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Home My WebLink About2008.10.21_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: October 21, 2008 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Friday, October 17, 2008. Juliann M. Stevens, Deputy City Clerk AGENDA 1. Call to Order Chairman Stephen Cataudella 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of the October 7, 2008 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -B C. Acknowledgement of receiving the monthly FY 2008 -2009 budget status report. Attachment # 3 -C S:\Agendas \OP WA\2008\1021.doc Owasso Public Works Authority October 21, 2008 Page 2 4. Consideration and appropriate action relating to a request for Trustees to award a contract for the purchase of a Trailer Mounted TV Inspection System. Mr. Blundell Attachment # 4 Staff will recommend Trustees award the bid for the purchase of a Trailer Mounted TV Inspection System to J &R Equipment, L.L.C. of Oklahoma City, Oklahoma in the amount of $69,000. 5. Consideration and appropriate action relating to a request for Trustees to award a contract for the purchase of water meters. Mr. Blundell Attachment # 5 Staff will recommend Trustees award the bid to Water Products of Oklahoma, Incorporated of Owasso, Oklahoma, for the purchase of 5/8" x 3/4" water meters at $102.00 each; 1" water meters at $182.00 each; 1 -1/2" water meters at $355.00 each; and 2" water meters at $489.00 each to Water Products of Oklahoma, Inc., of Owasso, Oklahoma. 6. Report from OPWA Manager. 7. Report from OPWA Attorney. 8. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 9. Adjournment. S:\Agendw\OPWA\2008\ 102 1. doc OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, October 7, 2008 The Owasso Public Works Authority met in regular session on Tuesday, October 7, 2008 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, October 3, 2008. ITEM 1. CALL TO ORDER Chairman Cataudella called the meeting to order at 7:24 p.m. ITEM 2. ROLL CALL PRESENT ABSENT Steve Cataudella, Chairman D.J. Gall, Vice Chair Doug Bonebrake, Trustee Wayne Guevara, Trustee Jon Sinex, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager ITEM 3. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of the Minutes of the September 16, 2008 Regular Meeting. B. Approval of Claims. Mr. Bonebrake moved, seconded by Mr. Gall, to approve the OPWA Consent Agenda with claims totaling $1,029,212.38. The payroll payment reports for pay period ending 9/13/08 and 9/27/08 were included for review. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5 -0. Owasso Public Works Authority ITEM 4. REPORT FROM OPWA MANAGER No report ITEM 5. REPORT FROM OPWA ATTORNEY No report ITEM 6. NEW BUSINESS None ITEM 7. ADJOURNMENT Mr. Bonebrake moved, seconded by Mr. Guevara, to adjourn. YEA: Bonebrake, Cataudella, Gall, Guevara, Sinex NAY: None Motion carried 5 -0 and the meeting was adjourned at 7:26 pm. Pat Fry, Minute Clerk 2 October 7, 2008 Stephen Cataudella, Chairman Claims List 10/21/08 Budget Unit Title Vendor Name Payable Description Payment Amounl OPWA ADMINISTRATION AEP /PSO ELECTRIC USE 1,377.66 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 257.98 FRANK L. PETERSON, CSR, RMR, CRR RWD #3 LAWSUIT- DEPOSITIONS 110.55 FRANK L. PETERSON, CSR, RMR, CRR RWD #3 LAWSUIT- DEPOSITION 581.60 O'REILLY AUTOMOTIVE INC PARTS FOR RESALE 14.50 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 32.26 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 35.95 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 32.25 OKLAHOMA MUNICIPAL LEAGUE YEAR SUBSCRIPTION TO OC &T 15.00 TERMINIX PEST CONTROL @ PW BUILDIN 59.00 CITY OF OWASSO ADMINISTRATIVE OVERHEAD 12,500.00 TOTAL OPWA ADMINISTRATION 15,016.75 UTILITY BILLING OFFICE DEPOT INC OFFICE SUPPLIES 73.51 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 414.55 CHOICEPAY, INC BILLING SERVICES 6.00 TYRONE EUGENE DINKINS METER READER 260.70 NOLAN RAY LANE METER READER 76.05 DAVID R. OLINGHOUSE METER READER 270.90 MARK MEYER METER READER 488.25 MARK MEYER METER READER 480.15 TOTAL UTILITY BILLING 2,070.11 WATER VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 15.30 JPMORGAN