0.13 0.13 0.01 9.09 27,474.26 3,434.28 274.74 2,860.80 34,044.08 1,635.88 Mills 09 /19/86 8.55 0.24 0.00 0.13 0.13 0.01 9.06 27,383.57 3,422.95 3,244.80 34,051.32 1,600.60 Partin 11/30/92 7.49 0.42 0.13 0.13 0.01 8.18 24,713.35 3,089.17 3,244.80 31,04732 1,240.13 Robinson 09/25/85 8.55 0.27 0.13 0.13 0.13 0.01 9.22 27,867.25 3,483.41 2,864.40 34,215.06 1,641.50 Saddoris 11/30/92 7.49 0.42 0.13 0.13 0.01 8.18 24,71335 3,089.17 247.13 3,244.80 31,294.46 1,25354 Salts 0820/84 8.97 0.30 0.13 0.13 0.13 0.01 9.67 29,237.12 3,654.64 292.37 3,244.80 36,428.93 1,739.27 Stuckey 11110185 8.55 0.13 0.27 0.13 0.13 0.13 0.01 935 28,266.99 3,533.37 3,244.80 35,045.16 1,641.71 Tremain 03/03/86 8.55 0.27 0.83 0.13 0.13 0.01 9.92 29,988.16 3,748.52 2,771.40 36,508.08 1,642.85 Watson 09 /05/86 8.55 0.24 0.83 0.13 0.13 0.01 9.89 29,897.47 3,737.18 298.97 3,244.80 37,178.43 1,925.99 TOTAL $174.95 $0.55 $4.71 $733 $2.60 $2.60 $0.18 $192.91 $583,180.51 $72,897.56 $381.35 $3,517.46 $61,368.36 $721,345.25 $33,111.56 IAFF 1995 -96 Negotiations 1994 -95 Current Wages /Benefits 09/01195 07:45:09 AM Date of Hourly Overtime Annual Annual Annual #? Annual Annual Annual Annual Total Name Hire Rate Rate (2666 HR) Education Gothing :. :.. .... Longevity Pro-Pay Geaning Bed Linen Annual Retirement Medicare Thrift Insurance Total (238 OT) ;. . ..:. . �' ;�.... 25.00 Income 12.00% 1.45% 1.0096 Irby 03/21/83 9.44 14.55 28,629.94 392.99 792.00 360.00 360.00 25.00 31,705.13 3,758.42 313.20 3,244.80 39,021.54 Thompson, D 08/24/79 10.11 15.55 30,654.16 392.99 ', i6::: 1,008.00 360.00 25.00 33,666.32 3,993.76 3,244.80 40,904.87 Thompson, L 06/02/80 9.44 14.53 28,625.16 392.99 r 3 {ta';tjt., 1,008.00 360.00 25.00 31,556.18 3,740.54 311.71 2,374.08 37,982.51 Horst 01/03/80 8.98 13.89 27,246.50 392.99 s:`• iµw' 1,008.00 360.00 360.00 25.00 30,482.35 3,611.68 2,864.40 36,958.43 Mader 08/20/84 8.98 13.97 27,265.54 392.99 :�L"w k•::y.::: � .. 648.00 1,200.00 360.00 25.00 30,982.15 3,671.66 305.97 3,155.40 38,115.18 Sole 08/16182 6.98 14.15 27,308.38 392.99 34 792.00 2,100.00 360.00 25.00 32,070.71 3,80228 316.86 3,244.80 39,434.65 DeMauro 01125/93 6.90 10.96 21,003.88 39299 ... . ..ls Yo ��;. w,M1.,. 2,100.00 360.00 25.00 24,722.03 2,920.44 243.37 3,248.40 31,134.24 Downing 12/05/86 7.88 12.43 23,966.42 600.00 392.99 >�iL� $8:• 504.00 2,100.00 360.00 25.00 28,907.07 3,42265 285.22 3,248.40 35,863.34 Fisher 08 /02190 7.14 11.10 21,677.04 392.99 216.00 1,200.00 360.00 25.00 24,738.11 2,92237 243.53 3,155.40 31,059.42 Holcomb 01/21/91 7.14 11.10 21,677.04 392.99 7th 288.00 1,200.00 360.00 25.00 24,810.11 2,931.01 3,248,40 30,989.52 Kelley 11/15193 6.90 10.96 21,003.88 600.00 392.99 2,100.00 360.00 25.00 25,322.03 2,992.44 340.70 249.37 2,374.08 31,278.62 Mathes 12/19/85 7.88 12.08 23,883.12 392.99 576.00 0.00 360.00 25.00 26,192.43 3,096.89 258.07 2,860.80 32,408.20 Mills 09 /19186 7.88 12.07 23,880.74 392.99 504.00 0.00 360.00 25.00 26,117.96 3,087.96 3,244.80 32,450.71 Partin 11/30/92 6.90 10.70 20,94200 392.99 #37&. 1, 200.00 360.00 25.00 23,757.67 2,804.72 3,244.80 29,807.19 Robinson 09/25/85 7.88 12.14 23,897.40 392.99 :" 'x; 576.00 360.00 360.00 25.00. 26,56729 3,141.87 2,864.40 32,573.56 Saddoris 11/30/92 6.90 10.70 20,942.00 392.99 1,200.00 360.00 25.00 23,757.67 2,804.72 233.73 3,244.80 30,040.92 Salts 08/20/84 827 12.75 25,082.32 392.99 648.00 360.00 360.00 moo 27,871.60 3,298.39 274.87 3,244.80 34,689.66 Stuckey 11/10185 7.88 12.21 23, 914.06 384.00 392.99 µ 576.00 360.00 360.00 25.00 26,968.61 3,190.03 3,244.80 33,403.45 Tremain 03/03186 7.88 12.50 23,983.08 392.99 2 576.00 2,400.08 360.00 25.00 28,696.45 3,397.37 2,771.40 34,865.23 Watson 09/05/86 7.88 12.48 23,978.32 392.99 ,h,.,....93�5:3 504.00 2,400.06 360.00 25.00 28,619.50 3,388.14 3,244.80 35,252.44 TOTAL $161.24 $250.82 $489,561.00 $1,684.00 $7,859.80 9e $10,224,00 $21,000.12 $7,200.00 $500.00 $557,511.38 $65, 977.36 $340.70 $3,035.90 $61,368.36 $688,233.69 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: LONNIE R HARDIN SUBJECT: REQUEST FOR APPROVAL OF RESOLUTIONS AND ORDINANCE RELATING TO CDBG GRANT FOR NATIONAL STEAK AND POULTRY INFRASTRUCTURE DATE: August 31, 1995 BACKGROUND: On April 18, 1995, the City of Owasso accepted a CDBG grant from the Oklahoma Department of Commerce for construction of water and sewer line improvements to support the expansion of the workforce of National Steak Processors Inc, d/b /a National Steak and Poultry. This grant is to bring water and sewer lines to the property upon which NSP is building its new plant. As a part of the City's agreement with Oklahoma Department of Commerce in accepting the grant, there are certain procedural and regulatory requirements which must be followed. One requirement for the release of funds under the grant is that NSP must reach and maintain specified levels of employment. In order to document that the employment requirements are met, ODOC requires that the City of Owasso provide employment and beneficiary information on a quarterly basis for at least one year from the completion of the improvement. In addition to the NSP employment information, ODOC requires the same data on current or future employers who benefit from the infrastructure improvements installed with the grant funds. The City must provide information on any business which connects to the water or sewer line within one year of its completion. The reporting requirements are standard in all CDBG grants, and are handled administratively through our agreement with INCOG. In order to comply with the terms of the grant, there are three procedural steps requested of the City Council at this time. First, Ordinance #513 requires that all developers, except low and moderate income developers, who place commercial or manufacturing facilities within 200 feet of the funded improvements must pay their own utilities and connection fees. Low and moderate income developers may connect to the funded improvement at City expense. All entities connecting to the funded water and sewer lines must report the relevant employment data to the City of Owasso. Resolution #95 -08 simply allows the City to report the employment information collected from beneficiaries of the water and sewer lines to ODOC, as required in the grant documents. ORDINANCE /RESOLUTIONS - NSP GRANT August 31, 1995 Page 2 Resolution #95 -09 allows the City to report the NSP employment compliance information to ODOC. The Ordinance requiring that employment information be reported to the City by beneficiaries of the water and sewer lines, and resolutions allowing the information to be reported to ODOC are necessary to allow the City to comply with the terms of the CDBG grant. This Ordinance and these resolutions are procedural in nature and will require no expenditure of City funds. RECOMMENDATION: Staff recommendations City Council approval of Ordinance #513, Resolution #95 -08 and Resolution #95 -09. ATTACHMENTS: 1. Ordinance #513 2. Resolution #95 -08 3. Resolution #95 -09 CITY OF OWASSO, OKLAHOMA ORDINANCE NUMBER 513 AN ORDINANCE RELATING TO PART 17, UTILITIES, THE CODE OF ORDINANCES OF THE CITY OF OWASSO, OKLAHOMA, PROVIDING FOR MANDATORY CONNECTION TO CITY UTILITIES, PROVIDING RESPONSIBILITY FOR PAYMENT FOR CONNECTION TO CITY SEWER IMPROVEMENTS CONSTRUCTED IN WHOLE OR IN PART BY COMMUNITY DEVELOPMENT BLOCK GRANT - ECONOMIC ' DEVELOPMENT FUNDS, REQUIRING EMPLOYMENT BENEFICIARY INFORMATION TO BE FURNISHED ON A QUARTERLY BASIS AND DIRECTING CODIFICATION. ' BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, THAT: ' Section One (1). All facilities requiring service by City utilities, constructed within the City of Owasso, Oklahoma, with funds furnished in whole or in part by the Oklahoma Department of Commerce, State of Oklahoma, pursuant to the Community Development Block Grant - Economic Development financing program, shall connect to the City sewer system. In ' conjunction therewith the following shall be required, to -wit: A. All developers, except low and moderate income developers, of commercial and manufacturing properties that are within Two ' Hundred (200) Feet of infrastructure improvements financed in whole or in part by the Oklahoma Department of Commerce, State of Oklahoma pursuant to the Community Development Block ' Grant - Economic Development financing program shall pay for their own utilities, yard lines, hooks -ups and other expenses in connection to the City's utility systems in the areas served by said 1 program financed improvement; B. Should an entity or person (household) that is connecting to the City's utility system that has been constructed from funds provided by the Oklahoma Department of Commerce, State of Oklahoma, ' pursuant to the Community Development Block Grant - Economic Development financing program be determined to be an entity or person (household) that is defined as a low income household under guidelines of the U.S. Department of Housing and Urban Development L.M.I. income definition, then such connection shall be paid for by the City of Owasso, Oklahoma. Section Two (2). Each entity connecting to the City's utilities services that have been 6. constructed in whole or in part by funds provided by the Oklahoma Department of Commerce, State of Oklahoma, pursuant to the Community Development Block Grant - Economic F11 Development Financing Program shall provide employment and beneficiary information as deemed necessary and requested by proper governmental authorities on a quarterly basis for a minimum period of time starting with the date the Oklahoma Department of Commerce, State of Oklahoma, awards the Community Development Block Grant - Economic Development funds to the City of Owasso, Oklahoma, and ending one (1) year after the physical completion of the so funded infrastructure public improvements and close -out of the project. Section Three (3). The provisions hereof shall be codified as Chapter 4, Mandatory ' Connection Ordinance of Part 17, Utilities, of the Code of Ordinances of the City of Owasso, Oklahoma. 