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Home My WebLink About1995.04.04_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: April 4, 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, March 31, 1995. Marc Boutwell, City Clerk nxem-217:1 1. Call to Order 2. Invocation 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of March 21, 1995 Regular Meeting. Attachment #5 Owasso Public Works Authority April 4, 1995 Page 2 , 6. Request Approval of Claims Attachment #6 7. Consideration and Appropriate Action Relating to the Sale of Property Owned by the Owasso Public Works Authority. Mr Ray Attachment #7 Staff will recommend Trustee approval of a contract for the sale of one - and - one -half acres of property to Roy and Robbie Fickle, that the Chairperson be authorized to execute such contract, that the City Manager be authorized to initiate all necessary actions to implement such contract, and the Chairperson be further authorized to act on behalf of the Authority to "finalize and close" the purchase. 8. Consideration and Appropriate Action Relating to a Request to Award a Contract for the Purchase of Yardwaste bags. Mr Ray Attachment #8 Staff will recommend the purchase of 20,000 yardwaste bags from Eve Inc, Tulsa, OK, in the amount of $3340. Owasso Public Works Authority April 4, 1995 Page 3 9. Consideration and Appropriate Action Relating to the Award of Contracts for Manhole and Sewer Line Replacement. Mr Carr Attachment #9 The staff has reviewed all bids and will recommend Council approval of contracts with T -G Excavating in the amount of $926,477.00, with Insituform Plains in the amount of $323,015.80, with T -G Excavating in the amount of $977,514.00 and with Manhole Recovery Systems in the amount of $132,224.00, for manhole and sewer line replacement in older sections of Owasso, such contracts totaling $2,359,230.80. 10. Consideration and Appropriate Action Relating to a Request for a Supplemental Appropriation to Various OPWA Departments. IP Mr Ray 11-- Attachment #10 Staff will recommend Trustee approval of supplemental appropriations to OPWA Administration in the amount of $780 and to the wastewater division in the amount of $4682, all such appropriations the result of insurance claims paid to the City for damage to property and equipment. 11. Report from OPWA Manager Owasso Public Works Authority April 4, 1995 Page 4 12. Report from OPWA Attorney 13. Unfinished Business 14. New Business 15. Adjournment OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, March 21, 1995 The Owasso Public Works Authority met in regular session on Tuesday, March 21, 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, March 17, 1995. IITEM 1: CALL TO ORDER. Chairman Duke called the meeting to order at 9:14 p.m. ITEM 2: INVOCATION IThe invocation was given in the City Council meeting preceding this meeting. ITEM 3: FLAG SALUTE The flag salute was held during the City Council meeting. ITEM 4: ROLL CALL PRESENT ABSENT Jerry Duke, Chairperson Charles Burris, Vice Chairperson Mary Lou Barnhouse, Trustee Danny Ewing, Trustee Joe Ramey, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ITEM 5: REQUEST APPROVAL OF THE MINUTES OF MARCH 7 1995 REGULAR MEETING Mr Burris moved to approve the minutes as written, by reference hereto; seconded by Chairman Duke. AYE: Burris, Duke, Barnhouse, Ewing, Ramey NAY: None Motion carried 5 -0. Owasso Public Works Authority March 21, 1995 ITEM 6: REQUEST APPROVAL OF CLAIMS Chairman Duke moved, seconded by Ms Barnhouse, to approve the following claims as submitted: (1) OPWA Fund $95,235.76; (2) OPWA Capital Improvement Fund $79,296.62; (3) Interfund Transfers $83,030.00; (4) Payroll $24,323.03. AYE: Duke, Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 5 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE EXPENDITURE OF FUNDS TO REPAIR THE WATER DISTRIBUTION BACKHOE. Mr Carr cited several components of the 1984 John Deere 310B Backhoe needing evaluation and possible repair. Four repair facilities were contacted by telephone for prices to fully evaluate, inspect and repair the backhoe. Without completely dismantling the backhoe, the price quotes are general estimations. Tractor Craft of Oklahoma, in Claremore, provided the lowest quote at $6800.00. Funding for the repairs is available in the FY94 -95 water distribution budget. Mr Burris moved, seconded by Mr Ewing, to approve an expenditure not to exceed $7500 ($6800 quote plus $700 contingency) to Tractor Craft of Oklahoma, Claremore, OK for repairs to the 1984 John Deer water distribution backhoe. AYE: Burris, Ewing, Barnhouse, Ramey, Duke NAY: None Motion carried 5 -0. ITEM 8: REPORT FROM OPWA MANAGER Mr Ray responded to a question regarding water purchases in the finance statements contained in the City Manager's Report. The water purchase in question was for a two -month period caused by problems with the City of Tulsa billing procedures. ITEM 9: REPORT FROM OPWA ATTORNEY No report. ITEM 10: UNFINISHED BUSINESS None Owasso Public Works Authority ITEM 11: NEW BUSINESS None ITEM 12: ADJOURNMENT Mr Burris moved, seconded by Mr Ramey, to adjourn. AYE: Burris, Ramey, Barnhouse, Ewing, Duke NAY: None Motion carried 5 -0 and the meeting was adjourned at 9:25 p.m. Marcia Boutwell, Authority Secretary Jerry Duke, Chairperson March 21, 1995 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 3/30/95 16:14:24 A/P CLAIMS RFPnRT APAPVR PAGE: PG # VENDOR. DESCRIPTION AMOUNT GPWA ADMINISTRATION 950025 I.IRFRTY TUI -SA RFVFNUF BONDS 950025 T,IBERTY TULSA REVENUE BONDS 950122 CFJ.I.UI.AR ONF- TUI-SA USAGF 951539 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 951539 OFFICE DFPOT CARD PJ.AN OFFICF SUPPI.IFS 951832 CAREER TRACK SEMINARS MS2 SEMINAR, 951847 OFFICF PFPOT CARD PLAN OFFICF SUPPI -IFS 951849 TREASURER PETTY CASH REIMB PETTY CASH 951885 OKI.A NATURAL. GAS 2/95 USF 951886 SOUTHWESTERN BET.T. TELE . 2/95 PT,EXAR 951883 MCI TFJ.FCOMMUNI CAT IONS 2/95 LONG DISTANCP 951889 PSO 2/95 USE DEPARTMENT TOTAL ====) WATER 951696 CINTAS CORP. UNIFORM RENT /CI.FAN 951784 KIMBAT,T, ACE HARDWARE SUPPLIES 951833 WATER PRODUCTS INC SUPPI.IFS 951886 SOUTHWESTERN BET,L TELF. 2/95 PLEXAR.. 951887 SOUTHWFSTFRX BFJ.I. TFI.F. 2/95 NON- PT.FXAR 951889 PSO 2/95 USE DEPARTMENT TOTAL = WASTEWATER 951539 OFFICF DEPOT CARD PJ.AN 951684 WRYEST SAFETY, INC. 951696 CINTAS CORP. 951784 KIMBALT. ACE HARDWARE 951838 CSUS FOUNDATION INC. 951849 TREASURER PETTY CASH 951851 WARRFN CLINIC 951885 OKLA NATURAT. GAS 951886 SOUTHWFS TFRN FFI.I. TFJ.P. 951887 SOUTHWESTERN BE1,1, TET,F . 