HomeMy WebLinkAbout1995.12.05_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO PUBLIC WORKS AUTHORITY
TYPE OF MEETING: Regular
DATE: December 5, 1995
TIME: 7:00 p.m.
PLACE: Council Chambers, Owasso Community Center
Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin
board at 4:00 p.m. on Friday, December 1, 1995.
MarA Boutwell, City Clerk
AGENDA
1. Call to Order
2. Invocation
3. Flag Salute
4. Roll Call
5. Request Approval of the Minutes of November 21, 1995 Regular Meeting.
Attachment #5
6. Request Approval of Claims
Attachment #6
Owasso Public Works Authority
December 5, 1995
Page 2
7. Consideration and Appropriate Action Relating to a Request to Award a Contract for the
Purchase of Water Meters.
Mr Carr
Attachment #7
Staff has completed the bidding process, reviewed the bids received, and will recommend
a contract be awarded to Water Products of Oklahoma Inc, Owasso, OK for the purchase
of water meters consistent with bid specifications, at a cost of $76.95 per 5/8" X 3/4"
meter and $92.55 per 1 " meter; and for Trustee authorization for the payment of $20,163
for the bulk purchase of 250 5/8" X 3/4" meters and 10 1" meters.
8. Consideration and Appropriate Action Relating to the Award of a Contract for
Professional Engineering Services for the Wastewater System Master Planning.
Mr Carr
Attachment #8
a
10
Staff will recommend approval of a contract with FHC Inc in the amount of $60,000 for
the purpose ofengineering design services for the wastewater system master planning; and
authorization for the Mayor to execute the document
Report from OPWA Manager
Report from OPWA Attorney
Owasso Public Works Authority
December 5, 1995
Page 3
11. Unfinished Business
12. New Business
13. Adjournment
OWASSO PUBLIC WORKS AUTHORITY
MINUTES OF REGULAR MEETING
Tuesday, November 21, 1995
The Owasso Public Works Authority met in regular session on Tuesday, November 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, November 17, 1995.
ITEM 1: CALL TO ORDER
Chairman Burris called the meeting to order at 7:25 p.m.
ITEM 2: INVOCATION
The invocation was given during 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
Charles Burris, Chairperson Michael Helm, Trustee
Danny Ewing, Vice Chairperson
Mary Lou Barnhouse, Trustee
Joe Ramey, Trustee
STAFF
Rodney J Ray, City Manager Marcia Boutwell, Authority Secretary
Ronald D Cates, Authority Attorney
A quorum was declared present.
ITEM 5: REQUEST APPROVAL OF THE MINUTES OF NOVEMBER 7, 1995
REGULAR MEETING.
Mr Ramey moved to approve the minutes as written, by reference hereto; seconded by
Ms Barnhouse.
AYE: Ramey, Barnhouse, Ewing, Burris
NAY: None
Motion carried 4 -0.
Owasso Public Works Authority November 21, 1995
ITEM 6: REQUEST APPROVAL OF CLAIMS
Mr Ramey moved, seconded by Mr Ewing, to approve the following claims as submitted:
(1) OPWA Fund $99,917.83; (2) Payroll $25,948.15.
AYE: Ramey, Ewing, Barnhouse, Burris
NAY: None
Motion carried 4 -0.
ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
PROPOSAL TO PROVIDE ARBITRAGE REBATE SERVICES ASSOCIATED
WITH THE OPWA 1988 REVENUE BONDS.
Ms Bishop said that the tax code requires that any excess interest earned in connection with the
issuance of the 1988 OPWA Revenue Bonds must be rebated to the United States Treasury. A
calculation must be made annually and any rebate due the government must be reported and paid
at least once every five years. Proposals were requested from three accounting firms to prepare
the computation. Two firms submitted proposals, with the firm of Larry A Evans CPA Inc
submitting the lower fee proposal. They offered the option of a four -year agreement for a
reduced annual fee that also includes filing the IRS report in 1998. Mr Ramey moved to accept
the proposal from Larry A Evans CPA Inc to provide annual arbitrage rebate computation
services for the 1988 Series Revenue Bonds for the period of November 2, 1994 through
November 1, 1998 for a fee of $700 per year. Motion seconded by Chairman Burris.
AYE: Ramey, Burris, Ewing, Barnhouse
NAY: None
Motion carried 4 -0.
ITEM 8: REPORT FROM OPWA MANAGER
No report.
ITEM 9: REPORT FROM OPWA ATTORNEY
No report.
ITEM 10: UNFINISHED BUSINESS
None.
2
Owasso Public Works Authority
ITEM 11: NEW BUSINESS
None.
ITEM 12: ADJOURNMENT
Mr Ramey moved, seconded by Ms Barnhouse, to adjourn.
AYE: Ramey, Barnhouse, Ewing, Burris
NAY: None
Motion carried 4 -0 and the meeting was adjourned at 7:35 p.m.
