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Home My WebLink About1994.08.02_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: August 2, 1994 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, July 29, 1994. Marcia outwell, Council Clerk AGENDA 1. Call to Order 2. Invocation David Froese, Senior Pastor Westport Mennonite Brethren Church, Owasso 3. Flag Salute 4. Roll Call 5. Request Approval of the Minutes of July 19, 1994 Regular Meeting and July 21, 1994 Special Meeting. ' Attachment #5 1 Owasso City Council ' August 2, 1994 Page 2 6. Request Approval of Claims. Attachment #6 ' 1 7. Consideration and Appropriate Action Relating to a Request for the Appointment of a City ' Clerk. Vice Mayor Burris ' This item was tabled at the regular meeting on July 19. 8. Consideration and Appropriate Action Relating to a Request for an Executive Session for the Purpose of Discussing Pending Negotiations Between the City and the FOP; Such Discussion Allowed Pursuant to 25 O.S., Section 307 -B(2). Vice Mayor Burris The Vice Mayor will recommend that the Council approve an executive session for the purpose of discussing negotiation - related issues. 9. Consideration and Appropriate Action Relating to a Request by the Owasso Fraternal Order of Police Lodge #149 for Council Approval of the Contract Between the City of Owasso and Owasso FOP Lodge #149 for Fiscal Year 1994 -1995, as Proposed by Owasso FOP Lodge #149 Mr Dobrinski LI Owasso City Council August 2, 1994 Page 3 10. Public Opening and Reading of Bids for the City Hall Renovation Project. Ms Bishop 1 15. New Business 11. Report from City Manager ' 12. Report from City Attorney 1 ' 13. Reports from City Councilors 1 14. Unfinished Business 1 1 1 15. New Business Owasso City Council August 2, 1994 Page 4 16. Adjournment 1 OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, July 19, 1994 The Owasso City Council met in regular session on Tuesday, July 19, 1994 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, July 15, 1994. ITEM 1: CALL TO ORDER Vice Mayor Burris called the meeting to order at 7:00 p.m. ITEM 2: INVOCATION The invocation was given by Councilor Ewing. a ITEM 3: FLAG SALUTE The flag salute was led by Vice Mayor Burris. Marcia Boutwell, Council Clerk P, A quorum was declared present. 60 ABSENT Jerry Duke, Mayor ITEM 5: REQUEST APPROVAL OF THE MINUTES OF JULY 5, 1994 REGULAR ' MEETING. 1 u Ms Barnhouse moved, seconded by Mr Ramey, to approve the minutes, by reference made a part hereto. AYE: Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 4 -0. ITEM 4: ROLL CALL ' PRESENT Charles Burris, Vice Mayor Mary Lou Barnhouse, Councilor Joe Ramey, Councilor Danny Ewing, Councilor STAFF Rodney J Ray, City Manager ' Ronald D Cates, City Attorney Marcia Boutwell, Council Clerk P, A quorum was declared present. 60 ABSENT Jerry Duke, Mayor ITEM 5: REQUEST APPROVAL OF THE MINUTES OF JULY 5, 1994 REGULAR ' MEETING. 1 u Ms Barnhouse moved, seconded by Mr Ramey, to approve the minutes, by reference made a part hereto. AYE: Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 4 -0. Owasso City Council July 19, 1994 ITEM 6: REQUEST APPROVAL OF THE CLAIMS Following a lengthy discussion relating to an item on the claims list for payment of an old claim to Anchor Stone for crusher run used in the construction of the Sports Park, Mr Ramey moved, seconded by Ms Barnhouse, that the following claims be approved: (1) General Fund $50,241.19 (2) Workers Comp Self- Insurance $1,081.72; (3) Ambulance Service Fund $45.50; (4) E -911 $8,217.32 (5) Capital Improvements $21,875.24; (6) Park Development $274.10; (7) City Garage $6,125.08; (8) General Fund Payroll $125,392.93; (9) City Garage Payroll $2,096.09. AYE: Ramey, Barnhouse, Ewing, Burris NAY: None Motion carried 4 -0. ITEM 7: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR FINAL ACCEPTANCE OF WORK PERFORMED UNDER A CONTRACT BETWEEN THE CITY OF OWASSO AND RDG CONSTRUCTION FOR CONSTRUCTION OF THE OWASSO CENTRAL FIRE STATION. AND AUTHORIZATION FOR FINAL PAYMENT AND RELEASE OF RETAINAGE TO THE CONTRACTOR. On July 6, 1994, the final inspection on the new fire station was completed by the Fire Chief, the Architect, and a representative of RDG Construction. All items have been completed to everyone's satisfaction. Chief Allen requested acceptance of the project and approval of the final payment to the contractor. Mr Ewing moved, seconded by Mr Ramey, to accept the fire station project and to approve the final payment to RDG Construction in the amount of $51,350.20. AYE: Ewing, Ramey, Barnhouse, Burris NAY: None Motion carried 4 -0. ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE PURCHASE OF VEHICLES AND EMERGENCY EQUIPMENT FOR USE BY THE POLICE DEPARTMENT Funds were approved in the FY94 -95 budget for the purchase of four 1994 fully equipped police vehicles. No vehicles were available through the state vendor when funds for the purchase became available. Therefore, requests for bids were sent to eight vendors, with bids being opened on July 12. Only two bids were received. Chief Alexander recommended the purchase 2 Owasso City Council July 19, 1994 of four 1994 Chevrolet Caprice vehicles from Classic Chevrolet at a cost of $15,185 per vehicle, lightbars from Tuxall Uniform & Equipment at a cost of $540.75 each, safety partitions from Tuxall at a cost of $318 each, and that Trim Rite be awarded the bid for striping the vehicles at $409.44 each. Cost for the total package is $65,812.78. Ms Barnhouse moved, seconded by Mr Ewing, to approve Chief Alexander's recommendation. AYE: Barnhouse, Ewing, Ramey, Burris NAY: None Motion carried 4 -0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL RATIFICATION OF AN ACTION TAKEN BY THE CITY MANAGER WHEREIN HE AUTHORIZED THE EXPENDITURE OF $2493 TO OWASSO INSULATION FOR INSTALLATION OF R -30 INSULATION IN THE POLICE DEPARTMENT BUILDING. One of the projects anticipated to be accomplished through the Police Department capital improvement budget was the installation of insulation in the ceiling of the police facility. Because of the hot weather and no insulation in the building, the City Manager authorized the Police Chief to obtain quotes for the installation of material that would meet an R -30 insulation rating. The lowest quote received was from Owasso /Metro Insulation at $2493, and a notice to proceed with the project was issued. The City Manager does not have legal authority to authorize the expenditure of funds for more than $1000, therefore, the Council must ratify the City Manager's action. Mr Ramey moved, seconded by Ms Barnhouse, to ratify an action by the City Manager wherein an expenditure of $2493 to Owasso /Metro was authorized. AYE: Ramey, Barnhouse, Ewing, Burris NAY: None Motion carried 4 -0. ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AUTHORIZATION FOR THE MAYOR TO EXECUTE CLOSEOUT DOCUMENTS AND FOR THE STAFF TO SUBMIT SAID DOCUMENTS TO THE OKLAHOMA DEPARTMENT OF COMMERCE IN REFERENCE TO CDBG -ED #5252 (MAX BUCHANAN PROJECT): AND FOR THE STAFF TO SUBMIT A REIMBURSEMENT IN THE AMOUNT OF $168.87 TO ODOC FOR UNEXPENDED GRANT FUNDS. The Max Buchanan Economic Development grant for infrastructure construction has been finalized and the documentation to close out this project has been prepared. The project consisted of water and wastewater main line extension and the extension of Main Street /Fifth 3 ■ Owasso City Council July 19, 1994 Avenue. The grant was funded through the Oklahoma Department of Commerce and was for a total amount of $199,013.33. When the project was completed. $168.87 remained unexpended. That amount must be reimbursed to ODOC. Mr Ramey moved to authorize the Mayor to execute the necessary documents to close CDBG -ED #5252 project and to reimburse the ODOC $168.87 for unexpended grant funds. Motion seconded by Mr Ewing. AYE: Ramey, Ewing, Barnhouse, Burris NAY: None Motion carried 4 -0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #485, AN ORDINANCE PROVIDING FOR THE ANNEXATION OF A TRACT OF LAND LOCATED NORTH OF THE OWASSO FIRE STATION AND CONTAINING APPROXIMATELY 1 66 ACRES (MR & MRS HAYWARD SMITH PETITIONERS). An annexation request has been received from Mr & Mrs Hayward Smith for approximately 1.66 acres located immediately north of the fire station. This request has met all legal requirements for publication and hearings and no protests were received. The Annexation Committee and the Planning Commission recommended the annexation. Mr Ewing moved, seconded by Ms Barnhouse, to approve the annexation and Ordinance No 485. AYE: Ewing, Barnhouse Ramey, Burris NAY: None Motion carried 4 -0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #486, AN ORDINANCE PROVIDING FOR THE ANNEXATION OF A TRACT OF LAND LOCATED WEST OF THE THREE LAKES II ADDITION, EAST OF HIGHWAY 169, AND NORTH OF THE OWASSO WAL -MART AND CONTAINING APPROXIMATELY 8.86 ACRES (MR & MRS HAYWARD SMITH, PETITIONERS). An annexation request has been received from Mr & Mrs Hayward Smith for approximately 8.86 acres located directly north of Wal -Mart. This