951888 MCI TFI.FCOMMUNICATIONS 951889 P90 DEPARTMENT TOTAT, OFFICF SUPPJ.IFS AIR MONITOR BID 2/21/95 UNIFORM RENT /CVFAN SUPPLIES TRAINING MANUAI. REIMB PETTY CASH HEP B SHOTS 2/95 USE 2/95 PJ-FXAR 2/95 NON- PT,EXAR 2/95 LONG DISTAN 2/95 USE 29,558.27 `8.10 51.40 44.01 35.98 40.00 -11.37 5.00 109.93 131.63 13.87 106.46 30,143.28 155.75 50.22 967.93 25.58 63.00 152.19 1,414.67 2.38 2,192.13 283.00 81.35 51.25 14.76 104.00 303.72 50.66 317.19 1.68 5,701.10 9,103.2 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY /30/95 16:14:34 A/P CI -AIMS RFPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT REFUSE COT.LECTIONS 951696 CINTAS CORP. UNIFORM P.FNT /CI.FAN 951784 KIMPAT.T. ACE HARDWARE SUPPLIES 951795 WASTE MANAGFMENT OF OKI -A TIP FFF.S 951849 TREASURER PETTY CASH REIMB PETTY CASH DEPARTMENT TOTAL = PFCYCI.E CENTER 951696 CINTAS CORP. UNIFORM RFNT /CI.FAN 951795 WASTE MANAGEMENT OF OKT,A TIP FEES 951854 ANCHOR PAINT PAINT 951857 USUABT,TE STEET. YARD SUPPLIES 951886 SOUTHWFSTFRN RFI.L. TFI.F. 2/95 PL.FXAR 951889 PSO 2/95 USE DEPARTMENT TOTAT, FUND TOTAT, 106.50 33.03 3,384.36 11.15 3,535.04 35.50 14.75 54.00 108.80 25.33 161.58 509.96 44,706.17 CITY OF OWASSO OPWA CAPITAT, IMPROVEMENT FUND R %30!95 16:14:34 A,'P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESC_.RIPTION AMOUNT DEBT SERVICE 951814 LIRFR71 TULSA DEPARTMENT TOTAL, WATER 951128 JEPCO, INC, DEPARTMENT TOTAL FUND TOTAT, ANNUAL. FFF 1,500.00 1,500.00 WATER LINF RFPI•ACFMFNT 69,936.74 69,936.74 71,436.74 VENDOR TRANSFERS CITY GARAGE WORKERS' COMP SELF -INS GENERALFUND 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 24,062.50 33,030.00 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 03/18/95 DEPARTMENT Water Refuse OVERTIME TOTAL EXPENSES EXPENSES 272.85 PR OPWA Capital Improvement 44.10 1,020.95 TO APPROVE 04/04/95 Chairman Trustee Trustee NMMoRarmuM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: CONTRACT FOR SALE OF PROPERTY IDATE: March 31, 1995 BACKGROUND: (See attached memorandum dated March 17, 1995 for additional detail.) During the last meeting of the City Council, the City Manager was authorized to develop a contract for the sale of property to Roy E and Robbie D Fickle. The City Manager was further authorized to submit such contract to Mr and Mrs Fickle and proceed with accomplishing surveying and abstracting requirements to have available in the event an agreement for sale is reached. A contract has been developed (see attached) and submitted to Mr and Mrs Fickle and includes all conditions established by the Council at the March 21, 1995 meeting (see attached background memorandum). The contract has been signed by Mr Fickle indicating his agreement with the purchase price and conditions. RECOMMENDATION• 'he staff recommends that the OPWA Trustees take the followin g actions: 1. Approve a contract for the sale of 1' /2 acres to Roy E and Robbie D Fickle for a total price of $7500. 2. Authorize the Chairman to execute the contract on behalf of the OPWA Trustees. 3. Authorize the Chairman and City Manager to initiate and execute all actions to "close" the sale as deemed necessary or required. Contract for Sale of Property March 31, 1995 Page 2 NOTE: If the above recommendation is approved, this issue will not be placed on the agenda for any further action. In effect, the Trustees are being requested to take final action on the sale of the property. ATTACHMENTS 1. Contract for Sale of Property 2. Background Memorandum dated March 17, 1995 CONTRACT OF SALE OF REAL ESTATE THIS CONTRACT is entered into between the Owasso Public Works Authority, an Oklahoma Public Trust ( "Seller ") having its principle place of business at 207 South Cedar, Owasso, Oklahoma, 74055, and Sanitary Systems Manufacturing, Inc., an Oklahoma Corporation, having its principle place of business at P.O. Box 87, Collinsville, Oklahoma, 74021. Upon approval of this Contract by both Seller and Buyer, evidenced by their signatures hereto, a valid and binding contract of sale shall exist. 1. SALE: Seller agrees to sell and convey to Buyer by warranty deed and Buyer agrees to purchase the following described real estate (the "Property ") located in Tulsa County, State of Oklahoma, and attached hereto as Exhibit "A" together with all improvements thereon, if any, in their present condition, ordinary wear and tear excepted, and including the following personal property: NONE 2. PURCHASE PRICE: The total purchase price is Seven Thousand, Five Hundred Dollars and N01100 ($7,500.00). The Buyer shall deposit the sum of Five Hundred Dollars and N01100 ($500.00) with Seller upon Seller's execution hereof, as earnest money and partial payment. remaining Seven Thousand Upon closing, the Buyer shall Dollars and N01 pay unto Seller the cashier's check or certified funds. 100 ($7,000.00) in cash, 3. TAXES AND PRORATIONS: A. The Seller shall pay in full: (i) all special assessments against the Property upon the date of Closing, whether or not payable in installments; (ii) all taxes, other than general ad valorem taxes for the current calendar year, which are a lien on the Property upon the date of Closing; and (iii) the cost of any item of workmanship or material furnished on or prior to the date of Closing which is or may become a lien on the Property. B. Unless otherwise specified in paragraph seven (7), the following items shall be prorated between the Seller and Buyer as of the date of Closing: (i) rents, if any; and (ii) general ad valorem taxes for the current calendar year, provided that, if the amount of such taxes has not then been fixed, the proration shall be based upon the rate of levy for the previous calendar year. 4. CONDITION OF PROPERTY: A. Until Closing or transfer of possession, risk of loss to the Property, ordinary wear and tear excepted, shall be upon Seller; after Closing or transfer of possession, such risk shall be upon Buyer. B. Unless otherwise agreed upon in writing, Buyer, by Closing or taking possession of the Property, shall be deemed to have accepted the Property in its then condition. No warranties, express or implied, by Seller, or Seller's agents, with reference to the condition of the Property shall be deemed to survive the Closing. 5. CLOSING: Subject to the provisions of paragraph three (3) and subject to the fulfillment of any conditions to the Closing specified in paragraph seven (7), the Closing shall be held on or before the day of 1995. If there are valid objections to title which require correction, the Closing shall be extended for the time permitted to correct such objections. At the Closing, the Seller shall deliver to Buyer, a duly executed and acknowledged warranty deed conveying indefeasible fee simple title to the Property to the Buyer upon payment of the Purchase Price as heretofore provided. Unless otherwise agreed to in writing, possession shall be transferred at Closing. 6. BREACH OR FAILURE TO CLOSE: If, after the Seller has performed Seller's obligations under this Contract, and if within five (5) days after the date specified for Closing under paragraph five (5) the Buyer fails to make the payments or to perform any other obligation of the Buyer under this Contract, then all sums theretofore paid on the Purchase Price shall, at the option of the Seller, be retained as liquidated damages for the breach of this Contract by the Buyer. The Seller and Buyer agree that such amount is a reasonable amount for liquidated damages and that it would be 3709- 09.cfp 2 1 impractical and extremely difficult to determine actual damages. If Buyer shall perform all of the obligations of Buyer hereunder and Seller shall breach this Contract or fail to perform any of Seller's obligations hereunder, the Buyer shall be entitled to cancel and terminate this Contract, or pursue specific performance of this Contract. 