Marcia Boutwell, Authority Secretary
3
November 21, 1995
Charles L Burris, Chairperson
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CITY OF OWASSO
OPWA
A/P TRANSFER REPORT
VENDOR DESCRIPTION AMOUNT
TRANSFERS
CITY GARAGE TRANSFER FROM OPWA 5,125.00
WORKERS' COMP SELF -INS TRANSFER FROM OPWA 3,842.50
GENERAL FUND TRANSFER FROM OPWA 25,265.67
TRANSFERS TOTAL 34,233.17
OWASSO PUBLIC WORKS AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 11/25/95
DEPARTMENT
Water
OVERTIME TOTAL
EXPENSES EXPENSES
702.38 4,967.54
Refuse 301.48 3,934.25
OPWA Capital Improvement
1,097.82
APPROVE 12/05/95
Chairman
Trustee
Trustee
MEMORANDUM
TO: RODNEY J. RAY
CITY MANAGER
FROM: F. ROBERT CARR, JR., P.E. 3K
PUBLIC WORKS DIRECTOR
SUBJECT: WATER METER BIDS
DATE: November 28,1995
BACKGROUND:
On an annual basis, the Owasso Public Works Authority has purchased from 100 to 250 water
meters through the bidding process. The bulk purchase of meters has proven to be an essential
savings in terms of cash outlay. The Trustees last approved a bulk purchase contract with Water
Products of Oklahoma on October 18, 1994. More than one year has passed since the previous
' contract was awarded; therefore, the contract was bid to keep prices current.
Over the last few years, the City of Owasso has standardized the water meter for use in our
' water system. Standardization has enabled installation and replacement of meters with automatic
reading capabilities. The city standardized based upon the Neptune Pro -Read water meter
manufactured by Schlumberger.
The meters are capable of being read with a device that can be inserted in the meter lid or
passed near the meter. The reading can be sent to the operator or to a computer reader
contained in the scanner. Although the City currently does not have automated reading
capabilities and reads each meter by contract, it is planned to acquire additional equipment to
enable automatic data collection in the future. Such a meter will allow cost - effective data
Icollection with maximum accuracy.
The specified equipment is intended to be upgraded as more meters are installed in the system.
With the present equipment, a receptacle supplied with the meter can be connected to the meter
and bolted to the lid. A hand -held visual reader is applied to the receptacle and a signal
containing a digital meter reading can be seen. This reading may then be manually entered into
the meter reader log book for billing purposes. All actions parallel typical meter readings, with
the exception that the meter reader does not have to lift the lid, clean the surface of the glass
and take a reading.
Page 2
Water Meter Bids
Due to growth in our system, the water meter bid specifications for the FY 95 -96 bulk meter
purchase estimated a need of 250 new meters. These meters will be installed for all new
residential construction and in locations requiring replacement of existing meters due to
malfunctions or zero - consumption. In FY94 -95, work orders were processed for 194 new water
meter installations. Replacement of existing meters accounted for approximately 100 additional
meters.
Delivery of the meters will be in partial orders over the contract period of January 1, 1996
through December 31, 1996. Orders are to be placed in quantities of not less than 10 meters
per order.
BID EVALUATION•
Bid specifications were advertised on November 2, 1995 and mailed to five (5) potential
vendors. One bid was received on November 28, 1995. The bid was from Water Products of
Oklahoma, Inc. (Owasso, Oklahoma) with the unit prices as follows:
250 - 5/8" x 3/4" meters $76.95 each Total $19,237.50
10 - 1 " meters $92.55 each Total $ 925.50
Water Products was also the successful bidder on the previous bulk meter contract awards. The
unit price for the 5/8" x 3/4" meters has increased slightly since the last contract (from $75.00
to $76.95 per meter). In contrast, the 1" meters have decreased (from $138.00 to $92.55 each).
FUNDING SOURCE:
The FY 95 -96 Public Works Department Water Division Operating Supplies budget (line item '
61 -520 -5220) includes sufficient funds to purchase the needed meters.
RECOMMENDATION: I
Staff recommends the Trustees award a contract to Water Products of Oklahoma, Inc., Owasso,
OK for the purchase of 250 - 5/8" x 3/4" at $76.95 each and 10 - 1" water meters at $92.55
each in the total amount of $20,163.00.
ATTACHMENTS • t
1. Bid Specifications
2. Bid Submittal '
3. Vendors List
CONTRACT DOCUMENTS AND BID SPECIFICATIONS
FOR
5/8" X 3/4" NEPTUNE PRO -READ WATER METERS
1" NEPTUNE PULSE WATER METERS
NOVEMBER 1995
CITY OF OWASSO, OKLAHOMA
OWASSO PUBLIC WORKS AUTHORITY
CONTRACT DOCUMENTS
SPECIFICATIONS FOR
5/8" X 3/4" NEPTUNE PRO -READ WATER METERS
1" NEPTUNE PULSE 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 Materials
Invoice Affidavit
NOTICE TO BIDDERS
Sealed Bids will be received by the City of Owasso /Owasso Public
Works Authority at the Owasso City Hall, Office of Contract
Administrator, 207 South Cedar; PO Box 180, Owasso, Oklahoma
74055 until 2:00 p.m. on the 28th day of November, 1995, and
then at said City Hall publicly opened and read aloud. This will be for the furnishing of the following items:
250 Neptune 5/8" X 3/4" T -10 Pro -Read USG Water
Meters; and 10 Neptune 1" T -10 USG Pulse Water Meters.