6 PASSED, APPROVED, AND ADOPTED this 5TH day of August, 1995. ATTEST: Marcia Boutwell, City Clerk APPROVED AS TO FORM: Ronald D Cates, City Attorney 2 CITY OF OWASSO, OKLAHOMA By: Charles L Burris, Mayor 1 m 1 CITY OF OWASSO, OKLAHOMA RESOLUTION NO. S A RESOLUTION RELATING TO A COMMUNITY DEVELOPMENT BLOCK GRANT FOR ECONOMIC DEVELOPMENT INFRASTRUCTURE IMPROVEMENTS IN THE CITY OF OWASSO, OKLAHOMA MANDATING PROVISION OF EMPLOYMENT AND BENEFICIARY INFORMATION TO BE FURNISHED ON A QUARTERLY BASIS TO THE OKLAHOMA DEPARTMENT OF COMMERCE FOR A PERIOD OF ONE (1) YEAR UPON PHYSICAL COMPLETION OF THE PUBLIC IMPROVEMENTS AND CLOSE -OUT OF THE PROJECT THEREBY FUNDED. WHEREAS, the City of Owasso has entered into a project consisting of the construction of sewer nprovements to support the expansion of the workforce of National Steak Processors, Inc., d/b /a National Steak & Poultry in the City of Owasso, Tulsa County, State of Oklahoma with proceeds of Community Development Block Grant - Economic Development Funds; and, WHEREAS, as a condition to the funding of the Community Development Block Grant - Economic Development Grant, the Oklahoma Department of Commerce on behalf of the State of Oklahoma has required adoption of a resolution by the City Council of the City of Owasso, Oklahoma, to track future beneficiaries of the Community Development Block Grant - Economic Development funded infrastructure improvements. NOW, THEREFORE, BE IT RESOLVED by the City Counsel of the City of Owasso, Oklahoma, that, ISECTION I 1 The City of Owasso shall provide employment and beneficiary information as requested by the Oklahoma Department of Commerce or other proper governmental authorities on a quarterly basis for a minimum period of time starting with the date the Oklahoma Department of Commerce, State of Oklahoma, awards the Community Development Block Grant - Economic Development funds and ending one (1) year from the physical completion of the public improvement funded by the above referred to Community Development Block Grant - Economic Development Grant and close- out of the project That the aforementioned employment beneficiary information to be supplied during the .• aforesaid time period shall be obtained from any entity using the Community Development Block Grant - Economic Development funded infrastructure improvement within the aforesaid time period. Approved this ___- day of , 1995. City of Owasso, Oklahoma Charles L. Burris, Mayor ATTEST. Marcia Boutwell, City Clerk APPROVED AS TO FORM Ronald D. Cates, City Attorney 2780- 295,RES CITY MANAGER'S REPORT September 1, 1995 Page 2 family dwelling or an accessory use thereto. While every attempt for fire department approval has always been sought, previously there was no fire department approval contained on the building permit. If you have any questions, please contact Mr Rooney, Chief Allen or me. EL RIO VISTA NEIGHBORHOOD MEETING - A neighborhood meeting has been scheduled for September 14, 1995 at 6:30 p.m. for residents of East 100th Street North in the El Rio Vista addition. In an earlier City Manager's Report, staff explained that residential property within this cul -de -sac has been addressed improperly, which could result in confusion when emergency services are needed. Letters were sent to all property owners who would be affected by an address change. If you have any questions, please contact Mr Rooney. POLICE SERVICES: ■ COPS FAST - The top five candidates are completing the background investigation for the one officer's position funded through the COPS FAST Grant. It is expected that a hiring will take place in October of this year. TRAINING - The Owasso Police Department hosted a day long workshop last week on Police Training. This interactive seminar was conducted by Police Expert Trainer Dr D L Baker, and was well attended by over a dozen officers and staff personnel from around the state. POLICE ADVISORY COUNCIL - Chief Alexander has resumed the Police Advisory Council meetings which were suspended during the summer months. Over 20 citizens from the community make up an advisory council to the Chief of Police to provide input and suggestions toward improvement in the law enforcement arena. The next meeting is scheduled for Tuesday, September 12, 1995. RECREATION CENTER: CURRENT AND UPCOMING ACTIVITIES Aerobics - Tuesdays & Thursdays from 6:00 to 7:00 p.m. beginning September 5 Karate - Mondays & Wednesdays from 5:30 to 7:00 p.m. ' Children' Self Defense - Mondays & Thursdays from 4:30 to 5:30 p.m. Twirling - Tuesdays & Sundays Gymnastics - Saturdays Bass Club Meeting - Tuesday, September 5 ' All British Car Show - Saturday, September 23 CITY OF OWASSO, OKLAHOMA RESOLUTION NO. A RESOLUTION RELATING TO A COMMUNITY DEVELOPMENT BLOCK GRANT FOR ECONOMIC DEVELOPMENT INFRASTRUCTURE IMPROVEMENTS IN THE CITY OF OWASSO, OKLAHOMA MANDATING PROVISION OF EMPLOYMENT AND BENEFICIARY INFORMATION FROM NATIONAL STEAK PROCESSORS, INC., DB /A NATIONAL STEAK AND POULTRY TO BE FURNISHED ON A QUARTERLY BASIS TO THE OKLAHOMA DEPARTMENT OF COMMERCE WHEREAS, the City of Owasso has entered into a project consisting of the construction of sewer improvements to support the expansion of the workforce of National Steak Processors, Inc., d/b /a National Steak & Poultry in the City of Owasso, Tulsa County, State of Oklahoma with proceeds of Community Development Block Grant - Economic Development Funds; and, WHEREAS, as a condition to the funding of the Community Development Block Grant - Economic Development Grant, the Oklahoma Department of Commerce on behalf of the State of Oklahoma has required adoption of a resolution by the City Council of the City of Owasso, Oklahoma, to track National Steak Processors, Inc , d/b /a National Steak and Poultry as beneficiary of the Community Development Block Grant - Economic Development funded infrastructure improvements. NOW, THEREFORE, BE IT RESOLVED by the City Counsel of the City of Owasso, Oklahoma, that, to -wit: The City of Owasso shall obtain and provide employment and beneficiary information from National Steak Processors, Inc., d/b /a National Steak and Poultry as requested by the Oklahoma Department of Commerce or other proper governmental authorities on a quarterly basis for a minimum period of time starting with the date the Oklahoma Department of Commerce, State of Oklahoma, awards the Community Development Block Gram - Economic Development funds and ending upon National Steak Processors, Inc, d/b /a National Steak and Poultry satisfaction of job creation commitments set forth under such grant and notification thereof given unto the City of Owasso, Oklahoma, by the Oklahoma Department of Commerce on behalf of the State of Oklahoma. Approved this — day of , 1495 City of Owasso, Oklahoma Charles L Burris, Mayor ATTEST: Marcia Boutwell, City Clerk ' APPROVED AS TO FORM: Ronald D Cates City Attorney Attorn ' 1 2780- 295.RS2 1 ' MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER a SUBJECT: CITY MANAGER'S REPORT 1 DATE: ■ fflft September 1, 1995 COMMUNITY DEVELOPMENT: ' BOARD OF ADJUSTMENT - The next regularly scheduled meeting of the Owasso Board of Adjustment is September 26, 1995 at 7:00 p.m. in the Owasso Community Center. The following item will be reviewed at that meeting: A request for a Variance on the permitted sign height and display area for Optical Warehouse located at 8299 Owasso Expressway, formerly Tierra Vista Nursery. The Owasso Sign Code permits signs at a height of 30 feet and surface display area of 150 square feet at that location. The applicants are requesting a sign at a height of 55 feet with a display surface area of 275 square feet. Staff will be recommending denial of this request. PLANNING COMMISSION - The next regularly scheduled Planning Commission meeting t(September 12, 1995) has been canceled due to lack of agenda items. The next meeting will be conducted on October 10, 1995 at 7:00 p.m. in the Owasso Community Center. Several items for Planning Commission action were received by staff after the deadline for the September meeting. BUILDING PERMITS - Community Development staff, in conjunction with Chief Allen, Dan Salts, and Jackie Watson of the fire department, have recently made an addition to all building permit applications requiring fire department approval of all structures which are not a single- ' CITY MANAGER'S REPORT September 1, 1995 Page 3 PARK MAINTENANCE: Work has been completed on the repairs to several of the washout areas along the Elm Creek Park trail, as well as adding a handicapped accessible trail from the Broadmore Heights area into the park. ECONOMIC DEVELOPMENT: PROJECTS UNDER WAY - The OEDA will participate as the only municipal sponsor in the Oklahoma Investment Forum in September. OEDA has a seat on the Economic Development Advisory Committee formed by Rep Tom Coburn for the 2nd District. The first meeting was held August 29, 1995. We have been contacted by an Arkansas restaurant chain for traffic counts and possible site locations for a family type restaurant. OEDA Chair Tom Kimball, Mr Hardin, and Mr Knebel were guests of OSU to tour television classrooms and two way digital compressed television educational facilities. There is at least one prospect to whom this technology may be a determining factor. There are other possibilities for the use of this resource in the community and schools. The funding for the OATS program (community service officer) has been withdrawn by the Highway Traffic Safety Department, and the regional traffic safety committee disbanded. UPCOMING PROJECTS - A consumer shopping trends survey will be conducted by undergraduate business students at the University of Tulsa under the tutelage of Dr Les Neidell. This survey will include questions about credit card use and computer literacy. MBA student Lisa Gibson of OSU will conduct a construction expenditures survey, under the supervision of Dr John Mowen. This is preparatory to the Owasso home cooking campaign. 