CHASE BANK EQUIPMENT ONE -BLADE 159.99 AEP /PSO ELECTRIC USE 541.74 FLEETCOR TECHNOLOGIES FUEL FOR VEHICLES & EQUIP 1,649.71 JPMORGAN CHASE BANK WATER PROD - FITTINGS 723.20 CITY GARAGE LABOR /OVERHEAD CHARGES - 833.33 CITY GARAGE CITY GARAGE PARTS - SEPT 646.85 MILL CREEK LUMBER & SUPPLY MATERIALS FOR DRIVEWAY RE 108.37 AHS OKLAHOMA PHYSICIAN GROUP,LLC RESPIRATORY QUESTIONAIRE 25.00 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 56.47 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 56.47 OK SAFETY COUNCIL DEFENSIVE DRIVING TRAININ 60.00 MCGUIRE BROTHERS CONSTRUCTION INC SOD HILL ON 106 ST N 5,600.00 OKLAHOMA WATER & POLLUTION CONTROL SHORT SCHOOL FOR RON VAUG 180.00 OWASSO TOP SOIL TOPSOIL FOR DRESS UPS 40.00 TOTAL WATER 10,696.43 WASTEWATER TREATMENT UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 63.53 AEP /PSO ELECTRIC USE 22,779.98 GREELEY & HANSEN, LLC LBX 619776 ENGINEERING SERVICES - WW 74,731.70 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 70.75 Page 1 Claims List 10/21/08 Budget Unit Title Vendor Name Payable Description Payment Amouni WASTEWATER TREATMENT.. AHS OKLAHOMA PHYSICIAN GROUP,LLC RESPIRATORY QUESTIONAIRE 25.00 A PLUS SERVICE INC WWTP A/C REPAIR 220.00 LIGHTING, INC FLOURESCENT LIGHT BULBS F 41.70 SIEMENS WATER TECHNOLOGIES, CORP SQUEEGEE /SQUEEGEE -TIP PLO 856.00 W.W. GRAINGER, INC. DBA GRAINGER DISC ABRASIVE 0.85 W.W. GRAINGER, INC. DBA GRAINGER DISC ABRASIVE 5.28 W.W. GRAINGER, INC. DBA GRAINGER DISC ABRASIVE 0.51 NCL OF WISCONSIN, INC. NORTH CENTRA LAB SUPPLIES 25.67 CITY GARAGE CITY GARAGE PARTS - SEPT 305.93 JPMORGAN CHASE BANK GELLICO -BOOTS 100.00 JPMORGAN CHASE BANK GELLICO -BOOTS 71.99 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE REMOVE 1,836.22 CITY GARAGE LABOR /OVERHEAD CHARGES - 250.00 FLEETCOR TECHNOLOGIES FUEL FOR VEHICLES & EQUIP 1,130.58 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 89.76 JPMORGAN CHASE BANK LOWES- SHOVELS 59.82 JPMORGAN CHASE BANK LODGING 77.00 TOTAL WASTEWATER TREATMENT 102,742.27 WASTEWATER COLLECTION! VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS 3 ELECTRIC 7.61 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 340.15 FLEETCOR TECHNOLOGIES FUEL FOR VEHICLES & EQUIP 1,347.67 JPMORGAN CHASE BANK DEZURIK- VALVES 3,258.00 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 80.62 CITY GARAGE LABOR /OVERHEAD CHARGES - 625.00 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 162.74 CITY GARAGE CITY GARAGE PARTS - SEPT 292.77 ACCURATE ENVIRONMENTAL CLASS "C" WASTEWAER OPERA 600.00 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 43.66 AHS OKLAHOMA PHYSICIAN GROUP,LLC RESPIRATORY QUESTIONAIRE 25.00 MIKE OZBUN ENTERPRISE INC PUMP #1 REPAIR @ SANTA FE 2,250.00 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 43.66 AEP /PSO ELECTRIC USE 6,199.60 OK SAFETY COUNCIL DEFENSIVE DRIVING TRAININ 40.00 OWASSO TOP SOIL TOPSOIL FOR DRESS UPS 40.00 DUKE'S ROOT CONTROL, INC SEWER DEGREASER 1,920.00 WARREN POWER & MACHINERY, L.P TRACTOR RENTAL TO CLEAN L 803.00 OKLAHOMA WATER & POLLUTION CONTROL SHORT SCHOOL FOR JOHNNY M 270.00 TOTAL WASTEWATER COLLECTIONS 18,349.48 REFUSE COLLECTIONS WARREN POWER & MACHINERY, L.P TRACTOR RENTAL TO CLEAN L 400.00 ALSUMA TRUCK & EQUIP REPAIR REFUSE TRUCK REPAIR - UNI 1,031.09 OK SAFETY COUNCIL DEFENSIVE DRIVING TRAININ 70.00 FLEETCOR TECHNOLOGIES FUEL FOR VEHICLES & EQUIP 7,901.05 UNITED STATES CELLULAR CORPORATION CELL PHONE USAGE 56.43 Page 2 Claims List 10/21/08 Budget Unit Title Vendor Name Payable Description Payment Amouni REFUSE COLLECTIONS... UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 54.89 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 54.89 JPMORGAN CHASE BANK WASTE MGMT- REFUSE TIP FEE 8,188.02 NATIONAL POWER WASH, INC POWER WASH REFUSE VEHICLE 150.00 CITY GARAGE CITY GARAGE PARTS - SEPT 4,256.04 CITY GARAGE LABOR /OVERHEAD CHARGES - 3,333.33 TOTAL REFUSE COLLECTIONS 25,495.74 RECYCLE CENTER CITY GARAGE LABOR /OVERHEAD CHARGES - 41.66 AEP /PSO ELECTRIC USE 72.88 JPMORGAN CHASE BANK LOWES- LUMBER 535.17 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FEES 11731.66 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 13.26 UNIFIRST