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Home My WebLink About1993.04.06_OPWA AgendaNOTICE OF PUBLIC MEETING The Owasso Public Works Authority 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. 64 Mar'64 Boutwell, City Clerk AGENDA 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 Public Works Authority April 6, 1993 Page 3 11. Adjournment LJI 11 ' OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING ' Tuesday, March 16, 1993 The Owasso Public Works Authority 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 IChairperson Marlar called the meeting to order at 7:30 p.m. ITEM 2: FLAG SALUTE IThe flag salute was held during the City Council meeting preceding this meeting. 8 1 ITEM 3: ROLL CALL PRESENT Patricia Marlar, Chairperson John Phillips, Trustee Bob Randolph, Trustee Jim Smalley, Trustee STAFF ABSENT Jason Gittelman, Vice Chairperson Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. ITEM 4: REOUEST APPROVAL OF THE MINUTES OF MARCH 2, 1993 REGULAR MEETING Jim Smalley moved to approve the minutes as written, by reference hereto; seconded by John Phillips. AYE: Smalley, Phillips, Randolph, Marlar NAY: None Motion carried 4 -0. ITEM 5: REQUEST APPROVAL OF THE CLAIMS tJim Smalley moved, seconded by John Phillips, to approve the following claims as submitted: (1) $324,274.97, which included $193,060.00 Interfund Transfers, and (2) Payroll $18,269.70. Owasso Public Works Authority AYE: Smalley, Phillips, Randolph, Marlar NAY: None Motion carried 4 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: UNFINISHED BUSINESS None ITEM 9: NEW BUSINESS None ITEM 10: ADJOURNMENT Bob Randolph moved, seconded by Jim Smalley to adjourn. AYE: Randolph, Smalley, Phillips, Marlar NAY: None Motion carried 4 -0 and the meeting was adjourned at 7:31 p.m. Marcia Boutwell, Secretary 2 March 16, 1993 Patricia K Marlar, Chairperson ' OWASSO PUBLIC WORKS AUTHORITY 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 Trustees of the Owasso Public Works Authority of the City of Owasso, Oklahoma met in special session on Tuesday, March 23, 1993 at 6:30 p.m. in the Council Chambers at the Owasso Community Center. ITEM l: CALL TO ORDER Chairperson Marlar called the meeting to order at 6:50 p.m. ' ITEM 2: FLAG SALUTE The flag salute was not held. ITEM 3: ROLL CALL PRESENT ABSENT Patricia Marlar, Chairperson Jason Gittelman, Vice Chairperson John Phillips, Trustee Jim Smalley, Trustee Bob Randolph, Trustee STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney N Marcia Boutwell, Authority Secretary There was not the required 3/4 membership present to conduct the business as posted; therefore Bob Randolph moved to recess the meeting and reconvene at 6:00 p.m. on Wednesday, March ■ 24, 1993. Motion was seconded by John Phillips AYE: Randolph, Phillips, Marlar NAY: None The motion carried 3 -0 and the meeting was recessed at 6:51 p.m. Chairperson Marlar reconvened the meeting at 6:00 p.m. on Wednesday, March 24, 1993 and asked for a roll call. ' PRESENT ABSENT Patricia Marlar, Chairperson Jason Gittelman, Vice Chairperson John Phillips, Trustee Bob Randolph, Trustee ' Jim Smalley, Trustee Owasso Public Works Authority STAFF Rodney J Ray, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary A quorum was declared present. March 23, 1993 ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO RESOLUTION #93 -01. A RESOLUTION AUTHORIZING TWO LOANS FROM THE OKLAHOMA WATER RESOURCES BOARD WITH A COMBINED TOTAL AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $4.600.000: APPROVING THE ISSUANCE OF TWO PROMISSORY