annexation is recommended by the Annexation Committee and the Planning Commission and has met all legal requirements pertaining to publication and public hearing. Mr Ramey moved, seconded by Ms Barnhouse, to approve the annexation and Ordinance No 486. S Owasso City Council July 19, 1994 AYE: Ramey, Barnhouse, Ewing, Burris NAY: None Motion carried 4 -0. ITEM 13: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A RIGHT - OF -WAY CLOSING, LOCATED ON THE EAST SIDE OF FAIRVIEW CEMETERY BETWEEN SAID CEMETERY AND ELM CREEK ESTATES FIRST ADDITION. The Owasso Planning Commission reviewed a request to close a 25 foot portion of dedicated public right -of -way between Fairview Cemetery and Elm Creek Estates First Addition. The 25- foot portion of right -of -way was originally platted to provide access to the interior land areas north of the cemetery. When Elm Creek estates developed, the right -of -way wasn't needed. Property owners whose rear yards abut the right -of -way will share in the cost of closing. The property holds very little marketable value for the City and staff recommended allowing title to the property to revert to the abutting property owners. Some of the property owners have already fenced the area and have been maintaining it. Mr Ramey moved, seconded by Ms Barnhouse, to approve closing the right -of -way known as "Gem Drive' between Elm Creek Estates First Addition and Fairview Cemetery. Burrs AYE: Ramey, Barnhouse, Ewing, NAY: None Motion carried 4 -0. ITEM 14: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR THE APPOINTMENT OF A CITY CLERK. Vice Mayor Burris stated that every City Council has the right to select its own City Clerk, and he recommended that City Treasurer Sherry Bishop be removed from the position of City Clerk ' and that Ms Boutwell be appointed Acting City Clerk until a selection can be made. He further recommended that an internal posting of the position be made, and that the first consideration be given to city employees. Ms Barnhouse moved to table the item until the first meeting in ' August, at which time the Mayor will have returned. Motion seconded by Mr Ramey. AYE: Barnhouse, Ramey, Ewing, Burris NAY: None Motion carried 4 -0. P r M Owasso City Council July 19, 1994 ITEM 15: REQUEST BY FOP LODGE #149 TO ADDRESS THE COUNCIL RELATIVE TO THE FY94 -95 CONTRACT. Mr Yount introduced the chief negotiator, Mr Dobrinski, who explained the FOP proposal and position. Mr Cates responded to Mr Dobrinski's presentation by stating that he agreed that an impasse had been reached. He also stated that under the ground rules, the parties agreed that mediation would be pursued prior to any arbitration. The presentation to the Council was not part of the ground rule process, but the FOP has a constitutional right to appear before the Council at any time. A letter has been prepared to contact the federal mediators and is awaiting Mr Dobrinski's signature. Following further discussion, Mr Dobrinski requested that the Council take action on the contract. Mr Cates said that the item was not stated so that action could be taken on the matter. At 8:01 p.m. the Vice Mayor called a special meeting to be held at 8:01 p.m. on Thursday, July 21, 1994 in the Council chambers for the purpose of considering and taking action on the contract proposed by the FOP. Ms Patricia Marlar reminded the Council that, under the Code of Ordinances, any item once considered by the Council may not be reconsidered for a period of six months. Mr Cates affirmed that statement. ITEM 16: REPORT FROM CITY MANAGER No Report ITEM 17: REPORT FROM CITY ATTORNEY No Report ITEM 18: REPORTS FROM CITY COUNCILORS No Report ITEM 19: UNFINISHED BUSINESS None ITEM 20: NEW BUSINESS Councilor Ewing asked about the certificate of occupancy process and questioned if all new business were being inspected by all proper departments. Chief Allen said that this is a fairly new process and that inspections are conducted on most businesses before they open. If a business opens before applying for a certificate of occupancy or does not apply for a certificate of occupancy, an inspection is often made after the fact. This process is coordinated by the Community Development Department. 0 Owasso City Council ITEM 21: ADJOURNMENT Mr Ramey moved, seconded by Mr Ewing to adjourn. AYE: Ramey, Ewing, Barnhouse, Burris NAY: None Motion carried 4 -0 and the meeting was adjourned at 8:17 p.m. Marcia Boutwell, Council Clerk 7 Jerry Duke, Mayor July 19, 1994 OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING Thursday, July 21, 1994 The Owasso City Council met in special session on Thursday, July 21, 1994 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 10:00 a.m. on Wednesday, July 20, 1994. Meeting called by Vice -Mayor Burris at 8:01 p.m. on Tuesday, July 19, 1994. ITEM 1: CALL TO ORDER Vice Mayor Burris called the meeting to order at 8:01 p.m. ITEM 2: INVOCATION The invocation was given by Councilor Ramey. ITEM 3: FLAG SALUTE The flag salute was led by Tim Rooney. ITEM 4: ROLL CALL PRESENT Charles Burris, Vice Mayor Mary Lou Barnhouse, Councilor Joe Ramey, Councilor Danny Ewing, Councilor STAFF Rodney J Ray, City Manager Ronald D'Cates, City Attorney Tim Rooney, Acting Council Clerk A quorum was declared present. ABSENT Jerry Duke, Mayor Marcia Boutwell, Council Clerk Vice Mayor Burris said that he had promised the President -elect of the Fraternal Order of Police that there would be an Executive Session; and requested a motion for an Executive Session. Mr Ramey moved, seconded by Mr Ewing, for an executive session. The City Attorney advised that under Oklahoma law the agenda was not set forth so that the Council could retire into executive session. The request for an executive session was not stated on the agenda, the matter to be considered was not stated on the agenda, nor was the statutory section authorizing an executive session stated on the agenda. The Vice Mayor requested a roll call on the motion. a Owasso City Council AYE: Ramey, Ewing, Barnhouse, Burris NO: None 1 July 21, 1994 , The motion carried 4 -0 and the Vice Mayor asked everyone to leave the Council room except for the Council members. He said that members of the FOP Lodge, the Police Chief, the City Manager, and the City Attorney would be called into the session separately. The City Manager stated that he could not attend the executive session and he advised all staff members not to attend the executive session because it was an illegal session. The Vice Mayor asked Mr Ramey if he would like to withdraw his motion. Mr Ramey agreed. Mr Burris asked the FOP if they had any objection to a public hearing on the matter. They did not, and the Vice Mayor withdrew the motion for an executive session. No vote was taken. ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST BY THE OWASSO FRATERNAL ORDER OF POLICE LODGE #149 FOR COUNCIL APPROVAL OF THE CONTRACT BETWEEN THE CITY OF OWASSO AND OWASSO FOP LODGE #149 FOR FISCAL YEAR 1994 -1995, AS PROPOSED BY OWASSO FOP LODGE #149. FOP President James Dobrinski discussed the revised proposal which would lower the uniform allowance from $500 to $350. He said that the cost of salaries would drop to 8.08 %. Mr Dobrinski discussed the proposed FOP offer at some length. Mr Ray made a brief presentation concerning the City's offer, which included a 5 % pay raise on July 1 and a 3.5 % pay raise on January 1. The total increase of all items, which has been budgeted, is 9.40% or $55,000. Mr Ray requested that the City be allowed time to cost out the FOP proposal. City Attorney Ron Cates reminded the Council of issues other than monetary that also have an impact on department operations. Mr Dobrinski responded to the concerns expressed. Mr Burris mentioned a letter all Councilors had received from Mayor Duke in which the Mayor requested that this item be postponed until the August 2 regular Council meeting. Vice Mayor Burris asked Police Chief Marie Alexander to speak to some of her concerns with the proposed contract. Chief Alexander said that she had some managerial concerns, which she had relayed to the City Attorney. The Vice Mayor requested that those concerns also be relayed to the FOP negotiators. Vice Mayor Burris moved to delay any action on the contract until such time as the Mayor has returned, which should be August 2. Motion seconded by Mr Ramey. AYE: Burris, Ramey, Barnhouse, Ewing NAY: None Motion carried 4 -0. Mr Burris requested that an executive session be placed on the August 2 agenda so that the Council may have that option if it is deemed necessary. 