HOLDINGS LP EMPLOYEE UNIFORMS 13.26 P & K EQUIPMENT, INC PUSH MOWER REPAIR 72 -68 TOTAL RECYCLE CENTER 2,480.57 176,851.3 FUND GRAND TOTAL OPWA GRAND TOTAL $176,851.35 Page 3 Department OPWA Administration Utility Billing Water Wastewater Wastewater Collection Refuse Recycle Center OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 10/11108 Payroll Expenses Total Expenses 13,084.37 4,824.01 10,242.87 11,192.69 6,157.25 10,644.55 867.20 17,937.71 7,047.68 15,529.97 17,411.96 10,058.13 15,314.02 1,513.78 FUND TOTAL 57,012.94 84,813.25 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2008 -2009 Statement of Revenues & Expenses As of September 30, 2008 OPERATING REVENUES: Water Wastewater Refuse & recycle Otherfees Interest & other TOTAL OPERATING REVENUES OPERATING EXPENSES: Personal services Materials & supplies Other services Capital outlay Debt service TOTAL OPERATING EXPENSES REVENUES OVER EXPENSES TRANSFERS IN (OUT) Transfers out MONTH YEAR TO -DATE TO -DATE BUDGET 432,738 1,136,151 3,950,000 242,022 712,078 2,808,600 128,210 387,251 1,495,200 38,658 122,473 367,100 9,621 220,140 7,640,795 851,248 2,578,093 16,261,695 156,555 453,085 2,196,474 266,553 724,525 2,554,665 219,399 453,588 1,289,450 354,953 360,759 8,504,345 220,473 679,366 2,206,571 1,217,933 2,671,322 16,751,505 (366,685) (93,229) (489,810) (3,679) NET INCOME (LOSS) (370,364) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance (11,678) 954,839 954,839 PERCENT 28.76% 25.35% 25.90% 33.36% 2.88% 15.85% 20.63% 28.36% 35.18% 4.24% 30.79% 15.95% MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: TRAVIS BLUNDELL UTILITY SUPERINTENDENT SUBJECT: TRAILER MOUNTED TV INSPECTION SYSTEM PURCHASE WASTEWATER COLLECTION DIVISON DATE: October 15, 2008 BACKGROUND: Funds for a Trailer Mounted TV Inspection System were initially approved in the FY 07 -08 Public Works Department Wastewater Collection Division budget. As you may recall, on September 16, 2008, Trustees approved the carryover of funds to the FY 08 -09 Wastewater Collections budget in the amount of $72,000 for the purchase of the inspection system. This piece of equipment will be utilized to inspect over 650,000 linear feet of existing sanitary sewer line and 11,000 linear feet of existing storm drainage sewer line. Additionally, this piece of equipment will be used to inspect new lines installed by contractors before recommending acceptance of those lines to the Council. The best method for locating and identifying deficiencies is to visually inspect internal pipeline conditions. The use of a self - propelled audio /visual camera system will allow for specific analysis without excavating. Currently, the inspection service is provided by a private source at $2.50 per linear foot of sewer line. On average, the division analyzes approximately 4,000 linear feet of line at a cost of $10,000 per fiscal year due to emergencies situations only. The purchase of the inspection camera will enable the department to become proactive in the repairs of the utility infrastructure. In addition, this data will be used for planning purposes for future capital improvement projects. SOLICITATION OF BIDS: In August 2008, bids were advertised and proposal packets were mailed to three prospective vendors. Three bids were received on September 22, 2008 (See attachment "A" for bid summary). Upon a thorough evaluation of all bids received, staff concluded that J &R Equipment L.L.0 of Oklahoma City, Oklahoma is the low bidder at $69,000 and has met all bid specifications. FUNDING SOURCE: Funds for the purchase of the Trailer Mounted TV Inspection System are included in the FY 2008 -2009 Wastewater Collection Division budget. RECOMMENDATION: Staff recommends approval for the purchase of a Trailer Mounted TV Inspection System in the amount of $69,000. ATTACHMENTS: A. Bid summary B. Bid proposal from J &R Equipment LLC 2 OWASSO PUBLIC WORKS AUTHORITY TRAILER MOUNTED TV INSPECTION SYSTEM Bid Opening: September 22, 2008 BID DOCUMENTATION Number of Bids: Bids Opened By: Witness: Bidder J & R Equipment Company Oklahoma City, OK Green Equipment Company Ft. Worth, TX Cobra Technologies Smyrna, GA Certification: 