1 1 1 ATTACHMENTS I. Contract Status Report 2. Lawsuit Status Report 3. Letter Regarding Water Quality Management Plan 4. Letter of Thanks from ONG 5. Letter Regarding Fire Insurance 6. Memorandum from Chief Alexander 7. Memorandum from Commissioner Lewis Harris 8. Customer Survey Report IL -AN M f CONTRACT STATUS REPORT September 1, 1995 C:\WPDATA\FORMS\CONTRACT.FRM MRB PRE- % OF PROJECTED ADVERTISE BID AWARD NOTICE BONDS CONSTRUCTION NOTICE COMPLETION COMPLETION PROJECT FOR BIDS OPENING BID OF AWARD IN PLACE MEETING TO PROCEED TO DATE DATE 96th & Garnett Signalization 7/14/94 8/26/94 10/18/94 10/19/94 10/27/94 11/22/94 11/22/94 10% on hold Bee -Line Traffic Control Owasso Sports Park Phase II Lighting 1/12/95 2/14/95 2/21/95 2/22/95 3/9/94 N/A 3/16/95 100% 6/20/95 Shawnee Lighting Accepted Manhole & Sewer Line Replacement 2/17/95 3/13/95 4/4/95 4/18/95 5118/95 5/24/95 5130195 40% 5/96 T -G Excavating Manhole & Sewer Line Replacement 2/17/95 3/13/95 4/4/95 4/18/95 5/18/95 5/24/95 6/14/95 85% 12/95 Insituform Manhole & Sewer Line Replacement 2/17/95 3/13/95 4/4/95 4/18/95 5/18/95 5/24/95 Manhole Recovery Systems C:\WPDATA\FORMS\CONTRACT.FRM MRB LAWSUIT STATUS REPORT September 1. 1995 C:\WPDATA\LEGAL\LAWSU1TS.FRM (� MRB DATE DATE DATE OF FILED BY RECEIVED TYPE REFERRED TO REFERRED STATUS DISPOSITION DISPOSITION Doris Bull, Sharon 3/30/94 Negligent maintenance of OMAG 3/30/94 Received by City; Referred to King & John King emergency vehicles & Risk OMAG; OMAG declined in State Dist Ct Management of coverage; Risk Management Oklahoma of Oklahoma accepted coverage & assigned Dunnery, Daniel & Baker to provide defense; In Discovery stage Safety National 7/8/94 Contract action claiming fees City Attorney 7/15/94 Entry of Appearance filed; Casualty Company investigating; in State Dist Ct Answered Petition & Discovery; Scheduling Conference Order entered 3/31/95 Richard Parsley in 10/11/94 Action for recovery of attorney City Attorney 10/12/94 Motion for Summary State Dist Ct fees and costs Judgment in City's favor Filed 10/27/94 Matter taken under advise- ment by Court C:\WPDATA\LEGAL\LAWSU1TS.FRM (� MRB GARY L SHERRER EXECUTIVE DIRECTOR DUANE A. SMITH ASSISTANT DIRECTOR August 17, 1995 STATE OF OKLAHOMA WATER RESOURCES BOARD Mr. Rodney Ray, City Manager City of Owasso 207 South Cedar Owasso, Oklahoma 74055 Re: SRF Project Number: C- 401146 -03 Owasso Public Works Authority Dear Mr. Ray: FRANK KEATING GOVERNOR The Finding of No Significant Impact (FNSI) for the above referenced project was issued July 14, 1995, and the Public comment period has expired without adverse comments. Therefore, based on the recommendation of the Environmental Assessment, we have made the decision not to prepare an Environmental Impact Statement. However, this decision is subject to possible revocation if EPA does not approve the pending modifications to the 208 Water Quality Management Plan. Approval of your facility plan can now be made, but construction should not be initiated until the above 208 modifications are approved. You will be notified by separate letter when approval is given. Sincerely, Paul Hodge, Assistant Chief Financial Assistance Division ICopy: FHC, Inc., Consulting Engineer W- P.O. BOX 150 OKLAHOMA CITY, OKLAHOMA 73101 -0150 • TELEPHONE (405) 525 -4700 • FAX (405) 5254799 J. Ross Kirtley, Chairman Rill Secrest, Vice Chairman • Ervin Mitchell, Secretary • Robert S. Kerr, Jr. • Richard McDonald • Mike Henson Dick Seybolt • Lonnie L. Farmer • Paul H. Horton n .r Recycled Paper OICIAHOMA - -- NATURAL GAS August 21, 1995 Rodney Ray, City Manager City of Owasso 207 East Cedar Owasso, OK 74055 Dear Mr. Ray: �z-,I"*'- 0 600 q vc-� 6 oa-I'l Recently my crew and I installed a new 411 plastic natural gaq line in your community to provide service to the new National Steak and Poultry building. I'm writing this letter to express my appreciation for the professionalism of the following city personnel: Cris King - General Supervisor, Public Works Department Jon Coshatt Ronnie Flick Jason Quinton Roger Stevens Terry O'Donnell George Haley Without their assistance and knowledge of the location of city utilities this job would not have been expedited in such a timely fashion. It was a great pleasure to work with and around these city personnel and I look forward to working with them in the future. They are certainly an asset to the City of Owasso. Again, I express my appreciation and gratitude to these individuals. Sincerely, 1611 d-zz��� Dewayne Hallman, Foreman Oklahoma Natural Gas Company DOYLE GOINS OPERATING SUPERVISOR OHI,AHOMA OKLAHOMA NATURAL GAS COMPANY ✓?� 1Vt11 Ulu A DIVISION OF ONEOK Inc. 5848 EAST 15 STREET, TULSA, OK 74112 = — P.O. BOX 871, TULSA, OK 74102 -0871 (918) 588 -7000 • FAX (918) 831 -8213 LT1 A DIVISION OF ONEOK Inc. 5848 EAST 15 STREET i C Imi ISO Commercial Risk Services, Inc. • 6220 S. W. 29th Street • P.O. Box 3507 Topeka, KS 66601 -3507 • (913) 273 -5742 • FAX. (913) 271 -1222 August 18, 1995 Mr. Rodney Ray, Manager Municipal Building PO Box 180 Owasso OK 74055 Dear Mr. Ray: We wish to thank you, Robert Carr, Bob Allen, and others for the cooperation given to our representative during our recent survey. We have completed our evaluation of the fire insurance classification for your city and confirm that Class 6 continues to apply. The purpose of our visit was to gather information needed to determine a fire insurance classification which may be used in the calculation of property insurance premiums. This survey was not conducted for property loss prevention or life safety purposes and no life safety or property loss prevention recommendations will be made. The city classification applies to properties with a needed fire flow of 3500 gpm or less. The private and public protection at properties with larger needed fire flows are individually evaluated, and may vary from the city classification. We are attaching a copy of the Grading Sheet and the results of the hydrant flow tests witnessed during our survey. Extra copies of this letter and attachments are enclosed so that you may distribute them to other interested parties, if you desire to do so. If you have any questions concerning our survey and grading, please let us know. Very truly yours, i Patrick J. Cliff, rd, CPCU Regional Director pjc:lc Encl. 5 A subsidiary of Insurance Services Office. Inc. r ' MEMORANDUM ' TO: RODNEY J. RAY CITY MANAGER i FROM: M.A. ALEXANDER CHIEF OF POLICE SUBJECT: PRIORITIES WITHIN BUDGET IDATE: August 16 1995 In April of this year I was appointed to the Crime Prevention Committee of the International Association of Chief's of Police. I was able to attend the mid -year planning meeting in Louisville, Kentucky where I was selected to moderate a Domestic Violence Workshop. This workshop will be conducted at the IACP National Conference in Miami, Florida in October. My attendance at this training was included in the 1, 1995 -1996 annual budget. However, early in the budget year a number of unexpected Lexpenditures have arisen which require other priorities to be considered. Some of the unexpected costs include the recent purchase of the air conditioner for the north side of the police department. This was a twelve year old unit which had to be replaced and although the replacement cost was excellent and the warranty superb, it was still an unexpected $1, 350.00 expense. Secondly, the purchase of the animal control air conditioner (which was included in the budget) was $1,000 more than expected. Lastly, the opportunity to purchase three superior quality portable handsets from the Oklahoma City Bomb Site at a drastically reduced price, could not be passed up. Though this was much needed equipment and a tremendous deal, it was a $2,175.00 expense. I am comfortable that money can be trimmed in other areas to cover these expenditures, however I would be more at ease with a larger financial safety factor. Therefore, it is my decision not to attend the IACP Convention in Miami. I wish to redirect these funds to assist with the aforementioned expenditures. I appreciate your support and encouragement for participation in local, state and national liaisons, however I am hopeful you will agree to my not attending the conference for the reasons listed. The majority of my role for the conference has been accomplished. All coordination has taken place and all speaker's are familiar with their responsibilities. I am certain that I will be able to locate another IACP member who will gladly assume the moderator's responsibilities. I will have ample time to attend other IACP functions in the future. 