Further information and specification packets can be obtained by
contacting Marcia Boutwell, Contract Administrator, at Owasso
City Hall 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 City of Owasso /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 sixty
(60) calendar days from and after the date herein for the opening
of bids.
arcia Boutwell, Contract Administrator
INovember 2, 1995
WATER METER SPECM ATIONS 1
The following are specifications for bids for the purchase of:
250 Neptune 5/8" X 3/4" T -10 Pro-Read USG water meters, and
10 Neptune 1" T -10 USG pulse water meters.
This proposal shall be for furnishing the City of Owasso, Oklahoma, new water meters and
related materials for cold water service in non - corrosive water for the period of:
January 1, 1996 through December 31, 1996.
GENERAL D ,
FSCRIM'I�N:
Water meters to be furnished under this specification will be magnetic drive, permanently '
sealed register, positive displacement type meters more specifically described in other parts
of this specifications.
DELIVERY OF ITEMS
Items to be furnished under this specification are to be delivered to the City of Owasso
Water Division offices at the Wastewater Treatment Facility.
Delivery is expected to be in partial orders as needed, but in quantities not less than 10
meters per order.
When a partial order is needed, delivery must be received in less than 5 working days from
the date the order is placed.
CONTROLLING SPECIFICATIONS:
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.
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.
The 5/8" or 5/8 x 3/4" meter type and model supplied shall be available concurrently in
3/4 ", and 1 ".
Water Meter Bid Specifications
Page 2
SPECIFIC REQ S:
1. Meter Case:
a) The meter case shall be high grade bronze to equal or exceed AWWA
Standards. The 5/8 ", 3/4" and 1" meter cases shall be of the frost proof type.
The frost bottom, if furnished, shall be of cast iron.
b) Gaskets 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.
C) 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.
d) 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
911 number will be die stamped or molded on the register lid and the meter casing.
e) All meters should be furnished with electronic registers providing encoded
readings directly from the internal odometer. The register shall also be
protected against internal moisture with a compatible liquid. The use of
batteries or pulse accumulators shall not be allowed. The selected vendor shall
have at least 10 years of experience in the manufacture of such products.
SCOPE:
All meters furnished shall conform to the "Standard Specifications for cold Water Meters" -
C700, latest revision issued by AWWA. The following requirements for specific details are
made referring to the selection numbers contained in the AWWA specifications.
GENERAL:
All meters shall consist of a bronze maincase with the serial number stamped on the
maincase.
Only displacement meters of the flat nutating disc type will be accepted because of improved
operation.
The size, capacity, accuracy and meter lengths shall be as specified in AWWA Standard
C700, latest revision. The maximum number of disc nutations is not to exceed those
specified in AWWA C700 latest revision.
Water Meter Bid Specifications
Page 3
METER MAINCASE:
Maincases shall be the removable bottom cap type with the bottom cap secured by four (4)
bolts on 5/8" and 3/4" sizes and six (6) bolts on the 1" size. 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.
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.
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.
a
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.
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 100 equally divided
graduations at its periphery.
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. ik,
All meters must be adaptable to encoder type registers without interruption of the customer's I
service.
Registers shall be secured to the maincase by means of a plastic tamper -proof seal to allow '
for in -line service replacement. Seal screws are not accepted.
MEASURING CHAMBER: ,
The measuring chamber shall be of a 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 material as that of the chamber. No
screws shall be used to secure the chamber together.
Water Meter Bid Specifications
Page 4
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 increase
longevity. Control block assemblies shall be designed as not to allow any magnetic slippage
which would result in a loss of revenue.
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.
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 near the chambers outport.
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.
PERFORMANCE:
Registers must be guaranteed for at least ten years. All meters will be guaranteed for one
year on material and workmanship.
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).
Meters and meter parts shall be manufactured in the Continental United States.
Manufacturers shall have a minimum of five years of production experience with all sizes of
the model quoted for model standardization.
® Meter suppliers must have been manufacturing meters for at least ten years.
tSYSTEMS GUARANTEE:
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.
250 NEPTUNE 5/8" X 3/4" T -10 PRO -READ WATER METERS
10 NEPTUNE 1" T -10 USG PULSE WATER METERS
UNIT PRICE PER METER (5/8'X 3/411)
TOTAL AMOUNT FOR 250 METERS
UNIT PRICE PER METER (111)
TOTAL AMOUNT FOR 10 METERS
76.95
19,237.50
92.55
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: Vernon E. Anderson
Signature
President
Title
14701 E. 116th St. N.
Address
P.O. Box 349
Owasso, OK 74055
918 - 371 -5100
Telephone
BID OPENING: NOVEMBER 28, 1995 @2:00 P.M.
STATE OF Oklahoma
COUNTY OF _Rogers
NON COLLUSION BID AFFIDAVltz
} ss
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.
Water Products of Oklahoma, Inc.
Bidder
ISubscribed and sworn before me this 27th day of November , 19 95 .
NOTE: COMPLETE THIS AFFIDAVIT AND RETURN WITH BID PROPOSAL
NOTICE OF AWARD
TO: Water Products of Oklahoma, Inc.
P.O. Box 349
Owasso, OK 74055
Project Description: Bulk purchase of 250 Neptune 5/8" X 3/4" T -10 Pro -Read USG Water
Meters; and 10 Neptune 1" T -10 USG Pulse Water Meters.
The City of Owasso /Owasso Public Works Authority has considered the BID submitted
by you for the above described item in response to its invitation to bid.
You are hereby notified that your BID has been accepted for items in the amount of
You are required to return an acknowledged copy of this NOTICE OF AWARD to the
Owasso Public Works Authority.