3 Marcia Boutwell Steven Eaton Travis Blundell Base Bid $69,000.00 $71,278.69 $74,780.00 I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: /s/ Marcia Boutwell Date: September 22, 2008 BID PROPOSAL - SUBMITTAL PAGE TOTAL BID FOR EQUIPMENT AND TRAILER //+ o> PER SPECIFICATIONS Number of days from Notice of Award to delivery��S NOTE: Include Equipment List pages with Compliance or Exceptions clearly marked. I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Technical Specifications/Bid Proposal Pages. ►� �� 1 �� Q�►-I -- rat � C 1� �,� � �, b; �. It �� t � r� Name of Company 24DO � A� J Signature r, S�� Printed Na 6e &Title 4v4,-Aqo -, I SID `� q *q.,3 ls+eet Poll IZc>0 4 4 Address y -ok, l2 ,405 49-57--5ito Phone Number 611E-640 -4-7 Opp Q,4ao BID OPENING: Monday, September 22, 2008 @2:04 p.m. Owasso Historical Museum, 26 South Main w t 4-k {ALL_ `7G 15U` TECHNICAL SPECIFICATIONS/BID PROPOSAL FOR TRAILER MOUNTED TV INSPECTION SYSTEM SPECIFIC REQUIREMENTS Please note that these specifications establish minimum criteria and the bidder may exceed the noted specifications. The specifications identify the characteristics desired by the Authority such that it is the Authority's intent to receive bids for a Trailer Mounted TV Inspection System, which are similar to the specifications. Bidder shall provide delivery of equipment to the Owasso Public Works Authority within 120 days from the Notice of Award. Failure to comply with specified delivery term may result in the assessment of a $350 penalty (per day) for each successive calendar day that expires after the time specified above. The 120 -day delivery period may be extended if circumstances beyond the control of the bidder (forcemajuere) occur. Bidder shall notify the Authority in writing within 14 days of any circumstances that may potentially prohibit delivery of equipment within the specified term. Failure to complete all information on questionnaire and bid request form may be cause for rejection of bid. Any additions, deletions or variations from the following specifications must be stated. Reason for variations and deviations must also be stated. These specifications shall be construed as MINIMUM. Exceptions to these specific requirements must be clearly noted. EQUIPMENT LIST Each camera, camera transporter, and external lighthead to be supplied on this specification must be labeled and listed as a minimum by a Nationally Recognized Testing Laboratory (NRTL) to the applicable Standard for Safety for Closed Circuit Television Equipment, UL 2044, 2nd edition, 11/9/01. A listing report must be supplied that certifies the aforementioned equipment is acceptable as defined by 29 CFR 1910.399 and required by 29 CFR 1910.303(a). Self - certification or certification by a laboratory that is not an NRTL will be deemed unacceptable. NRTL labeled and listed equipment shall be supplied as required by the FEDOSHA memorandum dated September 25, 2002, page 3, Section on Compliance, prepared by John L Henshaw, Assistant Secretary of Occupational Safety and Health. Compliance or Exceptions 1. TV Trailer, 10' x b' (Minimum) Load Space, Single Axle, Double Rear Doors to Include: a. Insulated p b. Reinforced Roof c. 6'6" Interior Headroom d. Side Entry Door f. Extended Tongue for Mounting Generator co vr. g. 2 Amber Electronic Strobe Warning Beacon, Roof Mounted h. 2 Adjustable Floodlights Rear of Trailer Area Illumination Technical Specifications/Equipment List— Page 1 2. TV Trailer Power Package to include: a. 120 Volt 60 HZ 6000 Watt (Minimum) Commercial Grade Generator, Gasoline Powered with Electric Start - Liquid Cooled b. Generator Remote Start/Stop Cable Assembly c. Generator Enclosure to House Generator on Tongue d. Commercial Power Supply Receptacle, Cord and Plug e. Electric Supply Center with Circuit Breaker Box, Commercial Power and Generator Power Connectors 3. TV Trailer Interior Control/Equipment Area to Include: a. 13,500 BTU Roof Mount Air Conditioner with Built in Heat Strip b. Lonplate Lonseal, or equal, Floor Covering c. Kemlite, or equal, Walls & Ceiling d. 35" x 60" Work Desk with Underneath Storage Drawers e. Cabinet to House Electronic