2 Owasso City Council ITEM 6: 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 9:10 p.m. Marcia Boutwell, Council Clerk 3 Jerry Duke, Mayor July 21, 1994 CITY OF OWASSO GENERAL FUND 7/28/94 16:38:56 A/P CLAIM': REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- MANAGERIAL ------------------------ - - - - -- 950132 AGGRESSIVE ENTERRPRISES,I SERVICES /RODEO 320.00 950133 WORLD PUBLISHING CO SUBSCRIPTION 60.00 950142 OWASSO /METRO INSULATION INSULATION 1,293.00 950178 CITY GARAGE FUEL. 50.64 950225 TREASURER PETTY CASH REIMB PETTY CASH 12.13 950240 SOUTHWESTERN BELL TELE. 6/94 USE 55.97 950272 R,ODNEY RAY EXPENFES 271.33 DEPARTMENT TOTAL = = = =) 2,063.07 FINANCE ------------------------ - - - - -- 950023 CPS BUSINESS, INC. LICENSE FEES 217.00 950071 OFFICE DEPOT CARD PLAN SUPPLIES 23.68 950126 STANFIELD & O'DELL, P.C. SERVICES 3,000.00 950179 CPS BUSINESS, INC. REPAIRS 989.010 950225 TREASURER PETTY CASH REIMB PETTY CASH 21.94 DEPARTMENT TOTAL = = = =? 4,251.62 COMMUNITY DEVELOPMENT ------------------------ - - - - -- 942717 A -1 FENCE BARRICADE 553.36 950104 OWASSO AUTO SUPPLY TOOL BOX 89.00 950110 BACON & SON INC LEGAL FILE 125.00 95015^ CITY GARAGE PARTS 6.38 9501 �7 RETHERFORD PUBLICATIONS ADVERTISING 32.46 950178 CITY GARAGE FUEL 191.69 950225 TREASURER PETTY CASH REIMB PETTY CASH 37.93 950240 SOUTHWESTERN BELL TELE. 6/94 USE 25.04 DEPARTMENT TOTAL = = = =. 17060.86 MUNICIPAL COURT 950071 OFFICE DEPOT CARD PLAN SUPPLIES 36.79 950106 CHARLES RAMSE`r' RETAINER 825.00 950107 MICHAEL D. HILSABEC:H RETAINER 825.00 9501129 U'S POSTMASTER POSTAGE. 116.00 950240 SOUTHWES=TERN BELL TELE. 6194 USE 45.28 4 CIT`i OF OWASSO GENERAL FUND 7/28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- DEPARTMENT TOTAL 1,848.07 ENGINEERING ------------------------ - - - - -- 9501"S CITY GARAGE FUEL 5.;1 DEPARTMENT TOTAL 5.71 GENERAL GOVERNMENT ------------------------ - - - - -- 950071 OFFICE DEPOT CARD PLAN SUPPLIES 279.52 950130 OKLA. CORPORATION COMM. REGISTRATION 25.00 950141 AELE LIABILITY REPORTER SUBSCRIPTION 155.00 950145 CELLULAR ONE -TULSA CELLULAR PHONE 99.00 950155 Ri:K MANAGEMENT ASSOCIATI INSURANCE 84.00 950151 WAL -MART SUPPLIES 39.97 950221 OWASSO GOLDEN AGERS REIMB /DOC 225.00 950225 TREASURER PETTY CASH REIMB PETTY CASH 22.23 950226 TREASURER PETTY CASH REIMB DOC MEALS 135.70 950240 SOUTHWESTERN BELL TELE. 5/94 USE 382.00 950?41 PSO 5/94 i]SE 911.43 950242 OKLA NATURAL GAS 5.'94 USE 37.74 9509-43 SOUTHWESTERN BELL TELE. 6/94 USE 47.33 DEPARTMENT TOTAL 2,446,92 MAINTENANCE ------------------------ - - - - -- 942707 MAXIMUM CONTROL, INC. REPAIR 1.32.00 942714 TAYL.OE PAPER CO SUPPLIES 207,70 950138 EMPIRE PLUMBING SUPPLY IN SUPPLIES J- 9 5 n 152- TREASURER PETTY CASH SUPPLIES 99.94 950178 CITY GARAGE FUEL 39,3:3 950224 BUILDERS SOTTARE SUPPLIES 40.30 950234 DAYCOA INC SUPPLIES 902.14 DEPARTMENT TOTAL 743.91 CEMETERY ------------------------ - - - - -- 950178 CITY GARAGE FUEL 2;,5� 5 CITY OF OWASSO GENERAL FUND 7/28/94 16:38:56 A/P CLAIM_: REPORT APAPVP PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 95041 PSO 6/94 USE 16.76 DEPARTMENT TOTAL 39.33 POLICE SERVICES ------------------------ - - - - -- 942674 JSC INC. SAFETY EQUIPMENT 87.40 942714 TAYLOE PAPER CO SUPPLIES 54.00 9"10046 VINES MINI-STORAGE STORAGE RENT 60.00 9500 71 OFFICE DEPOT CARD PLAN SUPPLIES 1 33.63 9.E500 ?7 DOES PRINT SHOP PRINTING 191.80 950080 HOWARD STAMPER RETAINER /SERVICES 150.00 950083 REASORS PRICE RITE FILM PROCESSING 43.63 950085 L.E.T.N. TELEVISED TRAINING 288.00 950089 PRYOR RESOURCES SEMINAR 99.00 950135 BILL NANCE REIMBURSEMENT 51.00 950142 OWAS"SO /METRO INSULATION INSULATION 1,200.00 950145 LAW ENFORCEMENT EQUIP CO UNIFORM SUPPLIES 42.00 950153 CITY GARAGE PARTS 712.75 950173 CLASSIC CHEVROLET VEHICLES 60,740.00 950178 CITY GARAGE FUEL 1,554.46 950232 US POSTMASTER POSTAGE 87.00 950233 SUBURBAN OFFICE SUPPLY SUPPLIES 27.12 950235 LAW ENFORCEMENT EQUIP CO UNIFORM HATS 177.95 950240 SOUTHWESTERN BELL TEL E. 6/94 USE 19 7.53 950241 PSO 6!94 USE 737.96 950242 OYLA NATURAL GAS 6/94 USE 31.99 950248 SOUTHWESTERN BELL TELE. 5/94 USE 47.83 DEPARTMENT TOTAL =___? 66,714.55 r POLICE COMMUNICATIONS ------------------------------ 950143 TTJLSA REGIONAL MEDICAL CE TEST 115.50 DEPARTMENT TOTAL 1351.50 r ANIMAL CONTROL ------------------------ - - - - -- 95001.9 PAYLESS CASHWAYS, INC AIR CONDITIONER 4:11.10 950071 OFFICE DEPOT CARL? PLAN SUPPLIES 16.99 950083 REA.'SORS, PRICE RITE FILM PROCESSING -.69 95016:? J.B. WHOLESALE CAGE 459.00 an 6 CITY OF OWASSO GENERAL FUND 7/28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 950178 CITY GARAGE FUEL 950240 SOUTHWESTERN BELL TELE. 6/94 USE 27.89 95041 PSO 6/94 USE 93.03 DEPARTMENT TOTAL 17040.66 FIRE SERIVCES ------------------------ - - - - -- 942111 LEO'S GOLD LION PRODUCTIO LETTEPING /TANKER ONE 343.550 942150 NANCOL BUNKER GEAR 287.57 942290 AGGRESSIVE ENTEPRPRISES,I ELECTRICAL INSTALLATION 673.00 942649 GABLES EXCAVATING, INC. SECURITY LIGHTS 630.00 950034 EVE INC. SUPPLIES 484.12 950035 MCCAW COMMUNICATIONS USAGE 981 950037 KIMBALL ACE HARDWARE SUPPLIES 445.09 450038 NAPA AUTO PARTS PARTS 159.92 950041 VOLUNTEER VOLUNTEER, PUBS 495.00 950044 B & B SUPPLY SUPPLIES 143,51 950119 FIRE RETIRE & PENSION SYS VOLUNTEER DUES 480.00 950149 BAILEY EQUIPMENT LAWN MOWER 874.57 950178 CITY GARAGE FUEL 336.54 950240 SOUTHWESTERN BELL TELE. 6/94 USE 189.24 950241 PSO 6/94 USE 774. °3 950242 OKLA NATURAL GAS 6/94 USE 168.27 DEPARTMENT TOTAL 61514.1.6 CIVIL DEFENSE ------------------------ - - - - -- 950238 SANTA FE DISTPIBTTTING INC POWER SUPPLY 73.31 950240 SOITHWESTERN BELL TELE, 6/94 USE 25.14 950241 PSO 6/94 ?T;$ 64.17 950243 SOUTHWESTERN BELL TELE. 6/94 USE 49.76 DEPARTMENT TOTAL 2 1:_'.88 STREETS ------------------------ - - - - -- 1 94224A PAINBOW CONCRETE CO CONCRETE 192.00 942668 KEYSTONE EOUIPMENT CO REPAIR BACKHOE 6475.37 9501 -9 SIGNALTECK INC. REPAIRS 663.01 ' 95010, 5 HANES' SHOE .. APCH SH�1P BOOTS /REPAIRS 6 ?. _2' 9 5015? CITY GARAGE PARTS =; 561.12 CITY OF OWASSO GENERAL FUND 7/28/94 16 :38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # ---- - - - - -- VENDOR ------------------- - - - - -- ------------------- DESCRIPTION - AMOUNT - - - -- ------- - - - - -- 9501"? CITY GARAGE FUEL SUPPLIES 304.42 950225 TREASURER PETTY CASH REIMB PETTY CASH 14.44 950240 SOUTHWESTERN BELL TELE. 5/94 USE 46.18 950241 PSO 6/94 USE 649.75 950242 OKLA NATURAL GAS 6/94 USE 1:2.60 DEPARTMENT TOTAL = = = =) 5,482.21 RECREATION CENTER ------------------------ - - - - -- 942714 TAYL.OE PAPER CO SUPPLIES 17.00 950017 KIMBALL ACE HARDWARE SUPPLIES 113.16 950018 MOULDER OLDHAM CO SUPPLIES 58.00 950071 OFFICE DEPOT CARD PLAN SUPPLIES 7.99 950178 CITY GARAGE 6/94 USE FUEL 12.91 950240 SOUTHWESTERN BELL TELE. 6.!94 USE 41.03 950241 PSO 6/94 USE 414.01 950242 OKLA NATURAL GAS 6/94 USE 42.98 DEPARTMENT TOTAL = == 707.08 SWIMMING POOL ------------------------ - - - - -- 950154 FIESTA POOLS SUPPLIES 26.90 950240 SOUTHWESTERN BELL TELE. 6/94 USE 27.39 950241 PSO 6/94 USE 178.37 DEPARTMENT TOTAL =___) 232.65 COMMUNITY CENTER ------------------------ - - - - -- 950071 OFFICE DEPOT CARD PLAN SUPPLIES 15.91 950153 CITY GARAGE PARTS 224.79 950178 CITY GARAGE FUEL 37.21 950185 CELLULAR ONE -TULSA CELLULAR PHONE 69.00 950225 TREASURER PETTY CASH REIMB PETTY CASH 39.08 950240 SOUTHWESTERN BELL TELE. 6/94 USE 75.27 950241 PSO 6/94 USE 958.24 950242 OKLA NATURAL GAS 6/94 USE 40.65 DEPARTMENT TOTAL = = = =` 1,460.1-5 PARK MAINTENANCE ------------------------ - - - - -- 8 CITY OF OWASFO GENERAL FUND 7/28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- 942503 SECURITY BY ROSE, INC_. 950153 CITY GARAGE 950167 WATER PRODUCTS INC 950168 HUGHES LUMBER CO 950178 CITY GARAGE 950194 BAILE`i QUIPMENT 950199 JAMES L HOBBS 950200 WAYNE CARVER 950201 ARLEY OWENS 950202 LARRY TURNER 950203 NU -LOOK 950236 AUDREY REEVE 950241 PSO 950242 OKLA NATURAL GAS DEPARTMENT TOTAL = = = =) ECONOMIC DEVELOPMENT ------------------------ - - - - -- 950225 TREASURER PETTY CASH DEPARTMENT TOTAL = = = =) FUND TOTAL ====) DOOR LOCKS 303.82 PARTS 19.69 SUPPLIES 327.54 SUPPLIES 113.38 FUEL 171.23 WEEDEATER 459.00 MOWING /ATOR 160.00 MOWING /86TH ST 98.00 MOWING /ELM CREEK 594.00 MOWING /PAYOLA 495.00 SUPPLIES 403.02 CLEAN ELM CREEK RESTROOMS 200,00 6/94 USE 829.63 6/94 USE 92.50 4,666.81 REIMB PETTY CASH 38.00 38.00 995684,15 9 CITY OF OWAS'SO WORKERS' COMP :SELF -TNS PLAN 7/28/94 16:38:56 A/P C:LAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- GENERAL GOVERNMENT ------------------------ - - - - -- 950095 ST FRANCIS HOSPITAL CLAIM /'IDLE 350.43 950108 NEUROLOGICAL 'SURGERY INC CLAIM!EVANS 66.00 950117 BERKLEY RISK MANAGEMENT ADMTH FEE 778.33 950139 DAR.RELL EVANS T.T.D. 626.72 950180 MULTI CARE HEALTH CENTER CLAIM /HEATH 107.00 DEPARTMENT TOTAL =___? 1,928.53 FUND TOTAL =___. 11928.53 1 CITY OF OWASSO AMBULANCE SERVICE FUND 7'28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- AMBULANCE ------------------------ - - - - -- 942702 ALLIANCE MEDICAL, INC. SUPPLIES 471.67 942715 DYNA MED SUPPLIES 104.45 942719 ALLIANCE MEDICAL, INC. SUPPLIES 161.36 950040 PACE PRODUCTS OF TULSA IN OXYGEN/RENTAL 228.00 950042 DR. AMBROSE SOLANO, M.D. AUDIT 250.00 950045 MEDICAL COMPLIANCE ' =PECIA BIO WASTE 30.00 DEPARTMENT TOTAL = = = => 1,245.48 FUND TOTAL. ____% 1,245.48 2 1 1 1 1 1 1 1 1 1 !CITY OF OWASSO E - 911 7/28/94 16:38:56 A/P CLAIM'S REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- POLICE COMMUNICATIONS ------------------------ - - - - -- 950006 SOUTHWESTERN FELL TELE. E -911 1,740.29 DEPARTMENT TOTAL 1,740.29 FUND TOTAL =___? 