7. SPECIAL CONDITIONS: A. No realtors commission is to be payable on this transaction. B. Buyer, at Buyer's expense, shall provide a survey and an Abstract of Title duly certified to the date of this Contract. C. Buyer at Buyer's expense agrees to perform the following, to -wit: 1. Rezone the entire tract depicted on Exhibit "A" to Light Industrial (IL); 2. Obtain any necessary lot splits; 3. Begin construction of small manufacturing V 3.100 - *0W facility (approximately TffffE50U5 square feet) within six ( 6 ) months from date of closing; and, 4. Employ at least four (4) employees within one (1) year of business start up. D. Buyer's and Seller's obligation to perform under the terms and conditions of this Agreement shall be conditioned upon Buyer successfully obtaining and providing to Seller a Letter of Commitment from a reputable financial institution for construction financing or alternatively documented evidence of sufficient construction capital being in place. The provisions of 7 (C) shall survive the Closing. 8. EFFECT: This Contract shall be executed in duplicate and, when executed by both Seller and Buyer, shall be binding upon and inure to the benefit of Seller and Buyer, their heirs, legal representatives, successors and assigns. This Contract sets forth the complete understanding of Seller and Buyer and supersedes all previous negotiations, representations and agreements between them 3709- 09.cfp 3 and their agents. This Contract can only be amended or modified by a written agreement signed by Seller and Buyer. APPROVED BY SELLER THIS DAY OF MARCH, 1995. OWASSO PUBLIC WORKS AUTHORITY By: Jerry Duke, Chairman ATTEST: Marcia Boutwell, Secretary APPROVED BY BUYER THIS ,?PrDAY OF /�'/ i'�Lj 1995. ATTEST: Secretary SANITARY SYSTEMS MANUFACTURING, INC. By: 45ickle6, President 3709- 09.cfp 4 , 'RAR. -23' 95 (THU) 16:12 SACK & ASSOC.. INC. TEL:918 592 4111 LEGAL DESCRIPTION OF WEST TRACT A TRACT OF LAND THAT IS PART OF THE W/2 OF THE NE /4 OF SECTION -31, T -21 -N, R -14 -E, CITY OF OWASSO, TULSA COUNTY, OKLAHOMA, SAID TRACT OF LAND BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS, TO -WIT: STARTING AT THE SOUTHEAST CORNER OF THE W/2 OF THE NE /4 OF SAID SECTION -31; THENCE DUE NORTH ALONG THE EASTERLY LINE OF SAID W/2 OF THE NE /4 FOR 894.321; THENCE N 89 °41'55" W FOR 246.75' TO THE "POINT OF BEGINNING" OF SAID TRACT OF LAND; THENCE CONTINUING N 89 041155" W FOR 196.75'; THENCE DUE SOUTH FOR 332.101; THENCE S 89 041'55" E FOR 196.75'; THENCE DUE NORTH AND PARALLEL WITH THE EASTERLY LINE OF SAID W/2 OF THE NE /4 FOR 332.10' TO THE "POINT OF BEGINNING OF SAID TRACT OF LAND. THE ABOVE DESCRIBED RIBED TRACT OF LAND CONTAINS 1.5000 ACRES. B854A(57) 2114.31 03 /23 /95:RM:SKY PC:LEGALS \CTY- OWAS.2LG P. 002 TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: OFFER TO PURCHASE PROPERTY FOR MANUFACTURING FACILITY DATE: March 17, 1995 BACKGROUND: Councilor Barnhouse and I have discussed with Mr Roy Fickle the possibility of his company locating in Owasso. Mr Fickle, a long -time Owasso resident, owns a company (Sanitary Systems Inc) that manufactures lids for residential waste containers (polycarts). The company is currently located north of Owasso on Highway 75 (near the intersection of Highway 20) and employs an average of four people year- round. Mr Fickle has indicated an interest in purchasing property from the City of Owasso (OPWA) and constructing a small manufacturing facility (700 -1000 sq ft) on the property. He has also indicated that his employee base may increase to six people in the new facility. The property he is interested in is located on Fifth Ave immediately south of the Recycle Center and consists of 11 /2 acres (see attached sketch drawing). The property is part of a tract that we have marketed to other prospects and, if sold, would leave a second 11 /2 acre lot still available for another prospect. I recently received an official offer from Mr Fickle to purchase the property at a total price of $7500 ($5000 per acre). Subsequently, Councilor Barnhouse had a discussion with Mr Fickle that indicated the need to expedite the purchase due to a possible change in his current lease agreement. The sale of the property has been discussed with members of the OEDA to ensure they are aware of the potential economic development impact and to seek their input. At this point, there appears to be consensus that the sale of the property will be positive for the city and community. It will produce jobs, create economic growth, add to the school's tax base and increase the benefit of the investment we have made in the infrastructure of that area. ' OFFER TO PURCHASE PROPERTY March 17, 1995 Page 2 PROPOSED COUNTER OFFER: The staff has reviewed the offer to purchase submitted by Mr Fickle, the proposed use of the property and the impact of the sale on other potential prospects. Based on that review, it is the staff position that, while the per acre price offered is slightly lower than the price paid for NSP property, the absence of other offers over the past three years indicates the property does not have good appeal to potential buyers. The staff believes, however, there are costs associated with the sale that should be assumed by the buyer in order for the City to "net" the $7500 offer. Therefore, the staff recommendation is that a "counter offer ". be made that would require the "buyer" to pay for the cost of surveying, abstracting, lot split and zoning for the property. If such counter offer is accepted, the City would net $7500 on the sale. CONTRACT CONDITIONS: In order to ensure that the property is used for economic development purposes, the following conditions should be included in a final contract for sale: 1. Requirement that construction of facility begin within six months from date of closing. 2. Requirement that firm employ at least four employees within one year of start up. 3. Letter of commitment for construction financing or confirmation that construction capital is in place prior to closing. 4. Buyer pays for survey, abstract, lot split and zoning charges. RECOMMENDATION: The staff recommends the Council authorize the City Manager to offer a counter proposal to Mr Fickle, based on the conditions listed in this memorandum, and that such proposal be contained in a contract for sale of property. The staff further recommends the City Manager be authorized to initiate a survey of the desired property and cause an abstract to be developed for review and title opinion. OFFER TO PURCHASE PROPERTY March 17, 1995 Page 3 ATTACHMENT: 1. Correspondence from Mr Fickle NOTE: Should the Council accept the staff recommendation, it is anticipated that formal action to authorize the sale will be requested at the April 4, 1995 City Council meeting. SANITARY SYSTEMS MANUFACTURING, INC. P.O. Box 87 • Collinsville, OK 74021 (918) 396 -4720 Mr. Rodney Ray P.O. Box 180 Owasso, OK 74055 In reference making a proposal Authority one and recycle plant for We propose ti time. to the property we spoke about, we are to purchase from Owasso Public Works one -half (112 ) acres across from the $7,500.00. D begin construction within a reasonable We will employee four (4) to six (6) people. Thank you for your consideration. Respectfully submitted, Roy Fickle o° PORY ESS 'SWAY ,DING k MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR, JR., P.E. PUBLIC WORKS DIRECTOR ISUBJECT: REQUEST FOR PURCHASE OF CLEAR PLASTIC YARDWASTE BAGS IDATE: March 28, 1995 BACKGROUND: Mandatory yardwaste separation in Owasso was started as a pilot program in April 1990. Several