Components £ 2 -110 Volt Fluorescent Light Fixtures g. Fire Extinguisher 10 BC Rating W/Bracket h. Operator's Chair i Electrical Outlet Strip at Desk j. Electrical Outlet with Dual Receptacles at Rear Door k. Down hole Pole Mounting Bracket Assembly 1. Foul Weather Door 4. System Engineering Panel, Power Distribution System Rack Mount to include: a. Voltage Readout, Power Supply b. Frequency Readout, Power Supply c. Generator Hour Readout d. Remote Generator Start/Stop Control Switch e. Start/Stop Glow Switch, Roof Strobes 5. Combination Color Mini - Camera Control System /Monitor (120 volt/ 60 Hz NTSC) Mounted in a Metal Cabinet to include: a. 9" Color Monitor With an Anti Glare Screen b. Set Connecting Jacks for Video In and Video Out c. Hand Command Controller for P/T and/or Transporter Operation d. Diagnostic Display e. Full Length Sun Shield Protective Cover f. Printer Output Port g. Auxiliary Monitor Output Port h. Foot Pedal Control Port (for Transporter) Technical Specifications /Equipment List — Page 2 Compliance or Exceptions r, a / C' m C��• 1 i i r i i 6. Data Display System, Installed in the Power Control Unit, to Include: a. Alpha Numeric Information Display, With Multi Paging and Defect Coding (55 Preprogrammed and 70 User Definable Defect Codes minimum) b. Remote Keyboard for Data Entry 7. Wheeled Dally to include: a. Electric Motor Rewind b. Hand Crank c. Automatic Levelwind d. Electronic Footage Meter 8. Combination TV Transmission & Tow Cable Assembly to include: a. 1000' Platinum Multi Conductor Kevlar, or equal, Fiber Armored Cable b. Kevlar, or equal, Armored Cable Terminal Connector c. Y Eliminator Cable d. Dummy Protector Plug e. Cable Strain Relief 9. Pan, Tilt, and Zoom Camera System to include: a. Solid State Color Sewer TV Camera with a Pan & Rotate Camera Head, 40:2 Zoom Ratio, l Ox Optical Zoom, 4x Digital Zoom, NTSC Color Standard, 4x Light Integration b. Camera Controller c. Camera Lighting System — LED d. Camera Transportation and Storage Case 10. DVD Recorder System to include: a. Rack Mount for DVD b. Sony RDR GX7 DVD Recorder, or Equal c.Cable Assembly - DVD to Power Control Unit 11. Self - Propelled Compact Wheeled Camera Transporter, Wheel Driven, to Include: a. Set of Rubber Wheels to Inspect 6" Pipe b. Set of Rubber Wheels to Inspect 8" Pipe c. Set of Rubber Wheels to inspect 10" — 15" Pipe d. The Unit Shall Have Forward, Free Wheel, and Powered Reverse Capabilities e. All Six (6) Wheel Drive Transporter Assembly to Include Motor and Enclosed Drive Train f. Transporter Control Unit Technical Specifications /Equipment List — Page 3 Compliance or Exceptions i i i s i i i 'YA M/ s / / 12. Equipment Retrieval Tools a. 1- Tiger Tail b. 1 -Top Manhole Roller Guide 13. Training Days a. 3 Days 14. Delivery a. 120 Days Technical Specifications/Equipment List — Page 4 Compliance or Exceptions f L C�rM MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: TRAVIS BLUNDELL UTILITY SUPERINTENDENT SUBJECT: FY 2008 -2009 WATER METER PURCHASE CONTRACT AWARD DATE: October 15, 2008 BACKGROUND: In FY 2007 -2008, work orders were processed for 205 new water meter installations and replacements. The FY 2008 -2009 Public Works Department Water Division operating budget includes provisions for the purchase of water meters for new service installations, zero -usage replacements and replacement of nonstandard water meters. On an annual basis, the Owasso Public Works Authority purchases water meters through the bidding process. The Trustees last approved a purchase contract with Water Products of Oklahoma in September 2007; thus, a new contract bid is needed in order to keep prices current. BID EVALUATION: Bid specifications were advertised on September 18, 2008 and September 25, 2008, and mailed to five potential vendors. Bids were opened on October 8, 2008. One bid was received from Water Products of Oklahoma, Inc. (Owasso, Oklahoma) with unit prices as follows: Description Unit Price 3/4" Meter $ 102.00 1" Meter $ 182.00 1 -1/2" Meter $ 355.00 2" Meter $ 489.00 Delivery of the meters will be in partial orders over the contract period, which guarantees the unit price for any orders