0 6 MEMORANDUM TO: Commissioner John Selph, Chairman, T.C.I.A. Commissioner Robert N. Dick, Member, T.C.I.A. FROM: Commissioner Lewis Harris, Member, T.C.I.A. DATE: August 14, 1995 SUBJECT: Repair of Roads Serving the Whirlpool Corp site and the Cherokee Industrial District. For August 21, 1995, agenda of the Tulsa County Industrial Authority. The Whirlpool Corporation chose a site on the southeast corner of 76th Street North and North Yale, now renamed Whirlpool Drive. The State of Oklahoma is paying $534,000.00 (estimated cost of material) for Tulsa County to 4 -lane 76th Street North for one mile, from Whirlpool Drive to North Sheridan including a new bridge near Sheridan, and, for Tulsa County to rebuild one mile of Whirlpool Drive from 66th Street North to 76th Street North. We hope that amount is sufficient to complete the work. Completion time is prior to Whirlpool opening during the spring of 1996. The State will construct on and off ramps from 76th Street North to U.S. 75, and 4 -lane 76th Street North from U.S. 75 to Whirlpool Drive. Completion time for the State work, per Crowley, is not until the fall of 1996, well after the opening of the Whirlpool facility. Whirlpool will open with an estimated 1250 employees, with future growth probable. L.D.D.S. intends to remodel the nearby Memorex -Telex building and employ 1,000/1,200 people, with future growth probable. 76th street North should be 4 -laned into Owasso, and elevated across a 3/4 mile floodplain, but that would cost millions and will have to wait for the future. Ray Jordan has estimated a cost of $400,000.00 to $500,000.00 for serious improvements on the existing 76th Street North as a 2 -lane highway, with no elevation. The work would include base improvements, shoulder and drainage improvements, and two courses of hot asphalt pavement. This work would be contracted because our forces simply cannot consider this for a year, or two. IN Augus" ' 14, 1995 Page Two We have serious problems on 3 miles of nearby roads due to the increased truck traffic during construction of the Whirlpool plant, and because of the detours of traffic onto those nearby roads while Whirlpool Drive and 76th Street North are closed for reconstruction. Those roads are Yale, from 56th Street North to to 66th Street North, Whirlpool Drive (Yale) from 76th Street North to 86th Street North, and Sheridan from 76th Street North to 86th Street North. - There will obviously be available approximately 1.5 million in sales tax money and interest earned, over and above the 26 million obligation to Whirlpool. I am asking for a $750,000.00 commitment to the-above described road improvement projects, all in accordance with the legislation which permits spending these amounts on area infrastructure. LH:vc Copy to: Tom Vining Ray Jordan Clay Edwards Wayne Carr Scott Swindell Mickey Thompson Rodney Ray Sincerely, s�� d ,is I CITY OF O WASSO CUSTOMER CONTACT SURVEYS Summary Graphs and Surveys g POLICE DEPARTMENT CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 Timeliness Quality Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied I 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Courtesy Extremely Satisified 1 1 1 1 1 1 Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0.0% 20.0% 40.0% 60.0% 80.0% 100.0 % )% 30.0% 50.0% 70.0% 90.0° Extremely Satisfie Somewhat Satisfie Neutr Somewhat Dissatisfie Extremely Dissatisfie Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied o% 10.0% 30.0% 50.0% 70.0% 90.0% Overall 0% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: POLICE Period: 1/01/95 to 8/31/95 R-SPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- L d you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 2 ( 5.1%) NO: 37 ( 94.9%) Did the first person you talked with understand your problem or know where to d rect your inquiry? NO: 1 ( 2.4-0.) YES: 41 ( 97.6%) 1,d the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 2 ( 5.00-.) YES : 38 ( 95.0%) Was that person responsive, and did he /she cause action? NO: 5 ( 12.50-.) YES: 35 ( 87.5%) Lid you have to talk to another person later to get action? ' YES: 4 ( 10.3%) NO: 35 ( 89.7 %) -------------------------------------------------- - ----- SPONSES TO QUESTIONS 6 - 9 A verage ale 1 -5 �MELINESS 4.41 Extremely Dissatisfied Count 5 ( 12.2%) Somewhat Dissatisfied Count 2 ( 4.90-.) Neutral Count 2 ( 4.9*-.) Somewhat Satisfied Count 3 ( 7.3 %) Extremely Satisfied Count 29 ( 70.7%) AALITY 3 ( 7.7%) 3 ( 7.7%) 4 ( 10.3%) 6 ( 15.4%) 23 ( 59.0%) 4.10 URTESY 2 ( 5 .1-06) 2 ( 5 .1 %) 0 ( 0 . 00-0) 4 ( 10.3%) 31 ( 79 . 5%) 4.54 OVERALL 4.20 3 ( 7.5%) 3 ( 7.5%) 3 ( 7.50-.) 5 ( 12.5 %) 26 ( 65.006) Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied FIRE DEPARTMENT ' CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 ' Timeliness Quality � 0% 6 30.0% 50.0% 70.0% 90. Courtesy 0% 20.0% 40.0% 60.0% 90.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfiec " I I I I I IT S% 20,0% 40.0% 60.0% 60.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Overall I o% pn o .4 4n n% I% 30.0% 50.0% 70.0% 90.05 CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: FIRE Period: 1/01/95 to 8/31/95 — ESPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- id you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 2 ( 18.20) NO: 9 ( 81.8%) Did the first person you talked with understand your problem or know where to irect your inquiry? NO: 1 ( 9.1 %) YES: 10 ( 90.90) id the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 1 ( 9.10-.) YES : 10 ( 90.9 %) Was that person responsive, and did he /she cause action? NO: 1 ( 10.0%) YES: 9 ( 90.0%) lid you have to talk to another person later to get action? YES: 3 ( 30.0%) NO: 7 ( 70.0%) ---------------------------------------- ESPONSES TO QUESTIONS 6 - 9 ALITY 2 ( 20.0%) 0 ( 0.0%) 0 ( 0.0%) 1 ( 10.006) 7 ( 70.001) 4.10 � TESY 1 ( 11.1 %) 0 ( 0.0% 0 0.0% 1 11 1% ( ) ( o) 7 ( 77.80) 4.44 OVERALL 2 ( 20.0%) 0 ( 0.0%) 0 ( 0.0%) 1 ( 10.0%) 7 ( 70.0%) ' 4.10 I" Extremely Somewhat Somewhat Extremely kcale verage Dissatisfied Dissatisfied Neutral Satisfied Satisfied 1 -5 Count Count Count Count Count ---- - - - - -- 'IMELINESS ------ - - - - -- 2 ( 20.001) ------ - - - - -- ------ - - - - -- 0 ( 0.001) 0 ( 0.0%) ------ - - - - -- 2 ( 20.026) ----- - - - - -- 6 ( 60.0%) 4.00 ALITY 2 ( 20.0%) 0 ( 0.0%) 0 ( 0.0%) 1 ( 10.006) 7 ( 70.001) 4.10 � TESY 1 ( 11.1 %) 0 ( 0.0% 0 0.0% 1 11 1% ( ) ( o) 7 ( 77.80) 4.44 OVERALL 2 ( 20.0%) 0 ( 0.0%) 0 ( 0.0%) 1 ( 10.0%) 7 ( 70.0%) ' 4.10 I" * Sdsftd Somewhat Satisfied Neutral Somewhat Dissatisfied PUBLIC WORKS DEPARTMENT CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 Timeliness Quality Extremely Dissatisfied I I I I I I I I 1� ITT�r -I IT 0.0% 20.0% 40.0% 60.0% 60.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0 10.0% 30.0% 50.0% 70.0% 90.0% Courtesy Extremely Satisfied Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied I I I i I I I I I I T 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisifie Somewhat Satisfie Neutr Somewhat Dissatisfie Extremely Dissatisfie Overall 0% 10.0% 30.0% 50.0% 70.0% 90.0% ' CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: PUBLIC WORKS Period: 1/01/95 to 8/31/95 F SPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- L d you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 3 ( 4.50-.) NO: 63 ( 95.5%) Did the first person you talked with understand your problem or know where to rect your inquiry? M NO: 1 ( 1.5%) YES: 65 ( 98.50) ld the person to whom you were directed seem to care about your concern, i quiry, or problem? 1.1 Was NO: 1 ( 1.50) YES: 65 ( 98.5%) that person responsive, and did he /she cause action? NO: 6 ( 9.101) YES : 60 ( 90.9*-.) I d you have to talk to another person later to get action? YES: 10 ( 15.6%) NO: 54 ( 84.4 %) ---------------------------- SPONSES TO QUESTIONS 6 - 9 J verage ale 1 -5 1MELINESS 4.48 Extremely Dissatisfied Count 2 ( 3.0%) Somewhat Dissatisfied Count 4 ( 6.10-.) Neutral Count 5 ( 7.6 %) Somewhat Satisfied Count 9 ( 13.6%) Extremely Satisfied Count 46 ( 69.7%) CV ITY 1 ( 1.5 %) 6 ( 9.2%) 4 ( 6.2%) 9 ( 13.8%) 45 ( 69.2%) 4.40 T� COURTESY 1 ( 1.5%) 1 ( 1.5 %) 3 ( 4.5%) 5 ( 7.6 %) 56 ( 84.8 %) 4.73 OVERALL 3 ( 4. 5 %) 2 ( 3.001) 3 ( 4.50-o) 12 ( 18.2%) 46 ( 69.7 %) =4.45 Extremely Satisifie Somewhat Satlsfie Neutr Somewhat Dissatisfie Extremely Dissatisfie Extremely Satislfie Somewhat Satisfie Neutr Somewhat Dissatisfie Extremely Dissatisfie FINANCE DEPARTMENT CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 Timeliness Quality ).0% 20.0% 40.0% 60.0% 60.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Courtesy r ).0% 20.0% 40.0% 60.0% 90.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied Extremely Satisfied Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied III ITT I -II-IT )% 20.0% 40.0% 60.0% 80.0% 1oo.o44 % 30.0% 50.0% 70.0% 90.01 Overall J% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% dd 1 1 1 1 CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: FINANCE /UB Period: 1/01/95 to 8/31/95 - ------------------------------------------------------------------------------- 1.,3SPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- Id you have trouble finding someone at City Hall to talk to about your inquiry or concern? IYES: 0 ( 0.001) NO: 17 (100.0%) Did the first person you talked with understand your problem or know where to I rect your inquiry? NO: 1 ( 5.9 %) YES: 16 ( 94.1 %) d the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 1 ( 5.901) YES: 16 ( 94.1k) Was that person responsive, and did he /she cause action? NO: 0 ( 0.0%) YES: 17 (100.0%) td you have to talk to another person later to get action? YES: 2 ( 11.8%) NO: 15 ( 88.2 %) -------------------------------------------------------------------------------- -------------------------------------------------------------------------------- �SPONSES TO QUESTIONS 6 - 9 t verage ale 1 -5 FMELINESS 4.88 Extremely Dissatisfied Count 0 ( 0.Ok) Somewhat Dissatisfied Count 0 ( 0.001) Neutral Count 0 ( 0.001) Somewhat Satisfied Count 2 ( 11.801) Extremely Satisfied Count 15 ( 88.2%) I ALITY 0 ( 0.0 %) 0 ( 0.001) 1 ( 5.9 %) 2 ( 11.8 %) 14 ( 82.4%) 4.76 URTESY 4.76 OVERALL = 4.69 0 ( 0.0 %) 0 ( 0.0k) 1 ( 5.901) 2 ( 11.8 %) 14 ( 82.4%) 0 ( 0.0 %) 1 ( 6.3%) 0 ( 0.0 %) 2 ( 12.5%) 13 ( 81.3 %) Extremely Satislfie Somewhat Satisfif Neutr Somewhat Dissatisfie Extremely Dissatisfie COMMUNITY DEVELOPMENT CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 Timeliness Quality d Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0, -1 1-, 1 1 !