Dated this day of , 19
CITY OF OWASSO, OKLAHOMA
OWASSO PUBLIC WORKS AUTHORITY
3-17
Title: Contract Administrator
ACCEPTANCE OF NOTICE
Receipt of the above NOTICE OF AWARD is hereby acknowledged by
this day of , 19
Title:
CONTRACT FOR EQUIPMENT
THIS AGREEMENT, made this day of
between the City of Owasso /Owasso Public Works Authority (CITY), and Water
Products of Oklahoma, Inc. (VENDOR).
WITNESSETH:
, 1994,
1. That for and in consideration of the sum of $ , VENDOR
will furnish to CITY 250 Neptune 5/8" X 3/4" Pro -Read water meters and 10 Neptune
1" Pulse water meters as indicated in the specifications.
2. The CITY shall pay the VENDOR upon acceptance of delivery of the water meters and
following the submission of an invoice.
3. This Contract shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
4. This instrument, supplemented by the Contract Documents, contains the entire agreement
between the parties, and no statement, promise or inducement made by either party, or
the agent of either party, that is not contained in this written Contract shall be valid or
binding.
5. This Contract shall not be enlarged, modified or altered except in writing, signed by the
parties and endorsed hereon.
6. This Contract shall be governed by the laws of the State of Oklahoma both as to
interpretation and performance.
CITY OF OWASSO, OKLAHOMA
ATTEST: By
Charles L Burris, Mayor
Marcia Boutwell, Contract Administrator VENDOR
APPROVED AS TO FORM & CONTENT: By
Ronald D Cates, City Attorney
Title
NON COLLUSION INVOICE AFFIDAVIT
STATE OF Oklahoma )
ss
COUNTY OF Rogers )
The undersigned person, of lawful age, being first duly sworn, on oath says that this
invoice is true and correct and the (s)he is authorized to submit the invoice pursuant to a contract
or purchase order. Affiant further states that the (work, services or materials) as shown by this
invoice have been (completed or supplied) in accordance with the plans, specifications, orders,
requests or contract furnished or executed by the affiant. Affiant further states that (s)he has
made no payment directly or indirectly to any elected official, officer or employee of the
municipality / authority or money or any other thing of value to obtain payment of the invoice
or procure the contract or purchase order pursuant to which an invoice is submitted.
Water Products of Oklahoma, Inc.
Print or Type Name of Contractor or Vendor
Signature
Vernon E. Anderson, President
Print or Type Name and Title
Subscribed and sworn before me this 27th day of November , 1995
Notary Mblic
MEMORANDUM
TO:
Marcia Boutwell
FROM: F. Robert Carr
Public Works Director
SUBJECT: WATER METER BID VENDORS LIST
DATE: November 1, 1995
Send the meter specifications to the following vendors:
Water Products of Oklahoma, Inc.
P.O. Box 349
Owasso, OK 74055 -0349
P Oklahoma Meter & Supply
5162 S. 24th West Avenue
Tulsa, Ok 74107
Schlumberger /Neptune
4835 LBJ Freeway, Suite 835
Dallas, TX 75244
Ferguson Enterprises, Inc.
6525 E. 42nd St.
Tulsa, OK 74145
Cooper Wholesale, Inc.
P.O. Box 457
Pryor, OK 74362
TO: Rodney J. Ray
City Manager
FROM: F. Robert Carr, Jr., P.E.
Public Works Director
SUBJECT: ENGINEERING SERVICES AGREEMENT
WASTEWATER MASTER PLANNING - FHC, INC.
1 DATE: November 29, 1995
BACKGROUND:
The Owasso Public Works Authority currently owns and operates a wastewater collection and
conveyance system consisting of 10 sewage lift stations with force mains and numerous miles
of gravity collection lines. As development occurs in areas not presently served by sanitary
sewers, a comprehensive master plan for orderly infrastructure development, expansion and
upgrading is necessary. The master plan will be the guide for incorporating necessary facilities
and improvements to satisfy wastewater collection and conveyance needs for the existing and
future service area.
The Authority is committed to complying with all applicable environmental regulations which
may be imposed, while developing quality facilities to serve the existing and future needs of the
community in the most cost - effective manner possible. Planning will need to consider the
possibilities of funding from the Oklahoma Water Resources Board for the necessary
improvements. Provisions in the planning process will need to incorporate utilization of monies
available through the State Revolving Fund (SRF). Therefore, planning will need to be in
conformance with the SRF, Oklahoma Water Resources Board (OWRB) and Oklahoma
Department of Environmental Quality (ODEQ) regulations and guidelines.
A task group was assembled for the purpose of formulating a scope of work, selection of a
consultant, and providing input to the master planning items and review of the output report
items. Eight individuals were identified to provide a cross - section of interests and expertise
within the community. The team members are: Robert Carr (Public Works Director and team
chair), Tim Rooney (Community Development Director), Doug Groves (Engineering
Technician), Joe Ramey (City Council), Buford Williams (developer /contractor), Steve Compton
(developer /planner), Gary Akin (Chamber of Commerce), and Tony Stevens (local business -
Water Products).