placed until June 30, 2009. Orders are to be placed in quantities of no less than ten (10) meters per order. It should be noted, that Water Products was the successful bidder for the previous fiscal year meter contract. Since the last contract bid award, the unit price for the various sizes has remained unchanged. FUNDING SOURCE: The FY 2008 -2009 Public Works Department Water Division budget includes sufficient funds to purchase the needed meters. FY 2008 -2009 Water Meter Purchase Contract Award Page 2 of 2 RECOMMENDATION: Staff recommends award of a contract to Water Products of Oklahoma, Inc., Owasso, Oklahoma, for the purchase of 5/8" X 3/4" water meters at $102.00 each; 1" water meters at $182.00 each; 1 -1/2" water meters at $355.00 each; and 2" meters at $489.00 each at the October 21, 2008 OPWA meeting. ATTACHMENTS: A. Bid Specification B. Bid Submittal CONTRACT DOCUMENTS AND BID SPECIFICATIONS FOR 5/8" X 3/4" NEPTUNE T -10 PRO -READ USG WATER METERS I" NEPTUNE T -10 PRO -READ USG WATER METERS 11/2" NEPTUNE T -10 PRO -READ USG WATER METERS 2" NEPTUNE T -10 PRO -READ USG WATER METERS SEPTEMBER 2008 CITY OF OWASSO, OKLAHOMA OWASSO PUBLIC WORKS AUTHORITY CONTRACT DOCUMENTS AND SPECIFICATIONS FOR 5/8" X 3/4" NEPTUNE T -10 PRO -READ USG WATER METERS 1" NEPTUNE T -10 PRO -READ USG WATER METERS 1' /2" NEPTUNE T -10 PRO -READ USG WATER METERS 2" NEPTUNE T -10 PRO -READ USG WATER METERS CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY Table of Contents Notice to Bidders Specifications Bid Form Bid Affidavit Notice of Award Contract for Equipment Invoice Affidavit NOTICE TO BIDDERS Sealed Bids will be received by the Owasso Public Works Authority at the Owasso City Hall, 111 N Main, PO Box 180, Owasso, Oklahoma 74055 until 2:00 P.m. on the 8h day of October, 2008, and then at said City Hall publicly opened and read aloud. This will be for the furnishing of a minimum quantity of: 400 Neptune 5/8" X 3/4" T -10 Pro -Read USG Water Meters; 15 Neptune 1" T -10 Pro -Read USG Water Meters; 10 Neptune 1%" T -10 Pro -Read USG Water Meters; 10 Neptune 2" T -10 Pro -Read USG Water Meters. Further information and specification packets can be obtained by contacting Marcia Boutwell, Contract Administrator, at the Owasso Historical Museum or Travis Blundell, Utility Superintendent, at the Public Works Building during regular working hours. Envelopes containing bids must be sealed and marked to identify the item being bid. All bids must be submitted on the bid forms included with the bid documents. The Owasso Public Works Authority expressly reserves the right to waive any informalities or minor defects or reject all bids. Any bid received after the time and date specified shall not be considered. 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. Mar 'a Boutwell, Contract Administrator WATER METER SPECIFICATIONS PART 1: GENERAL DESCRIPTION 1.1 This proposal shall be for furnishing the Owasso Public Works Authority new water meters and related materials for cold water service in non - corrosive water for the period of November 1, 2008 through June 30, 2009. Water meters to be furnished under this specification will be magnetic drive, permanently sealed register, and positive displacement type meters, more specifically described in other parts of these specifications. PART 2: DELIVERY OF ITEMS 2.1 The quantities listed in the Bid Proposal - Submittal Page are the expected minimum to be purchased. Additional purchases are to be provided at the same unit cost under the terms of the specifications. 2.2 Items to be furnished under these specifications are to be delivered to the Owasso Public Works facility (301 West Second Avenue). 2.3 Delivery is expected to be in partial orders as needed, but in quantities of not less than 10 meters per order. 2.4 When a partial order is needed, delivery must be received within five (5) working days from the date the order is placed. PART 3: CONTROLLING SPECIFICATIONS 3.1 Unless stated otherwise by this standard, the water meters to be furnished will equal or exceed the requirements of AWWA Standard C700 -90, or latest revision, with particular reference to flow capacity, displacement pressure loss, accuracy and physical dimensions. 