13740.29 3 CITY OF OWASSO CITY GARAGE 7/28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- CITY GARAGE ------------------------ - - - - -- 942436 PAN'S WHEEL ALIGNMENT ALIGNMENT'S 942535 MILEAGE MASTERS TIRES 942562 INTERSTATE BATTERY SYSTEM BATTERIES 950063 OWASSO TIRE BARN TIRES 950071 OFFICE DEPOT CARD PLAN SUPPLIES 950098 A. & E DISTRIBUTING SUPPLIES 950114 WELSCO INC OXYGEN/ACETYLENE 950178 CITY GARAGE FUEL 9502107 CLASSIC CHEVROLET PART'S 950-012 TULSA BRAKE AND CLUTCH PARTS 950240 SOUTHWESTERN BELL TELE. 6.'94 USE 950241 PSO 6:94 USE 950242 OKLA NATURAL. GAS 6.94 USE DEPARTMENT TOTAL FUND TOTAL =___. .31 .00 934.14 221 .93 107.3'5 35.94 205.30 37.80 5.19 78.00 X12.16 20.64 173.23 169.45 ° 732.13 2,732.13 13 1 CITY OF OWASSO PARK DEVELOPMENT 7/28/94 16:38:56 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- PARKS ------------------------ - - - - -- 950270 RICH WEEMS EQUIPMENT INSTALLATION 335.00 950279. MID - CONTINENT CONCRETE CO CONCRETE 450.00 DEPARTMENT TOTAL =___') 1,2:5.00 FUND TOTAL =__= 112 75.00 GRAND TOTAL S - 14 VENDOR TRANSFERS CEMETERY CARE AMBULANCE CAPITAL CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION AMOUNT REVENUE TRANSFER FROM GENERAL FUND 265.00 REVENUE TRANSFER FROM AMBULANCE FU 3,524.11 TRANSFERS TOTAL 3,789.11 1 VENDOR TRANSFERS CITY GARAGE WORKER'S COMP SELF -INS GENERAL FUND GENERALFUND TRANSFERS TOTAL CITY OF OWASSO A/P TRANSFER REPORT DESCRIPTION TRANSFER FROM GENERAL FUND TRANSFER FROM GENERAL FUND TRANSFER FROM AMBULANCE FUND TRANSFER FROM E -911 FUND AMOUNT 2,333.33 11, 512.50 10,000.00 1,312.50 25,158.33 CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 07/23/94 DEPARTMENT AMOUNT Finance 5,645.60 :::::::.::..:.; X7.$.4.;.. Municipal Court 1,186.46 ::.. Building Maintenance...::....:::::.:::...:..:....:... 777.66 :::::........._... xx ...::.:... :.:::....:..........: Central Dispatch 4,809.43 Fire 28 973.45 65. <:.: Recreation Center 2,380.66 :.::...:::.::........:..:. ......:..r:...:: . Park Maintenance 5,524.33 APPROVED: 08/02/94 Mayor Council Member Council Member f 1 1 n i, CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 07/23/94 APPROVED: Mayor Council Member Council Member 08/02/94 MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: RODNEY J RAY CITY MANAGER SUBJECT: CITY MANAGER'S REPORT DATE: July 29, 1994 MANAGERIAL: PERSONNEL - The following personnel actions have occurred since the last City Manager's Report: Resignations - Debora Clausen, Police Department - Records Clerk Terminations - Eugene Cline, Garage Department - Mechanic Nick Whitaker, Garage Department - Mechanic Brett Hunt, Parks Department - Superintendent ' Ted McCord, Community Development - Code Enforcement Officer Ms Clausen has been with the city for approximately eight months, first as a part-time employee ' and since July 1, as a full -time employee. She has resigned to accept a position with a private sector company. Ms Clausen was instrumental in initiating and developing a police records clerk position and has provided the department with a good foundation for future successes. Mr Cline has been employed as a mechanic with the city for three months and was terminated for violations of the city's personnel policies. Mr Whitaker has been employed as a mechanic with the city for two years and was terminated for violations of the city's personnel policies. CITY MANAGER'S REPORT July 29, 1994 Page 2 Mr Hunt has been employed as parks superintendent with the city for two years, four months and was terminated for violations of the city's personnel policies. Mr McCord has been employed with the city for thirteen years, most recently as code enforcement officer, and was terminated for violations of the city's personnel policies. If you have questions relating to the above actions, please call me. I am available to discuss, in private,. details of these actions. NEW LAWSUIT - The city has been named as a defendant in a lawsuit filed by "Safety National Casualty Company." The lawsuit, filed in state district court, claims that the city did not fulfill contract obligations relating to payment of an "adjusted premium" for excess coverage on our self - insured workers compensation plan. The company provided excess coverage for our plan during the first year of self insurance, however, the coverage was through the city's third party administrator, not through a contract with the city. In fact, services from the third party administrator (Self Insurance Service Bureau) and excess insurance provider (Safety National) were terminated after they first attempted to require an "adjustment" in the premium. The city's position since that time has been that there is no liability for any premium payments except those initially agreed to in the contract with Self Insurance Service Bureau (and they were specific). This suit is somewhat surprising since the local agent (Hogan Insurance) specifically told representatives of Safety National that their problem was with the third party administrator, not the city. This matter has been referred to the city attorney for his review and to prepare an initial answer to the lawsuit. The claim against the city states that the total amount owed to Safety National for adjusted premiums is $28,378. If you have questions, please contact Regena Rogers, Mr Cates or me. BLOOD DRIVE - The Employee Association /FOP Blood Drive will be held on Monday, August 8th from 1:30 to 5:30 p.m. at the Owasso Community Center. Anyone who can donate blood is welcome. All persons who have not donated within the last year, or who bring someone who has not donated within the last year, will receive a free T -shirt. FINANCE: AMBULANCE BILLING RFP - The 1994 -95 budget contained funding appropriations for several privatization projects. Those projects were targeted because they were most suitable to reducing cost by contracting with persons or firms who have specific expertise that the city does not possess. One of those projects is ambulance billing. Since January of this year, the city staff has attempted to perform the third party billing duties associated with Ordinance #469. Our evaluation of that performance indicates that we do not have adequate resources or expertise to do the job properly. In fact, I believe privatization of this function will product a marked i ' CITY MANAGER'S REPORT July 29, 1994 ' Page 3 ' increase in revenue. I also believe that our collection rate from non - subscribers will improve. Other cities that utilize a privatized billing system have realized substantial revenue increases. The staff has prepared a "REQUEST FOR PROPOSALS" to be sent to firms interested in ' bidding their billing services to the city. That "RFP" is attached for your review. Unless you have concerns or objections, it is the staffs intent to distribute the "RFP" beginning on August 17th. If there are not major problems with your review, the "RFP's" could be received, ' evaluated and on your agenda for action by the September 20th Council meeting. After your review, please call Ms Bishop or me if you have questions or concerns. COMMUNITY DEVELOPMENT: BOARD OF ADJUSTMENT - The Owasso Board of Adjustment will review a request for a Special Exception for a temporary real estate /construction office building for the Nottingham Estates Subdivision at a special meeting on August 1, 1994. The Board will also address a request for a Variance of the screening requirements in an IL district located in the Three Lakes Industrial Park II. A more detailed memorandum from Mr Rooney regarding these items is attached for your information and review. PLANNING COMMISSION - The next regularly scheduled meeting of the Planning Commission is August 9, 1994 at 7:00 p.m. Items on that agenda include a review of a preliminary plat for Central Park Second Addition and a review of a preliminary plat for Camden Park II. Other items include a lot split request in Hale Acres Addition and review of a site plan for Owasso Git -N -Go, located on the northwest corner of 86th St N and 129th E Ave. Please review the above referenced memorandum from Mr Rooney for more detailed information. If you have any questions, please contact Mr Rooney, Mr Compton, or me. CDBG REHAB GRANT - The grant application has been filed with the state. We can expect a final decision in about 60 days (Oct 1). Grant request is for $197,800 to install wastewater collection lines. MUNICIPAL COURT: BENCH WARRANT AUTOMATION PROJECT - The Municipal Court Clerk's office is preparing to initiate a fully computerized bench warrant program. Previously, form letters to warn defendants of an impending warrant and the warrant forms themselves were manually typed, mailed, filed, and tracked by the Court Clerk. After completed warrants were signed by the Judge, copies of the original citations and warrants were sent to the Police Department. This manual system has naturally created a coordination problem between the warrant files at the Court Clerk's office and the outstanding warrants list at the Police Department. Another