factors were originally used to determine its feasibility and method of implementation. These factors included: a. During the Summer 1989, approximately 25% of Owasso's residential waste stream consisted of yardwaste. b. Lawn clippings do not compact as well as many other forms of refuse; therefore, clippings consume more space at the landfill and in the packer trucks hauling the material. C. Information compiled during the growing season of 1989 revealed that approximately 22% of the residential refuse customers mixed yardwaste with their household refuse. The remaining 78% of the residents either did not dispose of their yard waste or did not use the city as a disposal service for that material. (In 1989, the average customer count was 3,180 residences, compared with the 1994 average customer count of 3,962 residences.) The volume of material was significant enough to warrant action (currently 600 to 800 tons annually) and the number of citizens disposing of yardwaste was relatively small. Therefore, staff designed and presented a yardwaste separation program that was based on a "user pay" system which would affect the population using the refuse system for yardwaste disposal and help maintain stable rates for those customers that did not dispose of yardwaste. The method used since 1990 has been to incorporate the curbside pick -up cost into the price for each yardwaste bag or red polycart. Collection is conducted using city personnel. Page 2 Yardwaste Bags YARDWASTE COLLECTION BAGS AND CONTAINERS: During the first two years of the mandatory yardwaste separation program, the city utilized 33 gallon "bio- degradable" plastic bags as a means of collecting lawn clippings from its refuse customers. Several varieties of bags were tried and none performed as specified in ' their initial strength and /or their rate of decomposition. In the Spring 1992, the city began selling a "regular" plastic yardwaste bag to its customers. ' Each of these bags holds 33 gallons, is made of a clear linear low density polyethylene and has "CITY OF OWASSO - YARDWASTE ONLY" imprinted on it. The use of a clear bag prompts the customers to utilize the bag exclusively for yardwaste disposal (any foreign , materials would be visible from the outside) and the external lettering assures that the city has collected the curbside pick -up fee. Currently, the charge for each bag is $0.35. Also in 1992, several red polycarts were issued to volunteer citizens as an alternate to the yardwaste only bags. This pilot program proved successful and subsequently other citizens requested that the carts be offered to them. For the past three seasons, red yardwaste polycarts were offered as an alternative for all of the Owasso residential refuse customers. Citizens using the carts are billed $6.50 per month which is collected through the standard monthly billing system. PROGRAM STATISTICS: Although the red yardwaste polycart program is considered an overall success, many customers still prefer using the yardwaste bags. The ratio has consistently been two customers utilizing the yardwaste bags to one customer with a red polycart. Information supplied by the yardwaste pick -up crew indicates that the customers who have chosen to continue using the bags generally have either very small (1 bag) or very large quantities (over 9 bags) of lawn clippings. It appears that these users of the service recognize that their monthly cost would be higher if they selected the polycart(s). The City of Owasso mandatory yardwaste separation program collected over 793 tons of yardwaste in 1994. The maximum weekly participation (week of August 3rd) was 442 households, which equates to approximately 11 % of the Owasso residential refuse customer base. In 1994, program participants averaged 310 households per week with approximately an equivalent of 2.6 bags of yardwaste each. Projections indicate Owasso citizens will use approximately 20,000 city yardwaste bags during the 1995 collection season. Page 3 Yardwaste Bags NEED TO REPLENISH YARDWASTE BAG SUPPLY: The City of Owasso last purchased 20,000 bags in September 1993. The supply was sufficient to complete 2 months in the 1993 season and the entire 6 month 1994 season. The current supply of approximately 1000 yardwaste collection bags is insufficient to take us through the collection season. As a result of this anticipated supply situation, specifications for the product were compiled and sent to seven (7) qualified vendors. Sealed bids were received from two (2) vendors and were opened on March 16, 1995. M The bids are as follows: The previous lower bidder in 1993 for the bags was also Eve, Inc. in the amount of $1,800 for 20,000 bags. Suppliers attribute the increase in bag price to associated increases in the prices of the chemicals and oil used to produce the bags. The FY94 -95 budget had not reflected increased bag prices. FUNDING SOURCE: The FY 94 -95 budget contains $2,250 for yardwaste bags (line item 61- 541 - 5222). The remaining funds will be allocated from Operating Supplies (line item 61- 541 - 5220). RECOMMENDATION: Staff recommends Trustee approval of the purchase of 20,000 bags from Eve Inc, Tulsa, OK, in the amount of $3,340.00, as per specifications contained in the bid documents. ATTACHMENTS: 1. Bid Tabulation 2. Bid Proposals 3. Specifications 20,000 bags 40,000 bags 60,000 bags Eve Inc. $3,340 $6,320 $9,000 Ar Bee Transparent Products $3,880 $6,560 $8,460 The previous lower bidder in 1993 for the bags was also Eve, Inc. in the amount of $1,800 for 20,000 bags. Suppliers attribute the increase in bag price to associated increases in the prices of the chemicals and oil used to produce the bags. The FY94 -95 budget had not reflected increased bag prices. FUNDING SOURCE: The FY 94 -95 budget contains $2,250 for yardwaste bags (line item 61- 541 - 5222). The remaining funds will be allocated from Operating Supplies (line item 61- 541 - 5220). RECOMMENDATION: Staff recommends Trustee approval of the purchase of 20,000 bags from Eve Inc, Tulsa, OK, in the amount of $3,340.00, as per specifications contained in the bid documents. ATTACHMENTS: 1. Bid Tabulation 2. Bid Proposals 3. Specifications CITY OF OWASSO / OWASSO PUBLIC WORKS AUTHORITY 207 South Cedar PO Box 180 195 Owasso, Oklahoma 74055 to the best of (918) 272- 2251 Documentation is true and correct. BID DOCUMENTATION Opening Date: 16, 1995 Council /Trustee Approval: Item: Yard /Lawn Bags Number of Bids: 2 Bids Opened By: Marcia Boutwell Witness: Lisa Melchior Witness: Bidders Amount of Bid AR BEE TRANSPARENT PRODUCTS, Elk Grove, IL Bid Amount for 20,000 Bags $194.00/ M Bid Amount for 40,000 Bags $164.00/ M Bid Amount for 60,000 Bags $141.00/ M EVE INC, Tulsa, OK Bid Amount for 20,000 Bags $1.67 /pack of 10 Bid Amount for 40,000 Bags $1.58 /pack of 10 Bid Amount for 60,000 Bags $1.50 /pack of 10 Certification: I, Marcia Boutwell, Contract Administrator, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: Date: BID PROPOSAL - SUBMITTAL PAGE YARD /LAWN WASTE BAGS FOR THE YARDWASTE SEPARATION PROGRAM BID AMOUNT FOR 20,000 BAGS BID AMOUNT FOR 40,000 BAGS BID AMOUNT FOR 60,000 BAGS 194.00/ M 164.00/ M 141.00/ M The following information must be completed for the bag that you are bidding: 1. Bag size in gallons: 33 GALLONS 2. Bag size in inches: 33 by 4o 3. Bag thickness is equal to 0013 4. Puncture resistance equal to 1.25 GALLONS .