Page 2
Engineering Services Agreement
Wastewater Master Planning
SCOPE OF WORK:
A scope of work for engineering consultants was formulated and advertised. The following
general work items were defined for the project:
• Define and map existing collection system, including line sizes and lift station
capacities
• Define service areas in collection system
• Project wastewater flows (5, 10 and 20 -year planning period)
• Prepare and provide computer model of wastewater collection system (compatible
with AutoCAD system)
• Define required line sizes and lift station capacities to meet planning period needs
• Develop capital plan to meet future requirements (immediate, 5, 10 and 20 -year)
• Prepare master plan report
REVIEW PROCESS:
Qualifications statements from five firms were received on August 25th. A meeting of the task
group was held and a ranking of each firm was conducted on September 12th (see attached RFQ
ranking summary). All qualifications statements were received by the deadline and in the
manner required in the announcement. Proposals were ranked according to the total number of
evaluation points assigned by the task group. Engineering submittals were evaluated using
several factors, including the ability to expedite the completion of the project in a timely
manner. The firms were ranked as follows:
1 - FHC, Inc. (Tulsa)
2 - Mansur - Daubert- Strella, Inc. /RJN (Tulsa/Dallas)
3 - Dudley and Associates, Inc. (Tulsa/McAlester)
4 - The Benham Group (Tulsa)
5 - RMK Engineering, Inc. (Claremore)
As a result of the work of the task group, the top two firms (FHC, Inc. and the team of Mansur -
Daubert Strella/RJN) were identified as "Qualified and Highly Responsive Firms ". These two
firms were requested to submit a detailed Scope of Services containing their proposed fee for
services for final evaluation by the task group.
Proposals were submitted by both firms on October 18th. Staff conducted a preliminary review
of the submittals and found both to significantly exceed the $60,000 budget for the project. Both
of the firms were contacted and requested to provide a manhour and fee proposal that would
reflect the budget. Revised fee proposals were received with the requested information from
both firms on November 3rd. A follow -up meeting with the task group was held November 15th
to develop a final ranking of the two firms.
Page 3
Engineering Services Agreement
Wastewater Master Planning
Evaluation of the revised fee proposals identified that both firms had eliminated providing a
computer model of the collection system in order to reduce fees to the required level. The
group felt that the model was a critical element of the process and needed to be included by the
selected firm. In addition, review of the scopes of work showed that elements proposed by FHC
' most closely followed the scope developed by the task group. A final ranking of firms based
on the scope of services was prepared. The firms were ranked in the following order for
negotiation of contract items and fee:
1 - FHC, Inc. and
2 - Mansur - Daubert- Strella, Inc. /RJN
FEE NEGOTIATION:
Staff contacted FHC to discuss the direction provided by the task group. They were requested
to provide the computer model as a master planning output, while staying within the budgeted
$60,000 fee limitation. Some minor manhour modifications were made and a final engineering
agreement was prepared by FHC.
Staff has reviewed the fee proposal and believes the manhours and fee to be consistent with a
project of this nature.
FUNDING SOURCE:
Funds for the engineering services are included in the FY95 -96 Public Works Department
Wastewater Division Professional & Technical Services budget (line item 61- 530 - 5310).
RECOMMENDATION:
Staff recommends Council award of a contract for engineering design services with FHC, Inc.,
Tulsa, Oklahoma for wastewater system master planning in the lump sum amount of $60,000.00
and authorization of the Mayor to execute the agreement.
ATTACHMENTS:
1. Evaluation of Proposals - Ranking Summary
2. Scope of Work, Schedule and Fee Proposal submitted November 29, 1995 by FHC,
Inc.
WASTEWATER MASTER PLANNING - RFQ RANKING SUMMARY
0 M r M M
The Benham
Dudley &
FHC, Inc.
Mansur -
RMK
Group
Assoc.,
Daubert-
Engineering,
P.C.
Strella, Inc.
Inc.
Review Item
Points
Points
Points
Points
Points
Points
Available
Awarded
Awarded
Awarded
Awarded
Awarded
Project Understanding
60
20
57
52
30
16
Previous Work With The City of Owasso
60
4
4
57
37
1
Recent Experience in Comparable
Projects
Firm
120
48
49
111
86
14
Project Manager
60
20
24
55
42
12
Project Team Abilities
Project Manager
60
47
34
57
46
11
Other Project Staff
60
42
35
55
49
11
Local Knowledge
Project Manager
50
15
15
44
36
9
Firm
50
24
15
48
41
10
Additional or Supporting Services
50
39
35
42
29
8
Available
Total Points
570
259
268
521
396
92
0 M r M M
ATTACHMENT A
TO
AGREEMENT FOR ENGINEERING SERVICES
BETWEEN
OWASSO PUBLIC WORKS AUTHORITY, OWNER
AND
FHC, INC., ENGINEER
FOR
WASTEWATER MASTER PLANNING
SCOPE OF SERVICES
The following scope of services shall be made a part of the Agreement dated the
day of 1995.
I. SCOPE OF THE PROJECT
The Project consists of the development of a Wastewater Master Plan. The
planning area is limited to areas that are within the current City of Owasso
fence line, or areas outside the fence line which drain toward and into the City.
The Master Plan shall provide the City with the collection system requirements
at ultimate growth and at intermediate levels of growth stipulated as 5 years,
10 years, and 20 years.
II. SCOPE OF SERVICES
A description of each task planned for the preparation of the master plan are
provided below.