CITY MANAGER'S REPORT July 29, 1994 Page 4 drawback to a manual system has been the inadequacy in providing quick access to accurate warrant information. The Owasso Court Clerk (Ms Garbee) and the City's computer specialist (Mr Knebel) are currently finishing the design and programming for a custom written computer database program to streamline the bench warrant printing and tracking process. Overall design objectives for the project include (1) simple & efficient operation, (2) integrity of information, (3) elimination of pre - printed forms, (4) utilization of the data previously input for the automated court docket system, (5) accurate coordination of files between court clerk's office and police department, and (6) speedy computerized reference of outstanding warrants for dispatchers at the police department. Approximately 90% of the nearly 1,200 existing bench warrants have been input into the new database and the programming is nearly complete. The target date for full implementation is August 1st. ENGINEERING: 76TH STREET NORTH SIGNALIZATION PROJECT - A pre -work conference was held at 10:00 a.m. on July 28th in the conference room of the Oklahoma Department of Transportation Division Eight office. Persons in attendance were the resident engineer and inspector from Division Eight, office administration personnel, Gene Harris with Empire Construction (the general contractor awarded the contract), and staff from the Public Works Department. ODOT's contract time frame is set at 90 days, beginning on August 28, 1994. Empire construction was awarded the contract to install signalization at the off ramps, provide turn lanes along 76th St N under the overpass, and add a lane for right turns for the off ramp for north bound traffic. This is a 100% federally funded project costing approximately $176,000. Empire Construction is a very good construction firm capable of providing a first class job. The city should see Empire on the jobsite next week initiating preliminary work on site preparation. M POLICE SERVICES: VEHICLE DONATION - Sgt Brock, Chief Alexander and Canine Officer Mozingo have ' developed a proposal that was submitted to, and now has been accepted by, Classic Chevrolet. Based on that proposal, the company has committed the use of a vehicle which will literally help ' the Owasso Police Department "take a bite out of crime." Classic is donating a white Chevrolet Blazer for use in the Owasso canine program. This vehicle will be marked similar to the new ' CITY MANAGER'S REPORT July 29, 1994 Page 5 ' vehicle design and will be operated exclusively by the canine officer and Nick. The donated use is for one year and is similar to the DARE vehicle program the company made available in past years. If you have an opportunity, please say a special thank you to Classic Chevrolet for their 1 help for our police department. Also due a "job well done" is Sgt Randy Brock and Officer Mozingo. After getting the "go ahead" from Chief Alexander, they made this donation a reality. DEPARTMENT VACANCIES - Applications are currently being accepted at Tulsa Employment agency to be considered for the one officer vacancy which currently is available. IFIRE SERVICES: ' FIRE STATION DEDICATION - A final date and time has been established for the official ceremony to turn over the title of the fire truck donated to the city by McDonnell Douglas, and dedication of the new fire station. The events are scheduled to be held on Thursday, August 25th at 1:30 p.m. Senator Nickles is scheduled to attend the ceremony, along with VIP's from McDonnell Douglas. I hope all city officials can be in attendance for this important event. t Mayor Duke and the Council will accept the truck title and be asked to participate in the station's ribbon cutting ceremony. 1 RECREATION CENTER: il RECREATION PROGRAMS - NYSCA first year soccer coaches clinics have been scheduled for August 1 and August 2. The basketball class continues through August 12. GIRL SCOUT WORKSHOP - A badge workshop for 4th, 5th, & 6th grade Girl Scouts will be held at the Center August 5 & 6. Approximately 40 girls and leaders will spend the night in the activities room. This event has been held at the Center for the past two years. NINTH GRADE BASKETBALL - School begins on August 23, 1994, and the 9th grade basketball team will once again use our gym from 1:00 p.m. until 3:00 p.m. for practice. With all the physical education classes, the school has a problem scheduling practices. This is a very low use time at the Center, and is certainly a help to the school. The school system has been willing to help other user groups, such as FOR, when their season begins by allowing them to use school facilities after hours for ball games. This practice allows regular Center users more free time at the facility. CITY MANAGER'S REPORT July 29, 1994 Page 6 ECONOMIC DEVELOPMENT: NSP - Closing date for sale of NSP bonds is set for August 18th. If that date is maintained, I expect a groundbreaking ceremony on or about August 24th. Grant requests are progressing, the contract for purchase of the land is completed, and I understand that the review of construction plans for the building permit should start next week. Construction could begin as early as September 1st. WHIRLPOOL - The groundbreaking ceremony for Whirlpool is scheduled for 9:00 a.m. on Tuesday, August 2nd. Buses will leave from the Downtown Doubletree at 8:00 a.m. and return to the hotel for brunch after the ceremony. Councilors wishing to ride to Tulsa should meet at City Hall at 7:30 a.m. Expect to be back in Owasso around 1:30. WATER DISTRIBUTION: WATERLINE REPLACEMENT PROJECT - A request to award the bid for the waterline replacement project will be delayed until the August 16th OPWA meeting to allow sufficient time to evaluate all the bids. The expected cost of construction is approximately $493,028, therefore, staff believes the additional time is warranted because of the magnitude of the expenditure. WASTEWATER COLLECTION: SEWER REHABILITATION PROJECT - NOVA Engineering Inc is completing the design of the sewer rehabilitation project for the older portion of town. The project is anticipated to cost approximately $2,600,000 for construction. Actual construction will begin in January 1995 and is expected to take 365 days. A memorandum summarizing the project is attached. Contact Mr Carr or Mr Munn for additional details or questions. c 46 ATTACHMENTS 1. Contract Status Report 2. Lawsuit Status Report 3. Golf Course Profit/Loss Statement 4. Memorandum from Mr Rooney Concerning Planning Commission & Board of Adjustment Activities 5. Construction Projects Schedule 6. FY94 -95 Projects 7. Memorandum from Robert Carr Relating to Sewer Line Replacement Project 8. Memorandum from Mike Knebel Relating to Highway 20 Widening Proposal 9. "Request for Proposals" Relating to Privatization of Ambulance Billing 10. Proposed "Git -N -Go" Elevation Profile for 86th St Location 11. Correspondence to FOP Officers CONTRACT STATUS REPORT July 29, 1994 PROJECT ADVERTISE FOR BIDS BID OPENING AWARD BID NOTICE OF AWARD BONDS IN PLACE PRE - CONSTRUCTION MEETING NOTICE TO PROCEED % OF COMPLETION TO DATE PROJECTED COMPLETION DATE Sewer Plant Facility Plan Amendment FHC Inc 1/26/93 (Interviews) 2/22/93 (Proposals) 4/6/93 N/A N/A N/A 416193 99% draft reports 8/15/94 Water & Sewer Rehabilitation Nova Engineering 1/12/93 (Interviews) 2/22/93 (Proposals) 4/6/93 N/A N/A N/A 8/3/93 water 100% sewer 99% water complete sewer 9/1/94 Central Fire Station RDG Construction 5/19/93 6/24/93 7/20/93 7/21/93 8/4/93 8/5/93 8/4/93 100% Accepted 7/19/94 Sewer Inflow /Infiltration Analysis Amendment - FHC Inc 3/1/94 3/2/94 N/A N/A 3/8/94 99% draft report 8/15/94 76th Street North Improvements 4/28/94 5/26/94 6/7/94 6/8/94 7/26/94 Water Line Replacement 6/17/94 7/14/94 8/2/94 2/95 Council /Courtroom Renovation 6/30/94 8/2/94 8/16/94 96th & Garnett Signalization 7/14/94 8/12/94 C:\WPDATA\PROJECTS\CONTRACr.FRM NLRB LAWSUIT STATUS REPORT July 29, 1994 C:\WPDATA\LEGAL\LAWSUrrS.FRM MRB a I DATE DATE DATE OF FILED BY RECENED TYPE REFERRED TO REFERRED STATUS DISPOSITION DISPOSITION Jeannie Hyatt 4/16/92 Violation of civil rights by OMAG 4/16/92 Order of Summary Judgment Appeal time remains open. in U.S. Dist Ct various police officers for dismissal - 2/8/94 According to OMAG counsel, case is probably over Monty Ray Collins 3/17/93 Violation of civil rights - use of OMAG 3/17/93 Set for jury trial 5/16/94 Jury verdict in in U.S. Dist Ct excessive force by police officers 09:30 a.m. - Judge Ellison defendant's 5/17/94 favor Tisha & Charles 7/12/93 Negligent maintenance of water OMAG 7/12/93 Discovery stage - no trial set Harlan meter in State Dist Ct Doris Bull, Sharon 3/30/94 Negligent maintenance of OMAG 3/30/94 Received by City; Referred to King & John King emergency vehicles & Risk OMAG; OMAG declined in State Dist Ct Management of coverage; Risk Management Oklahoma of Oklahoma accepted coverage & assigned Dunnery, Daniel & Baker to provide defense; In Discovery stage Safety