3.2 The 5/8" or 5/8" x 3/4" meter type and model supplied shall be available concurrently in 3/4", 1 ", 1 -1 /2" and 2 ". 3.3 Meter models and designs shall have been continuously manufactured in the U.S. for a minimum of five (5) years and meters being bid must have been approved by the City of Owasso prior to bid announcement. PART 4: SPECIFIC REQUIREMENTS 4.1 The meter case shall be high -grade bronze to equal or exceed AWWA Standards. The 5/8 ", 3/4 ", 1 ", 1 -1/2" and 2" meter cases shall be of the frost - proof type. The frost bottom, if furnished, shall be of cast iron. (Plastic in- lieu-of cast iron must be indicated as an exception to the specifications.) 4.2 Baskets of a suitable material, resting in recessed seats, shall prevent leakage of the joints in the case assembly when subjected to a pressure of 150 psi. 4.3 All external bolts, nuts and washers shall be of brass, bronze or stainless steel material and shall be designed for easy removal after long service. 4.4 The size and model number of the meter and the direction of flow shall be cast in raised letters on the outer surface of the case. A manufacturer's serial number will be die - stamped or molded on the register lid and the meter casing. 4.5 All meters shall be furnished with mini pro -read pads providing encoded readings directly from the internal odometer. Pads shall be compatible with visual and computerized hand -held readers. The pad shall be protected against internal moisture with a compatible liquid. The use of barriers or pulse accumulators shall not be allowed. The selected vendor shall have at least ten (10) years of experience in the manufacturer of such products. PART 5: SCOPE 5.1 All meters furnished shall conform to the "Standard Specifications for Cold Water Meters" — C700, latest revision issued by the AWWA. The following requirements for specific details are made referring to the selection numbers contained in the AWWA specifications. PART 6: GENERAL 6.1 All meters shall consist of a bronze main -case with the serial number stamped on the main -case. 6.2 Only displacement meters of the flat nutating disc type will be accepted because of improved operation. 6.3 The size, capacity, accuracy and meter lengths shall be specified in the AWWA Standard C700, latest revision. The maximum number of disc nutations is not to exceed those specified in the AWWA C700, latest revision. PART 7: METER MAINCASE 7.1 Maincases shall be the removable bottom cap type with the bottom cap secured by four (4) bolts on 5/8" and 3/4" sizes, six (6) bolts on the 1" size, and eight (8) bolts on the 1 -1/2" and 2" sizes. Bottom caps shall be interchangeable; size for size, between frost - protected cast iron and non -frost protected (bronze) models. No meters utilizing frost plugs will be accepted. 7.2 Frost - protected meters shall have a cast iron bottom cap. Non -frost protected meters shall have bronze or synthetic polymer bottom caps. The cross section of the bottom shall break clean when subjected to freezing pressure of 600- 850 psi. 7.3 All maincase bolts shall be of 300 series stainless steel to prevent corrosion. Bottom cap bolt lugs shall be enclosed in the maincase and shall not have externally exposed, threaded through holes. PART 8: REGISTER 8.1 The register shall be of the straight reading sealed magnetic drive type and shall contain six (6) numeral wheels. Registers must be roll sealed and dry. All direct reading register lenses shall be flat, of high strength, and impact resistant glass to prevent breakage. The register retaining shall be designed to absorb impact from the register. 8.2 The register shall have the size, model and date of manufacture stamped on the dial face. The dial shall be of the center sweep pointer type and shall contain 1,200 equally divided graduations at its periphery. 8.3 The register must contain a low flow indicator with a 1:1 disc nutating ratio to provide leak detection. Register boxes shall be synthetic polymer or bronze. 8.4 All meters must be adaptable to encoder type registers without interruption of customer's service. 