NOTES IN THE COMBINED TOTAL AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED $4.600.000 SECURED BY A PLEDGE OF REVENUES AND AUTHORIZING THEIR EXECUTION: APPROVING AND AUTHORIZING THE EXECUTION OF TWO LOAN AGREEMENTS APPROVING AND AUTHORIZING THE EXECUTION OF SUPPLEMENTAL BOND OR NOTE INDENTURES: APPROVING AND AUTHORIZING THE EXECUTION OF A SECURITY AGREEMENT, THE AUTHORITY'S REASONABLE EXPECTATIONS WITH RESPECT TO THE TOTAL AMOUNT OF TAX EXEMPT OBLIGATIONS TO BE ISSUED BY THE AUTHORITY IN CALENDAR YEAR 1993• RATIFYING A LEASE: APPROVING VARIOUS COVENANTS: APPROVING AND AUTHORIZING PAYMENT OF FEES AND EXPENSES: AND CONTAINING OTHER PROVISIONS RELATING THERETO. Mr Ray presented this item. On November 17, 1992 the Oklahoma Water Resources Board approved the OPWA application for the wastewater treatment facility project, the wastewater collection system project, and cast iron pipe water system project. A maximum of $6,100,000 was approved. Revenues generated from the recent rate increase will service a $5,400,000 debt. Because of requirements relating to arbitrage, the Water Resources Board has agreed to closing on $4,600,000 of the approved debt limit now and the remaining $800,000 after January 1, 1994. Interest will be fixed on all money after closing on the remainder of the funds early in 1994 with a State Revolving Fund loan at 0% interest on 40% of the total construction cost of the wastewater system projects and a fixed rate OWRB loan on 60% of the construction cost of the wastewater projects and 100% of the construction cost of the water system project. The effective interest rate is 5.752. Bob Randolph moved to approve Resolution #93 -01, a resolution authorizing two loans from the Oklahoma Water Resources Board with a combined total aggregate principal amount not to exceed $4,600,000; approving the issuance of two promissory notes in the combined total aggregate principal amount not to exceed $4,600,000 secured by a pledge of revenues and authorizing their execution; approving and authorizing the execution of two loan agreements; approving and authorizing the execution of supplemental bond or note indentures; approving and authorizing the execution of a security agreement; establishing the Authority's reasonable 2 Owasso Public Works Authority March 23, 1993 expectations with respect to the total amount of tax exempt obligations to be issued by the Authority in calendar year 1993; ratifying a lease; approving various covenants; approving and authorizing payment of fees and expenses; and containing other provisions relating thereto. Motion was seconded by John Phillips. AYE: Randolph, Phillips, Smalley, Marlar NAY: None Motion carried 4 -0. ITEM 5: ADJOURNMENT There being no further business, the Chairperson adjourned the meeting at 6:18 p.m. Marcia Boutwell, Secretary 3 Patricia K Marlar, Chairperson CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: PO # VENDOR DESCRIPTION AMOUNT --- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- * NO DEPARTMENT MASTER FOUND ------------------------ - - - - -- 931883 CITY - AMBULANCE FUND AMBULANCE SUBSCRIPTIONS 8,353.73 931931 WILDWOOD APTS. OVER PAY ON ACCTS 2,301.73 931991 OPWA RECYCLE CENTER REIMS CASH DRAWER 1,400.00 DEPARTMENT TOTAL =___> 12,055.46 OPWA ADMINISTRATION ------------------------ - - - - -- 930024 CPS BUSINESS, INC. 930292 MEMBER SERVICE LIFE 931879 LIBERTY TULSA 931939 SUBURBAN OFFICE SUPPLY 931989 TREASURER PETTY CASH 932006 HI -TECH DEPARTMENT TOTAL = = = => WATER ------------------------ - - - - -- 931803 BOBBY TAYLOR 931804 