@ 50 5. Bag tear factor equal to Inn GRAMS. 6. Transfer draw tear equal to 550 GRAMS . 7. Type of packaging for resale: 10/ PKS 8. Delivery time after order is placed: 6 TO 8 WEEKS I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. AR BEE TRANSPARENT PRODUCTS Company Name By: KELLY CALIEj QUOTE DEPARTMENT MANAGER Title 1450 PRATT BLVD ELK GROVE, IL 60007 Address 708- 593 -0400 Telephone BID OPENING: MARCH 16, 1995 @1:30 P.M. BID PROPOSAL - SUBMITTAL PAGE YARD /LAWN WASTE BAGS FOR THE YARDWASTE SEPARATION PROGRAM BID AMOUNT FOR 209000 BAGS $1.67/pack of 10 BID AMOUNT FOR 40,000 BAGS $1.5 8 /pack of 10 BID AMOUNT FOR 60,000 BAGS _$1.50 /pack of 10 The following information must be completed for the bag that you are bidding: 1. Bag size in gallons: 33 2. Bag size in inches: 3 3 by _Lo 3. Bag thickness is equal to 1.3 mi 1 4. Puncture resistance equal to 1 .2 5 grams minimum 5. Bag tear factor equal to 300 grams minimum 6. Transfer draw tear equal to _550 grams minimum 7• Type of packaging for resale: 10 count /package 8. Delivery time after order is placed: 4 weeks I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. EVE, INC. Company Name By. Signature TERRITORY MANAGER ' Title 1830 N. 109TH E. AVE., TULSA, OK 74116 ' Address 918- 836 -9131 ' Telephone BID OPENING: MARCH 16, 1995 @1:30 P.M. SPECIFICATIONS The following are minimum specifications for bid on the yard/lawn waste bags: 1. The waste bag shall be a clear linear low density polyethylene. 2. The bag shall be a minimum of thirty-three (33) gallons in size and have a minimum configuration of 33" wide by 40" long. 3. The bag shall have a minimum thickness of 1.3 mils. 4. The bag shall have a minimum puncture resistance equal to 1.25 grams Q fifty percent (50 %). 5. The bag tear factor shall be a minimum of 300 grams. 6. The transfer draw tear shall be a minimum of 550 grams. 7. Each bag shall be printed with: "CITY OF OWASSO - YARDWASTE ONLY ". The camera ready art work will be provided by the City of Owasso. Sample is attached. 8. The bags shall be in a ten (10) count package with wire ties. 9. Delivery time shall be given. 10. The bags shall be bid "FOB ". CITY OF OWASSO YARD WASTE ONLY MEMORANDUM TO: RODNEY J. RAY CITY MANAGER FROM: F. ROBERT CARR PUBLIC WORKS DIRECTOR SUBJECT: MANHOLE AND SEWER LINE REPLACEMENT PROJECT (Owasso Project Number G2.100 -94) AWARD OF CONTRACTS IDATE: March 29, 1995 BACKGROUND: In the older sections of town (essentially south from 86th Street North, west of Highway 169 and south of 76th Street North, west of Highway 169), there are approximately 60,000 feet of aged vitrified clay pipe (VCP) that are considered to be a problem. This pipe material is relatively old and has been largely found to be cracked, broken, collapsed or filled with roots. Many manholes in the area are deteriorated, in varying degrees, which allow water to enter the system. Some older parts of the sanitary sewer system in the City of Owasso currently exhibit excessive amounts of rainwater (inflow) and groundwater (infiltration) during wet weather conditions. These types of water utilize capacities of the collection system and treatment plant that would otherwise be used to convey and treat wastewater. The inflow and infiltration of water leads to unnecessary hydraulic loads in the system and plant. PROJECT SCOPE: The Owasso Public Works Authority secured a low interest loan from the Oklahoma Water Resources Board that includes improvements to the wastewater collection system. NOVA Engineering designed the improvements and the Trustees originally authorized solicitation of bids at the meeting of September 20, 1994. As designed, the project consists of approximately 290 items of manhole rehabilitation and replacement, approximately 6,600 LF of cured -in -place pipe lining, approximately 41,300 LF of high density polyethylene slip lining and approximately 12,500 LF for removal of existing IN Page 2 Award of Contract Manhole and Sewer Line Replacement Project line and replacement with 8 -inch PVC pipe. The locations of sewer lines included in the limits of this project are shown on the attached figure. The overall project was divided into two phases in order to take advantage of a potential source of Community Development Block Grant (CDBG) funding from the Department of Commerce. The Phase I area was defined as that portion of the project in the CDBG target area. The Phase II area was the remaining portion of the design project area show on the figure. READVERTISEMENT OF PROJECT: The Authority, at the December 20, 1994 meeting, rejected all bids that had been submitted previously for construction of the referenced project. Staff believed that cost economies could be obtained by bidding each separate component and eliminate price mark -up by a general contractor. NOVA Engineering revised the contract documents to rebid the project with separate materials and specialized items of construction. Each of the major components of the rehabilitation project were prepared for bid in separate bid schedules in the contract document. BIDS RECEIVED: Bids were received from 5 firms on March 13, 1995. A tabulation of bids prepared by NOVA I Engineering, Inc. is attached. A summary tabulation is shown on the following page. Based on the low bids received, the total I project costs are: Phase I - $136,955.20 Phase II - $2,222,275.60 ' (By comparison, the bids received in November 1994 for Phase II were to be awarded for a total amount of $2,303,450.50.) , EVALUATION OF BIDS: Staff instructed NOVA Engineering, Inc. to evaluate the bids and provide a recommendation for award. NOVA Engineering has reviewed the qualifications of the lowest apparent low bidders. A letter with their recommendation dated March 27, 1995 is attached. NOVA investigated the qualifications of all contractors and subcontractors. As stated in their letter, it appears that all of the contractors are qualified to perform the required work. They recommend award of the contracts to the lowest bidders as tabulated. In addition, a contingency fund for the project to fund any increase in costs due to unknown conditions is recommended. Page 3 Award of Contract Manhole and Sewer Line Replacement Project BID ANALYSIS Phase of Work Engineer's T -G Insituform LI-Liner Ram Manhole Estimate Excavating Engineering Recovery CONTRACT 1 - Direct Replacement Phase I Open Cut $22,570.00 No bid No bid No bid No bid No bid Pipe Bursting Phase $29,690.00 $41,385.00 No bid No bid No bid No bid Open Cut $674,347.00 No bid No bid No bid No bid No bid Pipe Bursting $665,309.00 $885,092.00 No bid No bid No bid No bid CONTRACT 2 - In -place Lining Phase 1 - no work specified Phase II Cured -in -place $455,476.00 No bid $323,015.80 No bid No bid No bid Formed -in -place $455,476.00 $445,328.00 No bid $347,271.00 No bid No bid CONTRACT 3 - Sliplining Phase 1 $118,212.00 $83,335.20 No bid No bid $89,945.00 No bid Phase II $1,292,127.00 $894,178.80 No bid No bid $926,666.50 No bid CONTRACT 4 - Manhole Phase 1 $14,750.00 $18,480.00 No bid No bid No bid $12,235.00 Phase II $158,691.00 $161,133.00 No bid No bid No bid $119,989.00 LOWEST ESTIMATE AND BIDS Phase I Contract 1 - Pipe bursting $29,690.00 $41,385.00 Contract 3 - Sliplining $118,212.00 $83,335.20 Contract 4 - Manholes Phase II $14,750.00 $12,235.00 Contract 1 - Pipe bursting $665,309.00 $885,092.00 Contract 2 - Cured -in -place $455,476.00 $323,015.80 Contract 3 - Sliplining $1,292,127.00 $894,178.80 Contract 4 - Manholes $158,691.00 $119,989.00 TOTAL BID Phase 1 $162,652.00 $124,720.20 $12,235.00 Phase It $2,571,603.00 $1,779,270.80 $323,015.80 $119,989.00 TOTAL BY BIDDER $2,734,255.00 $1,903,991.00 $323,015.80 $0.00 $0.00 $132,224.00 CBDG GRANT STATUS FOR PHASE I: Documentation for the CDBG grant was submitted to the Department of Commerce prior to the bid date. The contract documents were formatted to enable the project to be bid in conformance with the CDBG criteria. Funds totaling $172,000 for construction were requested. The Authority has been notified of the grant award; therefore, both phases of work can proceed simultaneously. Page 4 Award of Contract Manhole and Sewer Line Replacement Project PROJECT FUNDING: Phase I funding is provided by the CDBG grant in the amount of $172,000. Phase II funding is from loan funds from the Oklahoma Water Resources Board. The loan funds have been included in the FY 94 -95 Budget in the OPWA Capital Improvements Fund (line item 62 -530 -5430) in the amount of $2,617,000. RECOMMENDATION: Staff recommends that the Trustees award contracts for construction of Phase I and Phase II for the Manhole and Sewer Line Replacement Project (Owasso Project Number G2.100 -94) as follows: Contract No. Phase No. Contractor Amount of Contract Contract 1 Phase I T -G Excavating, Inc., Catoosa, OK $41,385.00 Phase II T -G Excavating, Inc., Catoosa, OK $885,092.00 Contract 2 Phase II Insituform Plains, Inc., $323,015.80 Chesterfield, Missouri Contract 3 Phase I T -G Excavating, Inc., Catoosa, OK $83,335.20 Phase II T -G Excavating, Inc., Catoosa, OK $894,178.80 Contract 4 Phase I Manhole Recovery Systems, Inc., Midwest City, OK Phase II Manhole Recovery Systems, Inc., Midwest City, OK ATTACHMENTS: 1. Project Location Map 2. Phase I (CDBG) Area 3. Bid Tabulation by NOVA Engineering 4. Recommendation of Award by NOVA Engineering $12,235.00 $119,989.00 CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING,INC. CONTRACT TIME: NUMBER OF BIDDERS: CONTRACT 1 ENGINEER'S ESTIMATE ITEM ITEM DESCRIPTION UNIT QTY. UNIT PRICE AMOUNT PHASE 1 - ALTERNATE NO. 1 - OPEN CUT 301 R.O.W. CLEARING AND RESTORING L.F. 515 $2.00 $1,030.00 302 EXCAVATION AND BACKFILL, UNCLASSIFIED C.Y. 240 $2.50 $600.00 309 PIPE PVC SEWER SERVICE IN PLACE 8 INCH, ASTM D3034 -72 L.F. 515 $30.00 $15,450.00 311 CONNECTIONS 8 INCH PIPE TO EXISTING 4' MANHOLE EA. 3 $500.00 $1,500.00 B. IN -LINE TEE FOR SERVICE CONNECTION EA. 4 $100.00 $400.00 321 SOD REPLACEMENT L.F. 409 $5.00 $2,045.00 504 CLEANING AND TELEVISION INSPECTION L.F. 515 $3.00 $1,545.00 PHASE II - ALTERNATE NO. 1 - OPEN CUT 301 R.O.W. CLEARING AND RESTORING L.F. 11900 $2.00 $23,800.00 302 EXCAVATION AND BACKFILL, UNCLASSIFIED C.Y. 8980 $2.50 $22,450.00 309 PIPE, PVC, SEWER SERVICE, IN PLACE A. 8 INCH, ASTM D3034 -72 L.F. 11900 $30.00 $357,000.00 311 CONNECTIONS A. 8 INCH PIPE TO EXISTING 4' MANHOLE EA. 98 $500.00 $49,000.00 B. IN -LINE TEE FOR SERVICE CONNECTION EA. 111 $100.00 $11,100.00 321 SOD REPLACEMENT L.F. 7298 $5.00 $36,490.00 323 PAVEMENT REMOVAL AND REPLACEMENT A. 2 "ASPHALT / 8" H.E.S CONCRETE PAVEMENT S.Y. 1750 $55.00 $96,250.00 B. 4 INCH CONCRETE DRIVEWAY S.Y. 229 $35.00 $8,015.00 C. 4 INCH CONCRETE SIDEWALK S.Y. 68 $30.00 $2,040.00 D. 6 INCH CONCRETE CURB & GUTTER L.F. 78 $18.00 $1,404.00 E. 6 INCH ASPHALT PARKING AREA S.Y. 123 $30.00 $3,690.00 F. SAW CUT L.F. 9300 $2.50 $23,250.00 324 STREET WASHDOWN L.F. 6330 $0.30 $1,899.00 CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING, INC. CONTRACT TIME: NUMBER OF BIDDERS: CONTRACTI c EXCAVATING, ENGINEER'S ESTIMATE ITEM ITEM DESCRIPTION UNIT QTY. UNIT PRICE AMOUNT 325 TRAFFIC CONTROL DEVICES A. TYPE III BARRICADES WITH FLASHER S.D. 279 $1.00 $279.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 1116 $0.75 $837.00 C. WARNING SIGNS, OVER 16 S.F. S.D. 446 $1.50 $669.00 D. PLASTIC SAFETY FENCE L.F. 62 $2.00 $124.00 326 EROSION CONTROL MEASURES A. STRAW BALES EA. 100 $3.50 $350.00 504 CLEANING AND TELEVISION INSPECTION L.F. 11900 $3.00 $35,700.00 PHASE I - ALTERNATE 2 - PIPE BURSTING 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 2 $1,000.00 $2,000.00 503 SEWER LINE REPLACEMENT A. a INCH PIPE BURSTING L.F. 515 $43.00 $22,145.00 B. SERVICE CONNECTIONS EXCAVATE EA. 4 $1,000.00 $4,000.00 504 CLEANING AND TELEVISION INSPECTION L.F. 515 $3.00 $1,545.00 PHASE II - ALTERNATE 2 - PIPE BURSTING 325 TRAFFIC CONTROL DEVICES A. TYPE III BARRICADES WITH FLASHER S.D. 279 $1.00 $279.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 1116 $0.75 $837.00 C. WARNING SIGNS, OVER 16 S.F. S.D. 446 $1.50 $669.00 D. PLASTIC SAFETY FENCE L.F. 62 $2.00 $124.00 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 5 $1,000.00 $5,000.00 503 SEWER LINE REPLACEMENT A. 81NCH PIPE BURSTING L.F. 11900 $43.00 $511,700.00 B. SERVICE CONNECTIONS EXCAVATE EA. 111 $1,000.00 $111,000.00 504 CLEANING AND TELEVISION INSPECTION L.F. 11900 $3.00 $35,700.00 c EXCAVATING, Eli linaLm�� .r rr rrr - -_- . r r r rrr - - -- r r r rrr - - -- r rr rr rrr rr - - -- r r r r - - -- MERV rr NOR.T. rrr rr - - -- r r ONE=] - - -- rr rr rr rr - - -- r - - -- rr rr mom m m m= m r CONTRACT TOTAL BASE BID - PHASE I - ALTERNATE 1 TOTAL BASE BID - PHASE II - ALTERNATE 1 COMBINED TOTAL - PHASE I & II - ALTERNATE 1 TOTAL BASE BID - PHASE I - ALTERNATE 2 TOTAL BASE BID - PHASE II - ALTERNATE 2 COMBINED TOTAL - PHASE I & II - ALTERNATE 2 $22,570.00 $674,347.00 $696,917.00 $29,690.00 $665,309.00 $694,999.00 $0.00 $0.00 $0.00 $41,385.00 $885,092.00 $926,477.00 m m = = m m _1 CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING, INC. CONTRACT TIME: NUMBER OF BIDDERS: CONTRACT2 TOTAL BID - PHASE I TOTAL BID - PHASE II - ALTERNATE 1 COMBINED TOTAL - PHASE I & II - ALTERNATE 1 $0.00 $455,476.00 $455,476.00 INSITUFORM PLAINS, INC. ENGINEER'S ESTIMATE ITEM ITEM DESCRIPTION UNIT OTY. UNIT PRICE AMOUNT AMOUNT PHASE II - ALTERNATE 1 - CURED -IN -PLACE PIPE LINING 325 TRAFFIC CONTROL DEVICES A. TYPE III BARRICADES WITH FLASHER S.D. 90 $1.00 $90.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 360 $0.75 $270.00 C. WARNING SIGNS, OVER 16 S.F. S.D. 144 $1.50 $216.00 D. PLASTIC SAFETY FENCE L.F. 20 $2.001 $40.00 $0.00 $0.00 $0.00 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 3 $1,000.00 $3,000.00 $0.00 $0.00 $0.00 503 SEWER LINE REPLACEMENT A. 8 INCH CURED -IN -PLACE PIPE LINING L.F. 7245 $55.00 $398,475.00 B. SERVICE CONNECTIONS EXCAVATE EA. 76 $400.00 $30,400.00 C. SERVICE CONNECTIONS INTERNAL EA. 5 $250.00 $1,250.00 $0.00 $0.00 $0.00 504 CLEANING AND TELEVISION INSPECTION L.F. 7245 $3.00 $21,735.00 $0.00 $0.00 $0.00 PHASE 11 - ALTERNATE 2 - FORMED -IN -PLACE PIPE LINING 325 TRAFFIC CONTROL DEVICES A. TYPE III BARRICADES WITH FLASHER S.D. 90 $1.00 $90.