National 7/8/94 Contract action claiming fees City Attorney 7/15/94 Entry of Appearance filed; Casualty Company investigating in State Dist Ct C:\WPDATA\LEGAL\LAWSUrrS.FRM MRB a I IHER INCOME & FIXED EXPENSES OTHER MISCELLANEOUS INCOME 27,818.73 0.00 0.00 27,818.73 0.00 0.00 ' BAILEY GOLF RANCH - -- - -- 0.00 ---- --- - - - - -- 0.00 ------- -- - - -- ------ 27,818.73 - - - - --- 0.00 -- ----- - - ---- 0.00 PROFIT (LOSS) BY OPERATION 0.00 0.00 0.00 0.00 0.00 12 Periods Ended Jun 30 94 INTEREST EXPENSE (41,945.07) 0.00 0.00 (41,945.07) 0.00 - -- - CURRENT BUDGET PRIOR YR CURRENT BUDGET PRIOR (41,945.07) MONTH MONTH MONTH YTD YTD YTD E - - - -- -- -- - - -- -- - - - - -- -- - - - - -- -- - --- - - - - -- GOLF CART OPERATIONS 29,305.60 36,146.00 0.00 171,488.71 206,326.00 0.00 GOLF SHOP OPERATIONS 93,307.84 142,560.00 0.00 557,087.39 671,975.00 0.00 FOOD & BEVERAGE OPERATIONS 21,437.84 28,657.00 0.00 116,692.92 160,877.00 0.00 GENERAL & ADMINISTRATIVE 444.25 0.00 0.00 ------- - - - - -- 4,027.02 ---- --- - - - - -- 0.00 --- ---- - - - - -- 0.00 ------- ---- -- TOTAL INCOME -- -- --- - - - - -- 144,495.53 - --- -- - - - - --- 207,363.00 0.00 849,296.04 1,039,178.00 0.00 CUST OF SALES FOOD & BEVERAGE OPERATIONS 7,015.11 9,824.00 0.00 38,499.87 55,154.00 0.00 TOTAL COST OF SALES --- ----- - - - -- 7,015.11 ----- -- -- - - -- 9,824.00 - -- ---- - --- -- 0.00 ---- ---- - - - -- 38,499.87 ------- -- - - -- ----- -- - - - - -- 55,154.00 ------- - -- - -- ----- -- - - ---- - - 0.00 GROSS PROFIT - - - -- 137,480.42 - 197,539.00 0.00 810,796.17 984,024.00 0.00 PPARTMENT EXPENSES GOLF CART OPERATIONS 12,250.87 12,492.00 0.00 62,294.00 77,728.00 0.00 GOLF SHOP OPERATIONS 14,484.14 16,096.00 3,503.58 104,594.99 117,985.00 12,501.14 GOLF COURSE OPERATIONS 103,444.70 107,434.00 28,386.55 380,942.76 468,135.00 191,769.18 FOOD & BEVERAGE OPERATIONS 6,984.28 8,141.00 0.00 41,446.72 58,939.00 0.00 CLUBHOUSE OPERATIONS 5,155.91 6,250.00 0.00 56,882.06 72,400.00 0.00 ' GENERAL & ADMINISTRATIVE 10,836.44 15,118.00 - 5,567.12 102,793.03 147,166.00 66,996.38 TOTAL EXPENSES - - -- 153,156.34 165,531.00 37,457.25 748,953.56 942,353.00 271,266.70 NET PROFIT (LOSS) --- ---- - - - - -- (15,675.92) - ----- - -- - - -- 32,008.00 ---- --- - - - --- (37,457.25) - ------ --- - -- 61,842.61 ------- - - - - -- 41,671.00 ------------- (271,266.70) IHER INCOME & FIXED EXPENSES 1 OTHER MISCELLANEOUS INCOME 27,818.73 0.00 0.00 27,818.73 0.00 0.00 ' TOTAL OTHER INCOME - -- ---- - - -- -- ------- 27,818.73 - -- - -- 0.00 ---- --- - - - - -- 0.00 ------- -- - - -- ------ 27,818.73 - - - - --- 0.00 -- ----- - - ---- 0.00 FIXED CHARGES 0.00 0.00 0.00 0.00 0.00 0.00 INTEREST EXPENSE (41,945.07) 0.00 0.00 (41,945.07) 0.00 - -- - - - - - - -- -0.00 -- - - - - -- TOTAL FIXED EXPENSES (41,945.07) 0.00 0.00 (41,945.07) 0.00 0.00 TOTAL NET PROFIT (LOSS) ----- -- - - - - -- -- (29,802.26) --- - - - - -- 32,008.00 ----- - - - - -- (37,457.25) ---- - - - - -- -- 47,716.27 ----- - - - --- 41,671.00 --- ---- - - - - -- (271,266.70) 1 I AMMoxarmuM I TO: MR. STEVE COMPTON COMMUNITY DEVELOPMENT DIRECTOR I FROM: TIMOTHY ROONEY CITY PLANNER SUBJECT: PLANNING COMMISSION AND BOARD OF ADJUSTMENT ACTIVITIES 1 DATE: July 27, 1994 PLANNING COMMISSION The Planning Commission will hold its regularly scheduled meeting on August 9, 1994 at 6:00 PM at the Owasso Community Center. The following items will be reviewed at that meeting: ' Preliminary Plat - Central Park Second Addition - A Request for a review of a preliminary plat for Central Park Second Addition. The second addition of Central Park lies south and west of Central Park First Addition, west of 129th E. Avenue and north ' of 86th Street North. Central Park Phase II contains 133 lots on a 37.86 acre area. Kane Development are the applicants. ' Preliminary Plat - Camden Park II - A Request for a review of a preliminary plat for Camden Park H. Camden Park II is generally located directly south of Windsor Lake II Extended and east of the current Camden Park development. Camden Park II contains ' 25 lots on a 7.50 acre area. Dominion Corporation are the applicants. OLS -94 -03 - A Request for a review of a lot split application from Mr. Edwin Collins ' and Mr. Leon Stagg on Lots 17 & 18 of the Hale Acres Addition. The subject property is generally located on the west side of Garnett Road, 360' south of E. 114th Street North. Site Plan - Owasso Git -N -Go - A Request for a review of the site plan for Owasso Git -N- Go, a commercial service station and convenience store to be located on Lot 4, Block 1 of Ram Plaza. The subject site is the northwest corner of E. 86th Street North and N. 129th East Avenue. 1 4 Site Plan - S -R Investments - A Request for a review of the site plan for S -R Investments, a commercial structure to be located on the north 35' of Lot 1, Block 21 and all of the vacated street right -of -way between Lot 1, Block 21 and Lot 4, Block 20 of the Original Town of Owasso, Tulsa County, Oklahoma. The subject property is located directly north of the Depot Steak House. Mr. Lee Rollins is the applicant. Site Plan - Kenny Jones Offices - A Request for a review of the site plan for Kenny Jones Offices, a commercial /office structure to be located on Lot 5, Block 1 of Ram Plaza. The subject site is directly north of the planned site of the Git -N -Go facility. Annexation Request - Request for the annexation of an approximate 18.5 acre tract located at the Southwest Corner of E. 96th Street North and Garnett Road. Currently, the subject property is undeveloped and zoned AG. Joe and Iva Caudle are the applicants. BOARD OF ADJUSTMENT The regularly scheduled meeting of the Board of Adjustment (July 26, 1994 at 7:00 PM), was rescheduled due to lack of a quorum to Monday, August 1, 1994 at 7:00 PM in the Owasso Community Center. At that time, the Board will review the following items: OBOA -94 -08 - A request for a Special Exception from Mr. Charles Helscel for a temporary real estate and construction office to be located on Lot 3, Block 4 of the Nottingham Estates addition. Mr. Helscel had a similar request reviewed by the Board of Adjustment last month but has since changed the location of the proposed office, thus , requiring an additional public hearing. OBOA -94 -07 - A request from James and Cindy Head for a Variance of the screening requirements of an IL (Industrial Light Intensity) district located in Three lakes Industrial Park II. If you or any Councilmembers have any questions about any of these items, please do not ' hesitate to contact me at 272 -2251. Thank you. CITY OF OWASSO PUBLIC WORKS DEPARTMENT CONSTRUCTION PROJECTS SCHEDULE Printed 7/26/94 July - December 1994 L-1 is Jul '94 Aug '94 Sep '94 Oct '94 Nov '94 Dec '94 76TH /MAIN INTERSECTION Design /specs complete Completed Council authorization to bid Completed Notice to newspaper Completed Bidding Completed ......... ............................... Advertisement in newspaper Mandatory pre -bid meeting Bid opening Council award of contract Completed Construction ......... F60 days ••••••••••••••••••••••••• 76TH /US 169 SIGNALIZATION - (OKLAHOMA DOT) Bid opening Completed Construction ......... F180 days 96TH /GARNETT INTERSECTION (TULSA COUNTY) Signalization Design complete Completed Bidopening ............, .......... ..............................' Construction F60 days -� WATER LINE REPLACEMENT PROJECT Design /specs complete Completed Council authorization to bid Completed •••••••• ••••••••••••••••••••••••••••••• Notice to newspaper Completed Bidding Completed Advertisement in newspaper Mandatory pre -bid meeting ■ Bidopening ... ................ ............................... Council award of contract ■ Construction F180 days 96TH /129TH 12" WATER LINE Design /specifications •••••••••••• ........................ Bidding Award of contract ■ Construction F45 days --� MANHOLE AND SEWER REHABILITATION ••••••••••• ••••••- ••••- ••• ................ Design /specs complete ■ Council authorization to bid Notice to newspaper Bidding Advertisement in newspaper ••••••••••••••••••••• ..................... Mandatory pre -bid meeting Bid opening Council award of contract Construction CITY OF OWASSO PUBLIC WORKS DEPARTMENT FY 94-95 PROJECTS July - September 1994 STREETS Potholes/small street repairs Intersection/street repairs Area/building cleanup 76th St. box culvert cleanup Highway 169 cleanup entrances Drainage maintenance Drainage improvement - Elm Creek (Morgan) Drainage improvement - El Rio Vista Drainage improvement - Hale Acres Ditch maintenance - Long Ins. Remove trees - west side 129 E. Ave. @ Double Oaks Mowing/weedeating WASTEWATER COLLECTION Lift station area maintenance Standby generator repairs Ator Lift Station Service Road Lift Station WATER DISTRIBUTION Leak elimination Tank Telemetry RECYCLE CENTER Fencing Gates Landscaping Brush chipping area Compost Area Property survey Soil testing Engineering Fence Construction Plastics handling Site design Construction Extend concrete pad CEMETERY Weed control application ENGINEERING 86th Street Condition Report Bridge Inspections Sports Park Fencing Design Printed 7/26/94 July August September 1994 1 1994 1 1994 H H H H ..................................................... H H H H H ............... ............................. H ........ H ............................. H H H H H H H H H H H H ..................................................... ..................................................... ..................................................... 6 1VMMORANDUVI 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) Construction Plans and Specifications DATE: July 26, 1994 BACKGROUND: 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. 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. PROJECT SCOPE: The Owasso Public Works Authority secured a low interest loan from the Oklahoma Water Resources Board for improvements to the water distribution system, wastewater collection system and wastewater treatment plant. Approval of the loan required selection of an engineering firm for the design of the improvements. After interviewing five engineering firms, the Trustees selected NOVA Engineering to design the improvements to the wastewater collection and water distribution systems. (The water system improvements have been bid.) 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 Manhole and Sewer Line Replacement Project of high density polyethylene slip lining and approximately 12,500 LF of removal of existing 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 1. NOVA Engineering has completed the design plans and specifications for the construction. Staff has reviewed and approved the design and contract documents. Estimated cost of construction is $2,600,000. PROJECT SCHEDULE: The project is anticipated to start construction in January 1995. The construction period is expected to be 365 days and should be completed in January 1996. Design and construction specifications August 31, 1994 completed Council authorization to solicit bids September 6, 1994 Notice for Bidders to newspaper September 12, 1994 Plans /specifications available for bidders September 15, 1994 Advertisement to appear in newspaper September 15, 1994 Mandatory pre -bid meeting with bidders October 6, 1994 Bid opening October 18, 1994 Council award of contract November 1, 1994 Construction begins January 1995 Construction completed (365 days) January 1996 To proceed on this project schedule, the OPWA Trustees will be asked to authorized advertisement for bids at their meeting scheduled for September 6, 1994. The Trustees will be provided with a complete set of design plans and contract documents in the agenda packet for that meeting. ATTACHMENTS: 1. Project Location Map � CITY OF OWASSOp OKLAHOMA CONSTRUCTION PLANS FOR SANITARY SEWER REPLACEMENTS PROJECT No. 1 1 1� M. /T /1/O/A � Z/ 6,1*g ha A PPT COMPANY 5727 SOUTH LEWIS AWNUE TLISA. OKLAHOMA 741 - PHONE (916) 745 -"82 in l 1 mar : s ►I 1 � TO: RODNEY J RAY FROM: MICHAEL J. KNEBEL SUBJECT: ODOT PUBLIC HEARING IN CLAREMORE HIGHWAY 20 WIDENING PROPOSAL DATE: July 25, 1994 BACKGROUND Last week you requested that I attend a public hearing pertaining to the proposed project to reconstruct highway 20 from state highway 66 in Claremore to US 169 north of Owasso. The meeting was held July 19'' in Claremore's Community Center located adjacent to the fire department at 104 S Muskogee. ODOT'S PRESENTATION The Oklahoma Department of Transportation had three representatives present to outline the three alternatives currently being studied for the twelve mile project. Citizens from the area attending the meeting numbered between 350 and 400. Mr. David Branch, the hearing officer, opened the meeting by stating that the widening project is necessitated from a safety standpoint based on average daily traffic counts of 7,000 vehicles and projections for 14,000 per day within ten years. He also impressed upon the attendants that the entire project was still in a very early stage and no design work would be initiated until an environmental impact study was complete. Mr. Branch made reference to several displayed aerial photographs depicting three possible routes for the project and stated each depicted route was simply a piece of colored tape on a map that could easily be moved in the future. The possible routes he was referring to differed only from the bottom of Keetonville Hill eastward to US 169. Routing from Claremore is proposed to follow the existing highway 20 eastward to just east of the Verdigris bridge. From there, the map depicted using (1) the current route to 169 highway, (2) an eastward route cutting through the hill and continuing straight east on 106'h Street to highway 169, and (3) the same eastward route cutting through the hill and east on 106' Street for approximately one and one half miles and then angling north for approximately another one and one half miles to connect with the existing 116' Street route to highway 169. Mr. Manuel Martinez (Department Design Engineer) discussed right of way requirements for the proposal. He stated that the design 6 7 would be a based on two 12 foot lanes in each direction with a median divider and the overall project would be based on a safety factor for 65 miles per hour travel. Proposed right -of -way requirements would average well over 100 feet from center of median in both directions, but any specific requirements will not be known until an alternative is selected and actual design work completed. ODOT Scoping Team Chairman, Mr. Kyle McKinley, explained issues involving the affected environment. His discussion centered on possible environmental issues to be used as criteria for evaluation of the three alternative routes. These issues include land use impacts, social impacts, relocation impacts, air quality impacts, wetland impacts, floodplain impacts, visual impacts, energy, construction impact, water quality impacts, etc. He stated that the primary reason for the public hearing was to gather information on the affected environment so a complete study could be completed and turned in to the Federal Department of Transportation with a recommended route plan. It was impressed upon everyone present that comments or information from the public must be submitted in writing by July 29, 1994 to be incorporated into the proposal. It was further stated that the environmental study would take between nine months and one year to complete. At that time, another public hearing would be scheduled to discuss the outcome of the study. Sometime after the second hearing, the selected route would be presented along with preliminary engineering plans. PUBLIC COMMENTS AND QUESTIONS After the presentation, the floor was opened for questions. The majority of questions pertained to elements involving right -of -way acquisition, routing, and time frame. Information on these items was not available due to the fact that (1) routing selection is tied to the completion of the environmental study and (2) the project is not yet included in the current five year highway expansion plan. It was noted that the existing route going up Keetonville Hill probably would not be seriously considered due to the instability of soil and the number of tight curves going up the hill. Several other comments from the public included information concerning new and existing cemeteries along the route, new subdivisions currently being located in very close proximity with 106°i Street, and the proposed Tulsa "super- loop" highway routing. A handout explaining how to submit written comments and a list of items normally considered during project development was available for all meeting attendants. If you need additional information about the any of the items of discussion, please contact me. CITY OF OWASSO REQUEST FOR PROPOSALS FOR AMBULANCE BILLING ADMINISTRATIVE SERVICES City of Owasso 207 South Cedar Post Office Box 180 Owasso, OK 74055 I. Background Information Regarding Issue October 15, 1993, the City of Owasso City Council adopted Ordinance #469 enacting the policy of billing insurance providers for ambulance services received by subscribers. Before the enactment of this policy, a "subscriber /user" received no billing for emergency services received. Due to the increasing costs of providing ambulance service third party billing was determined by the Ambulance Fee Structure Review Team to be the most cost effective method of increasing revenues while maintaining the users cost. Payments received from the insurance company of a "subscriber /user" would be accepted as payment in full. H. General Description of Request for Proposal Services Requested The City of Owasso is requesting written proposals from companies for the purpose of retaining a third party administrator for the billing of ambulance services provided by the City of Owasso ambulance and emergency staff. Right to Extend or Change Third Party Administrators The City of Owasso reserves the right to use no ambulance billing administrator, use another ambulance billing administrator or use additional ambulance billing administrators