OSCAR MCLAURIN 931805 ROBERT M BUCKLES 931818 JON GREENE 931963 CINTAS CORP. 931999 CITY GARAGE 932000 CITY GARAGE 932030 CITY UTILITY SERVICE 932031 PSO 932033 SOUTHWESTERN BELL TELE. 932034 SOUTHWESTERN BELL TELE. DEPARTMENT TOTAL = = = => WASTEWATER ------------------------ - - - - -- LIC & ASSIST FEE MONTHLY FEES 88 REVENUE BONDS OFFICE SUPPLIES REIMS PETTY CASH TONER METER READER METER READER METER READER METER READER UNIFORM RENTAL FUEL PARTS 2/93 USE 2/93 USE 2/93 PLEXAR 2/93 NON - PLEXAR 931817 RETHERFORD PUBLICATIONS LEGAL NOTICE 931843 WASTE MANAGEMENT OF OKLA SLUDGE DISPOSAL 931895 WAYEST SAFETY, INC. EQUIPMENT 931896 BARCO EQUIPMENT 931959 RON -VIK, INC. MAINT. SUPPLIES 217.00 33.00 48,490.00 32.20 53.34 90.00 48,915.54 351.90 217.35 317.70 106.65 96.20 200.69 48.63 55,090.69 162.84 27.22 63.96 56,683.83 48.24 75.60 1,243.50 2,078.00 100.87 13 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 4/02/93 12:25:10 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ---- - - - - -- ------------------- - - - - -- -------------- - - - - -- 931960 CURTIN MATHESON SCIENTIFI SUPPLIES 931961 ADVANCED CHEMICAL GAS CHLORINE 931962 UAL -MART CLEANING SUPPLIES 931963 CINTAS CORP. UNIFORM RENTAL 931989 TREASURER PETTY CASH REIMB PETTY CASH 931999 CITY GARAGE FUEL 932000 CITY GARAGE PARTS 932031 PSO 2/93 USE 932032 LDCC INC -AT &T 2/93 USE 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR 932034 SOUTHWESTERN BELL TELE. 2/93 NON - PLEXAR 932035 OKLA NATURAL GAS 2/93 USE DEPARTMENT TOTAL = = = => REFUSE COLLECTIONS ------------------------ - - - - -- 931600 KIMBALL ACE HARDWARE SUPPLIES 931755 WILLIAMS REFUSE EQUIPMENT RED POLY -KARTS 931809 CINTAS CORP. CLEANING /RENTAL 931810 WASTE MANAGEMENT OF OKLA TIPPING FEES 931900 KIMBALL ACE HARDWARE SUPPLIES 931946 HANES SHOE & ARCH SHOP STEEL TOE BOOTS 931999 CITY GARAGE FUEL 932000 CITY GARAGE PARTS DEPARTMENT TOTAL = = = => RECYCLE CENTER ------------------------ - - - - -- 931600 KIMBALL ACE HARDWARE 931809 CINTAS CORP. 931810 WASTE MANAGEMENT OF OKLA 931988 COMPUADD 931999 CITY GARAGE 932031 PSO 932033 SOUTHWESTERN BELL TELE. DEPARTMENT TOTAL = = = => INTERFUND TRANSFERS ----------------- - - - - -- SUPPLIES CLEANING /RENTAL TIPPING FEES COMPUTER REPAIR FUEL 2/93 USE 2/93 PLEXAR APAPVR PAGE: 14 AMOUNT 337.18 252.81 161.78 259.15 43.20 111.85 597.15 5,326.08 4.91 45.04 199.04 436.55 11,320.95 45.33 6,100.00 149.75 3,205.70 35.51 101.00 394.75 229.64 10,261.68 43.95 35.50 125.29 43.65 31.05 215.67 22.22 517.33 931887 CITY - GENERAL FUND MONTHLY TRANSFER 22,916.00 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 4/02/93 12:25:10 A/P CLAIMS REPORT PO # VENDOR DESCRIPTION ---- - - - - -- ------------------- - - - - -- --------------- -- 931888 CITY - WORKERS' COMP SELF I MONTHLY TRANSFER 931889 CITY GARAGE TRANSFERS DEPARTMENT TOTAL FUND TOTAL = = = => APAPVR PAGE: AMOUNT -- ------- - - - - -- 3,842.50 5,125.00 31,883.50 171,638.29 15 CITY OF OWASSO CITY GARAGE 4/02/93 12:25:10 A/P CLAIMS REPORT APAPVR PAGE: 16 PO # VENDOR DESCRIPTION AMOUNT ---- - - - - -- ------------------- - - - - -- ------------------- - - - - -- ------- - - - - -- CITY GARAGE -------------------- - - - - -- 931430 OWASSO AUTO SUPPLY PARTS 260.47 931589 TULSA BRAKE AND CLUTCH PARTS 348.94 931590 INTERSTATE BATTERY SYSTEM PARTS 83.90 931599 NAPA AUTO PARTS PARTS 2,781.04 931600 KIMBALL ACE HARDWARE SUPPLIES 88.38 931736 WELSCO INC TANK RENTAL 33.20 931775 WELDON OF TULSA, INC. SUPPLIES 44.50 931778 BOWERS OIL CO. FUEL 5,304.60 931795 STAN'S WESTSIDE AUTO ELEC PARTS 34.95 931797 PENNANT PETROLEUM CO. OIL /GREASE 542.30 931798 MILEAGE MASTERS PARTS 106.08 931800 DALE & LEE SERVICE REPAIRS 153.96 931801 7EP MANUFACTURING CO. SUPPLIES 127.09 931806 WELDON OF TULSA, INC. PARTS 68.78 931809 CINTAS CORP. CLEANING /RENTAL 328.82 931857 LESTER'S GEAR & PARTS PARTS 155.66 931900 KIMBALL ACE HARDWARE SUPPLIES 60.59 931901 STANDARD AUTO SUPPLY PARTS 174.46 931945 ACCURATE FIRE EQUIPMENT FIRE EXTINGUISHERS & 382.05 931946 HANES SHOE & ARCH SHOP STEEL TOE BOOTS 102.00 931947 CLASSIC CHEVROLET PARTS /POLICE UNITS 56.51 931948 KEYSTONE EQUIPMENT CO PARTS /WASTEWATER & STREET 166.99 931949 REYNOLDS RADIATOR REPAIR REPAIR RADIATORS 264.00 931965 TULSA BRAKE AND CLUTCH PARTS 72.00 931979 RELIABLE TIRE AND AUTO PARTS 139.95 931980 SUBURBAN OFFICE SUPPLY SUPPLIES 46.49 931983 B &M CLEANING SUPPLIES SUPPLIES 23.85 931987 NAPA AUTO PARTS PARTS 1,621.02 931989 TREASURER PETTY CASH REIMB PETTY CASH 15.39 931999 CITY GARAGE FUEL 18.76 932000 CITY GARAGE PARTS 450.92 932031 PSO 2/93 USE 128.81 932032 LDCC INC -AT &T 2/93 USE 2.68 932033 SOUTHWESTERN BELL TELE. 2/93 PLEXAR 22.22 932035 OKLA NATURAL GAS 2/93 USE 446.78 DEPARTMENT TOTAL =___> 14,658.14 FUND TOTAL =___> 14,658.14 GRAND TOTAL =___> 266,125.07 OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 03/20/93 DEPARTMENT AMOUNT ....>:::..:..:..:..:.:.:;.:'. ::::.::.;:.i:,.ii:.i.;i;:. >:;ti. iii:.::. i:.»:. isti. i:. i:. i:.:;::•:;. ii:. i> ii:. i:. i:.::. i:. i:.: :ti.ii:.ii:i<;:: >: >:::: >:::: » >;: < <:::.:..:. :. ::;:. DPW. �.:. ��;;; a>.:..::.....:; ...: ................::............. ..... ��...::'.::::':::: >: Water 3,519.12 Refuse 3,823.81 ..+x: ;.v;:•N?TTi1'+.K-0^0.�C! .. .. bM�i` O,.: T• Y, rvtiC•}) h: a�0) 0.! nW: ti�.; P•: NG< t;} ivi W;, 4,: ��?': h::•T w: L•' r•'•;:•:•:•::{ 9YfriC• T: ti�+ <:)i�ii:: {•:5•TTT:• } »T +T ^J %•ii: } }:•:T .: ::......:::..:.. ....... : v: n:....:::::. v::: ::.v..:.:iti<•::.:.::•::.:vnv::: }$i:�Ji ?:::4:4: tii4i:iii:4i:;:;!;; {; {•i:: nv.; ti•::;•i:4 "'•: ;: .. ..'rr:'.': '.:•i: v::::.tiv: \i:S!•: ;•:•i }iii;G:•i:•iiii:'i v:i:i;:jii iii :i0ii:i::::::i:::i::ii::i$:tiv ii:;iv:•i :iii'. �' •i :>: ' . '.:i: }� :: 4! 41: k�ie? ii': c::: ti;:: �:: r:%;: i;: iiiii:•::.'' ii: : ?is,•i:::t:i:ii:•.'.::::•;:�;: r: ': <:: iii: ?�iti :::iii:' {:iiiii <i::•:ifiiiiii:: r::'i:;:iii, ��,'. Y��: iii ,' v.• m. rvm.: vv. Yn'i:• n{r. Kvtr: 4n+% O% C�'• Ai:• r+ wx•. A4kiii:\• rA: v.{ i{; ifin; tii{ v: ki. 4. v.•:.{•:::: n:.: ::::::....v:.:::v..::.vn•..:w:: ..: x:::::::::::. :•i::: {.; }.::•tin. ': i:':': isti'::::' iw.. iv,. v.;; i.;;:;,. �.>..; pw;.'::•. .i.....a..nw::�:`m:::2:::y:::v v� .'.x,'„x..'�.n "' .:...::.v. n.wnn:v:ww:n•.w.w.•nv::S v%�ivi:ii.•.•:.::.:v n.:. n..v.ww nw:..v.:.:.:..v:.vn:.:... n.:.:.::.v...v.....:.... ?.,.. °i >i::.;` f .�77y�[�y.�`�'�• {{`�� APPROVED: 04/06/93 Chairman Trustee Trustee NEMoxnrmuM TO: HONORABLE CHAIR AND TRUSTEES IOWASSO PUBLIC WORKS AUTHORITY ' FROM: MIKE AUGUSTINE, OPWA DIRECTOR ROHN MUNN, PROJECT MANAGER ' SUBJECT: AWARDING OF CONTRACTS FOR ENGINEERING SERVICES FOR ,. WATER LINE, WASTEWATER LINE AND WASTEWATER TREATMENT PLANT PROJECTS IDATE: March 29, 1993 IBACKGROUND: The City of Owasso secured a low interest loan from the Oklahoma Water Resources Board for improvements to the water distribution system, wastewater collection system and wastewater treatment facility. The approval of the loan required that staff start a process of selecting an engineering firm for the design of the improvements. Staff selected five engineering firms to interview and to request a proposal for the improvements. The five firms that staff invited were Poe & Associates; Bruton, Knowles & Love; CH2M Hill; FHC, Inc.; and NOVA Engineering. ' Staff outlined to each firm that their proposal should be based on the information presented to them and the following: ' 1. The loan from the Water Resources Board would be between $5,300,000 and $6,100,000 and this amount was for all aspects of engineering design and construction of the projects. 2. Replacement of approximately 15,500 linear feet of cast iron water lines with PVC piping. 3. Replacement/repair of approximately 70,000 linear feet of clay tile (VCP) wastewater lines. Approximately 29,500 linear feet identified as having a possibility of line replacement by using the open trench construction method and approximately 40,500 ' linear feet identified as possible repair using a form of slip liner. The linear footages used for either construction technique does not consider possible changes as a result of engineering review and design. MEMORANDUM ENGINEERING CONTRACT March 29, 1993 Page 2 4. Camera work of the wastewater lines would be a separate issue. 5. The wastewater treatment plant design was to incorporate an update of the City of Owasso's NPDES permit to the level of Tulsa's Northside Treatment Plant. 6. Resident inspector would be negotiated after a contract was issued. Of the five firms that staff had interviewed only CH2M Hill declined to present a proposal. PROPOSALS: The proposals from each of the four firms is summarized below in no particular order. Keep in mind, each proposal consisted of whatever it took to get each firm's suggestion(s) across to the reviewing staff, either with documentation or verbal confrontation, etc. 1. POE & ASSOCIATES: This firm's presentation was very weak and there was not any information presented that staff did not have previous knowledge. The firm handed out a written proposal outlining scope of services and other pertinent information. However, alternates were not mentioned for either the replacement of the VCP or treatment plant expansion. 2. NOVA ENGINEERING: This firm's presentation was excellent in the areas of water and sanitary sewer. The staff felt they knew the information they were presenting and left a very good impression afterwards. They were, however, weak in the treatment plant expansion in that they could not give a definite view of what needed to be done or accomplished. 3. BRUTON. KNOWLES & LOVE: This firm's presentation consisted of one person sitting across from the reviewing staff and verbally shared the presentation. After the representative left, the staff felt the .firm did not have a complete understanding of the proposal presentation aspect that staff had requested. Knowing that this firm's previous work and design record is excellent, made staff feel uneasy on agreeing at this time that this firm understands and is capable of producing a finished product that is acceptable. 4. FHC. INC.: This firm presented staff with written material, used flip charts and gave a top quality presentation, especially in the area of the treatment plant expansion. They presented a strong understanding of the present and future situations that will be facing the city for the plant expansion. They impressed upon staff that they were very capable of meeting the city's need for a plant expansion and working with Oklahoma State Department of Health on this project. Their past and current treatment plant design LI MEMORANDUM ENGINEERING CONTRACT March 29, 1993 Page 3 experiences for various cities in Oklahoma was very extensive for different type of plants. The following table is a cost evaluation of the water line, wastewater line and wastewater treatment plant projects: ENGINEERNG FEE COMPARSION OF DESIGN PROJECTS ENGINEERING FIRM WATER LINE SEWER LINE PLANT DESIGN TOTAL COST POE & ASSOCIATES $ 54,000 $296,000 $133,800 $483,800 NOVA ENGINEERING $ 49,000 $ 75,000 $220,000 $344,000 FHC, INC. $ 52,000 $212,500 $230,000 $494,500 BRUT N, KNOWLES & LOVE $ 16,000 $193,000 $152,400 $361,400 AMENDMENT OF PROPOSALS: The review of staff notes from the verbal presentations and written material presented by each engineering firm left staff with a feeling that there should be a study of the treatment facility prior to the engineering design. This would ensure that proper design information was available before selection of a treatment process change or equipment change. With this concern in mind staff contacted each engineering firm to prepare an amendment of their proposal based on the following: 1. A separate engineering fee for the water line replacement. 2. A separate engineering fee for the wastewater line replacement. 3. A separate engineering fee for the initial treatment plant study that would address future NPDES permit requirements and Tulsa's Northside treatment plant discharge levels. 4. A possibility that two contracts for design services could be written (one for both water and wastewater lines and the other for treatment plant study). MEMORANDUM ENGINEERING CONTRACT March 29, 1993 Page 4 All engineering firms responded and the following is a cost breakdown: ENGINEERING FEE COMPARISON OF AMENDMENT ENGINEERING FIRM WATER LINE SEWER LINE TOTAL WATER & SEWER PLANT STUDY POE & ASSOCIATES $54,000 $296,000 $350,000 $18,000 NOVA ENGINEERING $49,000 $ 75,000 $124,000 $20,000 FHC, INC. $52,000 $212,500 $264,500 $29,250 BRUTON, KNOWLES & LOVE $16,000 $193,000 $209,000 $75,000 SUMMARY: The review process has taken longer than staff anticipated, but it was necessary to truly obtain a mutual understanding of what was and would be expected from all parties. The amendment process allowed staff to concentrate on what needed to be accomplish in the next 5 to 10 years. Also, the review process has shown staff that the water line and wastewater line projects should be awarded as a single contract. NOVA Engineering presented staff a proposal that reduced engineering fees for the design of the water line and wastewater line projects. This was accomplished by recommending the use of plan view drawings for both bid and construction drawings. Since both the water and wastewater projects are rehabilitation (replacement of existing lines) and not new construction there is not the need to expend funds for unneeded engineering design costs. NOVA has completed similar style of projects for the City of Tulsa. NOVA's overall proposal for the water line and wastewater line projects outlined the preparation of; design drawings, detail drawings, manhole rehabilitation schedule, construction specifications, engineers construction cost estimate, and construction bid proposal and bid documents. Their proposal met the requested scope of services that had been outlined and staff feels that NOVA Engineering is a firm competent of producing quality engineering design documents. i 1 1 1 N MEMORANDUM ENGINEERING CONTRACT March 29, 1993 Page 5 The wastewater treatment plant expansion is the most critical design project of the three. Should objectives not be clearly defined or consideration of more stringent discharge limits and expanding discharge flows are not properly addressed the plant expansion becomes a restriction on the growth of the city. In order to overcome these potential hurdles it requires utilization of an engineering firm with a strong background in wastewater treatment plant design and very knowledgeable of the requirements of the Environmental Protection Agency and the Oklahoma State Department of Health. Jon Nelson, Vice President/Chief Engineer of FHC, Inc., presented the foremost comprehensive strategy for the expansion of the wastewater treatment plant. The proposal presentation described objectives of meeting Tulsa's Northside Wastewater Treatment Plant limits, increasing plant capacity and meeting stricter water quality standards for discharge. Other considerations were outlined for meeting more stringent discharge levels and overall plant capacity, prudent improvements and alternatives for the sludge system. The plant design should be accomplished in three phases according to Mr. Nelson's presentation. The first phase would be an evaluation of the treatment plant to include a summary of project conditions, identification of viable alternatives, a cost analysis of the viable alternatives, selection of the most suitable alternative and a summary in detail of the selected alternative. Phase Two would be the preparation of the detailed plans and specifications for all plant improvements identified in the selected alternatives. Phase Three would be the preparation of an amendment to the Sludge Management Plan and revisions to the operation and maintenance (O &M) manual. FHC, Inc. responded to staff's request for a wastewater treatment plant study, as an amendment, by stating that their original proposal covered this study. They further stated that the amendment that had been submitted expanded the inital approach of the plant study. The expanded approach would include a summary of all information and issues from various agencies which would be pertinent to the wastewater treatment aspects. FHC, Inc. proposal and amendment to the proposal were more concise and contained a specific course to be taken for the plant design was more informative than the proposals of the other engineering firms. FHC's list of current and past contracts is quite extensive and they have been with a number of nearby cities. The personnel of FHC is highly qualified for this type of project especially with Jon Nelson being a part of their staff. Mr. Nelson's experience has been in the wastewater area where he has worked closely with various cities. Staff believes that FHC, Inc. is the most qualified engineering firm for the wastewater treatment plant study due to their proposal presentation, information presented to staff, their understanding of the needs of Owasso, current and past jobs, and the personnel that would be used on this project. MEMORANDUM ' ENGWEERING CONTRACT March 29, 1993 ' Page 6 RECOMAIENDATION: I Staff recommends that the Trustees award a contract for the water and wastewater lines ' engineering design to Nova Engineering in the amount of $124,000 and the Trustees award a contract for the wastewater treatment plant study to FHC, Inc. in the amount of $29,20. NOTE: Should the Trustees follow staff's recommendation of awarding a contract for a wastewater ' treatment plant study there will need to be an additional contract for the design of the treatment plant after the study is completed and a constructin option is approved by the Trustees. The , awarding of a study contract does not make a commitment to the engineering firm that they would receive the plant design contract. 1