A. Project Administration
1. Task 01/01 - Project Planning. The overall project plan and
schedule will be further developed and refined. This will include
the identification of existing reports, maps, flow data, WWTP
data, population projections, etc., that will be needed through the
life of the project and the time frame in which these will be
needed. In addition, the final project analysis and evaluation
process will be determined based on the final negotiated scope
and fee. Internal milestones, intermediate milestones, workshop
dates, submittal dates, etc., will also be finalized and incorporated
into the project schedule.
A -1
During the course of the project, the plan and schedule will be
revised and modified as needed.
2. Task 01 /02 - Project Kickoff Meeting. FHC shall conduct a kickoff
meeting with the project team and the Owner's staff to gather
information, review the final project schedule and discuss
important project issues before the engineering work commences.
The kickoff meeting shall be conducted at the office of the
Owner.
3. Task 01/03 - Projections and Criteria Workshop. It is
recommended that the workshop approach be utilized in order to
optimize Owner participation in the preparation of the master plan.
After the kickoff meeting, the first workshop planned will be to
discuss the growth projections, land use distribution, wastewater
production rates, and the planning criteria. This workshop shall
be prepared after tasks of Parts 02 and 03 are in draft form. The
results of this workshop shall be used to adjust the growth
projections and design criteria prior to proceeding with the
analysis. The workshop shall be conducted at the office of the
Engineer.
4. Task 01/04 - Draft Report Workshop. The final workshop shall
cover the draft report of the master plan. The results of this
workshop shall be incorporated into the master plan prior to its
completion and issuance in final form. The workshop shall be
conducted at the office of the Owner.
B. Develop Flow Projections
1. Task 02/01 - Determine Extent of Planning Area. The proposed
ultimate service area shall be identified. The service area shall
include the entire fence line and additional areas identified by the
Owner. These may include areas outside of the fence line but
which drain toward the City. The Owner may also wish to
identify areas within the fence line which may be served by others
or for which a detailed analysis will not be needed. Base maps
shall be developed and major service areas delineated. The
existing service area shall be identified and shown.
2. Task 02/02 - Estimate Zoning Distribution in Planning Area. The
zoning /land use and density of existing development shall be
identified and depicted on the base map. The probable zoning
distribution of undeveloped areas shall be evaluated. This
A -2
evaluation shall consider existing development, transportation
corridors, and potential industrial and /or institutional development.
Areas with a high probability of special land use, or areas with
normal residential /commercial potential, shall be categorized
accordingly.
3. Task 02/03 - Population Projections. Engineer shall prepare
projections of population at ultimate growth. Population and
zoning distribution at 5 -, 10 -, and 20 -year periods shall also be
developed. The projections should be prepared using best
available information from INCOG, the projections included in the
recent facility plan, the projections prepared for the Owner's
Water Master Plan, and Department of Commerce projections.
4. Task 02/04 - Calculate Average Flow Rates. Average wastewater
production shall be developed on the basis of existing plant data
for currently developed areas. If available, lift station data shall
also be utilized to estimate average flow rates. Average rates
shall also be developed for each of the projected land uses
identified for undeveloped areas.
5. Task 02/05 - Correlate Peak to Average Flow Rates. Peak to
average flow rate ratios shall be developed. These ratios shall be
based on existing plant flow data and from actual flow data
obtained by the Engineer from other local cities over the past
several years. Existing plant flow data shall be used to develop
the potential peak flow rates in currently sewered areas. Data
from the Engineer's other resources shall be used to estimate peak
flows for each of the projected land uses that have been identified
in undeveloped areas. The hydraulic model will be used to
generate peak design flows for unsewered areas based on the
individual peak flow contributions from discrete tracts of both
developed and undeveloped areas. Peak flow rates shall be
developed for the 5 -, 10 -, 20 -year and ultimate growth scenarios.
Where lift station data is available, estimates of peak to average
flow rates shall be developed.
Design Criteria
1. Task 03/01 - Establish Collection System Design Criteria. FHC
shall develop the criteria necessary to perform the analysis of the
existing collection system and project the needs of the future
system. The criteria to be established will include raw
wastewater production for various land uses, composite
A -3
wastewater production rates, inflow and infiltration contributions
to average and peak flows for existing and future systems, and
other pertinent items.
2. Task 03/02 - Establish Lift Station Design Criteria. In conjunction
with the Owner's staff, Engineer shall develop the criteria and
standards for sizing future lift stations that will be added to the
system, or existing lift stations to be upgraded. Such information
will be used to develop descriptions of new lift stations and
required improvements to existing lift stations, and to allow
opinions of cost to be prepared.
3. Task 03/03 - Project Raw Wastewater Quality. Based on existing
raw wastewater quality data generated at the existing WWTP,
Engineer shall project the quality of the future wastewater to be
handled by the system. Quality will be differentiated by area for
those areas with potential for industrial development.
D. Collection System Analysis
The PipeDream° hydraulic model shall be utilized to model both existing
and future conditions. PipeDream is a proprietary hydraulic model
developed by an independent firm (Wade and Associates) in the Kansas
City area. PipeDream is fully integrated and is capable of incorporating
SSES defect information into the modeling process as well as providing
an operation and maintenance utility for the generation of work orders
and tracking of repair costs. The PipeDream® model delivered to the
City shall be functionally limited to those aspects of the model needed
for development of the Wastewater Master Plan. In particular, the SSES
defect analysis and operation and maintenance utilities shall not be
functional on the model delivered to the City.