with special expertise for this or any subsequent project at the discretion of the City of Owasso. No Compensation for Proposal A proposal submitted as a result of this Request for Proposals will be considered a marketing investment on the part of the respondent. No respondent will be compensated for the preparation of response to this request. M. Scope of Services The Ambulance Billing Administrator shall provide the following services to the City of Owasso: Consultation and Training Consult and train City of Owasso ambulance service employees for proper medical records documentation, compliance with Medicare and corporation policies and procedures, medicolegal aspects of medical records. Furnish all diagnosis and procedure coding to insure full reimbursement from MediCare and all other insurance carriers. W �I 1 Billing Services Prepare and submit invoices within an acceptable time frame to users of the Owasso ambulance service who are not covered by a subscription agreement. Within an acceptable time frame file insurance claims for all ambulance services with private insurance companies, MediCare, MediCaid, and other carriers as needed. Secure any information which may be required to complete the claim forms. Provide monthly statement to patients of the ambulance service. Handle all patient inquiries regarding statements, billing and insurance problems. Have a local or toll free number which appears on all statements or billings for such inquiries. Follow up on all claims that are pending payment or denial 60 days after the original filing date and continue follow up until payment is received or until deemed uncollectible and returned to the City for further legal collection. Reports and Data Maintain and provide statistics and reports to the City of Owasso Finance Department relating to ambulance services provided, ambulance usage compared to revenue, etc. Maintain and provide financial records necessary to substantiate the actual cost of operating the ambulance service. Have the ability to provide a weekly aged trial balance report reflecting balances, total accounts receivable and date of last payment. Have the ability to provide monthly reports which show a break down of total monthly charges, total monthly receipts, total accounts receivable and a collection percentage total. Supplies Must supply all equipment and materials needed to provide above mentioned services. IV. Selection Criteria for Ambulance Billing Administrator Experience with administering third party claims for ambulance services. Organization, structure, and stability of company. Responsiveness and compliance with the information requests within this RFP. Qualifications of staff, education, training, and years of experience will be considered. Availability of staff. Level of fees, method of application, billing procedures, and evidence of understanding of third party billing to insurance companies, medicare and medicaid. Evaluation Each proposal will be independently evaluated by the City of Owasso. N Communication All proposing firms are instructed not to make contact with any employee or Council Member of the City of Owasso. The only acceptable exception is a written request to the City of Owasso for clarifying questions. In this case, Sherry Bishop, the Treasurer of the City of Owasso, would be the only contact person. Disregarding this request will be grounds, at the discretion of the City of Owasso, for rejecting a proposal. V. Proposal The proposal shall address the company's ability to fulfill the selection criteria listed under section IV and shall also include the following items: Organization and Resources Describe how the company is organized and how its resources can best be utilized for this project. What other resources would be available to the City of Owasso Ambulance Service? Explain what benefit that would be to the City of Owasso. Experience Please include the names, addresses, and phone numbers of three (3) clients and contact persons. Staffine What individuals will be assigned to the City of Owasso? Discuss each staff member's responsibility, experience and expertise Method of Compensation Describe your preferred method of being compensated. Are you willing to work on a flat fee basis? Percentage of collections? Please explain in detail. Designated Contact All proposals should be sent to: Sherry Bishop, City Treasurer, City of Owasso, 207 South Cedar, P.O. Box 180, Owasso, Oklahoma 74055. Time Schedule The City of Owasso intends to use the following timetable in the selection process for an ambulance billing administrator. Target Date Event August 17, 1994 Distribute & advertise September 6, 1994 Deadline for Submission of Proposal September 20, 1994 The City of Owasso selects and employs an ambulance billing administrator Kj Deadline and Number of Copies All proposals must be in a sealed envelope and clearly marked in the lower left corner: "Sealed Proposal - Ambulance Billing Administrator Services ". All proposals must be received by 2:00 p.m. on Tuesday, September 6. 1994. They will be reviewed by the City of Owasso subsequent to the submittal deadline. Two (2) copies of the proposal must be presented. Notification of Selection The City Treasurer of the City of Owasso will notify the appropriate company that they have been selected to serve as Ambulance Billing Administrator for the City of Owasso Ambulance Services. Notification of Others The City Treasurer of the City of Owasso will notify those companies who have not been selected. VI. Terms and Conditions Right to Reject The City of Owasso reserves the right to reject any or all proposals and to award the contract to the next most qualified Ambulance Billing Administrator if the successful Ambulance Billing Administrator does not execute a contract within thirty (30) days after award. Clarification The City of Owasso reserves the right to request clarification of information submitted and to request additional information of one or more applicants. At its discretion, the City of Owasso may request that the company selected appear before a committee to interpret or clarify its proposal. Withdrawal of Proposal Any proposal may be withdrawn up until the date and time set above for the opening of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer for a period of ninety (90) days, to provide the City of Owasso with the services set forth in the attached specifications, or until one or more of the proposals have been approved by the City of Owasso. Termination The City of Owasso shall have the right to terminate its contract with or without cause by specifying the date of termination in a written notice to the firm at least thirty (30) working days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed under the contract. El M Contractual Forms Any contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City of Owasso and shall contain, as a minimum, all applicable provisions of the Request for Proposal. The City of Owasso reserves the right to reject any contract that does not conform to the Request for Proposal and any applicable requirements for contract. Assignment of Interest The company shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the City of Owasso. Approval of Information Released No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm without prior written approval of the City of Owasso. Prior to the execution of the contract proof of Error & Omission Insurance with the City of Owasso named as an additional insured must be provided. VII. Summary The City of Owasso is seeking a written proposal from your company which specifically responds to questions and information that will be used to evaluate your company's ability and willingness to serve the needs of the City of Owasso Ambulance Service. The selection of the Ambulance Billing Administrator will be based on the quality and completeness of the written proposal and reference checks, as well as personal interviews of selected companies. 5 TM M m m m m m m _ s m m m m m m m m m 1 ■ 1 n City of Owasso al, 1994 -�2; m- Ji u-a T a No %C %o e-o�lSrdTu ld ?e yc� tO5,J.eAj yo u. r Yeceu -r �lec7',ou! o�S eT a f /- fie local /`dp l442. F to co k -Cy-uj a rr d %a l,�.i� ✓•t : ev, yz 1 0 � a All O*U-Y L a J Ce de 2i-oar Ile- MOST 'R ✓.r�ssi o�/� t✓ Coyui e�r4roe,! -0&I7- Seru.c.es �ass;WE To Ouv ca m m u Pa 7y a Al TS �'� T� 7e�15 , T .rl •C `Ti,,s m6s) r1jC4ictLT ✓ o -1 s, rid AlS ar cr prev,�e �e��.e�s�;� T y owr arSa.�a7�n�t. I '4�� City of Owasso iylo ; CoA f ra7- �d 7, dA45 oil owr e.�c onC d S Vi Pros , J.e,i7— 2,e ec &u) , -oi1 m,;+ irlctl %c'.ud c��ccaro�cl P i'l euQr d �c�itli��Tdt! �?Ajj .z Y,Nau) y w,// �a,r ,l lore «� a Y 7a v)o r l : �1 uJ ,7'�t 0 d"kez we vo5 S� b�� kJ PalCeel��tT SeiZUice- % o IL vove.Y lj -2 u7 � SS�.S %o�tCCG �°rs►Se cz 7 II � I S i`7"a ?e % X1'12 . 24 I I I I I I I I I I I I I I I 11 I City of Owasso :zl) Q)) Iff4v ZO LL SAFI, City of Owasso I- " -?/ /'I -04N'7 : 1 MA )?,):Z : City of Owasso s l�, ar, 19,74 i City of Owasso �wl� al, J99� 'Gz�- A OFjv4VA(p, i 49r 2