- 20.0% 40.0% so.n% an n% .0% 30.0% 50.0% 70.0% 90.09 Courtesy )% 20.0% 40.0% 60.0% 60.0% - 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisfie Somewhat Satisfie Neutr Somewhat Dissatisfie Extremely Dissatisfie Extremely Satisifie Somewhat Satisfie Neutr Somewhat Dissatisfie Extremely Dissatisfie J d l.0% 20.0% 40.0% 60.0% 80.0% 100-.0% 10.0% 30.0% 50.0% 70.0% 90.0% d Overall IIIIIII 20.0% 40.0% 60 0% An n% 0% 30.0% 50.0% 70.0% 90.0 i CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: COMMUNITY DEVELOPMENT Period: 1/01/95 to 8/31/95 ----- - - - - -- i s'SPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- id you have trouble finding someone at City Hall to talk to about your inquiry u-r concern? YES: 1 ( 3.2-0.) NO: 30 ( 96.8%) Did the first person you talked with understand your problem or know where to ('irect your inquiry? NO: 2 ( 6.5%) YES: 29 ( 93.520 id the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 0 ( 0.0%) YES: 31 (100.00) Was that person responsive, and did he /she cause action? NO: 2 ( 6.50) YES: 29 ( 93.50) :Ld you have to talk to another person later to get action? YES: 2 ( 6.50) NO: 29 ( 93.5a) ---------------------------------- SPONSES TO QUESTIONS 6 - 9 t verage ale 1 -5 MELINESS 4.93 Extremely Somewhat Somewhat Extremely Dissatisfied Dissatisfied Neutral Satisfied Satisfied Count Count Count Count Count 1 ( 3.2-06) 0 ( 0.00-.) 0 ( 0.0-06) --- - - - - -- 3 ( 9.70-o) ----- - - - - -- 27 ( 87.1 %) �ALITY 1 ( 3.3%) 0 ( 0.O.) 2 ( 6.70) 2 ( 6.70) 25 ( 83.30) 4.67 ,)URTESY 1 ( 3.3o) 0 ( 0.O0) 0 ( 0.0 %) 1 ( 3.3o) 28 ( 93.3 %) 4.83 ERALL 1 ( 3.3'-.) 0 ( 0.00-.) 1 ( 3.3-06) 1 ( 3.306) 27 ( 90.0%) 4.77 COMMUNITY CENTER CUSTOMER CONTACT SURVEYS JANUARY - AUGUST 1995 Timeliness Quality Extremely Satlsffied Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Courtesy Extremely Satisified I I I 1 Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0.0% 20.0% 40.0% 60.0% 80.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0. Extremely Satisified Somewhat Satisfied Neutral Somewhat Dissatisfied Extremely Dissatisfied 0% 20.0% 40.0% 60.0% 60.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% Overall 0% 20.0% 40.0% 60.0% 60.0% 100.0% 10.0% 30.0% 50.0% 70.0% 90.0% `',1 0W M CITY OF OWASSO CUSTOMER CONTACT SURVEYS D partment: COMMUNITY CENTER Period: 1/01/95 to 8/31/95 RESPONSES TO QUESTIONS 1 - 5 ---------------------------- - -------------------- - - - - -- D"td you have trouble finding someone at City Hall to talk to about your inquiry or concern? Im YES: 0 ( 0.0 %) NO: 17 (100.0%) D'd the first person you talked with understand your problem or know where to d rect your inquiry? NO: 0 ( 0.0%) YES: 17 (100.00) Did the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 0 ( 0.0 %) YES: 17 (100.0 %) W-s that person responsive, and did he /she cause action? NO: 0 ( 0.001) YES: 17 (100.0 %) D -d you have to talk to another person later to get action? YES: 1 ( 5.9%) NO: 16 ( 94.1 %) REPONSES TO QUESTIONS 6 - 9 Lerage Extremely Somewhat Somewhat Extremely Dissatisfied Dissatisfied Neutral Satisfied Satisfied Scale 1 -5 Count Count Count Count Count - ELINESS ------ - - - - -- 0 ( 0.0%) ------ - - - - -- ------ - - - - -- 0 ( 0.0%) 0 ( 0.0%) ------ - - - - -- 1 ( 5.9%) ----- - - - - -- 16 ( 94.1%) 4. 94 Q,,AL I TY 4.94 COURTESY 4.94 OVERALL 4.88 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.0%) 1 ( 5.9%) 16 ( 94.1%) 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.001) 1 ( 5.9%) 16 ( 94.1%) 0 ( 0.0%) 0 ( 0.006) 0 ( 0.0%) 2 ( 11.8%) 15 ( 88.2%) CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: POLICE Period: 8/01/95 to 8/31/95 RESPONSES TO QUESTIONS 1 - 5 Did you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 0 ( 0.0%) NO: 5 (100.0%) Did the first person you talked with understand your problem or know where to direct your inquiry? NO: 0 ( 0.0%) YES: 6 (100.011) Did the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 0 ( 0.0%) YES: 6 (100.0 %) Was that person responsive, and did he /she cause action? NO: 1 ( 20.0%) YES: 4 ( 80.0 %) Did you have to talk to another person later to get action? YES: 1 ( 16.7 %) NO: 5 ( 83.3%) RESPONSES TO QUESTIONS 6 ----------------------------------- - 9 ^� Extremely Somewhat Somewhat Extremely Average Dissatisfied Dissatisfied Neutral Satisfied Satisfied Scale 1 -5 ---- - - - - Count Count Count Count Count -- TIMELINESS ------ - - - - -- 0 ( 0.0-06) ------ - - - - -- ------ - - - - -- 1 ( 16.7%) 1 ( 16.7%) ------ - - - - -- 0 ( 0.001) ----- - - - - -- 4 ( 66.7%) 4.17 QUALITY 0 ( 0.0%) 0 ( 0.0%) 2 ( 33.3%) 0 ( 0.001) 4.33 COURTESY 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.001) 1 ( 16.701) 4.83 OVERALL 0 ( 0.0%) 0 ( 0.0%) 2 ( 33.3%) 0 ( 0.0%) 4.33 4 ( 66.7%) 5 ( 83.3%) 4 ( 66.7%) W CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: PUBLIC WORKS Period: 8/01/95 to 8/31/95 F SPONSES TO QUESTIONS 1 - 5 ---------------------------- ---------------------------- d you have trouble finding someone at City Hall to talk to about your inquiry concern? YES: 0 ( 0.001) NO: 11 (100.001) I Did the first person you talked with understand your problem or know where to rect your inquiry? NO: 0 ( 0.0%) YES: 11 (100.0 %) d the person to whom you were directed seem to care about your concern, quiry, or problem? NO: 0 ( 0.001) YES: 11 (100.0 %) Was that person responsive, and did he /she cause action? INO: 0 ( 0.0%) YES: 11 (100.0%) 1d you have to talk to another person later to get action? YES: 1 ( 9.1%) NO: 10 ( 90.9 %) 1 , -------------------------------------------------------------------------------- -------------------------------------------------------------------------------- RESPONSES TO QUESTIONS 6 - 9 ,verage male 1 -5 MELINESS 4.55 C +rALITY 4.55 C 1URTESY 4.73 0 JERALL 4.55 Extremely Dissatisfied Count 1 ( 9.1%) 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.0%) Somewhat Dissatisfied Count 0 ( 0.001) 1 ( 9 . 106) 1 ( 9.1%) 1 ( 9.10-0 Neutral Count 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.0%) 0 ( 0.0%) Somewhat Satisfied Count 1 ( 9.1%) 2 ( 18.2%) Extremely Satisfied Count 9 ( 81.8%) 8 ( 72.7%) 0 ( 0.0%) 10 ( 90.9%) 2 ( 18.2 %) 8 ( 72.7%) CITY OF OWASSO CUSTOMER CONTACT SURVEYS Department: FINANCE /UB Period: 8/01/95 to 8/31/95 --------------- RESPONSES TO QUESTIONS 1 - 5 Did you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 0 ( 0.0%) NO: 1 (100.001) Did the first person you talked with understand your problem or know where to direct your inquiry? NO: 0 ( 0.001) YES: 1 (100.00) Did the person to whom you were directed seem to care about your concern, inquiry, or problem? NO: 0 ( 0.0%) YES: 1 (100.00) Was that person responsive, and did he /she cause action? NO: 0 ( 0.0%) YES: 1 (100.0 %) Did you have to talk to another person later to get action? YES: 0 ( 0.0%) NO: 1 (100.001) RESPONSES TO QUESTIONS 6 ------------------------------------ - 9 Extremely Somewhat Somewhat Extremely Average Dissatisfied Dissatisfied Neutral Satisfied Satisfied Scale 1 -5 ---- - - - - -- Count ------ - Count Count Count Count TIMELINESS - - - -- 0 ( 0 .00-0) ------ - - - - -- ------ - - - - -- 0 ( 0 . 0%) 0 ( 0.0-06) ------ - - - - -- 0 ( 0.001) ----- - - - - -- 1 (100.006) 5.00 QUALITY 0 ( 0 . 0%) 0 ( 0.00-.) 0 ( 0.001) 0 ( 0.001) 5.00 COURTESY 0 ( 0.0%) 0 ( 0.0%) 5.00 0 ( 0.0 %) 0 ( 0.001) 1 (100.0%) 1 (100.0 %) OVERALL 0 ( 0.00-.) 0 ( 0.00-.) 0 ( 0.001) 0 ( 0.0--0) 1 (100.0%) 5.00 CITY OF OWASSO CUSTOMER CONTACT SURVEYS P-�partment: COMMUNITY DEVELOPMENT Period: 8/01/95 to 8/31/95 --------------- -- RESPONSES TO QUESTIONS 1 - 5 Ddd you have trouble finding someone at City Hall to talk to about your inquiry or concern? YES: 0 ( 0.00) NO: 9 (100.00) d the first person you talked with understand your problem or know where to rect your inquiry? NO: 0 ( 0.00) YES: 9 (100.00) Ad the person to whom you were directed seem to care about your concern, inquiry, or problem? INO: 0 ( 0.006) YES: 9 (100.00) I ? s that person responsive, and did he /she cause action? NO. 1 ( 11.1%) YES: 8 ( 88.90) Iid you have to talk to another person later to get action? YES: 2 ( 22.20) NO: 7 ( 77.8%) == SPONSES TO QUESTIONS 6=== 9_____________________ _______________________________ Iverage Scale 1 -5 MELINESS 4.44 Extremely Dissatisfied Count 1 ( 11.10) Somewhat Dissatisfied Count 0 ( 0.00) Neutral Count 0 ( 0.00) Somewhat Satisfied Count 1 ( 11.10) Extremely Satisfied Count 7 ( 77.80) JZITY 1 ( 11.10) 0 ( 0.00) 1 ( 11.10) 1 ( 11.10) 6 ( 66.70) 4.22 COURTESY 1 ( 11.1 %) 0 ( 0.0 %) 0 ( 0.00) 0 ( 0.0%) 8 ( 88.90) _4.56 OVERALL '4.33 PM 0 ( 0.00) 1 ( 11.1%) 0 ( 0.00) 7 ( 77.80) PUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: September 5, 1995 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, September 1, 1995. Marc6 Boutwell, City lerk AGENDA 1. Call to Order 2. Invocation 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of August 15, 1995 Regular Meeting. Attachment #5 6. Request Approval of Claims Attachment #6 Owasso Public Works Authority September 5, 1995 Page 2 7. Consideration and Appropriate Action Relating to a Request for Repair of Machinery and Equipment Used in the Treatment of Wastewater. Mr Carr Attachment #7 Staff will recommend Trustee approval of the expenditure of $800 to Infilco Degremont Inc, Richmond, VA, and $1031 to Haynes Equipment Co Inc, Oklahoma City, OK, for the purpose of repairing damage to the City's wastewater treatment plant. 