8.5 Registers shall be secured to the maincase by means of a plastic tamper -proof seal to allow for in -line service replacement. Seal screws will not be accepted. PART 9: MEASURING CHAMBER 9.1 The measuring chamber shall be of 2 -piece snap joint type. The chamber shall be made of non - hydrolyzing synthetic polymer, shall be smoothly and accurately machined and shall contain a removable molded diaphragm of the same materials as that of the chamber. No screws shall be used to secure the chamber together. 9.2 The control block shall be the same material as the measuring chamber and be mounted on the chamber top to provide sand ring protection. The control block assembly shall be removable to facilitate repairing and allow for a greater disc socket wear surface for increased longevity. Control block assemblies shall be designed so as not to allow any magnetic slippage that would result in a loss of revenue. 9.3 The measuring chamber outlet port shall be sealed to the maincase outlet port by means of an "O" ring gasket to eliminate any chamber leak paths. 9.4 The chamber is a nutating disc type, the flat nutating disc shall be one piece construction molded of a non - hydrolyzing synthetic polymer and shall contain a type 316 stainless steel spindle. The nutating disc shall be equipped with a synthetic polymer thrust roller located within the disc slot. The roller head shall roll on the buttressed track provided by the diaphragm in the measuring chamber located near the chambers outport. PART 10: STRAINERS 10.1 All meters shall contain removable polypropylene plastic strainer screens. The strainer shall be located near the inlet maincase port before the measuring chamber and control block assembly. PART 11: PERFORMANCE 11.1 Registers must be guaranteed for at lest ten years. All meters will be guaranteed for at least one (1) year on material and workmanship. 11.2 To ensure accuracy, each meter must be accompanied by a factory test tag certifying the accuracy at the flows required by AWWA C700 (low, intermediate, and full flow). 11.3 Meters and meter parts shall be manufactured in the Continental United States. 11.4 Manufacturers shall have a minimum of five (5) years of production experience with all sizes of the model quoted for model standardization. 11.5 Meter suppliers must have been manufacturing meters for at least ten (10) years. PART 12: SYSTEMS GUARUNTEE 12.1 All meters shall be guaranteed adaptable to the Neptune ARB Encoder, Central Meter Reading (CMR), Tricon, Neptune Manual Reader (NMR), and the Unigun Electronic Meter Reading Systems. BID PROPOSAL - SUBMITTAL PAGE Neptune 5/8" x 3/4" T -10 Pro -Read USG Water Meters (Minimum expected quantity — 400 each) UNIT PRICE PER METER 102.00 TOTAL COST FOR 400 METERS 40,800.00 Neptune 1" T -10 Pro -Read USG Water Meters (Minimum expected quantity —15 each) UNIT PRICE PER METER 182.00 TOTAL COST FOR 15 METERS Neptune 1 -1/2" T -10 Pro -Read USG Water Meters (Minimum expected quantity —10 each) UNIT PRICE PER METER 355.00 TOTAL COST FOR 10 METERS Neptune 2" T -10 Pro -Read USG Water Meters (Minimum expected quantity —10 each) UNIT PRICE PER METER 489.00 TOTAL COST FOR 10 METERS Bid Proposal — Page 1 TOTAL METER BID 2,730.00 3.550.00 4,890.00 51,970.00 I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. WATER PRODUCTS OF OKLAHOMA, INC. Company Name By - Signature PRESIDENT Title P.O. BOX 349 Address OWASSO, OK 74055 918 - 586 -7100 Telephone BID OPENING: OCTOBER 8, 2008 @2:00 P.M. OWASSO CITY HALL Bid Proposal — Page 2 NON COLLUSION BID AFFIDAVIT STATE OF oKLAHom ) ss COUNTY OF _ ROGERs ) VERNON E. ANDERSON , 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; that the bidder /contractor has not paid, given or donated to any officer or employee of the City of Owasso, Oklahoma, any money or other things of value, either directly or indirectly in the procuring of a contract pursuant to this bid. Subscribed and sworn before me this 07 ""o", A us, My Commission Expires: _.`�G °T y1 ' y u 00008265= aa. 06/M2 WATER PRODUCTS OF OKLAHOMA INC. Bidder Signature day of OCTOBER 2008. Notary ablic / r • • / /,/�,�' �� NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL