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Home My WebLink About1993.04.06_City Council AgendaNOTICE OF PUBLIC MEETING The Owasso City Council will meet in regular session on Tuesday, April 6, 1993 at 7:00 p. m. in the Council Chambers at the Owasso Community Center, 301 South Cedar, Owasso, Oklahoma. Notice filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p. m. on Friday, April 2, 1993. Marti Boutwell, City Clerk AGENDA is 1. Call to Order 2. Flag Salute 3. Roll Call 4. Request Approval of the Minutes of March 16, 1993 Regular Meeting and March 23, 1993 Special Meeting. Attachment #4 5. Request Approval of Claims. Attachment #5 ~ Owasso City Council April 6, 1993 Page 2 6. Mayor's Proclamation of Mazzio's Pizza as the OEDA Spotlight Business for the Second Quarter 1993. Mayor Marlar Attachment #6 7. Presentation of the Final Report and Recommendations of the Owasso Capital Improvement Committee for Fiscal Year 1993-94. Mr Compton Attachment #7 The Committees's staff will present the report and recommendations and answer any questions. The staff will request that Council action on the report be scheduled for the April 20 Council meeting. 8. Consideration and Appropriate Action Relating to the Employment of Engineering Services for the Design/Specifications of Infrastructure Improvements Required by the Relocation of the Max Buchanan Company and Funded by the State CDBG-ED Grant. Mr Compton Attachment #8 Staff will recommend that the Council award a contract in the amount of $10,200 to Sack and Associates, Inc of Tulsa, OK for the purpose of designing water, wastewater and street improvements, preparing bid documents, construction administration, and issuing final reports. I i I I i ~ 1 1 1 Owasso City Council April 6, 1993 Page 3 9. Consideration and Appropriate Action Relating to a Request for the Purchase of a Utility Vehicle for the Owasso Fire Department. Chief Allen Attachment #9 Staff will recommend that the Council authorize the purchase of one 1993 Chevrolet Suburban (Four Door) in the amount of $18,899 from Carter Chevrolet Agency, ~ Okarche, OK. Such purchase utilizing the State Contract bidding process and published by the Oklahoma Department of Central Services as Contract #0070-09-OS-100. r 10. Consideration and Appropriate Action Relating to a Request for Renewal of the Area- Wide E-911 Interlocal Agreement Providing for the Continued Participation of the City of Owasso in the Regional 911 System. Chief Laflin Attachment #10 Staff will recommend Council approval of the "Notice of Renewal of Interloca] Agreement. " 11. Consideration and Appropriate Action Relating to the Mowing Contracts for Rights-of- Way and City Parks. Mr Augustine Attachment #11 Staff will recommend Council approval of the following contracts: 1. Rayola Park - Mr Jim Hobbs at $165 per mowing 2. Elm Creek Park - Mr Arley Owens at $198 per mowing 3. Ator Heights Park - Mr Larry Bucanan at $90 per mowing 4. 86th St Park - Mr Wayne Carver at $52.50 per mowing 5. Ator Utility Easement - Mr Arley Owens at $39 per mowing 6. El Rio Vista Medians - Mr Wayne Carver at $30 per mowing 7. El Rio Vista Drainage Easement -Tierra Vista at $120 per mowing 8. Lakeridge Drainage Easement - Mr Earl Beard at $195 per mowing 9. Three Lakes (Elm Creek) Drainage Easement - Mr Jim Hobbs at $225 per mowing Owasso City Council April 6, 1993 Page 4 12. Consideration and Appropriate Action Relating to a Request for an Executive Session for the Purpose of Discussing Pending Litigation Relating to the Matter of Hamilton Trucking v. City of Owasso and a Cross Petition of Hammco, Inc Against the City of Owasso, Such Executive Session Provided for by Title 25 o.s., Section 306, Subsection B(4). Mr Ray Mr Cates j Attachment #12 i Staff will recommend that the Council retire into Executive Session for the requested purposes. 13. Consideration and Appropriate Action Relating to a Legal Action Against the City of Owasso Filed by Hammco, Inc and Hamilton Trucking Co, Inc. Mr Ray Mr Cates Attachment #13 Staff will recommend that the Council authorize the City Attorney to resolve this action through a settlement with Hammco, Inc in the amount of $14,261.71, and that payment of such amount be authorized. 14. Request by Councilmember-Elect to Address the Council Mr Bums Attachment #14 i ^ I I i ~ Owasso City Council April 6, 1993 Page 5 15. Report from City Manager 16. Report from City Attorney 17. Unfinished Business 18. New Business 19. Adjournment ~ OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING t Tuesday, March 16, 1993 The Owasso City Council met in regular session on Tuesday, March 16, 1993 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, March 12, 1993. ~ ITEM 1: CALL TO ORDER Mayor Marlar called the meeting to order at 7:02 p.m. ITEM 2: FLAG SALUTE The flag salute was led by Mayor Marlar. ITEM 3: ROLL CALL ^ PRESENT Patricia Marlar, Mayor ' John Phillips, Councilmember Bob Randolph, Councilmember Jim Smalley, Councilmember ^ STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney ,_ Marcia Boutwell, City Clerk A quorum was declared present. ABSENT Jason Gittelman, Vice Mayor ITEM 4: RE UEST APPROVAL OF THE MINUTES OF MARCH 2, 1993 REGULAR MEETING Jim Smalley moved, seconded by Bob Randolph, to approve the minutes, by reference made a part hereto. AYE: Smalley, Randolph, Phillips, Marlar NAY: None Motion carried 4-0. ITEM 5: REQUEST APPROVAL OF THE CLAIMS John Phillips moved, seconded by Bob Randolph, to approve the following claims as submitted: (1) General Fund $274,797.42, including $255,443.91 Interfund Transfers, (2) Workers' Compensation Self-Insurance Plan $8,188.44, (3) Ambulance Service Fund $7.838.90, including $7,500.00 Interfund Transfers, (4) E-911 $833.34 (5) Community Center $59.96, (6) City Garage $268.42, (7) General Fund Payroll $85,298.98, (8) City Garage Payroll $3,383.48. Owasso City Council March 16, 1993 AYE: Phillips, Randolph, Smalley, Marlar NAY: None Motion carried 4-0. ITEM 6: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A POLICY STATEMENT ESTABLISHING COUNCIL POLICY REGARDING CHECK SIGNING AUTHORITY. Ms Bishop stated that at the February 16, 1993 meeting, the City Council approved the concept of changing procedures for check signing to conform to State law, which requires only the signature of the municipal treasurer on municipal checks. At that time, Council requested written procedures and a formal policy statement. Written accounting procedures were presented to the Council, as well as a policy statement for check signing, both of which are attached to and made a part of these minutes. Jim Smalley moved, seconded by John Phillips, to approve the check signing policy statement. AYE: Smalley, Phillips, Randolph, Marlar NAY: None Motion carried 4-0. ITEM 7: CONSIDERATI ON AND APPROPRIATE ACTION RELATING TO ORDINANCE #458. AN ORDINANCE PROVIDING FOR THE ANNEXATION OF A TRACT OF LAND LOCATED ON 76TH STREET NORTH. APPR OXIMATELY 13 20 FEET EAST OF THE INTERSECTIO N OF 76TH STREET NORTH AND HIGHWAY 169 AND CONTAINING ONE ACRE IN AREA. Mr Rooney explained that an annexation petition has been received on the property located between Perry's Restaurant and Owasso Veterinary Hospital, both of which are located within the city limits. The Technical Advisory Committee, Annexation Committee, and Planning Commission have all heard the request and recommended approval. If annexation is approved, any development will need to address sewer service and on-site drainage. The land will also need to be rezoned and platted. John Phillips moved, seconded by Bob Randolph, to adopt Ordinance #458 approving the annexation request. AYE: Phillips, Randolph, Smalley, Marlar NAY: None Motion carried 4-0. 2 Owasso City Council March 16, 1993 ITEM 8: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #93-04 A RESOLUTION AUTHORIZING THE PERFORMANCE OF POLICE FUNCTIONS BY OWASSO POLICE OFFICERS OUTSIDE THE INCORPORATED LIMITS OF THE CITY OF OWASSO WHEN SUCH ASSISTANCE IS REQUESTED. According to Acting Chief Terry Laflin, an issue has recently been brought to light regarding police powers to make arrests outside the municipal city limits. City Attorney Ron Cates advised that Title 11, Section 34-103 of the Oklahoma Municipal Code allows for Owasso police officers to serve as police officers in another municipality when assistance is requested by the other municipality, provided approval has been given by the governing body of the municipality wher the officers are regularly employed. Owasso officers may also serve as law enforcement officers for the County Sheriff or the Oklahoma Highway Patrol upon request and if authorized by prior resolution of the officer's governing body. Mr Laflin assured the Council that Owasso officers will respond to requests for assistance only when there is no potential danger to Owasso citizens. Jim Smalley moved to adopt Resolution #93-04. Motion was seconded by John Phillips. AYE: Smalley, Phillips, Randolph, Marlar NAY: None Motion carried 4-0. ITEM 9: CONSIDERATION AND APPROPRIATE ACTION RELATING TO ORDINANCE #459 AN ORDINANCE AMENDING "PART 5, CHAPTER 5, SECTION 5-503" OF THE "OWASSO CODE OF ORDINANCES" AND PROVIDING FOR THE INSTALLATION OF 500 GALLON CAPACITY LIQUEFIED PETROLEUM GAS CONTAINERS. In March 1988 the Council approved an ordinance which increased Liquefied Petroleum Gas containers to 1000 pounds. The Fire Department has received a request from Equipment One for a larger LPG container. Chief Allen stated that he had researched NFPA standards and that ' the standard dealing with LPG was updated in 1992 to allow for the installation of 500 gallon LPG containers. The update also allows for such containers to be placed ten feet from a building and ten feet from the property line. Ordinance #459 amends the Owasso Code of ' Ordinances to be consistent with the NFPA standards. Bob Randolph moved to approve Ordinance #459. Motion was seconded by John Phillips. AYE: Randolph, Phillips, Smalley, Marlar NAY: None Motion carried 4-0. 3 Owasso City Council March 16, 1993 ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR FINAL PAYMENT ON A CONTRACT BETWEEN THE CITY OF OWASSO AND ATWELL ROOFING CO Staff report was given by Mr Augustine. On March 2, 1993, the Council accepted the City Hall Roofing Project and approved final payment to Atwell Roofing Company, Inc. The final payment was reduced by anon-disputed claim of $285 and a disputed claim of $840, with the $840 being held in reserve until the dispute could be resolved. The disputed claim was for the repair of damage to the Fire Chief's vehicle which occurred during the construction of the roof. That dispute has now been resolved and a check received from the insurance company, allowing the final $840 to be paid to Atwell Roofing. John Phillips moved, seconded by Jim Smalley, to approve final payment to Atwell Roofing Company, Inc, in the amount of $840. AYE: Phillips, Smalley, Randolph, Marlar NAY: None Motion carried 4-0. ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR AMENDMENTS TO THE FY92-93 BUDGET Ms Bishop requested approval of a General Fund budget amendment to increase other revenue by $864 and increase Fire Department expenditures by $864. This item relates to the repair of the Fire Chief's vehicle. Also requested was a decrease in grant revenue by $25,000 and a decrease in Park Department expenditures by $40,000, reflecting a grant which was anticipated and included in the 1992-93 fiscal year budget. However, because of timing, grant funds and expenditure for the project will be in the 1993-94 budget when it is presented for Council approval in June. Bob Randolph moved to approve the budget amendments as requested. Motion was seconded by John Phillips. AYE: Randolph, Phillips, Smalley, Marlar NAY: None Motion carried 4-0. ITEM 12: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST TO DECLARE SURPLUS ONE 1976 AMBULANCE Mr Augustine presented the item. The 1976 ambulance which has recently been used by the Street Department for transportation of the DOC workers, is in need of major repairs to keep it roadworthy. Staff believes it is not practical to make repairs to the vehicle which would amount to more than it is worth, and that it should be declared surplus and disposed of. It has an estimated valued of approximately $650. City Code requires that any piece of city property that has a value of more than $500 requires the approval of the City Council to declare the property surplus. Jim Smalley moved that the Council declare the 1976 Chevrolet vehicle 4 i Owasso City Council March 16, 1993 previously used as an ambulance and DOC transport vehicle as surplus. Motion was seconded by John Phillips. AYE: Smalley, Phillips, Randolph, Marlar NAY: None Motion carried 4-0. ITEM 13: REPORT FROM CITY MANAGER No report. ITEM 14: REPORT FROM CITY ATTORNEY No report. ITEM 15: UNFINISHED BUSINESS None. ITEM 16: NEW BUSINESS None. ITEM 17: ADJOURNMENT Bob Randolph moved, seconded by John Phillips to adjourn. AYE: Randolph, Phillips, Smalley, Marlar NAY: None Motion carried 4-0 and the meeting was adjourned at 7:30 p.m. Patricia K Marlar, Mayor Marcia Boutwell, City Clerk 5 ACCOUNTL'~1G PROCEDliRES Air'D CONTROLS ^ Function: Cash Disbursements -Issuing Checks , Objective: All checks are prepared on the basis of adequate and approved documentation, compared with supporting data and properly approved, signed and mailed. ' Laws and regulations: ' •Title 11, Section 17-102(B) •City of Owasso, Municipal Check Signing Policy Statement Segregation of duties: •The person who signs checks does not prepare checks. •The person who performs bank reconciliations does not prepare checks or sign checks. a~ Procedural controls: •Payment of all invoices and all interfund transfers is approved by the governing body (City Council or OPWA) on a "Claims Report." •The "Claims Report," "Cash Requirements" report, and "Check Register" are provided as supporting documentation at the time of check signing. , •Purchase order is canceled (stamped "paid") at the time of payment. •Checks are cross-referenced to purchase orders/invoices. •The supply of unused checks is controlled (locked up). •Bank accounts are reconciled monthly. (Procedure to include follow-up of serial continuity of checks issued.) ~ i ~ CITY OF OWASSO MUNICIPAL CHECK SIGNING POLICY STAT'EMEN'T It shall be the policy of the Owasso City Council and the Owasso Public Works Authority to conform with Title 11, Section 17-102(B) regarding the signing of municipal checks and municipal warranu. All municipal checks/warrants sha11 be signed by the municipal treasurer or acting treasurer pursuant to written procedures promulgated by the administrative staff. OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING Tuesday, March 23, 1993 Pursuant to the legal notice as is required by the Oklahoma Open Meeting Act, including the posting of notice and agenda on the City Hall bulletin board at 4:00 p. m. on Friday, March 19, 1993, as is required by the terms thereof, the City Council of the City of Owasso, Oklahoma (the "City") met in special session on Tuesday, March 23, 1993 at 6:30 p.m. in the Council Chambers at the Owasso Community Center. ITEM 1: CALL TO ORDER Chairperson Marlar called the meeting to order at 6:51 p. m. ITEM 2: FLAG SALUTE The flag salute was not held. ITEM 3: ROLL CALL PRESENT Patricia Marlar, Mayor John Phillips, Councilmember Bob Randolph, Councilmember ABSENT Jason Gittelman, Vice Mayor Jim Smalley, Councilmember STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk There was not the required 3/4 membership present to conduct the business as posted; therefore John Phillips moved to recess the meeting and reconvene at 6:00 p. m. on Wednesday, March 24, 1993. Motion was seconded by Bob Randolph. AYE: Phillips, Randolph, Marlar NAY: None The motion carried 3-0 and the meeting was recessed at 6:52 p.m. Owasso City Council March 23, 1993 Chairperson Marlar reconvened the meeting at 6:18 p. m. on Wednesday, March 24, 1993 and asked for a roll call. PRESENT Patricia Marlar, Mayor John Phillips, Councilmember Bob Randolph, Councilmember Jim Smalley, Councilmember STAFF Rodney J Ray, City Manager Ronald D Cates, City Attorney Marcia Boutwell, City Clerk A quorum was declared present. ABSENT Jason Gittelman, Vice Mayor ITEM 3: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION 3-OS A RESOLUTION APPROVING ACTION TAKEN BY THE OWASSO PUBLIC WORKS AUTHORITY AUTHORIZING ISSUANCE SALE. AND DELIVERY OF TWO f2) PROMISSORY NOTES OF THE AUTHORITY TO THE OKLAHOMA WATER RESOURCES BOARD• ESTABLISHING THE CITY'S REASONABLE ESXPECTATIONS WITH RESPECT TO THE ISSUANCE OF TAX-EXEMPT OBLIGATIONS ON BEHALF OF SAID CITY IN CALENDAR YEAR 1993• APPROVING AND AUTHORIZING THE EXECUTION OF A SECURITY AGREEMENT- RATIFYING A LEASE• AND CONTAINING OTHER PROVISIONS RELATED THERETO. Mr Ray presented this item. This resolution approves action taken by the Owasso Public Works Authority for the issuance, sale and delivery of Series 1993A Promissory Note to the Oklahoma Water Resources Board in the principal amount of $3,630,000 and Series 1993B Promissory Note to Oklahoma Water Resources Board in the principal amount of not to exceed $970,000, and related documents. Question was raised concerning fees for this issue. The following are fees and expenses to be paid at closing: 2 Owasso City Council Liberty Bank and Trust Company of Tulsa, National Association Acceptance Fee Leo Oppenheim & Co. , Inc. Financial Advisory Fee March 23, 1993 $ 1.250 1.25% for the first $2,500,000 and 1.00% for all above $2,500,000 of the Referenced Notes Fagin, Brown, Bush, Tinney & Kiser Representing the Legal Fee and Out-of-Pocket Expenses of Fagin, Brown, Bush, Tinney & Kiser and ~ Ronald D. Cates 1.5 % of the Original Principal Amount of the Referenced Notes ~ Oklahoma Water Resources Board Conversion Costs Associated with ' Fixed Rate Bonds $ 41, 305 Oklahoma Water Resources Board ' Rating Fee $ 2,500 ,,,~ The total cost of the issue is 3.62 % . John Phillips moved to approve Resolution #93-05, a resolution approving action taken by the Owasso Public Works Authority authorizing issuance, sale, and delivery of two (2) promissory ~ notes of the Authority to the Oklahoma Water Resources Board; establishing the City's reasonable esxpectations with respect to the issuance of tax-exempt obligations on behalf of said City in calendar year 1993; approving and authorizing the execution of a security agreement; ratifying a lease; and containing other provisions related thereto. Motion was seconded by Bob Randolph. ^ AYE: Phillips, Randolph, Smalley, Marlar NAY: None ' Motion carried 4-0. 3 Owasso City Council March 23, 1993 ITEM 4: ADJOURNMENT There being no further business, John Phillips moved for adjournment. Motion was seconded by Mayor Marlar. AYE: Phillips, Marlar, Smalley, Randolph NAY: None The meeting was adjourned at 6:23 p.m. ''~ Patricia K Marlar, Mayor Marcia Boutwell, City Clerk 4 CITY OF OWAS50 WORKERS' COMP SELF-INS PLAN 4/02/93 12:25:10 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION --------- ------------------------- --------------------- GENERAL GOVERNMENT 930600 DARRELL EVANS T.T.D./EVANS 931504 ROGER MISASI, D.O. CLAIM/CLEVELAND 931864 TULSA REGIONAL MEDICAL CE CLAIM/CLEVELAND 931916 EMERGENCY CARE, INC. CLAIM/RINKEL 931918 SPRINGER CLINIC CLAIM/EVANS 931989 TREASURER PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> FUND TOTAL =___> APAPVR PAGE: AMOUNT 626.72 720.00 1,237.00 83.50 175.00 3.00 2,845.22 2,845.22 1 CITY OF OWASSO AMBULANCE SERVICE FUND 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # --- VENDOR ------------------------- DESCRIPTION -------------------- AMOUNT ----- ------------- AMBULANCE ---------- -------------------- 931669 MED SOURCE CORP SUPPLIES 278,82 931871 PACE PRODUCTS OF TULSA IN SUPPLIES 16.00 931922 FIRE CHIEF MAGAZINE SUBSCRIPTION 49.00 931942 RAPID RADIATOR REPAIR MEDIC I 167.50 932025 MEDICAL COMPLIANCE SPECIA SUPPLIES 100.00 DEPARTMENT TOTAL =___> 611.32 INTERFUND TRANSFERS 931884 CITY-AMBULANCE CAPITAL FU REVENUE TRANSFER 3,844.64 931887 CITY-GENERAL FUND MONTHLY TRANSFER 7,500.00 DEPARTMENT TOTAL =___> 11,344.64 FUND TOTAL =___> 11,955.96 2 CITY OF OWAS50 E - 911 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: p0 # VENDOR DESCRIPTION AMOUNT ---------- ------------------------- ------------------------- -------- CENTRAL DISPATCH ------------------------------ 930919 SOUTHWESTERN BELL TELE. DEPARTMENT TOTAL =___> INTERFUND TRANSFERS 931887 CITY-GENERAL FUND DEPARTMENT TOTAL =___> FUND TOTAL =___> E-911 MONTHLY TRANSFER 1,761.88 1,761.88 833.34 833.34 2,595.22 3 CITY OF OWASSO 4626 CDBG - EDF 90 4/02/93 12:25:10 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ~ NO DEPARTMENT MASTER FOUND ~ 931891 ODOC DEPARTMENT TOTAL =___> WOODS CO PAYMENT APAPVR PAGE: 4 AMOUNT 100.00 100.00 FUND TOTAL =___> 100.00 1 CITY OF OWAS50 GENERAL FUND 4/02/93 12:25:10 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ---------- ------------------------- ----------------- ~ NO DEPARTMENT MASTER FOUND ------------------------------ 931943 SHERITA SHATWELL DEPARTMENT TOTAL =___> MANAGERIAL ---------------- 930022 RODNEY RAY 931923 KIMBALL ACE HARDWARE 931956 OKLAHOMA MYOP 931957 WAL-MART 931971 OKLAHOMA MYOP 931989 TREASURER PETTY CASH 931999 CITY GARAGE 932032 LDCC INC-AT&T 932033 SOUTHWESTERN BELL TELE. DEPARTMENT TOTAL =___> FINANCE ----------------- RENTAL FEE REFUND APAPVR PAGE: AMOUNT EXPENSES WINDOW COVERING DUES & FEE DARE PHOTOS REGISTRATION/CONFERENCE REIMS PETTY CASH FUEL 2/93 USE 2/93 PLEXAR 930024 CPS BUSINESS, INC. LIC & ASSIST FEE 931939 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 931989 TREASURER PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> COMMUNITY DEVELOPMENT ------------------------------ 930615 INCOG PLANNING FEES 931719 ELEK-TEK MAP SUPPLIES 931989 TREASURER PETTY CASH REIMS PETTY CASH 931999 CITY GARAGE FUEL 932000 CITY GARAGE PARTS 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR DEPARTMENT TOTAL =___> MUNICIPAL COURT ------------------------------ 50.00 50.00 378.93 129.72 100.00 95.46 220.00 149.01 60.55 5.77 53.44 1,192.88 217.00 114.94 27.69 359.63 13,495.50 112.10 15.42 178.08 575.94 26.87 14,403.91 5 CITY OF OWASSO GENERAL FUND 4!02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT --------------------- ------------------------- ------------- 930075 MICHAEL D. HILSABECK SERVICES 700.00 930542 CHARLES RAMSEY SERVICES 700.00 DEPARTMENT TOTAL =___> 1,400.OU ENGINEERING 930353 ROHN MUNN ENGINEERING SERVICES 1,611.98 931999 CITY GARAGE FUEL 19.32 932000 CITY GARAGE PARTS 8,83 DEPARTMENT TOTAL =___> 1,640.13 GENERAL GOVERNMENT ------------------------------ 930025 LEASE AMERICA LEASE 429.00 930292 MEMBER SERVICE LIFE MONTHLY FEES 117.00 931060 TEDDY PALMER CONSULTANT FEES 1,474.00 931685 NATIONAL CONFERENCE OF BOOKS 100.00 931812 DEPARTMENT OF CORRECTIONS DOC EMPLOYEES 105.60 931920 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 40.00 931926 WAL-MART SUPPLIES 48.80 931930 ATWELL ROOFING CO INC ROOFING PROJECT 840.00 931936 THREE LAKES MINI STORAGE STORAGE RENTAL 150.00 931939 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 22.00 931951 SUBURBAN OFFICE SUPPLY OFFICE SUPPLIES 37.35 931954 OFFICE DEPOT CARD PLAN OFFICE SUPPLIES 127.65 931955 DOZIER PRINTING ENVELOPES 198.91 931968 BEACON STAMP AND SEAL CITY SEAL 22.37 931972 SUBURBAN OFFICE SUPPLY SUPPLIES 75.10 931977 RETHERFORD PUBLICATIONS LEGAL NOTICES 82.13 931990 TREASURER PETTY CASH DOC MEALS 392.69 931999 CITY GARAGE FUEL 120.47 932000 CITY GARAGE PARTS 118.45 932007 BEACON STAMP AND SEAL NOTARY SEAL 15.96 932009 STAN SPADONI REIMBURSEMENT 250.53 932031 PSD 2/93 USE 1,206.26 932032 LDCC INC-AT&T 2/93 USE 86.00 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR 756.90 932034 SOUTHWESTERN BELL TELE. 2/93 NON-PLEXAR 236.88 932035 OKLA NATURAL GAS 2/93 USE 842.54 932036 AT&T 2/93 USE 29.12 DEPARTMENT TOTAL =___> 7,925.71 6 MAINTENANCE ------------------------------ CITY OF OWASSO GENERAL FUND 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---------- ------------------------- ------------------------- ------------ 931809 CINTAS CORP. CLEANING/RENTAL 35.50 931989 TREASURER PETTY CASH REIMS PETTY CASH 12.89 931999 CITY GARAGE FUEL 27.65 932000 CITY GARAGE PARTS 2.23 DEPARTMENT TOTAL =___> 78.27 CEMETERY 931600 KIMBALL ACE HARDWARE SUPPLIES 23.92 931900 KIMBALL ACE HARDWARE SUPPLIES 10.97 931984 SKIATOOK RENTAL & SUPPLY ENGINE 514.99 931999 CITY GARAGE FUEL 14.56 932000 CITY GARAGE PARTS 71.57 932031 PSO 2/93 USE 42.64 DEPARTMENT TOTAL =___> 678.65 POLICE SERVICES ------------------------------ 930025 LEASE AMERICA LEASE 236.00 931690 D.A.R.E. AMERICA SUPPLIES 898.55 931779 WAL-MART SUPPLIES 102.31 931814 L.E.T.N. 4/93 TRAINING 288.00 931823 OSU FIRE SERVICE TRAINING BROCK/YOUNT TRAINING 20.00 931928 PHILLIPS POLICE EQUIP EQUIPMENT 279.70 931929 B & M CLEANING SUPPLY SUPPLIES 28.88 931993 WESTERN BUSINESS PRODUCTS COPIER AGREE/MAINT 112.00 931996 B&M CLEANING SUPPLIES SUPPLIES 23.43 931997 OFFICE DEPOT CARD PLAN SUPPLIES 54.33 931999 CITY GARAGE FUEL 1,336.93 932000 CITY GARAGE PARTS 707.91 932001 MCCAW COMMUNICATIONS PAGER RENTAL 131.70 932003 TERRY LAFLIN REIMBURSEMENT 21.45 932008 DEE'S UNIFORMS UNIFORMS 58.20 932018 POLICE PETTY CASH REIMS PETTY CASH 111.35 932019 THREE LAKES LAUNDRY PRISONER LAUNDRY 45.25 932020 UTICA PARK CLINIC HEPATITIS B SHOTS 145.00 932028 CELLULAR ONE-TULSA 3/93 USE 198.65 932029 PHILLIPS POLICE EQUIP UNIFORMS/LIGHTS 74.75 932031 PSO 2/93 USE 306.79 932032 LDCC INC-AT&T 2/93 USE .69 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR 26.72 932035 OKLA NATURAL GAS 2/93 USE 161.35 7 DEPARTMENT TOTAL =___> 5,369.94 CITY OF OWASSO GENERAL FUND 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: 8 PO # VENDOR DESCRIPTION AMOUNT ----- ------------------------- ------------------------- ------------- CENTRAL DISPATCH -------------------------- 932018 POLICE PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> ANIMAL CONTROL ------------------------------ 931543 KIMBALL ACE HARDWARE SUPPLIES 931779 WAL-MART SUPPLIES 931999 CITY GARAGE FUEL 932018 POLICE PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> FIRE SERIVCES ------------------------------ 930068 WILLIAM F. O'MEARA, JR. LEASE 931595 WATER PRODUCTS INC SUPPLIES 931606 TUXALL UNIFORM & EQUIP UNIFORMS 931609 OK STATE FIRE MARSHAL COMPUTER PROGRAM 931620 INDUSTRIAL UNIFORM COMPAN UNIFORMS 931835 FIRE SERVICE TRAINING SEMINAR 931869 NANCOL BUNKER GEAR 931873 CELLULAR ONE-TULSA 3/93 USE 931875 KIMBALL ACE HARDWARE SUPPLIES 931876 OWASSO AUTO SUPPLY SUPPLIES 931894 CASCO INDUSTRIES INC. OF SUPPLIES 931920 OKLAHOMA TURNPIKE AUTHORI PIKE PASS 931970 NAPA AUTO PARTS PARTS 931975 BOLAY MOBILECOM INC REPAIRS 931982 ACTION APPLIANCE REPAIRS 931992 OWAS50 TIRE BARN REPAIRS 931999 CITY GARAGE FUEL 932021 DON THORNTON FORD INC PARTS 932024 FIRE EQUIPMENT REPAIR SER REPAIRS 932026 NAPA AUTO PARTS PARTS DEPARTMENT TOTAL =___> CIVIL DEFENSE ----------------------- 5.39 5.39 20.95 29.24 22.89 8.00 81.08 347.34 46.19 140.72 25.00 162.75 30.00 447.50 84.70 55.62 34.82 413.50 40.00 45.13 65.00 48.00 107.50 319.31 298.70 122.05 55.89 2,889.72 931924 CELLULAR ONE-TULSA 3/93 USE-STAMPER 10.60 ii CITY OF OWASSO GENERAL FUND 4/02193 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT ---------- ------------------------- ------------------------- ----------- DEPARTMENT TOTAL =___> STREETS ---------------------- 931600 KIMBALL ACE HARDWARE SUPPLIES 931787 EQUIPMENT ONE RENTAL & SA EQUIPMENT RENTAL 931807 SKIATOOK RENTAL & SUPPLY GRASS TRIMMER 931809 CINTAS CORP. CLEANING/RENTAL 931830 WORLEYS GREENHOUSE RAILROAD TIES 931900 KIMBALL ACE HARDWARE SUPPLIES 931944 POWERS SAWMILL WOOD 931946 HANES SHOE & ARCH SHOP STEEL TOE BOOTS 931950 ANCHOR STONE CO CRUSHER RUN 931964 HUGHES LUMBER CO SUPPLIES 931981 EAGLE PRECAST SUPPLIES 931985 SKIATOOK RENTAL & SUPPLY SUPPLIES 931986 RAINBOW CONCRETE CO CONCRETE 931989 TREASURER PETTY CASH REIMS PETTY CASH 931999 CITY GARAGE FUEL 932000 CITY GARAGE PARTS 932005 GOLDEN CORRAL MEALS 932014 HUGHES LUMBER CO RAILROAD TIES 932031 PSO 2/93 USE 932032 LDCC INC-AT&T 2/93 USE 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR 932035 OKLA NATURAL GAS 2/93 USE DEPARTMENT TOTAL =___> RECREATION CENTER ------------------------------ 930155 BILTMORE JANITORIAL 931954 OFFICE DEPOT CARD PLAN 931989 TREASURER PETTY CASH 931999 CITY GARAGE 932000 CITY GARAGE 932031 PSO 932032 LDCC INC-AT&T 932033 SOUTHWESTERN BELL TELE. 932035 OKLA NATURAL GAS DEPARTMENT TOTAL =___> SWIMMING POOL -------------- CLEANING OFFICE SUPPLIES REIMS PETTY CASH FUEL PARTS 2/93 USE 2/93 USE 2/93 PLEXAR 2/93 USE 10.60 291.48 52.00 479.99 177.50 54.00 115.35 44.00 212.00 576.82 35.70 600.00 433.92 736.00 6.65 190.31 493.79 59.01 398.47 537.23 2.04 54.59 358.33 5,909.18 525.00 18.73 24.39 29.19 34.24 649.39 1.56 45.80 666.30 1,994.60 9 CITY OF OWASSO GENERAL FUND , 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: 10 PO # VENDOR DESCRIPTION AMOUNT -------- ------------------------- ------------------------- ------------- 932031 PSO 2/93 USE 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR DEPARTMENT TOTAL =___> COMMUNITY CENTER ------------------------------ 930000 UNITED ARTISTS CABLE 931989 TREASURER PETTY CASH 931999 CITY GARAGE 932000 CITY GARAGE 932031 PSO 932032 LDCC INC-AT&T 932033 SOUTHWESTERN BELL TELE. 932035 OKLA NATURAL GAS DEPARTMENT TOTAL =___> PARK MAINTENANCE ------------------------------ 931735 CINTAS CORP. 931989 TREASURER PETTY CASH 931999 CITY GARAGE 932012 KIMBALL ACE HARDWARE 932013 HUGHES LUMBER CO 932031 PSO 932035 OKLA NATURAL GAS DEPARTMENT TOTAL =___> ECONOMIC DEVELOPMENT ---------------------- USE REIMS PETTY CASH FUEL PARTS 2/93 USE 2/93 USE 2/93 PLEXAR 2/93 USE 30.19 13.67 43.86 UNIFORM CLEANING/RENTAL REIMS PETTY CASH FUEL SUPPLIES SUPPLIES 2/93 USE 2/93 USE 930616 INCOG MEMBERSHIP DUES 931977 RETHERFORD PUBLICATIONS LEGAL NOTICES 931989 TREASURER PETTY CASH REIMS PETTY CASH DEPARTMENT TOTAL =___> INTERFUND TRANSFERS ------------------------------ 25.53 9.87 33.04 94.72 406.28 .44 58.56 484.02 1,112.46 34.25 30.95 91.64 69.51 143.71 122.53 88.88 581.47 1,752.75 17.60 25.80 1,796.15 931885 CITY-CEMETERY CARE REVENUE TRANSFER 1,107.50 CITY OF OWASSO GENERAL FUND 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # ---------- VENDOR ------------------------ DESCRIPTION - -------------------- AMOUNT ----- ------- 931888 CITY-WORKERS' COMP SELF I MONTHLY TRANSFER 11,512.50 931889 CITY GARAGE TRANSFERS 2,166.66 DEPARTMENT TOTAL =___> 14,786.66 11 FUND TOTAL =___> 62,310.29 4/02/93 12:25:10 PO # VENDOR ---------- --------------- COMMUNITY CENTER CITY OF OWASSO COMMUNITY CENTER A/P CLAIMS REPORT DESCRIPTION -------- ----------------- 931919 USUABLE STEEL YARD DEPARTMENT TOTAL =___> SUPPLIES APAPVR PAGE: AMOUNT -- ------------- 21.95 21.95 12 FUND TOTAL =___> 21.95 CITY OF OWASSO GENERAL FUND A/P CLAIMS REPORT PO # VENDOR DESCRIPTION AMOUNT INTERFUND TRANSFERS 931886 OPWA -SALES TAX FUND ESTIMATED SALES TAX TRANSFER 5260,000.00 i~ i~ is ^ ~ i~ CITY OF OWASSO PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/20/93 DEPARTMENT AMOUNT ~ Finance 4,060.01 .....................+.~...~ ...~:...,.V,......~ ~,,.w n. 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Economic Development 1.886.96 APPROVED: 04/06/93 Mayor Council Member Council Member CITY GARAGE PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/20/93 DEPARTMENT AMOUNT Garage $3,394.56 m.>T .v~... .~... .. {~:. •'•~ 3 39~ S~ .......;~....yy .:...........4:~t3..tiL:2r,'8YA6k\'EU Yb:~~:~""':::i:':::i:~ii:i.'::C.i:ii:. ~::::::::::n:::: i:::n. '. ....... S APPROVED: 04/06/93 Mayor Council Member Council Member 1 1 1 1 ~~~~A~ ,;~h fr ~ _ _ _ ~ ~~ A~~~~~1 PROCLAMATION CITY OF OWASSO, OKLAHOMA WHEREAS, the O.E.D.A., the Owasso Chamber of Commerce, the Qwasso R~orter and the City of Owasso have developed a special business recognition program as a means of honoring the valuable contributions of local, community-minded businesses; and, WHEREAS, the quality of life in Owasso is a reflection of the level of involvement exhibited by business management and employees and their active support of community events; and, WHEREAS, the involvement of businesses, through their support of local projects and promotions by the sharing of their resources, provides for both the economic well-being of the community and demonstrates a commitment that goes beyond the standard measure of business success; and, WHEREAS, the management and staff of Mazzio's in Owasso have eagerly supported many events that benefit the entire community including cooperation with the Chamber of Commerce through the annual Trail Days celebration, by serving as a sponsor of the Miss Owasso Scholarship Pageant and by welcoming the annual Good Sams Rally with both hospitality and with discounts on merchandise for rally participants; and, WHEREAS, Mazzio's consistently provides a quality product and outstanding service and offers a training ground for many young people in the Owasso area; and, WHEREAS, the standard of product quality and the outlook of corporate concern for the Owasso community consistently demonstrated by the management of Mazzio's in Owasso, serve to proclaim the merits of the community of Owasso through a dynamic example of business success and are, as a result, also a positive reflection of the prevailing optimism within the business climate of the entire community of Owasso, ~ NOW, THEREFORE, I, by virtue of the authority vested in me as Mayor of the City of ' Owasso, do hereby proclaim t ~ ~, MAZZIO'S ` THE OWASSO ECONOMIC DEVELOPMENT AUTHORITY'S :.' a • 1 SPOTLIGHT BUSINESS FOR THE SECOND QUARTER OF 1993 ~; '• ` IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of ; ' Owasso to be affixed this 6th day of April, 1993. S j 1 ~ ~ ~ ,. J 7 ~'`` a ~' ~ Patricia K. Marlar, Mayor ~~ :.. ~~' , ' ~ k' ~ ,. i ' 4 t II ~ox~vnuM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: STEVE COMPTON ASSISTANT CITY MANAGER FOR COMMUNITY DEVELOPMENT SUBJECT: FY93-94 COMPREHENSIVE CAPITAL PLANNING REPORT DATE: March 31, 1993 BACKGROUND: ~ During the third quarter of each fiscal year, the Capital Improvements Committee meets to conduct a review of the City's future capital needs. In order to give the Council broad based views on all issues, this committee has been organized to be comprised of council members, school representative, chamber representative, local residents, and staff. The review results in the preparation of a Comprehensive Capital Planning Report, which provides the Council with recommendations addressing annual capital improvement expenditures. The report and its ' recommendations are then used by the Council in its annual budgeting process which occurs in the fourth quarter of the fiscal year. ^ Included in this agenda packet is a copy of the final draft of this years report for your review. The committee's staff will present the report and its recommendation at the April 6th City Council meeting, but will not request council action on the report until the April 20th meeting. ~ If you have questions on this matter prior to the April 6th meeting or during the next two weeks please contact me. 1 RECOMMENDATION: ~ The staff request that the Council schedule action on this matter for the April 20th City Council ' meeting. ~oxnrmuM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: STEVE COMPTON ' ROHN MUNN ANDY ARMSTRONG (INCOG) "~ SUBJECT: ENGINEERING SERVICES SELECTION ODOC INDUSTRIAL INFRASTRUCTURE GRANT (MAR BUCHANAN) DATE: April 1, 1993 BACKGROUND: In February, public notice was given by newspaper and direct mailing that the City was ,~ accepting proposals from qualified engineers and/or engineering firms for the purpose of obtaining professional engineering services to design, prepare bid documents, and administer construction of roadway and utility improvements. r There were a total of fifteen firms that responded to the notice. Of the fifteen firms, five declined to submit proposals and ten formal proposals were received. Each proposal was ~ reviewed using the following criteria. 1. Content and completeness. 2. Experience and technical competence of the designated project staff in the required azeas of expertise. 3. Capacity to perform all required services within the time frame reflected in the RFP or as revised by the engineer in the proposed project schedule. 4. Evaluation of suggested design approach or method and schedule for accomplishing the required services. 5. Evaluation of the engineer's record on similar projects, which includes quality of work, cost control, and ability to meet project schedule. 6. Consideration of engineer's fee for pertinent services. 7. The grading of the proposals was accomplished by using a 100 point scale. The higher number indicates a better service. CDBG Proposal Evaluation Forms were completed for each of the ten firms based upon these criteria, including the firm's ability to meet the grant allocation of $15,614 for engineering ' services. The staff was then able to make an initial reduction down to five firms. Interviews with the five firms were conducted to collect supplemental information. A second evaluation form was completed for each of the five remaining firms using data from both the original proposals and the supplemental information (see attached forms). The five firms, their bids, and point results are as follows: Points Firm Bid 96.18 Sack & Associates, Inc. $10,200 93.44 Dennis C. Hodo, P.E., Inc. $ 8,900 85.37 Horizon Engineering, Inc. $14,465 82.86 Nova Engineering, Inc. $14,400 73.72 Spradling & Associates, Inc. $11, 750 The reason some of the firms rank higher than others even though their bid for performing the services was lower is that the bid itself is only 30 points out of a total of 100 points. There are an additional 70 points given in the evaluation process for other criteria (see criteria above). For example Horizon Engineering had the highest bid; however, their proposal and interview convinced the staff that they would be able to perform the needed engineering services on this specific project better than two other firms that had lower bids. In the case of the two top ranked firms, it is staff's opinion that Sack & Associates, Inc. can provide the City with the best engineering services for this specific project, rather than Dennis C, Hodo, P.E., Inc. even though the Hodo firm had a lower bid for providing the engineering services. The difference between the Sack firm and the Hodo firm in our evaluation centered around each firm's ability to provide timely and accurate services. It is imperative that work on this project be timely because of the relationship this project has with the OEDA building project that is currently under construction. The engineering design, bid documents, contractor selection, and construction must occur as quickly as possible and with minimal engineering omissions or corrected, in order to provide infrastructure to the company in a timely manner. Both firms have engineered major projects within the City and the staff is familiar with their work performance. The Sack firm designed the Wal-Mart project and prepared an areawide drainage study for the total Wal-Mart complex. Their work was timely, accurate, comprehensive, and professionally administrated. The Hodo firm engineered the Windsor Lake I subdivision project, including a stormwater drainage study and is in the process of designing the Ram Plaza commercial project. Submittals to the City on these projects have not been timely and in some cases it has been necessary to request drawings or reports to be resubmitted because of inaccurate and/or incomplete work. Since the Hodo firm is local, the staff believed that their opinion should be confirmed or rejected by an additional outside source. A community where the Hodo firm recently designed and administered a CDBG project was contacted. The source identified that they personally did not have a problem with the Hodo firm, but some members of their Council have expressed concerns about timeliness and completeness of the firm's work. It may be that on a different project in the future, the Hodo firm would be the best firm to select; however, it is the staff's opinion that at this time the Sack firm would be the best choice for completing this project. ~; ~~,r.,, RECOMMENDATION: The Staff recommends that the Council award a contact in the amount of $10,200.00 to Sack and Associates, Inc. of Tulsa, Oklahoma for the purpose of designing water, wastewater, and street improvements, preparing bid documents, construction administration and issuing final reports. ATTACI~MENTS CDBG Proposal Evaluation Forms i~ LIAR 17 93 0 ~ 1- •. CDBG ?roposal Evaluation Form ' project: Citv of Owasso - EC3G Proposal Due Date: j~arch ?~93 ' F i~ : ~,~ AMA ~Ss~~TE.s, Ste'. Evaluation Criteria/Point Value Score +~ 1) Proposal Content = 20 paints If the proposal contains each category, A-Fi, as described in Section V, Proposal Content, /o then 10 paints will bs awarded. If any cate- gory is oiaitted, then 0 points will be awarded. ~ ' 2) Comuliance with RSP = 1o points If all items required and discussed in Section III, Scope of Services, are contained and ~o +~ addressed ir. the proposal, then ~.0 points wi.1 be awarded. If any item is nat addressed, then 0 paints will be awarded. 1 ~ 3) Performaace $taadards aad Approach = 20 points Each member of the review committee will assess to the best oQ his/her jud~ent, the -ngineer's grcposed approach and ability to perform all ' z o r_edule and work according to the proposed sc +~*~ approach. The assignment of these points will be based on t__^_e reviewer's ;udgment and will range from 4-20 points. ~ 4) gXt7erience aad OL•alifica~ions = 3o poiats Each reviewer will dete^>zzne, to the best of his/her juc}g:aent, whether t_^_e Er-qi='teer meets '.~alif =cations and exrerze::ce as the m_nimu.~ a _ disc~.:ssed i .^. Section V . ~ . The revie•.~er will also I e" assess the applicability and reiev3,Tce of the 3~ Er_gi :.eer's exrerience and C?"eV10::s projects, as :~rcvided in t:^.e proposal, to tie project des- cri ~.ed ? ^ ..^e Ccweta Scec_ e c= Se_vices . Contacts +i - r.:: S^'cSC-. _~., ~..._.._ a.^.C?S :Il?: .~^,.c sad t0 cetta_ ~ clarify t_^e r_atu.e a-d rele~rarce o. = ast pro- f ects . :,acC r ev_e°~rer will ass ig:~ from 0-3 0 noi.^.ts fo= t~^is category, using best judgment. CSR 17 '93 i6~14 INCOG 9195831024 5} promised Fee - 30 Doints The Proposed Lees Por the total project from all Engineers proposals will be ranked relative to each other using the following equation: (Low Fee/Fee) x 30 points = Total Points only the lowest proposed fee receives the total 30 points. Higher fees will receive lower points in relation to the lowest fee. Total Possible Points = 100 Signed ~Nr~,,GJLr,,,s~~~.~- ~.~ ~._, P . 3/3 ZG.18 Score 91v. /8 Date :~~~~1 ~ 3 3/ 53 3 3/ ~ ,iw MAR i7 '93 10~ 1~ IrICGG 3L85~~31'~Jc~ ?.2/3 CDBG Proposal Evaluation Fo:m Project: Citv of O~«asso - EDBG Proposal Due Date: larch :.993 ~F~ iNT~~r.~ valuation Criteria/Point Value Score ~ 1) Proposal Content = 10 Doiats If the proposal contains each category, A-A, as described in Section V, Proposal Content, ~a then 10 points will be awarded. If any cate- gory is omitted, then 0 points will be awarded. ^ i ' 2) Compliance with RSP = l0 points If all items required and discussed in Section III, Scope of Services, are contained and ~o ' addressed in the proposal, then ?0 points will be awarded. If any item is not addressed, then 0 points ~«ill ne awarded. 3) Performance ~ta.ndards nad ADVroach = 20 aoints Each member of the review committee will assess to t_^_e best o P his /her judgment , the ~*~g ineer' s ~ proposed approach and ability to perforzu all /3,4¢ work according to t:^_e proposed sc'redule and approach. The assigrLmert of these points will ' be based on tiie reviewer's judgment and will range from 4-20 points. 4} Experience and oeialifications = 3o voiats Each reviewer will deter:~zne, to the best of his/her jud~ent, whether the Engineer meets ~ the minimum c~.:ali ficati ons and experience as aiscussed ir. Sectio:t ~I.7. The reviewer will else ' assess t^e apclicability and reieva**_ce of the ~rg,aeer's ex: er_ence and prev_o7.:s projects, as 30 ~revided in t'_'_^_~ proposal, to the projzct des- ! cri ed i^ the Ccweta Sco_oe o_' Services . Cor:tacts «~~:1 S^.,~z~:.' `' `. "'~~°'"e'.':C?S ;;later' i'~ .:58d to bett3r ClarlLy Lie P_3tLi:° d:~d r@~ eV32:Ce O ~a5' DrC- j ects . Each ~'eviewer wl ~ ass igr. from. G-3 0 points for t^.s category, using best judgment. h~R 17 '93 26=14 INCCG 919583I~24 5) P=ouased srw., 30 DOlIIts The proposed tees Zor the total project from all Engineers'~proposals Drill be ranked relative to each other using the following equation: (Low Fee/Fee) X 30 points Total Points Only the lowest proposed fae receives the total 30 points. Kigher fees Will receive lower points in relation to the lowest fee. Total Possible Points I00 Signed ~~~~'~"tS ~2.~tit~ ~~ /~"~-~ F . 3/3 30• ~ Score q3, ¢¢ Date , j1.3 c ~~i~ 3~~~~rs ~ 3( ~ ,"1FR 17 ' S3 1 ~ 1 ~ ~ `It.GG 9 L:3~~331 Jc-' P . 2r3 ' CDBG Proposal Evaluation Form ' Project: City of Oc,rasso - ED3G Proposal Due Date: Larch 2993 ~F~ /~,'T.~~/i.~ r, Evaluation Criteria/Point Value Sore 1) Prot~osa~. Catite2lt = 1o paiats ' If the proposal contains each category, A-K, as described in Section V, Proposal Content, ~o then IO points will be awarded. If any cate- ' gory is omitted, then 0 points will be awarded. 2) Compliaace.vith RSP = l0 bofats If all items required arcd discussed in Section III, Scope of Services, are contained and ~o ~ addressed. in the proposal, then 10 points wi?1 be awarded. If any item is not addressed, then 0 points ~« i I ? be a•~rarded . ^i 3) Perf ormanae standards aad Approach = 20 aoints Each member of the rsview ccmmzt*_ee will assess to the best of his/her judgment, tr_e Engineer's ~G.9~ prcposed approach and ability to perform all work accordirq to the proposed sc'redule and ,~ roach. The assignmerc of these points will aop _ be based on the reviewer's ;t;.dgaent and will range from o-20 points. ~ a d tons = 30 plats 4 ~ Experieaee it Otxa ~ i~ ~ Each revie•.~er ::ill deter-:a2na, to the best of his /'r_er judgment, whether t^_e Er_q ineer meets the t12iIli'~1LL^L qualificat_ons and experience as discussed ir. Sect_aZ v. D . The nevi e•~rer will also ~ assess the applicabili.y and releva_*:ce of the Engineer's experience and crevio::s projects, as 30 previ ded in t:^_e proposal, t:. tze project des- cr y :;,ed ?^. _re Coweta Scope o' Se=vices . Contacts ~ :.; ~ -:1 S'?c~C_f ~C. . ~_°_: e^.C~S ::lZ"t ~2 .:S:d t0 ~e ~.~er ~ C~ art=~ ~~=e P.atu; ° aid releVarc° o. aS t ~'?. r0- ! j e^ts . Fact! . °~r:ewer w.'_ 1 ass ig:t from 0-3 0 oo_:tts for t:^.s category, Ls~rg besp 7udg:nent. ! f~RR i7 '93 16~i4 INCOG 9195831021 P , 3/~ ^w 5) Prosessad Fee - 30 IIoiIIts The proposed tees Zor the total project from all Engineers'~groposals wi?1 be ranked relative to each other using the followi;zg equation: (Low Fee/r^ee) x 30 points =Total Points Only the lowest proposed fae receives the total 30 points. Higher gees will receive lower paints in relation to the lowest fee. 'Total Possible Points 200 Signed ~~"~~'~iZ~S 72~~-cr ~i ~ iG~- S ~. C~ ~~ /8.41. score 85.3 7 Date ~ 31 ~ ot3 3~3/~93 ~ ~~/ ii i~ MAR 17 '93 10~ 1~ ~i ICi:G '?1~~~~31~~cY CDBG Proposal Evaluation Form Project: City of Ocrasso - EDBG Proposal. Cue Date: ,ra*-cZ x.993 Firm : NovA ,E.r,~~n~,Efie/~7 ~ sire . P.2/3 //fP /•Uf,~Ql~/,E~ valuation Criteria/Point Value ~.) Pro~agal Casten = 20 pciats If the proposal conta:.ns each category, A-H, as described in Section V, ?roposal Content, then 10 paints will bs awarded. If any cate- gory is omitted, then 0 points will be awarded. 2) Com~Iiaace v~th RSP = is ~ofats If all items required and discussed in Section ZII, Scope of Services, are contained and addressed ir. the proposal, tren 20 points will be awarded. If any item is not addressed, then C paints «ill be awarded. 3) Performance 6ta.adards sad ppDroach = 20 ~oiats Each member of the review cammzt~ee will assess to the best of his/her judgment, the Ez;gineer's proposed approach and ability to perform alI work accordi::g to t're proposed schedule and approach. T'r_e assignment of these paints wi11 be based on t:^.e revie~~re_'s ;udc,-meat and wi? 1 range fror.L 4-20 points. 4} Exoarieace sad o~uatlTficat2oas = jo poi~Ls Each reviewer will dote=-.nine, to the best o~ his /'r_er j udy~ent , whether ~^ e Erg ineer meets the :Rl~.ni_'lu_'1 q~~alifications a:':d eX:.'erien ce as ciscussed ir. SectiaZ `J.D. The reviewer will also assess tae aorlicabili_v a.^.d re_ev~*:ce of tha engineer's exrer_ence and previcT.zs projects, as crevided in t.^_e proposa', to the project des- cried i^. L~ e ~oweLa Scene o' Services. Co~.tacts ,~ _ =~ s~e =-. r e.erences ::za': be .:sad to better c c - clari~y the r_atur ~ and relevance o= past pro- j ects . Each reviewer w:' l ass iqn fromv-3 0 ooi;:ts for ~___s categor~l, using best judgment. Score /0 /D ~~ 32 30 C~ i7 '93 i6~14 INCOG 9195831024 5) ~onosed gee - 30 points The Proposed fees for the total project from all Engineers 'proposals will be ranked relative to each other using the following ersuatiorc: (Low FeefFee~ x 30 points s Total Points Only the lowest proposed fae receives the total 30 points. Higher fees krill receive lower paints in relation to the lowest fee. Total Possible Points 200 Signed ~~_ ~~S / i ~~ n~v ~~ S~ C ~+ P.3/~ /g.54- Score ~2,$G Date ~~ I c~~ 31~i~53 3 1 A~' MAR i7 °93 ~~ 1~ Ir~c~~~r, 31~3~:731~JG~ P.2~3 ~- ~ CDBG Proposal Evaluation Form Project: City of Owasso - ED3G Proposal Due Date: Larch X93 Firm : ,~.P~JOu~ ~t~ 9SSC~~TES , -z"'e . Evaluation CriteriajPoint Value Score „~„ ~,) Proposal Content = ' G points If the progosal contains each category, A-Ii, as described in Section V, Proposal Content, ~o then 10 points will be awarded. If any cate- gory is omitted, then 0 points will be awarded. 2) Com~liaace with RSP 20 points If all items required and discussed in Section III, Scope of Services, are contained and ~o ~ addressed in the proposal, then 10 points will be awarded. If any item is not addressed, then 0 paints ~« i l l be a•~tarded . ~ 3) Performance Standards and Approach = 20 points Each mersber of the review cemm~ttee will assess to the nest of hisjher judgment, the E.*:gineer's ~, proposed approach and ability to gezform all /( •~rort accordirq to the proposed schedule and ~ approach. T'r_e assignment of these points will be based on the revizwer's ;udgaent and will range from 0-20 points. 4) Exoerieace and 4~ualifi~ti.oas = 30 peiats f Each rev:a-aer will dete*_:nzne, to tr_e best of 1_ hisjher judc~+s:ent, whether t~±e Engineer meets the ~ri*~imu-'~ q'.=alificatians and experience as ciscussed in Secti ~n V.D. Tha revi e•aer 'till also assess tr_e ag?iicability and re_e`I3_T?C2 of the Er_gizeer's e:c: erience and preyioT.~s projects, as Zo provided in t::e procosal, to the project des- I cr;bed i.^. the Cow°ta Scepe o= Services. Contacts «.. =;: scec:: is r e.ererces ma.., be .used to better clarify the r_atu~e a^d relevance o' fast pro- jects. ;ash reviet~rer °«i=l assign yron G-30 coints for t:^-s category, using best judy~ent. MRR i7 'S3 2614 INCOG 91358;3102a 5) ~'°D°saQ ee - 30 points The proposed Zees tar *~he total project from all Engineers'~proposals will be ranked relative to each other using the following equation: (mow Fee/Feej x 30 points ~ Total Points Only the lowest proposed fae receives the total 3d points. Higher tees wild. receive lower points in relation to the lowest fee. Total Possible Poi:tts I00 Signed ~,~„~r ~~rS ~~ ~ ef~.~ ~/~--- P . 3/,3 ZZ,7L Score 73.72 Date ,3/,3r ~q3 3~3/~y3 ~~~f~ ' ~oxarmuM TO: RODNEY J. RAY CITY MANAGER FROM: BOB ALLEN ' FIRE CHIEF ' SUBJECT: REQUEST TO PURCHASE A NEW SUBURBAN VEHICLE DATE: March 29, 1993 BACKGROUND: Currently the Fire Department has three (3) administrative vehicles, a 1989 Chevrolet, 1982 Ford and ' a 1980 Chrysler. As the attached memo's state, the 1980 and 1982 vehicles are in need in extensive repair. Also, these vehicles are not in safe mechanical condition to respond to an emergency situation with lights and siren. Both of these vehicles are very valuable and necessary to the Fire Departments operating procedures. The purchase of a new vehicle was not budgeted in this years budget. However, for several years we have requested that these vehicles be replaced as soon as monies were available. Our present vehicle replacement plan is that as soon as the 1989 Chevrolet lease purchase plan is paid, we would at that time request to lease purchase another administrative vehicle. However, the 19891ease will not be paid in full until October of 1993. In consideration of the mechanical condition of both vehicles, we are faced with updating our vehicle replacement plan. I have discussed the Fire Departments current budget status with Ms. Sherry Bishop, and both of us agree that funds are available at the present time to purchase a new vehicle. We have estimated that the Fire Department will have approximately $ 21,000.00 of excess funds in the 100 series of the budget. The reason for the excess is due to the new hiring procedures caused by the American Disabilities Act and implementation of our Infection Control Plan that caused an unplanned delay in the start date of three (3) new employees. All new employees were budgeted for the entire FY 92-93 budget. This is the first time that an excess of funds have been available in the 100 series of the budget. In the future, new employees will not be budgeted for the full fiscal year. We are requesting to purchase a new Suburban on the State Bid List form Carter Chevrolet in Okarche, Oklahoma. Further, we request to remove the 1980 Chrysler from the Fire Department and at this time utilize the 1982 Ford for routine driving in the City limits only. VEHICLE PURCHASE REQUEST MARCH 29, 1993 ' PAGE 2 Also, the reason for the request to place this item on the April 6th Council Agenda is due to, as the attached letters indicate, the State Bid List for purchasing new Suburbans expires April 9th of this year. The reason for requesting a Suburban type vehicle is to provide the Fire Departments with information that is critical to effective fire fighting tactics. Our City has grown to the point that on-scene ~ information about a certain area or business is necessary. Our short term goal is carry spare Self Contained Breathing Apparatus (S.C.B.A.) bottles, small filing cabinets, portable lights and a vehicle to serve as an incident command post. Our long term goal is install a computer that will contain all information necessary for fire fighting such as hydrants, flow rates, hazardous material, if evacuation ~ is needed, sprinkler system, interior design of structure, emergency phone numbers and approximately how many persons should be in the structure. Currently we have assigned Lieutenant Lee Horst to visit each business in Owasso to obtain the above mentioned information that is necessary for our fire =- fighters to provide effective fire fighting practices. N: We recommend that the Council authorize the purchase of one 1993 Chevrolet Suburban (four door) ~ in the amount of $ 18,899.00 from Carter Chevrolet Agency, Okarche, OK. Such purchase utilizing the State contract bidding process and published by the Oklahoma Department of Central Services as , contract #0070-09-OS-100. ATTACHMENTS: 1. Memo from F.D. Mechanics 2. Memo form Health & Safety Committee 3. Letters from Carter Chevrolet 4. State Bid List 1 1 1 1 i~ i~ i~ II ii i i i MEMORANDUM TO: Chief Allen FROM: Tracy Tremain Fire Department Mechanic SUBJECT: Mechanical condition of Chief -II, and Station car DATE: March 21, 1993 CHIEF - II 1980 Chrysler Mileage: 242,023.0 Orqinaly Oklahoma Highway Patrol car, purchased from OHP by Owasso Police, then transfered to Fire Department 1/85. Needs radiator repaired - auto overheats - continuing problem Exhaust system - replace entire system Starter problems - replace Shorts in electrical systems - emergency lighting, telephone, radios, tail lights. Transmission - overhaul Air conditioner compressor - replace and charge system Battery - replace Headliner in auto - replace Door and window seals leak - replace seals and aline doors Front end - repair, replace parts Brake problems - Smog pump, emissions computer - replace STATION AUTO 1982 Ford LTD, Mileage: 213,699.0 Purchased new by Owasso Police 1/82, transfered to fire Department. Alternator - replace Air conditioner compressor - replace and charge system Front end and steering box - replace or rebuild Transmission slips - rebuild Carburetor - rebuild, replace Front seat - broken Timing chain and gears - replace ' Most all of the above listed mechanical problems are ongoing and continuing problems which have been fixed numerous times before. These autos have been patched together so many times that now entire systems would have to be replaced to properly repair them. Repair will take expensive parts replacement and extensive repair time, more time and money than the cars are worth. I da not feel that these autos are in a suitable condition to respond to emergency calls. MEMORANDUM T0: FROM: SUBJECT: DATE: Chief Allen Owasso Firefighter Health and Safety Committee Fire Department autos March 21, 1993 In regard to the two autos used by the Fire Department, Chief- II and the station car, it is the opinion of the Firefighter Health and Safety Committee that these autos not be used for Code-3 response. It is our opinion that these autos are not mechanically sound, safe, or reliable enough to be used safely in an emergency capacity. We believe they have outlasted their useful life span for emergency service. An emergency vehicle must be reliable, these autos have long and documented track records of malfunctions and defects. Including problems such as the vehicles not starting when needed. The autos perform poorly during responses, the autos die while responding to and/or after arriving at the emergency scene. These vehicles seldom will restart after dying, another unit and personal must be called to assist. Not only does this present a problem with manpower utilization it also looks bad to the Citizens of Owasso. The general handling of the units is unsafe, the steering and front ends are loose, and braking is sometime questionable. Fire fighting by its nature is dangerous enough, without the added dangers of responding in unsafe and unreliable equipment. Nation wide statistics show that 5.70 of all firefighters injuries and a total of 22.6 of all firefighter deaths happened while firefighters were responding to and returning from emergency scenes. These are statistics taken from nation wide survey done by the Federal Emergency Management Agency, and National Fire Academy, The chances for death and injury would increase any time defective, and unsafe equipment is used. The Owasso Fire Department Health and Safety Committee recommends that the two autos, Chief -II and the Station car not be used for emergency response. We also recommend that these vehicles he replaced as soon as possible, the Department needs some type of multiuse response and utility vehicle to eiza'o•le us to continue and i<<,~rove our service to the Community. p MAP 17 ' 93 15 ~ 3c Ci=+RTER CHE4'Ri~iLET IrliJ . i~kF1RCHE t7K CHEVflOLET P , c•'3 CA.RT'ER CHEVROY.ET AGENCY. INC. P. 4. Banc 447 215 West Oklahoma Ave. Okarohe, OK 73762 Phone (405) 2s3-7252 FAX (40~} 2e3.4581 :arch 17, 1993 Mr. Hob ?,lien, Chief Owasso Fire Dept Q<,vasso , Oklahoma Dear Mr. A11en Please find attached the DCS Report stating the cut-off date for ordering Suburbans is April the 9th. If you have any questions please feel free to contact me at any time. Thank you for your interest. S ~isha Lowell Regional Sales Mgr D^0 - i '~~~ . ;`~ ~. ` . w J ' ~-'ti ,~lr r . ~~ ~ .fir ~# u!'I~T I~~~ n' . ,fiArIVE w:~S . SU6JEGi . 1oa: BvI nrlT ~ / LL•v•.~ '-LEc'~f vr1'nCR ?~~.r1RT :,n rri^ (/~ 4./S T` i+~~33a~1 :N -•~SC~j$3I(?~S ~` IId~, TG F! EET ORL~En hECc '~+ ~ ri rCi:R FU=_'." CL'ST]r~E~c aE,R T Ai:'~i- M~„ ~~~r parr? FOR T~: - I ~ ~: ~ ni iS EE:PJ'. ~iJ~.lTC ~~;T, 'rc ~:.st•^.B: # N =- M•ri'irGL GF:DE ~f FA:hi~ f'i. _ti .~.'•l ~'C `•~ a~+. ~'~ 1JU~ Cr1`~t~" iii I` -; iF 9 li ~. F" ~iU ., Ida: CRBIBc"k r:; A ''' `' ~ 1: 1' Bet r• tb CAM -y~/~•,, N/F e/1 ,. ~ 1 ~ CA N/a ~/' ~/n; i~h~r: LtJh! ~~'`h ~ i 01 ~'' I Q j N I Q ~.~~~lil~iw BLA/SUB s/i1~~ `/C~7 C1; /. a/;;' 4/0'a :,LT/I k•* sl~ja STT . , ~ ~ / ~3 C /.'? 4 / ~)'~ :l ~J G-SPT VANau O/45-4/~.cj 4/3Q E•/r)7 G-CAn^GO VA;vo+~ 3/OS-4 -/t)S-~/?C~ ~~/05-4j:s'!) G-CUT A4iAY .'/05 /,~~ v/~)5-1/:3c) ~ ~ ~_, ,•„ F'M4-P-CUT AWkr 4I;p ~/'~~~ 5r'v7 ar V N/A 4I3ij gl:3t? MET (EX CCP1Vl N/A "1IA ~iQ7 MET CONV NIA N/A 5/14 F'RZ N/A PJlA 5/I5 TRA IyIA NIA ?/I° 3TM N/A N/A 5l.4 FAGc TWO NIA b/1^ *as 5C~EDULED FINAL FLEET MO1~El, ORDER PREF, S IGNOFr DATE FINAL 19?~ 1'•'?4 MCCcL ~ BUILD DI,TE STREET UP t~EG `/» 1 CRS/2En ~;~,,, J ; t . 7/1 L, ~ / s 7 ~,/~~ CAM 5/3 "/°~ VET 5l:1 •5~ ~ 1 U1~M r1~1 ~ /1~~ ~/c)`. BLA/SUo 5/21 7llc O; ~)'? r-,C 5/21 7/16 /01 CCTICKT /2I ~/lb 8l4e STT ~ ~~1?1 7/lE o ~/Oc SBLc2&4DF') 5/21 x/15 F1/14 G-SPT VAN*~ /2~-S/21 'l16 ~'/QZ G-CARGO VA ,V4~ 3/Z6-? '/-1 `I14-7/1~ ,/n~` G-CUT Ai~Ar „~ ~ E~ a/I4-7/Ia 4/Oi: AST Pr:t ' `'I'a s/a F'MD-P-CUT AWAY 51'21 7/16 ~~/C~2 - 7/, J •~ _,/,,. ., ~oR~vnvM TO: HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: ACTING CHIEF TERRY LAFLIN SUBJECT: REQUEST TO RENEW ANNUAL E-911 INTERLOCAL AGREEMENT DATE: MARCH 29, 1993 BACKGROUND: On January 17, 1989 the City of Owasso executed an Interlocal Governmental Agreement for the purpose of joining twenty-six other governmental entities to initiate an enhanced emergency phone system (E-911). Since its inception, the Enhanced 911 system has proven to a vital link to both the Police and Fire Departments for area residents in and around Owasso including portions of Rogers County. The interlocal agreement provides that all communities and counties involved will jointly fund the system by collecting a surcharge on local telephone bills in the amount of 3 % of the base phone bill. The fee is used exclusively for costs incurred for maintaining the E-911 system. The Interlocal Agreement must be renewed annually prior to May 1 in accordance with a ruling by the State Attorney General. If the Interlocal Agreement is not renewed, the city would lose its ability to impose the surcharge and would no longer be able to continue this valuable service. INCOG is facilitating the renewal process and has provided a "Notice of Renewal" form which is attached for your review. RECOMMENDATION: Staff recommends Council approval of the "Notice of Renewal of Interlocal Agreement. " ATTACHMENTS: 1. Correspondence from INCOG dated March 2, 1993 2. Notice of Renewal of Interlocal Agreement i~ `, r. ~ ,~ ~~ I ~~ O ~ a voluntary association of local governments serving creek, Osage and tulsa counties 201 west 5th street, suite 600 • tulsa, Oklahoma 74103-4236.918/584-7526 Fax 918/583-1024 M L M O R A N D II M TO: CITY AND COUNTY ADMINISTRATORS FROM: Jim Helm, Chairman Ann Domin, INCOG DATE: March 2, 1993 RE: RENEWAL OF 911 INTERLOCAL AGREEMENT Enclosed is a Notice of Renewal of Interlocal Agreement. As you know, each city and county in the regional Enhanced 911 system is required to renew the Interlocal Agreement each year before May 1st in order to ~:o~::~inue to participate in the system. Pie~se complete and execute the renewal form and return it to: Ann Domin INCOG 201 West 5th Street, Suite 600 Tulsa, OK 74103 ~i ^I Renew~.s forms for each of the twenty participating j~lris;~:ictions ~~i11 be c^nipYisd and photocopied. A complete set will be retuned ~~c each of you and filed with the appropriate county clerks. If you have any questions about the form, please do not hesitate ~'I contact us. AD/ve ~~ I Attachment ~, NOTICE OF RENEWAL OF INTERLOCAL AGREEMENT WHEREAS, an Interlocal Agreement to share costs of the regional Enhanced 911 system was entered into by the of (City, County, Town) and approved by the Oklahoma Attorney General on March 14, 1989; and WHEREAS, the Agreement will automatically terminate July 1, 1993 unless renewed prior to May 1, 1993; and WHEREAS, the governing bodies of the parties to the Agreement deem it appropriate to continue to participate in the regional Enhanced 911 system and to equitably share the costs of the system according to the terms of the Agreement; THEREFORE, the of does (City, County, Town) hereby renew the Interlocal Agreement for Fiscal Year 1994. APPROVED BY of (City, County, Town) day of ATTEST: Clerk APPROVED: Attorney 1993. this By: Title: MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM: MII~E AUGUSTINE, OPWA DIRECTOR SUBJECT: REQUEST FOR APPROVAL OF MOWING CONTRACTS DATE: March 31, 1993 BACKGROUND: For the past three years the City of Owasso has utilized private sector contracts for the purpose of providing mowing services during the summer growing months. The program was developed to determine if the privatization of this service was effective in terms of cost, quality, and in providing support so that City crews could continue to carry out their full-time job assignments. Staff evaluation of the program indicates that it continues to be cost effective and a highly productive project. The review indicates that we have continued to make progress on other projects (street repair, drainage ditch renovation, small construction projects), and that the use of these private sector contracts have continued with a more efficient delivery of services to Owasso's citizens. The use of full-time employees to perform seasonal mowing has been reduced which allows for more efficient response to needs in both the street and park departments. ^ There are four criteria being used to evaluate the mowing program: quality, timeliness, cost and ciiizen reaction. The mowing project has met or exceeded our expectations in each of these area. The annual review of the program is used to make adjustments to the program in order to maintain effectiveness. ' The most recent review indicated that one mowing contract should be deleted and one added for the 1993 season. Included in this year's request is the addition of a contract for Lakeridge Drainage Easement (located west of 121st East Avenue and running north from 76th Street to 86th Street). We have deleted the contract that provided mowing of U.S. Highway 169 right-of- way between a point near the railroad crossing north to 96th Street (the contract did not prove cost effective). The areas that had been advertised for are: Rayola Park, Elm Creek Park, Ator Heights Park, 86th Street Park, Ator Heights Utility Easement, El Rio Vista Center Medians, El Rio Vista 1 MEMORANDUM MOWING CONTRACTS March 31, 1993 Page 2 Drainage Easement, Three Lakes (Elm Creek) Drainage Easement, and Lakeridge Drainage Easement. The park and medians were designated to be mowed once every ten days with the contract beginning on April 19, 1993 and continue through October 15, 1993 for a total of 18 mowings. The easement areas were designated to be mowed once a month with the contract beginning on April 19, 1993 and continue through September 30, 1993 for a total of 6 mowings. Also, it was stated in the bid packet that each park will be awarded to separate contractors. COST COMPARISON: The following table compares the 1993 mowing bids and the 1992 mowing bids: BID COMPARISON AREA DESCRIPTION 1993 BID PER MOWING 1992 BID PER MOWING Rayola Park $165.00 $172.50 Elm Creek Park $198.00 $272.50 Ator Heights Park $ 90.00 $ 80.00 86th Street Park $ 52.50 $ 40.00 El Rio Vista Medians $ 30.00 $ 29.90 TOTAL COST PER MOWING FOR PARKS AND MEDIAN $535.50 $594.90 Ator Heights Utility Easement $ 39.00 $ 50.00 El Rio Vista Drainage Easement $120.00 NOT BID Lakeridge Drainage Easement $195.00 $237.00 Three Lakes (Elm Creek) Drainage Easement $225.00 NOT BID U.S. Highway 169 Right-of--way City Employee Cost NOT BID $516.39 $1, 185.00 TOTAL COST PER MOWING FOR EASEMENTS AND RIGHT-OF-WAY $1,095.39 $1,472.00 ~ i i ~ i ~ i~ I MEMORANDUM MOWING CONTRACTS March 31, 1993 Page 3 The 1993 mowing bids for the parks and median totaled $59.40 less per mowing than the 1992 mowing bids, which translates to a savings of $1,069.20 based on 18 mowings for a season. The 1993 mowing bids for the easements and right-of--way (using a city employee) totaled $376.61 less per mowing than the 1992 mowing bids which means for the mowing season of 6 mowings there would be a savings of $2,259.66. RECONIlVIENDATION: Staff feels that the utilization of private sector contractors has permitted the City to use its personnel in a more efficient manner and that the bidding process has presented more competitive bids, therefore, the following contracts are recommended by staff: 1. Rayola Park - Mr. Jim Hobbs at $165 per mowing. 2. Elm Creek Park - Mr. Arley Owens at $198 per mowing. 3. Ator Heights Park - Mr. Larry Buchanan at $90 per mowing. 4. 86th St. Park - Mr. Wayne Carver at $52.50 per mowing. 5. Ator Utility Easement - Mr. Arley Owens at $39 per mowing. 6. El Rio Vista Medians - Mr. Wayne Carver at $30 per mowing. 7. El Rio Vista Drainage Easement -Tierra Vista at $120 per mowing. 8. Lakeridge Drainage Easement - Mr. Earl Beard at $195 per mowing. 9. Three Lakes (Elm Creek) Drainage Easement - Mr. Jim Hobbs at $225 per mowing. NOTE: We had bid packets picked up by seventeen bidders, the highest interest since the program began. ATTACHMENTS 1. Bid Tabulation Sheets. 2. Specifications. 3. Location Maps. CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29, 1993 Council Approval• Item:Mowina Ravola Park Number of Bids: 10 Bids Opened By: Marcia Boutwell Witness•_ Mike Augustine Witness: Bidders Amount of Bid 1. Jim Hobbs $ 165.00 per mowing 2. Reed's Landscape $ 170.00 " " 3. Larry Turner $ 172.50 " " 4. Wayne Carver $ 187.50 " " 5. Arley Owens $ 198.00 " " 6. Garry Buchanan $ 225.00 " " 7. Terry Rowan $ 350.00 " " 8. Earl Beard $ 385.00 " " 9. Willow Wood Lawn $ 595.00 " " 10. Tierra Vista $ 680.00 " " Certification I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature • ( SEF:I~) Date: _ ~ -29'-9~3 CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29, 199.3 Council Approval• Item: Mowing Elm Creek Park Number of Bids: 10 Bids Opened By: Marcia Boutwell Witness: Mike Augustine Witness: Bidders Amount of Bid 1. Arley Owens $ 198.00 per mowing 2. Larry Turner $ 212.00 " " 3. Jim Hobbs $ 265.00 1° " 4. Wayne Carver $ 269.50 " " 5. Tyrone Dinkins $ 300.00 01 " 6. Terry Rowan $ 350.00 " " 7. Earl Beard $ 395.00 " " 8. Oscar McLarin $ 450.00 " 9. Willow Wood Lawn $ 649.00 " " 10. Tierra Vista $ 680.00 " " Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature• (SEAL) Date: 3-29-9 ~ CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29, 1993 Council Approval: Item:_Mowina Ator Heights Park Number of Bids• 12 Bids Opened By: Marcia Boutwell Witness: Mike Augustine Witness• Bidders Amount of Bid 1. Jim Hobbs $ 80.00 per mowing 2. Larry Buchanan $ 90.00 " " 3. Arley Owens $ 90.00 " " 4. Roger Moats $ 95.00 " " 5. Wayne Carver $ 98.50 " " 6. Reed's Landscape $ 120.00 " " 7. Earl Beard $ 124.00 " " 8. Willow Wood Lawn $ 150.00 " " 9. Tierra Vista $ 160.00 " " 10. Michael Barnes $ 200.00 " " 11. Oscar McLaurin $ 210.00 " " 12. Terry Rowan $ 250.00 " " Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature• (SEi~L) Date: ~3 - ~_ p~~ ^ i~ i~ CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29, 1993 Council Approval• Item: Mowinct 86th Street Park Number of Bids: 10 ,Bids Opened By: Marcia Boutwell Witness: Mike Augustine Witness: Bidders 1. Arley Owens 2. Wayne Carver 3. Jim Hobbs 4. Roger Moats 5. C J Hayes 6. Reed's Landscape 7. Tyrone Dinkins 8. Earl Beard 9. Tierra Vista 10. Willow Wood Lawn Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature • / / /~ ~'~~/~ , "~~-'P~~ Date : 3 ~ 29- j.3 Amount of Bid $ 49.00 per mowing $ 52.50 " " $ 55.00 " " $ 55.00 " $ 60.00 " " $ 65.00 " " $ 100.00 " " $ 109.00 " " $ 150.00 " $ 250.00 " " (~~EAL) CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29. 1993 Council Approval: Item:_Mowing Ator Heights Utility Easement Number of Bids: 10 Bids Opened By: Marcia Boutwell Witness• Mike Augustine Witness: Bidders 1. Arley Owens 2. Jim Hobbs 3. Larry Buchanan 4. Wayne Carver 5. Earl Beard 6. Michael Barnes 7. Oscar McLaurin 8. Willow Wood Lawn 9. Tierra ~lista 10. Terry Rowan Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature• Date : ~~- 29- 9 Amount of Bid $ 39.00 per mowing $ 50.00 " $ 50.00 " " $ 61.00 " " $ 85.00 " " $ 85.00 " " $ 87.50 " '- $ 99.00 " " $ 100.00 " " $ 150.00 " " (SEAL) Illp CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 ~ (918) 272-2251 BID DOCUMENTATION ~ Opening Date: March 29, 1993 Council Approval• Item: Mowing El Rio Vista Center Medians Number of Bids: 10 Bids Opened By: Marcia Boutwell Witness: Mike Augustine Witness• Bidders Amount of Bid 1. Wayne Carver $ 30.00 per mowing 2. Arley Owens $ 35.00 " " 3. Tyrone Dinkins $ 35.00 " " 4. Gary LaBass $ 39.90 " " 5. Reed's Landscape & Lawn $ 45.00 " 6. Terry Rowan $ 45.00 " " 7. Earl Beard $ 50.00 " " 8. Jim Hobbs $ 55.00 " " 9. Oscar McLaurin $ 55.00 " " 10. Tierra Vista $100.00 Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature:_~ ~ (SEAL) Date• ..~-29-Sc3 CITY OF OWASSO , 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 ' (918) 272-2251 BID DOCUMENTATION Opening Date: - March 29, 1993 Council Approval. Item: Mowinct El Rio Vista Drainage Easement ~ Number of Bids: 3 Bids Opened By: Marcia Boutwell Witness: Mike Augustine Witness• ' Bidders Amount of Bid 1. Tierra Vista $ 120.00 per mowing 2. Earl Beard $ 150.00 " " 3. Jim Hobbs $ 150.00 " " Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature: (SEAL) Date : ~ ~~ 29- ~ ~ CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION ^ Opening Date: March 29, 1993 Council Approval• Item: Mowing Three Lakes (Elm Creek) Drainage Easement Number of Bids: 4 Bids Opened By: Marcia Boutwell Witness: Mike Augustine witness: Bidders 1. Jim Hobbs Amount of Bid $ 225.00 per mowing ~1 1 2. Wayne Carver 3. Earl Beard 4. Tierra Vista Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature• y ~ 1,,~ 1~1 ~,2,~J~,,~oll~ Date • .3- 29- 93 $ 249.50 " " $ 290.00 " " $ 800.00 " " (SEAL) ~ CITY OF OWASSO 207 South Cedar PO Box 180 Owasso, Oklahoma 74055 (918) 272-2251 BID DOCUMENTATION Opening Date: March 29, 1993 Council Approval• Item: Mowing Lakeridcte Drainacte Easement Number of Bids: 3 Bids Opened By: Marcia Boutwell Witness:_ Mike Augustine Witness• i i i ^ Bidders 1. Earl Beard 2. Jim Hobbs 3. Tierra Vista Amount of Bid $ 195.00 per mowing M $ 275.00 " " $ 750.00 " " u Certification: I, Marcia Boutwell, Owasso City Clerk, do hereby certify that, to the best of my knowledge, this Bid Documentation is true and correct. Signature• Date: 3-29- 9 ~ .i .i (SEAL) ~ ^ ii II i~ u i~ MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCII. CITY OF OWASSO FROM: RODNEY J. RAY SUBJECT: REQUEST FOR EXECUTIVE SESSION DATE: APRIL 1, 1993 BACKGROUND: The purpose of this request for an executive session is to provide a confidential discussion between the Council and the City Attorney/City Manager regarding litigation filed against the City by Hamilton Trucking and Hammco, Inc. The session, if approved, will consist of a briefing on the matter from a historical and legal perspective. The staff also plans to present an evaluation of the case and outline options available to the Council. Please note that an additional agenda item has been listed in order that the Council may take action on this matter subsequent to the executive session. Additional background on this issue is contained in item #12 of this agenda. RECOMMENDATION: The staff recommends that the Council retire into Executive Session for the purpose of discussing pending litigation. ~oxarmuM ii i~ TO: HONORABLE MAYOR AND CITY COUNCII, CITY OF OWASSO FROM: RODNEY J. RAY SUBJECT: REQUEST TO RESOLVE LEGAL ACTION AGAINST THE CITY OF OWASSO BY HAMMCO, INC. DATE: APRIL 1, 1993 BACKGROUND: On March 8, 1993, Hammco, Inc. filed across-petition against the City of Owasso requesting payment for damages that resulted from an incident that occurred on August 9, 1991. On that date, the City of Owasso had borrowed a mobile crane from Hammco, Inc. and was escorting this equipment with City vehicles when the crane lost control and rolled backward into a Hamilton Trucking Co. vehicle causing extensive damage. The claim was eventually turned over to the City's insurance carver, however, on February 25th the insurance company denied coverage to the City. That denial was transmitted to the attorneys for Hammco, Inc. and resulted in the cross-petition against the City. Mr. Cates and I have been involved in this matter since the incident occurred and we recently met with representatives of Hammco, Inc. to discuss a resolution. At this point, it appears that the legal action can be settled for the cost of the trucking company's repair bill and one-half of the lost revenue from the damaged equipment's down time. The proposed settlement does not include any attorney's fees for either of the companies involved. The total cost of the settlement as presently proposed is $14,261.71. ~ I was personally involved in the request to borrow the equipment and after a review of the reports from the employees involved, I made an early determination that we were in charge of the operation to move the crane and thus were liable for the damages. We accomplished the loan of the equipment in the same manner that has been used for the past six years when we have borrowed and transported other pieces of equipment. I was astounded when the insurance company denied coverage based on the fact that the City's policy specifically exempted off-road ' vehicles and equipment from the City's vehicle coverage and that because we did not have a written agreement between Hammco, Inc. and the City, the liability coverage was denied. REQUEST TO RESOLVE LEGAL ACTION APRII. 1, 1993 PAGE TWO COMMENTS: 1. As a result of the insurance companys' decision, I have issued specific instructions prohibiting the borrowing of equipment until Mr. Cates and I can review the method to be used to limit the exposure to the City. I have also issued specific instructions regarding the movement of off-road vehicles on public streets. 2. Mr. Cates and I have reviewed the cross-petition and case file. 3. It is possible that a judgement in this case (if no settlement were reached) could result in far greater exposure to the City including attorney fees and payment for loss of use of the damaged truck. RECOMMENDATION: Based on staff review of this case, it is recommended that the City Council authorize the City Attorney to resolve this action through a settlement with Hammco, Inc. in the amount of $14,261.71, and that payment of such amount be authorized. ATTACHI~IENTS: 1. Correspondence from Sanders and Carpenter dated March 8, 1993. 2. Cross-petition of defendant Hammco, Inc. a David H. Sanders Richard L. Carpenter, Jr., P.C. ~ J. Thomas Mason David H. Sanders, Jr. Philip McGowan Donald E. Hammer Marilyn Dohnalek E ric M. Daffern Linda Cole McGowan Of Counsel II SANDERS & CARPENTER ATTORNEYS AT LAW DENVER BUILDING aaa sourr, DENVER TULSA, OKLAHOMA 74119 March 8, 1993 Mr. Ronald D. Cates, Esq. Acting City Attorney Suite 680 Park Center 525 South Main Tulsa, Oklahoma 74103 Re: Hamilton Trucking vs Hammco and City of Owasso Dear Mr. Cates: Tale phone (918) 582-5181 Telefax (918) 582-5022 Please be advised that Plaintiff has agreed to reduce in half the loss of use claim and therefore the following monies should be paid to Hamilton Trucking Company and David Ross, its attorney, as follows: Repair bill $12,226.72 In house repairs 352.89 Loss/I,/S~ 1,682.10 $14,261.71 ~ ~ I am also enclosing a copy of our Cross-Petition over and against the City of Owasso that will be filed today. I have further advised David Ross, attorney for the Plaintiff, that we should have the check to him by April 10, 1993. Please be sure that this matter is submitted to the City Council for approval and remit the check to me for delivery and dismissal of the case. If you have any questions, please advise. Very truly yours, SANDERS & CARPENTER JTM:cb cc: Charles Helscel Hammco, Inc. P. O. Box 397 Owasso, Ok 74055 By : ~ 6,,~, DMpRgg19g3 g~~E~vE IN THE DISTRICT COURT IN AND FOR TULSA COUNTY STATE OF OKLAHOMA HAMILTON TRUCKING CO. OF OKLAHOMA, INC., Plaintiff, vs. HAMMCO, INC. and CITY OF OWASSO, Case No. CJ-92-04433 1 Defendants. ) CROSS-PETITION OF THE DEFENDANT HAMMCO, INC. Comes now the Defendant Hammco, Inc., an Oklahoma corporation and for cross-petition against the Defendant, City of Owasso, alleges and states as follows: 1. That this Defendant, Hammco, Inc., was the agent and under the supervision of the City of Owasso on or about the 9th day of August, 1991, and wherein an employee of this Defendant was operating a vehicle westbound on East 76th Street North in the City of Owasso, County of Tulsa, State of Oklahoma. 2. That if in fact this Defendant was negligent in maintaining or in .operating the vehicle at that time and Plaintiff herein obtains a judgment of and against this Defendant, then in that event, Hammco, Inc. as a result of its relationship with the City of Owasso is entitled to indemnification and/or judgment over and against the City of Owasso for any and all damages incurred by the Plaintiff as a result of this accident. WHEREFORE, Hammco, Inc. prays that it have and recover judgment over and against the Defendant, City of Owasso, for any and all monies awarded to Plaintiff and for indemnification from any further right, claim or interest therein. SANDERS & CARPENTER f~ BY = ~„' J.,THO S MA ON, OBA 5758 624 South Denver, Ste 202 ~ Tulsa, Oklahoma 74119 ' .. • f ( 918 ) 582-5181 Attorneys for Defendant, Hammco, Inc. ' CERTIFICATE OF MAILING This is to certify that a true and correct copy of the above ~~ and foregoing was mailed to: w, G. David Ross, Esq. ~, Attorney for Plaintiff Lytle, Soule & Curlee ~ 1200 Robinson Renaissance 119 North Robinson ~ Oklahoma City, OK 73102 Ronald D. Cates, Esq. Attorney for City of Owasso Suite 680 Park Center 525 South Main Tulsa, Oklahoma 74103 ' or_ this '~~ .~ day of March, 1993, with proper postage prepaid. 1 ;~ ~ -~ . Thomas Mason Y -2- MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL i CITY OF OWASSO FROM: RODNEY J. RAY SUBJECT: REQUEST BY COUNCII.MAN-ELECT BURRIS TO ADDRESS THE COUNCIL DATE: APRIL 1, 1993 BACKGROUND: On Wednesday, March 31, 1993, Councilman-elect Burris delivered to me the attached correspondence. Councilman-elect Burris has requested to be on the City Council agenda, but other than telling me he wanted to ask me a question to verify what I said about the Water Board a ~ loan, I have no other information about the issue he wishes to discuss. I have, in anticipation of discussing his concerns about the OWRB loan, requested the Financial Advisor and Bond Counsel be present at the meeting to answer any questions that may arise. Councilman-elect Bums has not requested additional information from either the City Treasurer or me. However, I have been notified by the OWRB that he has requested information from them. The OWRB called our Financial Consultant, who in turn called me concerning the request, and I informed the OWRB that I had no problem with them providing the requested information to Councilman-elect Burris. The staff, financial advisor, and bond counsel are prepared to answer any questions regarding the OWRB loan that Councilman-elect Bums may propose and look forward to working with him in addressing any issues he may wish to bring forth. To Whom It May Concern: It is requested that my name be placed on agenda for the City Counsel Meeting, April 6, 1993. G- Charles L. Burris