8. Report from OPWA Manager 9. Report from OPWA Attorney 10. Unfinished Business 11. New Business 12. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 15, 1995 The Owasso Public Works Authority met in regular session on Tuesday, August 15, 1995 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 11, 1995. ITEM 1: CALL TO ORDER Chairman Burris called the meeting to order at 7:00 p.m. ITEM 2: INVOCATION The invocation was given by Lonnie Hardin of the city staff. ITEM 3: FLAG SALUTE Mayor Burris let in the flag salute. ITEM 4: ROLL CALL PRESENT Charles Burris, Chairperson Danny Ewing, Vice Chairperson Mary Lou Barnhouse, Trustee Joe Ramey, Trustee Michael Helm, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. M. 3-azn ITEM 5: REQUEST APPROVAL OF THE MINUTES OF AUGUST 1, 1995 REGULAR MEETING. Mr Ewing moved to approve the minutes as written, by reference hereto; seconded by Chairman Burris. AYE: Ewing, Burris, Ramey, Barnhouse, Helm NAY: None Motion carried 5 -0. Owasso Public Works Authority August 15, 1995 ITEM 6: REQUEST APPROVAL OF CLAIMS Mr Ramey moved, seconded by Mr Ewing, to approve the following claims as submitted: (1) OPWA Fund $22,064.47; (2) OPWA Capital Improvement Fund $214,518.66; (3) Payroll $27,202.20. AYE: Ramey, Ewing, Barnhouse, Helm, Burris NAY: None Motion carried 5 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A CONTRACT FOR ENGINEERING SERVICES FOR THE PURPOSE OF DESIGNING IMPROVEMENTS TO THE WATER DISTRIBUTION SYSTEM Mr Groves presented the staff recommendation to alleviate the low water pressure problem experienced by customers in an area between 129th East Avenue and 145th East Avenue, to the north and south of 96th Street North. The course of action chosen is to construct a booster pump station to serve the area. Several engineering firms were contacted by staff to submit proposals for the design of the system. After reviewing the proposals, staff recommended awarding the project to Cantrell & Associates, an Owasso firm. The scope of work will include all engineering services required to evaluate and design the distribution system, and the preparation of plans and specifications. Mr Ramey moved, seconded by Mr Ewing, to award a contract for the design of a water booster pump station to Cantrell & Associates, Owasso, Oklahoma in the amount of $6900. AYE: Ramey, Ewing, Barnhouse, Helm, Burris NAY: None Motion carried 5 -0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO AN AMENDMENT TO THE OPWA WATER DEPARTMENT CAPITAL OUTLAY FUND IN THE AMOUNT OF $6900. Funding for the project approved in Item #7 was not anticipated in the FY95 -96 budget. Therefore, it is necessary for the Trustees to appropriate funds for this project, with the recommendation being that the funds be appropriated from the OPWA Operating Account Reserves. Mr Ramey moved, seconded by Chairman Burris, to approve a supplemental budget appropriation to the OPWA Water Capital Outlay Fund in the amount of $6900. 2 Owasso Public Works Authority August 15, 1995 AYE: Ramey, Burris, Ewing, Barnhouse, Helm NAY: None Motion carried 5 -0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO OPWA RESOLUTION #95 -05. A RESOLUTION ESTABLISHING THE RATES FOR WASTEWATER CONNECTION FEES, AND AN EFFECTIVE DATE FOR SUCH CHANGES. Three different fees are being charged to citizens wanting to connect to the city's wastewater system. Those fees are related to the location of the home or business desiring a connection. The differing levels of fees have been charged for more than ten years. The exact time of implementation of each fee has not been determined because of a lack of proper records and documentation. It appears that the fees being charged have not been documented by either minutes or resolution. Staff recommended a short term solution to equalize the fee. OPWA Resolution #95 -05 would set all wastewater connection fees at $375 for all areas of the city. August 30, 1996 would be established as the expiration date of the resolution, which would require that there be a comprehensive review of the fees and a recommendation made prior to ' the expiration of the resolution. Chairman Burris moved, seconded by Mr Ramey, to approve OPWA Resolution #95 -05. ' AYE: Burris, Ramey, Barnhouse, Helm, Ewing NAY: None Motion carried 5 -0. ITEM 10: REPORT FROM OPWA MANAGER b- No report. ITEM 11: REPORT FROM OPWA ATTORNEY No report. ITEM 12: UNFINISHED BUSINESS None. ITEM 13: NEW BUSINESS None. 3 Owasso Public Works Authority ITEM 14: ADJOURNMENT Mr Ramey moved, seconded by Ms Barnhouse,• to adjourn. AYE: Ramey, Barnhouse, Helm, Ewing, Burris NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:30 p.m. Marcia Boutwell, Authority Secretary 9 August 15, 1995 Charles L Burris, Chairperson I 4 1 40 1 94 ::TTY OF OWA iFn nWASSO PUBLTC WnRKS ATTTHORTTY ' w ?_ REVENUE BONDS :.;. -: x!: r:L: h, RONALD D CATES g.PAP.R r'a;E ?i 960006 PO it VFNF30,,F 960175 r�F' =CR T PT T0ly AMOUNT 1p ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------------- ` `r OFFICE DEPOT CART) PLAN OFFICE SUPPLIES 960467 nFFTCE DEPOT CARD PLAN OFFTCE SUPPLIES 960478 ------------------------------ PRTNTTNC,/CHECKS 96n4R8 TREASURER PETTY CASH RE MB PETTY CASH 960488 960398 ROSALIE WALKER RFFUNn OVERPAYMENT 22.52 960496 PSO 7/95 USE 960497 SOUTHWESTERN BELL TELE. 7!95 PLEXAR 960499 960408 HOMES BY PETTY REFUND OVERPAYMENT 25.19 ' 960418 960442 RIMER HOMES CLTFFnRn CRAWFn9D REFUND REFUND OVERPAYMENT OVERPAYMENT 46,44 ?9.70 960446 JOANN FTNDAHL PPPUND OVERPAYMFNT 1 1 1 1 1 1 1 1 1 1 DEPARTMENT TOTAL = = = =` OPWA ADMTNTSTRATTON ------------------------ - - - - -- 960002 LIBERTY TUT.SA REVENUE BONDS 960004 RONALD D CATES 6/95 3, 7/95 RETAINER 960006 CPS BUSINESS, TNC. LICENSE FEES 960175 CAREER TRACY SEMINARS MS? PURLTCATTONS 960414 MEMBER SERVICE LIFE PRF -TAX ADMTN FEF 960459 ON TRAFFIC ENGINEERS ASSn ASSOC MEMRERSHTPS 940467 OFFICE DEPOT CART) PLAN OFFICE SUPPLIES 960467 nFFTCE DEPOT CARD PLAN OFFTCE SUPPLIES 960478 LANCE SPRUTELL PRTNTTNC,/CHECKS 96n4R8 TREASURER PETTY CASH RE MB PETTY CASH 960488 TREASURER PETTY CASH RETMB PETTY CASH 960488 TREASURER PETTY CASH RETMB PETTY CASH 960496 PSO 7/95 USE 960497 SOUTHWESTERN BELL TELE. 7!95 PLEXAR 960499 MCT TELECOMMUNTCATIONS 7:95 USAGE 960506 SAM'S CLUB MAINTENANCE SUPPLIES 960506 SAM'S CLUB MAINTENANCE SUPPLIES 940514 OKLA NATURAL GAS USE 7'95 DEPARTMENT TOTAL = = = =N WATER ------------------------ - - - - -- 960200 GO SYSTEMS 960325 WATER PRODUCTS INC 960353 OSCAR MCLAURIN 960:354 GARY MOSER 960155 TYRONF DTNKTN' 96n856 SHARON SPARKMAN 9611357 JOHNNY ROGERS 9,x,0383 CT TY OF TULSA 96n444 WATER PRODUCT`= INC 7/95 FUEL WATER METERS METER RFADTNt3 METER READTN5 METER READTNG METER READTNG METER READTNG 14ATER PTIPC14ASE 7/95 METER SET MATERTAL:S 51.74 1,400.00 '1717 . 0 0 45,65 150.00 20,00 205.57 ?,99 117.73 73,53 5.34 1;x.99 188.63 11.2.'4 10,69 17.9LR 18,56 1.8,23 �1 ; 750.54 1,500,00 .`_:76.91) 198,90 253.80 356.40 33.00 79,251 .4R 746, ?R I PEPTJSE t COLLECTIONS ------------------------------ 960200 GO SYSTEMS 77/95 FUEL CTTY nP nWASSO WILLIAMS REFUSE EOTTTPMENT PARTS 0. , 57c .1 1 .50 960317 WASTE MANAGEMENT OF OKLA OWASSO P,TJBl.-TC WORI<q AUTHORITY 960317 WASTE MANAGEMENT nF OYT A TTPPTNC, FEES 7/99 9/n1/95 9:42:29 A/P CLAIMS REPORT APAPVR PARE, 9A0491 PO # VENDOR DESCRTPTTON A MO 11", * ?T SOUTHWESTERN RE.I.J., TFT,V, ---------- 960462 ------------------------- PA'THROW CONCRFTE CO ------------------------- CONCRETE/ 5TH&CART -SBAD ------------- 79.90 960464 GRAINGER,W W INC SUPPLIES /SE'S TRTTC.Y 65 qp — 960496 PSO 7/95 TJSF 99.41. 9A0497 SOUTHWESTERN BELL TEIE. .195 PLEXAR 24.?5 960498 SOUTHWESTERN BELL TELE. 7/95 NON-PLEXAP 64,9-, DEPARTMENT TOTAL ------------- WASTEWATER ---------- 960200 GO SYSTEMS 7/95 FITET. 960315 WASTE MANAGEMENT OF OKLA SLUDGE DISPOSAL 9,50397 TT NAME IT TPA.TLERS, .1 T4TTC14/SERVTCE TPTICIR '74. 0 0 960444 960463 WATER PRODUCTS INC WAL-MART METER SET MATERIALS FTLM/PPOCESSTNG 960488 TREASURER PETTY CASH RETMB/TRATNTNG .3,49 9A0496 PSO 7;'95 USE 6,974.Rl 960497 SOUTHWESTERN BELL TELF - 7/9q PLEX'AP 49,47 9A0498 SOUTHWESTERN BELL TEMLEG. �/Q5 NON-PT i,.- L,EXAF f4-1 R - 57 960499 MCI TELECOMMIFTITCAT T ONO I . I 7 /'?5 I JS A G E — - !;, 960506 SAM'S CL TIB MATNTENANfr SUPPLTES* 4 960514 OKLA NATURAL GAS USE 7/95 5P. i A DEPARTMENT TOTAL ------------- R, 15-A, 3D PEPTJSE t COLLECTIONS ------------------------------ 960200 GO SYSTEMS 77/95 FUEL ?77,1,0 960313 WILLIAMS REFUSE EOTTTPMENT PARTS 0. , 57c .1 1 .50 960317 WASTE MANAGEMENT OF OKLA TTPPTNG FEES 7/95 1,850.84 960317 WASTE MANAGEMENT nF OYT A TTPPTNC, FEES 7/99 1,850.85 960409 GRAINGER,W W THC PARTS'/POLYCAPT REPATPS DEPARTMENT TOTAL 4,670.3j RECYCLE CENTER ------------------------------ 960177 T GELLCO SAFETY SHOES STEFT 1 �nE - BnnTc 1 110 on 960700 GO SYSTEMS 7/95 FUEL 0 - -7-4 960317 WASTE MANAGEMENT nF OYLA TTD0TNr, FEES 15. -7 960317 WASTE MANAGEMENT OF OKLA TTPPTN(, FEES 150,54 9A0491 PSO ,C?C T TcZV - I I - Q4 9A0497 SOUTHWESTERN RE.I.J., TFT,V, 7 /Q -1 P T, E X A R I or 1? CTrV OF OW45Sn OWASSO 9ITBLTC WORYS AT T?RORI7Y 9/01/95 9:4-?, 79 &/P CLAT�S R�PO�7 APAPVR PAGE: Pn o vFjTDn9 DS5CPTP7TON AMOUNT ---------- ------------------------- ------------------------- ------------- _____________ »�RARITOTAL, ? 