1. Task 04/01 - Lift Station Evaluation. Each lift station in the
Owner's collection system shall be evaluated based on information
supplied by the Owner. The evaluation shall identify lift station
capacity deficiencies based on the information provided.
Theoretical station capacities shall be incorporated into the
hydraulic model.
2. Task 04/02 - Construct Hydraulic Model of Existing Collection
System. A hydraulic model of the City's existing collection
system shall be constructed. The model shall include all lines
greater than 10- inches in diameter and all lift stations and force
mains. All existing line segments built into the model shall be
0
denominated using the City's current manhole numbering system.
Slope, length, and pipe diameter information shall be developed
' from existing sewer atlases and /or as -built drawings.
3. Task 04/03 - Calibrate Hydraulic Model for Existing Conditions.
The hydraulic model shall be calibrated for existing conditions on
the basis of the average and peak flow rates developed in Part 02.
The calibration process shall insure that the hydraulic model
accurately reflects existing conditions before future conditions are
added into the model.
4. Task 04/04 - Delineate Future Service Basin /Lines in
Unserved /Undeveloped Areas. Future service areas shall be
delineated by drainage basin and subdivided into smaller tracts of
no less than 160 acres. "Infill areas" shall also be subdivided into
appropriately sized tracts. Sewer lines shall be constructed to
provide service to each tract. The hydraulic model shall then be
utilized to estimate line size requirements in each basin on the
basis of 5-, 10 -, 20 -year, and ultimate year requirements.
11 5. Task 04/05 - Identify Interim Phasing Alternatives. Once
intermediate requirements are identified, phasing alternatives will
' be developed. Various alternatives available shall be considered
based on projected population growth and distribution, the useful
life of existing lift stations, line sizing, interim treatment /storage
' facilities, and the locations and scheduling of new pumping or
treatment facilities.
1 6. Task 04/06 - Evaluate Interim Phasing Alternatives. The various
alternatives identified shall be evaluated for cost - effectiveness
over the 20 -year planning period. The final interim phasing plan
' shall optimize the expenditure of capital improvement funds.
E. Wastewater Treatment
' 1. Task 05/01 - Identify Potential Sites for Future WWTP. FHC shall
consider rough estimates of discharge limitations for potential
receiving streams in the east part of the fenced area and identify
potential sites for a new WWTP.
2. Task 05/02 - Evaluate Potential Sites for Future WWTP. All
potential WWTP sites identified under Task 05/01 will be
evaluated for suitability. The evaluation shall consider some
rr exclusionary criteria and some evaluative criteria. Each site shall
01 A -5
be screened based on exclusionary criteria to determine one or
two viable sites. The potential sites will then be roughly graded
based on evaluative criteria including proximity to developed
areas, floodplain considerations, proximity to planned interceptors,
and access. Based on the evaluation, a recommended site for a
future WWTP will be determined.
3. Task 05/03 - Determine Waste Load Distribution to Existing and
Future WWTPs. Using the results from Task 05/02, a
recommended split of the total wasteload from the entire planning
area shall be determined for the 5 -year, 10 -year, 20 -year and
ultimate growth conditions. It is recognized that this distribution
will be important only for ultimate or long -range conditions. This
information shall be used to finalize the ultimate sizes of each
WWTP and plan the ultimate transport facilities.
4. Task 05/04 - Determine Process Requirements of the WWTPs.
After the wasteload load split is determined in Task 05/03, the
general process requirements of the future WWTP will be
established. The process requirements will be described in general
terms under the ultimate load scenario. The process requirements
will be described in general terms and with only as much detail as
necessary to prepare budget level cost estimates from published
cost curves.
F. Opinions of Cost
1. Task 06/01 - Summarize Phased Improvements Plan. Using the
information developed in the analyses performed in the tasks of
Parts 04 and 05, a summary of projected improvements for the 5-
year, 10 -year, 20 -year and ultimate growth scenarios shall be
prepared. The improvement plans shall cover all treatment
systems and all gravity sewer interceptors and main lift stations.
Interceptors and main lift stations shall be defined as those lines
required to serve areas of 160 acres or more. '
2. Task 06/02 - Develop Standards for Opinions of Cost. FHC shall
develop the standards for the development of the opinions of '
cost. Such standards will include unit rates for sewer lines, cost
curves for new lift stations and treatment processes, and specific
items related to upgrading of existing lift stations.
3. Task 06/03 - Develop Opinions of Cost for Gravity Collection
System Improvements. For each growth scenario, including the
5 -year, 10 -year, 20 -year and ultimate growth projections, FHC
shall develop an opinion of cost for the gravity sewer
' improvements planned. All opinions shall be based on 1995
dollars.
LI
I
1
4. Task 06/04 - Develop Opinions of Cost for Lift Stations. For each
growth scenario, FHC shall develop an opinion of cost for the
main lift stations planned in the future and the improvements
required for the existing lift stations. All opinions shall be based
on 1995 dollars.
5. Task 06/05 - Develop Opinions of Cost for WWTPs. For each
growth scenario, FHC shall develop an opinion of cost for the new
WWTP planned in the future and the improvements required for
the existing WWTP. All opinions shall be based on 1995 dollars.
G. Report
1. Task 07/01 - Prepare Draft Report. A draft report shall be
prepared in accordance with SRF requirements. The report shall
summarize the analysis and recommendations and shall clearly
identify the recommended improvements at the 5 -, 10 -, and 20-
year projections, and twenty -five copies of the executive summary
shall be presented to the Owner.