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 360 $0.75 $270.00 C. WARNING SIGNS, OVER 16 S.F. S.D. 144 $1.50 $216.00 D. PLASTIC SAFETY FENCE L.F. 20 $2.00 $40.00 $0.00 $3.00 $60.00 $5.00 $100.00 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 3 $1,000.00 $3,000.00 $0.00 $2,500.00 $7,500.00 $2,000.00 $6,000.00 503 SEWER LINE REPLACEMENT A. 8 INCH FORMED -IN -PLACE PIPE LINING L.F. 7245 $55.00 $398,475.00 B. SERVICE CONNECTIONS EXCAVATE EA. 76 $400.00 $30,400.00 C. SERVICE CONNECTIONS INTERNAL EA. 5 $250.00 $1,250.00 $0.00 $400.00 $2,000.00 $100.00 $500.00 504 CLEANING AND TELEVISION INSPECTION L.F. 7245 $3.00 $21,735.00 $0.00 $2.00 $14,490.00 $4.00 $28,980.00 TOTAL BID - PHASE I TOTAL BID - PHASE II - ALTERNATE 1 COMBINED TOTAL - PHASE I & II - ALTERNATE 1 $0.00 $455,476.00 $455,476.00 INSITUFORM PLAINS, INC. U -LINER MID- AMERICA, INC. T -G EXCAVATING, INC. UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT $0.50 $45.00 $0.00 $0.00 $0.00 $0.00 $0.50 $180.00 $0.00 $0.00 $0.00 $0.00 $0.70 $100.80 $0.00 $0.00 $0.00 $0.00 $4.00 $80.00 $0.00 $0.00 $0.00 $0.00 $1,500.00 $4,500.00 $0.00 $0.00 $0.00 $0.00 $36.00 $260,820.00 $0.00 $0.00 $0.00 $0.00 $550.00 $41,800.00 $0.00 $0.00 $0.00 $0.00 $200.00 $1,000.00 $0.00 $0.00 $0.00 $0.00 $2.00 $14,490.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1.50 $135.00 $2.00 $180.00 $0.00 $0.00 $1.50 $540.00 $2.00 $720.00 $0.00 $0.00 $1.50 $216.00 $2.00 $288.00 $0.00 $0.00 $3.00 $60.00 $5.00 $100.00 $0.00 $0.00 $2,500.00 $7,500.00 $2,000.00 $6,000.00 $0.00 $0.00 $34.00 $246,330.00 $48.00 $347,760.00 $0.00 $0.00 $1000.00 $76,000.00 $800.00 $60,800.00 $0.00 $0.00 $400.00 $2,000.00 $100.00 $500.00 $0.001 $0.00 $2.00 $14,490.00 $4.00 $28,980.00 $0.00 $323,015.80 $323,015.80 TOTAL BID - PHASE 1 $0.00 $0.00 TOTAL BID - PHASE II -ALTERNATE 2 $455,476.00 $0.00 COMBINED TOTAL - PHASE I & 11 - ALTERNATE 2 $455,476.00 $0.00 $0.00 $0.00 $0.00 $0.00 $347,271.00 $347,271.00 $0.00 $0.00 $0.00 $0.00 $445,328.00 $445,328.00 CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING, INC. CONTRACT TIME: NUMBER OF BIDDERS: r0NTAArT l 9 � [ r � r -qm r T -G EXCAVATING, INC. ENGINEER'S ESTIMATE ITEM ITEM DESCRIPTION UNIT QTY. UNIT PRICE AMOUNT AMOUNT PHASE 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 5 $1,000.00 $5,000.00 503 SEWER LINE REPLACEMENT A. 8 INCH H.D. POLYETHYLENE SLIP LINING L.F. 3454 $25.00 $86,350.00 B. SERVICE CONNECTIONS EXCAVATE EA. 55 $300.00 $18,500.00 504 CLEANING AND TELEVISION INSPECTION L.F. 3454 $3.00 $10,362.00 PHASE II 325 TRAFFIC CONTROL DEVICES A. TYPE 111 BARRICADES WITH FLASHER S.D. 441 $1.00 $441.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 1764 $0.75 $1,323.00 8 WARNING SIGNS, OVER 16 S.F. S.D. 706 $1.50 $1,059.00 D. PLASTIC SAFETY FENCE L.F. 98 $2.00 $196.00 502 SEWER LINE REPAIR A. UP TO 10 LF 8" SEWER LINE REPLACEMENT EA. 17 $1,000.00 $17,000.00 503 SEWER LINE REPLACEMENT A. 8 INCH H.D. POLYETHYLENE SLIP LINING L.F. 38061 $25.00 $951,525.00 B. SERVICE CONNECTIONS EXCAVATE EA. 579 $300.00 $173,700.00 C. SERVICE CONNECTIONS INTERNAL EA. 109 $300.00 $32,700.00 504 CLEANING AND TELEVISION INSPECTION L.F. 38061 $3.00 $114,183.00 9 � [ r � r -qm r T -G EXCAVATING, INC. RAM ENGINEERING AND CONSTRUCTION, INC. UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT $600.00 $3,000.00 $1,500.00 $7,500.00 $17.30 $59,754.20 $14.50 $50,083.00 $280.00 $15,400.00 $400.00 $22,000.00 $1.50 $5,181.001 $3.00 $10,362.00 $2.00 $882.00 $1.00 $441.00 $2.00 $3,528.00 $1.00 $1,764.00 $2.00 $1,412.00 $1.00 $706.00 $5.00 $490.00 $6.00 $588.00 $600.00 $10,200.00 $1,500.00 $25,500.00 $17.30 $658,455.30 $14.50 $551,884.50 $280.00 $162120.00 $400.00 $231600.00 $0.00 $0.00 $0.00 $0.00 $1.50 $57,091.50 $3.00 $114,183.00 TOTAL BASE BID - PHASE 1 $118,212.00 $83,335.20 $89,945.00 TOTAL BASE BID - PHASE 11 $1,292,127.00 $894,178.80 $926,666.50 COMBINED TOTAL - PHASE I & 11 $1,410,339.00 $977,514.00 $1,018,81150 �� CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING, INC. CONTRACT TIME: NUMBER OF BIDDERS: CONTRACT4 MANHOLE RECOVERY SYSTEMS, INC. ENGINEER'S ESTIMATE ITEM ITEM DESCRIPTION UNIT QTY. UNIT PRICE AMOUNT AMOUNT PHASE 501 MANHOLE REHABILITATION AND REPLACEMENT A. TYPE B REPAIR EA. 13 $400.00 $5,200.00 B. TYPE C REPAIR EA. 4 $500.00 $2,000.00 C. TYPE D REPAIR EA. 4 $400.00 $1,600.00 D. I TYPE E REPAIR EA. 1 $600.00 $600.00 E. TYPE G REPAIR EA. 2 $750.00 $1,500.00 F. TYPE H REPAIR EA. 1 $1,500.00 $1,500.00 G. TYPE J REPAIR V.F. 4 $125.00 $500.00 H. TYPE K REPAIR EA. 1 $450.00 $450.00 I. TYPE L REPAIR EA. 4 $250.00 $1,000.00 J. TYPE O REPAIR EA. 1 $400.00 $400.00 PHASE II 325 TRAFFIC CONTROL DEVICES A. TYPE III BARRICADES WITH FLASHER S.D. 90 $1.00 $90.00 B. DRUMS WITH STEADY BURN LIGHT S.D. 360 $0.75 $270.00 C. WARNING SIGNS, OVER 16 S.F. S.D. 144 $1.50 $216.00 D. PLASTIC SAFETY FENCE L.F. 20 $2.00 $40.00 501 MANHOLE REHABILITATION AND REPLACEME A. TYPE B REPAIR EA. 69 $400.00 $27,600.00 B. TYPE C REPAIR EA. 45 $500.00 $22500.00 C. TYPE D REPAIR EA. 64 $400.00 $25,600.00 D. TYPE E REPAIR EA. 23 $600.00 $13,800.00 E. TYPE G REPAIR EA. 8 $750.00 $6,000.00 F. TYPE H REPAIR EA. 3 $1,500.00 $4,500.00 G. TYPE J REPAIR V.F. 309 $125.00 $38,625.00 H. TYPE K REPAIR EA. 10 $450.00 $4,500.00 I. TYPE L REPAIR EA. 8 $250.00 $2,000.00 J. TYPE M REPAIR EA. 25 $450.00 $11,250.00 K. TYPE N REPAIR EA. 1 $100.00 $100.00 L. TYPE O REPAIR EA. 4 $400.00 $1,600.00 MANHOLE RECOVERY SYSTEMS, INC. T -G EXCAVATING, INC. UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT $445.00 $5,785.00 $410.00 $5,330.00 $290.00 $1,160.00 $530.00 $2,120.00 $200.00 $800.00 $400.00 $1600.00 $500.00 $500.00 $520.00 $520.00 $300.00 $600.00 $520.00 $1,040.00 $2,300.00 $2,300.00 $6,000.00 $6,000.00 $85.00 $340.00 $120.00 $480.00 $150.00 $150.00 $330.00 $330.00 $100.00 $400.00 $200.00 $800.00 $200.00 $200.00 $260.00 $260.00 $1.00 $90.00 $2.00 $180.00 $1.00 $360.00 $2.00 $720.00 $1.00 $144.00 $2.00 $288.00 $5.00 $100.00 $5.00 $100.00 $445.00 $30,705.00 $410.00 $28,290.00 $290.00 $13,050.00 $530.00 $23,850.00 $200.00 $12,800.00 $400.00 $25,600.00 $500.00 $11,500.00 $520.00 $11,960.00 $300.00 $2,400.00 $520.00 $4,160.00 $2,300.00 $6,900.00 $6,000.00 $18,000.00 $85.00 $26,265.00 $120.00 $37,080.00 $150.00 $1500.00 $330.00 $3,300.00 $100.00 $800.00 $130.00 $1040.00 $500.00 $12,500.00 $200.00 $5,000.00 $75.00 $75.00 $525.00 $525.00 $200.00 $800.00 $260.00 $1,040.00 TOTAL BASE BID - PHASE 1 $14,750.00 $12,235.00 $18,480.00 TOTAL BASE BID - PHASE II $158,691.00 $119,989.00 $161,133.00 COMBINED TOTAL - PHASE I & 11 $173,441.00 $132,224.00 $179,813.00 Nova Engineering Inc IMarch 27, 1995 1 City of Owasso Public Works Department 207 South Cedar ' Owasso, Oklahoma 74055 Attention: Mr. Robert Carr, P.E. Subject: Recommendation of Award Sewer Line Replacement Project NOVA Project No. 1914D NOVA 1914D -L -35 Dear Robert: 5727 So. Lewis, Suite 300 Tulsa, Oklahoma 74105 918- 745 -6682 (NOVA) FAX 918- 743 -1333 NOVA has completed the tabulation of bids for the above referenced project. The low bidders for all projects are as follows: Contract No. 1 T -G Excavating $926,477.00 Contract No. 2 Insituform Plains $323,015.80 Contract No. 3 T -G Excavating $977,514.00 Contract No. 4 Manhole Recovery Systems $132,224.00 Based on the low bids, the total cost of the project is $2,359,230.80. The Engineer's estimate for the project is $2,734,255.00. A copy of the bid tabulation is enclosed for your use. Also enclosed is a comparison of the November 3rd bids with the present bids. Items have been added or subtracted to allow an equal comparison of the bids. OR The only bid of concern is the bid on Contract No. 1. As seen in the bid tabulations, this bid was the