7O?� =�=} 601.60 ------------- FT!tjD 7O7A� ====> 149,748.99 13 C7?17 Ov OW4s5O 011WA CAPT7A.!- TmPROvFMF07 FUND 9/ ;4 A/P rI.&TM5 PEPOPr &PAPVP PAGE; pU w VENDOR AMOUNT ---------- ------------------------- ------------------------- ------------- DEBT SEPVTCS ------------------------------ 960003 [IBFRTY RANK & ?RTS7 OWr,.,8 !.OAN 9A0003 LIBERTY BANK & TRUST OWPB LOAN DSF0R7MSN7 TOTAL ====} WASTEWATER ------------------------------ 960243 FRC INC. WWTP DSSTGN-5/16/95 9A-055? IMSI7UFORM PLAINI5 TNC SEWER REHAB IT 4/4/95 DEPARTMENT TOTAL ====} FUND TOTAL ==> �� 19,916.7l 4,875.14 ------------- ?4,791.85 10,12R.0O 242,128,80 ------------- 252,256.80 ------------- ?77'048-65 1.4 VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF -INS GENERAL FUND TRANSFERS TOTAL CITY OF OWASSO OPWA A/P TRANSFER REPORT DESCRIPTION TRANSFER FROM OPWA TRANSFER FROM OPWA TRANSFER FROM OPWA AMOUNT 5,125.00 3,842.50 25,265.67 34,233.17 OWASSO PUBLIC WORKS AUTHORITY 'PAYROLL PAYMENT REPORT PAY PERIOD ENDING 08/19/95 DEPARTMENT OVERTIME TOTAL EXPENSES EXPENSES Water 181.40 4,378.81 Refuse 0.00 3,758.73 OPWA Capital Improvement 126.72 1,193.62 n ............ .....................:.:......: n:•....:..........:. :::..•.::::.,... w•. u::: L.%{•;•. i.: k•.:::: .,.,:.,:: :............v:..v..:. ... :: :::........:...v.•.. .{ :.;1;++•::.w..:..•r :..•.•... APPROVE 09/03/95 Chairman Trustee Trustee ' MEMORANDUM TO: RODNEY J. RAY PE CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR / SUBJECT: LIGHTNING DAMAGE AT WASTEWATER TREATMENT PLANT IDATE: August 24, 1995 I BACKGROUND: On July 25, 1995, lightning damage occurred to equipment located at the storm holding basin (adjacent to the old wastewater lagoons) and the Wastewater Treatment Plant blower building housing an ultraviolet disinfection module (see attached memorandum). The extent of damage is as follows: Storm Holdine Basin A transducer that allows an electrical signal to be transmitted to the Wastewater Treatment Plant was damaged beyond repair. The transducer is used to indicate the level of wastewater in the .r basin, but the basin can be operated manually to control the amount of wastewater being stored prior to transporting to the plant. Therefore, the transducer is not a critical element for the operation of the basin. Replacement is not deemed an emergency situation. Ultraviolet Disinfection Unit ' The unit that was damaged cannot be operated without replacement of integral components. This unit is one of six (6) modules at the plant. Based on the flow through the plant, only four (4) modules are required at the present time to adequately disinfect the wastewater prior to discharge from the plant. Therefore, repair of this unit has not been deemed an emergency. REPAIR COSTS: ' Quotes to replace and /or repair the inoperable units have been assembled. Infilco Degremont, Inc., Richmond, Virginia, is the sole builder and supplier of parts for the ultraviolet disinfection units and has provided costs for replacement parts. Infilco supplied the original parts when the plant was constructed. 16 Costs for labor to install the required parts at both the storm holding basin and the disinfection module has been provided by Haynes Equipment Company, Inc., Oklahoma City. Haynes Page 2 Lightning Damage Equipment is considered a sole- source repair company for instrumentation at the plant. They installed the original plant equipment and have been providing maintenance since initial plant start-up and are familiar with all the components requiring replacement. Estimated costs from Haynes Equipment to repair the units are approximately $1,100, including labor. Replacement of the disinfection module is approximately $800.00. himlowl ' Replacement costs are covered by insurance, less the deductible of $1,000. A check for $831.00 has been paid to the City of Owasso for this damage (see attachment). The Wastewater Treatment FY 95 -96 Budget includes sufficient funds in Operating Supplies (61- 530 -5220) for the deductible expense. RECOMI UNDATION: Staff recommends Authority approval of a sole -source purchase of repair parts and installation labor for the ultraviolet disinfection module at the Wastewater Treatment Plant and the storm holding basin transducer in amounts not to exceed $800.00 for parts and shipment from Infilco Degremont, Inc., Richmond, Virginia and $1,031.00 for labor and replacement materials from Haynes Equipment Company, Inc., Oklahoma City, Oklahoma. ATTACHMENTS: 1. Background memorandum from Wastewater Treatment Plant Chief Operator, dated August 15, 1995. 2. Proposal from Haynes Equipment Company, Inc., August 10, 1995. 3. Proposal from Infilco Degremont, Inc., dated August 8, 1995. 4. Insurance check, dated August 14, 1995. r MEMORANDUM [ULM FROM: SUBJECT: DATE: BACKGROUND: AUG 17 1995 F. ROBERT CARR, PUBLIC WORKS DIRECTOR CHARLES A. NICHOLSON JR_, WASTEWATER SUPT_ LIGHTENING DAMAGE TO U.V_ UN I T AND STORM HOLDING BASIN TRANSDUCER REPAIRS August 15, 1995 On July 25 th 1995, lightening damage occurred to equipment located at the STORM HOLDING_ BASIN AND MAIN PLANT BLOWER _BUILDING. The damage sustained was to U.V. Unit number (1), module number (3) and to the Storm Holding Basin Transduce. As a result I have solicited price quotes from Ron Tullis of Haynes Equipment Company, Inc. for the repairs to equipment damaged. I have also, requested price quote on the replacement of the Storm Holding Basin Transducer from Mr. Tullis the price quote for repairs. and Transducer from Haynes Equipment is $ 1,031.00 see attached quote. I have also solicited a price quote from Infilco Degremont Inc. for parts to repair the damage to U.V. Module #1 Unit number (3). The price quote is $ 759.40 + freight see attached quote. RECOMMENDATION: That the parts to repair the U.V_ Module Unit number (3) be Purchased from Infilco Degremont Inc. for # 759.40 + freight. The Transducer to repair the Storm Holding Basin Level indicator and labor to repair all units be purchased from Haynes Equipment Company, Inc. -for $1,031.00. ' cc. Cris King W_W.T_P_ File 1 1 • - M PROPOSAL of HAYNES EQUIPMENT COMPANY, _INC. r 1 1 11625 N. Santa Fe, Unk A Oklahoma City, Oklahoma 73114 ' PHONE 405.755 -1357 TELEFAX 405.755 -6493 AUGUST 10, 9 DATE: PROPOSAL TO: ATTN: CHARELS SUBJECT: t WiASSO, OK WWTP LIGHTNING DAMAGE TO OWASSO'WWTP ON JULY 25, 1995. s ; ; I ITEM QUANTITY t DESCRIPTION WEIGHT PRICE' EAbH , TOTAL PRICE M1T� -� M ` 1 UV PARTS �� S�f,�o��«!� ��Y $800. 0- 2 15 PSI TRANSDUCER } $525. 01 3 1 DAY LABOR ($ HOURS) $440.0 4 120 MILES $ 66. 0 TO REPAIR LIGHTNING DAMAGE DONE 1 ON JULY 251 1995. f _ k i r r e i TERMS: Net Cash 30 Days from Date of Shipment No Sales and /or Use Taxes are included ih this Proposal. FOS ■ SEE TERMS A CONDITIONS ATTACHED TO PROPOSAL ' TIME OF SHIPMENT i SHIPPING DETAILS: ACCEPTED BY: TITLE • __ — Date HAYNES EQUIPMENT COMPANY, INC. By RON TULLIS 1 V flni nn vc c'*n" ne re urncne 1 1 1 1 1 1 AU114 1995 it ° Infilco Degremont In Waterand Wastewater Treatment PROPOSAL AND CONTRACT 2924 Emerywood Parkway Post Office Box 71390 Proposal No.: 0808501RJK Date: August 8, 1995 Richmond, Virginia 23255 -1390 USA Telephone: (804) 756 -7600 To: Owasso W.W.T.P. For: UV Parts Telex: 827464 c/o City Hall Telefax: (804) 756 -7643 207 S. Cedar Contact: Charles Nicholson Owasso, OK 74055 Telephone: (918) 272 -4338 Telefax: (918) 272 -4996 (hereinafter referred to as "Purchaser ") INFILCO DEGREMONT, INC. ( "IDI ") offers to furnish the following described materials and equipment ( "Products ") and /or services at the prices ( "Purchase Price ") stated below or as otherwise confirmed in writing by IDI and in accordance with the Conditions of Sale and other provisions contained herein. This Proposal shall remain in effect for 60 days from the date hereof and shall expire at that time unless extended in writing by IDI. The Purchase Price is bases -upon all of the Conditions of Sale and other provisions contained herein. Purchaser's acceptance of this Purchase Price, whether by issuance of a purchase order or otherwise, or acceptance of delivery of the Products and /or services furnished hereunder, shall be considered acceptance by the Purchaser of all the Conditions of Sale and other provisions contained herein, notwithstanding any statements in Purchaser's acceptance or order to the contrary. IDI hereby objects to and rejects any proposal by Purchaser to modify, amend, limit, add to or delete any of the Conditions of Sale or other provisions contained herein unless expressly accepted in writing by IDI. Quantity Part No. Product Description Unit Price Total Price 1 59606GO1 B/L Panel, OC -28, Inc LED's & Ribbon Cable $372.00 $372.00 1 59604G01 PCB, Mom, 30" Vert $195.00 $195.00 2 595991301 PCB, L /0, 8 -Lamp, TRF $96.20 $192.40 TOTAL PURCHASE PRICE (excludes Sales /Use Taxes) ....... ..............................$ $759.40 Estimated Shipment: 1 Week A.R.O. Infilco Dent, 1 Payment Terms: Net 30 Days By: p Richard J. Keller Shipping Terms: F.O.B. Shipping Point, Ft Allowed Junior Parts Sales Coordinator Direct Phone: (804)756 -7722 Purchaser's Acceptance: Sales Representative: ' Company: METRO /QUIP, INC. By: (signature) 2312 Michigan Court Arlington, TX 76016-5870 (Name) Telephone: (817) 265-5151 ' Telefax: (817) 548 -8891 (Title) ' Date: � - -- �� - cm / 7 2 } 6 ; �0 c4 $� /\ � / 2 E��� ~H @ _ O LO { O / / \ 2 ":Zj- CD ul. m _ < / C)7) ) 2 0 « � ! J ) I/ e R k 2 2 Q °R w/ < w»= rj// .c .