2. Task 07/02 - Prepare Final Report. Based on the draft report
workshop results, FHC shall finalize the report for distribution.
3. Task 07/03 - Hydraulic Model Transfer and Training. The
PipeDream° hydraulic model shall be loaded onto one stand -alone
personal computer at the City's offices. One four -hour, on -site
training session shall be provided, and four hours of telephone
support will also be provided. Training /support beyond the hours
stipulated above shall be considered additional services. The
Owner shall enter into a standard licensing agreement provided by
Wade and Associates prior to transfer of the model.
I A -7
PROJECT SCHEDULE
CITY OF OWASSO
WASTEWATER FACILITY PLAN
Project ACminlatr w
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rooms M M MM M `i MM M M "a M M M MM
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rooms M M MM M `i MM M M "a M M M MM
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M r M NO a INS M NJ M r, W 1
FILE NAME:H: \OWA OW02 \123 \BUDGET02.WK3
PROJECT NO.:OWA PW02 PRFPARFn RY- FRR 10- Nnv-RR AR-19
LABOR
COSTS
$60,000
PM
PE
SE
D
C
I
TOTAL
RA W
(01)
(02)
(03)
(04)
(06)
(06)
(07)
P T
DESCRIPTION
MH's
LABOR
EQUIP
MISC
REPRO
SUB
SURVEY
TRAVEL
PO/FAX
0
$0
1
Project Administration
0
$0
$100
$60
$26;
/ 1
Project Planning
8
4
12
$278
/ 2
Project Kickoff Meeting
4
4
2
2
12
$262
1 $12
/ 3
Projections and Criteria Workshop
4
4
2
4
14
$279
1 $12
1
/ 4
Draft Report Workshop
4
4
2
10
$221
1 $12
0
$0
2
Develop Flow Projections
0
$0
$10
/ 1
Determine Extent of Planning Area
1
3
12
16
$272
/ 2
Estimate Zoning Distribution in Planning Area
2
6
20
16
44
$804
2 $23
/ 3
Population Projections
2
4
8
2
16
$318
1 $12
/ 4
Calculate Average Flow Rates
1
3
10
2
16
$308
/ 6
Correlate Peak to Average Flow Rates
2
4
10
2
18
$367
0
$0
3
Establish Design Criteria
0
$0
/ 1
Establish Collection System Design Criteria
2
4
8
2
16
$318
1 $12
/ 2
Establish Lift Station Design Criteria
2
4
8
2
16
$318
f / 3
Project Raw Wastewater Quality
1
2
4
1
B
$169
0
$0
4
Collection System Anelysls
0
$0
$60
S40i
/ 1
Lift Station Evaluations
2
4
24
30
$696
{) / 2
Construct Hydraulic Model of Existing Sewer System
4
8
60
24
96
$1,761
$846
£ / 3
Calibrate Hydraulic Model for Existing Conditions
2
4
2
8
$166
$2,180
/ 4
Delineate Future Sewer Service Basins /Linea...
1
2
8
8
19
$343
/ 6
Identify Interim Phasing Alternatives
4
12
28
44
$893
/ 6
Evaluate Interim Phasing Alternatives
16
24
80
100
$2,086
0
$0
6
Wastewater Treatment Analysis
0
$0
$10
/ 1
Identify Potential Sites for Future WWTP
1
1
4
6
$126
/ 2
Evaluate Potential Sites for Future WWTP
1
1
4
8
$126
? / 3
Determine Wasteload Distribution to Existing and Future WWTPs
2
2
4
8
$173
/ 4
Determine General Process Requirements of New WWTP
1
1
2
4
$87
0
$0
8
Opinions of Cost
0
$0
$10
$6i
/ 1
Summarize Phased Improvements Plan
2
6
4
4
16
$311
/ 2
Develop Standards for Opinions of Cost
2
4
2
8
$186
t / 3
Develop Opinions of Cost for Gravity System
6
8
32
8
62
$1,026
/ 4
Develop Opinions of Cost for Lift Stations
4
4
16
6
30
$682
/ 6
Develop Opinions of Cost for WWTPs
2
2
8
2
14
$277
i
0
$0
7
Report
0
$0
/ 1
Prepare Draft Report
24
40
40
24
16
144
$2,841
$100
1 $12
1 2
Prepare Final Report
12
12
24
6
8
62
$1,240
$176
1 $12
/ 31
Hydraulic Model Transfer and Training
8
16
16
38
$763
S2 600
2 $23
TOTAL MANHOURS FOR EACH CATEGORY
126
192
401
70
93
0
881
$17,432
$0
5100
$406
$6 806
$0
$128
$70:
one -way distance 20
OVERHEAD RATE 160% $27.80 $20.67 $19.07 $16.16 $13.78 $16.06
$46,323.66 TOTAL LABOR W/ OVERHEAD
mileage rate 0.29;
$6,607.60 TOTAL DIRECT EXPENSES
tolls, one way
PROFIT RATE (LABOR) 16% $3,476 $3,969 $7,646 $1,061 $1,282 $0
$61,831.26 SUBTOTAL
mist
t
$8,168.76 PROFIT
$60,000.00 TOTAL FEE
two-way cost $11.60::
%........ 8% 1.1% 0%