only bid received for this portion of the work and it is considerably higher than the Engineer's Estimate. In evaluating the bid for Contract No. 1 against the previous bid for this work, the current bid is approximately $110,000 higher than the November 3rd bid, but approximately $174,000 lower than the second low bidder. From a review of the Engineer's Estimate based on the November 3rd bids, it appears that the unit price used for the pipe in Bid Item 309 was low. If an average price for the pipe of $55.50/LF had been used based on the previous bids, the engineer's estimate would have been $1,013,499 for Contract No. 1. This number is more in line with the bid received. TULSA / HOUSTON A Planet Pacific Company Attachment 4 City of Owasso Mr. Robert Carr, P.E. NOVA 1914D -T -35 March 27, 1995 Page 2 NOVA has investigated the qualifications of all contractors and subcontractors. From this investigation it appears that all of the contractors listed above and their subcontractors are qualified to perform the required work. Based on NOVA's investigation, we recommend that Contract No. 1 through 4 of the Sewer Line Replacement Project be awarded to the contractors listed above. NOVA also recommends that a contingency fund be set aside for this project to fund any increase in costs due to unknown conditions. If you have any questions, please feel free to contact me at 745 -6680. Sincerely, NOVA ENGINEERING, INC. J. Allen Bates, Jr., P.E. Section manager Civil/Structural Engineering Enclosure cc: Dennis Bridgewater T -G Excavating w/ encl. Insituform Plains w/ encl. Manhole Recovery Systems w/ encl. Project File CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914 ENGINEER: NOVA ENGINEERING, INC. CONTRACT TIME: NUMBER OF BIDDERS: m m m m m m TOTALS FOR ALL CONTRACTS 1 $2,734,255.00 $2,359,230.80 ENGINEER'S ESTIMATE LOWEST BIDDER CONTRACT 1 - PHASE 1 $29,690.00 $41,385.00 CONTRACT 1 - PHASE II $665,309.00 $885,092.00 CONTRACT 2 - PHASE I $0.00 $0.00 CONTRACT 2 - PHASE II $455,476.00 $323,015.80 CONTRACT 3 - PHASE 1 $118,212.00 $83,335.20 CONTRACT 3 - PHASE II $1,292,127.00 $894,178.80 CONTRACT 4 - PHASE I $14,750.00 $12,235.00 CONTRACT 4 - PHASE II $158,691.00 $119,989.00 TOTALS FOR ALL CONTRACTS 1 $2,734,255.00 $2,359,230.80 CITY OF OWASSO PUBLIC WORKS DEPARTMENT NOVA PROJECT 1914D BID EVALUATION ENG EST. LOW BID JEPCO McGUIRE CONTRACT NO. 1 694,999 926,477 762,038 1,047,206 LESS TRAFFIC CONTROL 1,909 3,992 LESS TV & CLEANING 37,245 49,660 TOTAL $655,845 $872,825 $762,038 $1,047,206 CONTRACT NO. 2 455,476 323,015 420,210 398,475 LESS TRAFFIC CONTROL 616 405 ADD SERVICE CONNECTI 20,900 20,900 ADD LINE REPAIRS 1,500 1,500 TOTAL $454,860 $322,610 $442,610 $420,875 CONTRACT NO. 3 1,410,339 977,514 726,512 726,512 LESS TRAFFIC CONTROL 3,019 6,312 ADD SERVICE CONNECTI 174,350 174,350 ADD LINE REPAIRS 11,000 11,000 TOTAL $1,407,320 $971,202 $911,862 $911,862 CONTRACT NO. 4 173,441 132,224 149,700 159,550 LESS TRAFFIC CONTROL 616 694 TOTAL $172,825 1 $131,530 $149,700 $159,550 MEMORANDUM TO: CHAIRMAN AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: SHERRY BISHOP FINANCE DIRECTOR SUBJECT: SUPPLEMENTAL BUDGET APPROPRIATION FOR LIGHTNING DAMAGE INSURANCE CLAIM D DATE: March 31, 1995 tBACKGROUND: The Hartford Insurance Company has paid $9,220.32 for the City's claim resulting from lightning on July 14, 1994. A supplemental appropriation to the revenues and expenditures in the General Fund and the OPWA Fund is needed to cover the unanticipated revenues and expenditures. The request for supplemental appropriations will provide an equal amount of revenues and expenditures in each fund (General and OPWA). Therefore, this budget change will have no effect on the "bottom line" of either fund. Various radio, computer, and electrical equipment at City Hall and at the Wastewater Treatment Plant (WWTP) was damaged or destroyed by lightning during a storm on July 14, 1994. A detailed listing is attached. The total cost to repair or replace equipment was $11,006.99 ($6,324.99 at City Hall and $4,682.00 at the WWTP). Departments which had expenditures associated with this claim are as follows: Fund Department Amount General Fund Civil Defense $1,498.81 General Fund Finance 2,567.95 General Fund General Government 977.61 OPWA Fund Administration 19280.62 OPWA Fund Wastewater 4,682.00 Total Expenditures $11,006.99 Lightning Claim March 31, 1995 Page 2 $1,786.67 of the cost was not paid by the insurance company. Our insurance coverage provides for $1,000.00 deductible per occurrence. A computer terminal in the finance department was upgraded to a PC for an additional cost of $786.67 not covered by the insurance. After these deductions ($1,000.00 and $786.67) the total reimbursement from the insurance company was $9,220.32. The General Fund, General Government Department and the OPWA Fund, Administration Department normally cover the cost of the insurance deductible. The General Fund, Finance Department current budget will cover the $786.67 additional cost of the equipment upgrade. The following table indicates how the unpaid amounts are allocated and the amount of the requested budget supplement for each department. Budget Fund Department Expenditure Unpaid Request General Fund Civil Defense $1,498.81 -0- $1,498.81 General Fund Finance 2,567.95 786.67 1,781.28 General Fund General Government 977.61 500.00 477.61 OPWA Fund Administration 1,280.62 500.00 780.62 OPWA Fund Wastewater 4,682.00 -0- Total $11,006.99 $1,786.67 $9,220.32 RECOMMENDATION• Staff recommends OPWA Trustee approval of an OPWA Fund budget amendment of $5,462.00 to revenues and $5,462.00 to expenditures in the following departments: Administration $ 780.00 Wastewater 4,682.00 ATTACHMENT: City Hall, Lightning Claim I WWTP, Lightning Claim CITY HALL July 14, 1994, Lightning Claim Equipment upgrade Company Description Cost Comments Ericsson GE Civil Defense Radio $ 805.81 Replaced Radio & Scanner 8 frequency w /scanner MicroWarehouse I/O Boards, Modem 146.90 Replaced Boca I/O Board & External Modem Rainwise Co. Weather Station 693.00 Repaired Weather Station MicroWarehouse I/O Board AT43, Printer Starter Kit 39.95 119.95 Replaced I/O AT43 Board Parts to Repair Printer (2) Link Printer 79.90 Replaced (2) Link Printer Transmitters 50' Line Extender 419.65 Transmitters Replaced Damaged Lines Shipping Charges 12.00 Charges to ship parts Epson Direct (1) Terminal & 1,578.95* Replaced Terminal Monitor & Monitor Bill's Communication Base Radio 199.55 Replaced Relays & Antenna for Base Station Radio Astron Corp Power Supply 92.07 Replaced Base Station Power Supply CPS Systems, Inc. Finance TI System 200.00 Performed Testing of 1300 Computer Terminals & Software System CPS Systems, Inc. TI System 1300 1,141.00 Parts /Labor for Repairs CPS Systems, Inc. TI System 1300 637.00 Parts /Labor for Repairs Bailey Eqpt. Charge to ship 18.51 Shipping Charges for Radio Owasso City Hall Overtime Claim 140.75 Recovery of overtime expense associated with claim Total Expenditure $6,324.99 * Equipment upgrade WASTEWATER TREATMENT FACIELITY July 14, 1994, Lightning Claim Company Cost Comments Haynes Eqpt. Co. $ 3,545.00 Replaced Controller Haynes Eqpt. Co. 1,137.00 Parts /Labor to Repair: PID Controller, (4) D3 Monitors, Isolator, Power Supply Transducers Total Expenditure $4,682.00