� .. k G L 2 � / / 3 � _ 2 � »» «S . � I I 2 b b 0 # � / c \2 // 0 L L 0 o ,O 22 » 2 bw� eo2 Qmc L \0 -1 J Q @ .$ O / / \ 2 / bi / / -i ) 2 U « o c U lLrL / #o!c Uk: i®`.. z §2e £ / \ _ » 7!w W§ ) 3! E N 6 � _ ! to / / 2 , 2 L 2 b \e 5!R .c .� .. k G L 2 � / / 3 � _ 2 � »» «S . � I I 2 b b 0 # � / c \2 // 0 L L 0 o ,O 22 » 2 bw� eo2 Qmc L \0 -1 J I MEMORANDUM ITO: RODNEY J. RAY IFROM: REGENA PARSONS I SUBJECT: INSURANCE PAYMENT FOR DAMAGE AT WASTEWATER TREATMENT FACILITY DATE: AUGUST 21, 1995 BACKGROUND: On July 25, 1995, due to lightning, the Storm Holding Basin and Main Plant Blower Building were damaged. Public Works reported the details of the loss to me on August 2, 1995. Hartford Insurance Company was contacted and an appropriate claim filed. As stated in the August 8, 1995, memorandum sent to you by Public Works Director, F. Robert Carr, Jr., P.E., a detailed quote was requested so that reimbursement for the loss sustained could be received as quickly as possible. Documentation from the vendors was received on a timely basis detailing the scope of replacement parts and /or repair services needed. A check from Hartford Insurance Company in the amount of $831 was received on August 21, 1995, representing the cost to repair and replace damages resulting from the lightning strike of July 25, 1995, less the per occurrence deductible of $1,000. This payment represents the cost to repair the Storm Holding Basin Level indicator and the labor required to repair all units by Haynes Equipment Company, Inc. ($1,031), and replacement parts at a cost of $759.40, plus freight (estimated at $40.60), from Infilco Degremont, Inc. needed to repair the U.V. Module Unit Number (3). The July 25, 1995 lightning damage claim will remain on open status until I am notified by Public Works that all repairs and replacements are completed that were a part of this claim. I ATTACHMENTS: ' 1. Check copy from Hartford Insurance in the amount of $831 2. Memorandum dated August 1, 8, and 15 from Public Works 3. Haynes Equipment Company quote - $1,031 4. Infilco Degremont, Inc. quote - $759.40, plus freight (estimate $40.60) 1 61-22 311 CT-1-4 P ", 4-mzii' PAY DOLLARS ITT HARTFORD H U N D R E' D TH I R T Y ONE A N 1) 0 0 X 1 0 TR r-CITY OF OWASSO Payable at CoreStales Bank of Delaware, N.A. 207 S. CEDAI:� TO THE ORDER OWASSO OK 74055; OF AWillbrind 3%rffL1r6 64. L Office N.m'e*:• III449E4 I500lln 31100225i: 80900003228784ii, 45 ii is Claim Number C1111 Number Named Named Insured/Obligee CITY , CITY OF OWASSO 29 17 09367 WPo,,,Na Number Claimant/Principal P y Number Claimant/Principal Name 3t:: 1UE ZT7240 CITY OF OWASSO Numbe 449641506 Issue Date Issue Off. Code Nature of Payment Number CD 1 -44 5 J39 GIATNING I)AMAGIH- LESS DEDUCTID1 E* 44964J50 P'9� Type Payl Op.,, I.D. A. 1. 1. 1. m Key File Claim Number Loss Date Agency Name A en� E, 07259> THOMASON & MOSS 1 N 9 T U I-E) A MUST BE PRESENTED WITHIN 60 DAYS —UKJ 61-22 311 CT-1-4 P ", 4-mzii' PAY DOLLARS ITT HARTFORD H U N D R E' D TH I R T Y ONE A N 1) 0 0 X 1 0 TR r-CITY OF OWASSO Payable at CoreStales Bank of Delaware, N.A. 207 S. CEDAI:� TO THE ORDER OWASSO OK 74055; OF AWillbrind 3%rffL1r6 64. L Office N.m'e*:• III449E4 I500lln 31100225i: 80900003228784ii, 45 ii is MEMORANDUM TO: F. ROBERT CARR, PUBLIC WORKS DIRECTOR FROM: CHARLES A. NICHOLSON JR., WASTEWATER SUPT. ' SUBJECT: LI 6HTENI NG DAMAGE TO U.V. UNIT AND STORM HOLDING BASIN TRANSDUCER DATE: August 1, 1995 I would like to take this time to inform you of lightening damage that occurred on July 25th 1995, at STORM HOLDING BASIN AND MAIN PLANT BLOWER BUILDING. The damage sustained was to U.V. Unit number (1), module number (3) and to the Storm Holding Basin Transduce. The estimated cost to replace and /or repair these units is $2,387.00. Parts and labor to repair U.V. Module number (3), and ' $600.00 to replace and install transducer at the Storm Holding Basin facility. These damages should be covered with insurance so we need to inform the proper Department. If you should have any questions regarding these matters please feel free to contact me_ ib cc: Cris King W_W.T_P. File mac. G 1 TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: LIGHTNING DAMAGE TO UV UNIT AND STORM HOLDING BASIN TRANSDUCER - JULY 259 1995 DATE: August 8, 1995 Attached is a memorandum from Charles Nicholson indicating lightning damage that occurred on July 25, 1995. The damage was not of an emergency nature that would require an immediate repair. We have talked with Regena Rogers about this damage. In order to provide the appropriate information for insurance needs and to obtain authorization for the expenditure from the Authority, a detailed price quote has been requested from the vendors. Once the quotes have been assembled, we will prepare the memorandum to the Authority. It is expected the item will be on the Authority agenda for action in September. S MEMORANDUM r That the parts to repair the U.V. Module Unit number (3) be TO: F_ ROBERT CARR, PUBLIC WORKS DIRECTOR ' 759_40 + freight. ' The Transducer FROM: CHARLES A_ NICHOLSON JR_ WASTEWATER SUPT. and labor to repair all units be purchased from Haynes Equipment SUBJECT: LIGHTENING DAMAGE TO U.V_ UNIT AND STORM HOLDING BASIN Inc. for $1,031.00. TRANSDUCER REPAIRS DATE: August 15, 1995 ' BACKGROUND: ' On July 25 th 1995, lightening damage occurred to equipment located at the STORM HOLDING BASIN AND MAIN PLANT BLOWER BUILDING. The damage sustained was to U.V. Unit number (1), module number ( 3 ) and to the Storm Holding Basin Transduce. As a result I have solicited price quotes from Ron Tullis of Haynes Equipment Company, Inc. for the repairs to equipment damaged. I have also, requested price quote on the replacement of the Storm Holding Basin Transducer from Mr. Tullis the price quote for repairs and Transducer from Haynes Equipment is # 1,031.00 see attached quote. I have also solicited a price quote from Infilco Degremont Inc. for parts to repair the damage to U.V. Module #1 Unit number (3). The price quote is $ 759.40 + freight see attached quote. RECOMMENDATION: cc: Cris King W.W.T.P. File That the parts to repair the U.V. Module Unit number (3) be purchased from Infilco Degremont Inc. for $ 759_40 + freight. ' The Transducer to repair the Storm Holding Basin Level indicator and labor to repair all units be purchased from Haynes Equipment Company, Inc. for $1,031.00. cc: Cris King W.W.T.P. File 1 • - -� PROPOSAL 2 HAYN" MQUWME .00WA1, --,', - 11 US K Santa Fe. Unit ll Oklahoma CIIy. OkW ma 73114 . PHONE 405.755 -1357 TELEFAX 405.755 -6493 ` _ DATt�: AUG.ETST 10, ROPMLTO: ATTK: CHARELS SUBJECT: ` OVASSO, OK VWTP LIGHTNING DAMAGE TO- OVAS$O VVTP ON JULY 25, 1995. Np QUANTITY WEIGHT EAH ITOTAL P' 1 • 2 3 4 UV FARTS 541,V1 1W 15 PSI TRANSDUCER 1 DAY LABOR (8 HOURS) 120 MILES TO iEPAIR LIGHTNING DAMAGE DONE ON JULY 25, 1995. I k TERMS: Net Cash 30 Days from Data of Shipment. . No Sales and /or Use Taxes are included in this Pro SEE TERMS A CONDITIONS ATTACHED TO PROPOSAL TIME OF SHIPMENT { 40 qs9 11 :::: F08 on 1� ® 1 I I $440.1 $ 66. sf q SHIPPING DETAILS. , HAYNES EQUIP4IENT COMPANY, INt. ACCEPTED BY: Date By RON TULLIS' TITLE t _ f 1 1 AU6 14 :.. . ��. Infilco Degremont In _J]§J PROPOSAL AND CONTRACT Proposal No.: 0808501 RJK To: Owasso W.W.T.P. c/o City Hall 207 S. Cedar Owasso, OK 74055 Date: August 8, 1995 For: UV Parts Telephone: (918) 272 -4338 Telefax: (918) 272 -4996 (hereinafter referred to as "Purchaser ") Contact: Charles Nicholson Waterand Wastewater Treatment 2924 Emerywood Parkway Post Office Box 71390 Richmond, Virginia 23255 -1390 USA Telephone: (804) 756 -7600 Telex: 827464 Telefa)c (804) 756 -7643 INFILCO DEGREMONT, INC. ( "IDI ") offers to furnish the following described materials and equipment ( "Products ") and /or services at the prices ( "Purchase Price ") stated below or as otherwise confirmed in writing by IDI and in accordance with the Conditions of Sale and other provisions contained herein. This Proposal shall remain in effect for 60 days from the date hereof and shall expire at that time unless extended in writing by IDI. The Purchase Price is basecTupon all of the Conditions of Sale and other provisions contained herein. Purchaser's acceptance of this Purchase Price, whether by issuance of a purchase order or otherwise, or acceptance of delivery of the Products and /or services furnished hereunder, shall be considered acceptance by the Purchaser of all the Conditions of Sale and other provisions contained herein, notwithstanding any statements in Purchaser's acceptance or order to the contrary. IDI hereby objects to and rejects any proposal by Purchaser to modify, amend, limit, add to or delete any of the Conditions of Sale or other provisions contained herein unless expressly accepted in writing by IDI. Quantity Part No. Product Description Unit Price Total Price 1 59606GO1 B/L Panel, OC -28, Inc LED's & Ribbon Cable 1 59604GO1 PCB, Mom, 30" Vert 2 59599GO1 PCB, L /0, 8 -Lamp, TRF LAA J $372.00 $372.00 $195.00 $195.00 $96.20 $192.40 TOTAL PURCHASE PRICE (excludes Sales /Use Taxes) ....... ..............................$ $759.40 Estimated Shipment: 1 Week A.R.O. Infilco Dent, I Payment Terms: Net 30 Days By; Ric h0101 . Keller Shipping Terms: F.O.B. Shipping Point, Ft Allowed Junior Parts Sales Coordinator Purchaser's Acceptance: Direct Phone: (804)756 -7722 Sales Representative: Company: METRO /QUIP, INC. By: (signature) 2312 Michigan Court Arlington, TX 76016 -5870 (Name) Telephone: (817) 265 -5151 Telefax: (817) 548 -8891 (Title) Date: