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HomeMy WebLinkAbout2010.02.16_OPWA AgendaF PUBLIC NOTICE OF THE MEETING OF THEQ/6, OWASSO PUBLIC WORKS AUTHORITY L-% 1 TYPE OF MEETING: Regular DATE: February 16, 2010 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed in the office of the City Clerk and posted at City Hall at 6:00 p.m. on Friday, February 12, 2010. -rr, l_ )j J ann M. Stevens, Deputy City Clerk AGENDA 1. Call to Order Chairman Stephen Cataudella 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of the February 2, 2010 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -B C. Acknowledgement of receiving the monthly FY 2009 -2010 budget status report. Attachment # 3 -C 4. Consideration and appropriate action relating to items removed from the Consent Agenda. O: \MANAGER] A 1,\Agendas \0PWA \2010 \021610 posting doc Owasso Public Works Authority February 16, 2010 Page 2 5. Consideration and appropriate action relating to a request for Trustee approval of the Santa Fe Lift Station and Force Main Improvement Project. Mr. Stevens Attachment # 5 Staff recommends Trustee approval of the Santa Fe Lift Station and Force Main Improvement Project. 6. Consideration and appropriate action relating to a request for Trustee approval of an agreement for engineering services for the Santa Fe Lift Station and Force Main Improvement Project and authorization for the Chairman to execute the agreement. Mr. Stevens Attachment # 6 Staff recommends Trustee approval of an agreement for engineering services for the Santa Fe Lift Station and Force Main Improvements with Greeley and Hansen, LLC (Chicago, Illinois) in the amount of $145,874 and authorization for the Chairman to execute the agreement. 7. Consideration and appropriate action relating to a request for Trustee authorization for the OPWA Manager to execute ODEQ Consent Order No. 10 -036. Mr. Stevens Attachment # 7 Staff recommends Trustee authorization for the OPWA Manager to execute ODEQ Consent Order No. 10 -036, establishing a time table for constructing improvements to the wastewater collection system to eliminate unpermitted bypasses. 8. Report from OPWA Manager. 9. Report from OPWA Attorney. 10. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 11. Adjournment. 0: \MANAGERIAL \Agendas \OPWA \2010 \031610 posting.doc OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, February 2, 2010 The Owasso Public Works Authority met in regular session on Tuesday, February 2, 2010 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 6:00 p.m. on Friday, January 29, 2010. ITEM 1. CALL TO ORDER Vice Chair Bonebrake called the meeting to order at 7:03 p.m. ITEM 2. ROLL CALL PRESENT Doug Bonebrake, Vice Chair Bryan Stovall, Trustee Jon Sinex, Trustee Wayne Guevara, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ABSENT Steve Cataudella, Chairman ITEM 3. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the January 19, 2010 Regular Meeting. B. Approval of Claims. Mr. Sinex moved, seconded by Mr. Stovall, to approve the OPWA Consent Agenda with claims totaling $723,593.49. The payroll payment report for pay period ending 01/16/10 was included for review. YEA: Bonebrake, Sinex, Guevara, Stovall NAY: None Motion carried 4 -0. Owasso Public Works Authority February 2, 2010 ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA No action was required on this item. ITEM 5. REPORT FROM OPWA MANAGER No report. ITEM 6. REPORT FROM OPWA ATTORNEY No report. ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Guevara moved, seconded by Mr. Sinex, to adjourn the meeting. YEA: Sinex, Stovall, Guevara, Bonebrake NAY: None Motion carried 4 -0 and the meeting was adjourned at 7:04 p.m. Juliann Stevens, Deputy City Clerk 2 Doug Bonebrake, Vice Chair Claims List 02/16/10 Budget Unit Title Vendor Name I Payable Description jPayment Amouni DEBT SERVICE - OPWA DEBT HAWKINS DELAFIELD & WOOD LLP JARBITRAGE 04 STAX NOTE 4,000.00 TOTAL DEBT SERVICE - OPWA DEBT 4,000.00 FUND GRAND TOTAL 4,000.0 OPWA ADMINISTRATION JPMORGAN CHASE BANK TERMINIX -PEST CONTROL 61.00 OFFICE DEPOT INC OFFICE SUPPLIES 173.49 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 143.36 JPMORGAN CHASE BANK LOWES- SUPPLIES 9.25 UNIFIRST HOLDINGS LP UNIFORM SERVICE 30.90 UNIFIRST HOLDINGS LP UNIFORM SERVICE 3.55 UNIFIRST HOLDINGS LP UNIFORM SERVICE 34.90 TOTAL OPWA ADMINISTRATION 456.45 UTILITY BILLING SAV -ON PRINTING & SIGNS LLC UTILITY CUT OFF NOTICES 585.00 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 2,722.88 TODD C. KIMBALL METER READER 416.70 DAVID R. OLINGHOUSE METER READER 270.00 KATHLEEN A BALSIGER METER READER 148.50 TYRONE EUGENE DINKINS METER READER 308.25 MARK MEYER METER READER 198.00 TYRONE EUGENE DINKINS METER READER 573.30 MARK MEYER METER READER 69.30 TOTAL UTILITY BILLING 5,291.93 WATER CITY GARAGE PARTS FOR CITY TRKS & CAR 368.25 UNIFIRST HOLDINGS LP UNIFORM SERVICE 72.80 UNIFIRST HOLDINGS LP UNIFORM SERVICE 67.48 CITY GARAGE C. GARAGE LABOR & OVERHEA 833.33 FLEETCOR TECHNOLOGIES FUELMAN JAN 2010 1,320.56 UNIFIRST HOLDINGS LP UNIFORM SERVICE 60.10 JPMORGAN CHASE BANK CITY OF TULSA -WATER 99,999.00 JPMORGAN CHASE BANK CITY OF TULSA -WATER 82,066.42 TOTAL WATER 184,787.94 WASTEWATER TREATMENT JPMORGAN CHASE BANK NORTH CENTRAL LAB - SUPPLIE 81.54 UNIFIRST HOLDINGS LP UNIFORM SERVICE 53.56 SCHUERMANN ENTERPRISES, INC PRESSURE TRANSMITTER 708.51 TERMINIX PEST CONTROL 51.00 FLEETCOR TECHNOLOGIES FUELMAN JAN 2010 1,132.02 JPMORGAN CHASE BANK GREEN COUNTRY - SUPPLIES 120.00 CITY GARAGE C. GARAGE LABOR & OVERHEA 333.33 UNIFIRST HOLDINGS LP UNIFORM SERVICE 59.89 Page 1 Claims List 02/16/10 Budget Unit Title Vendor Name Payable Description IPayment Amounl WASTEWATER TREATMENT.. I CITY GARAGE PARTS FOR CITY TRKS & CAR 1,585.49 TOTAL WASTEWATER TREATMENT 4,125.34 WASTEWATER COLLECTION: CITY GARAGE PARTS FOR CITY TRKS & CAR 1,170.35 JPMORGAN CHASE BANK AEP- RELOCATING LINES 11,794.50 CITY GARAGE C. GARAGE LABOR & OVERHEA 666.66 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 129.52 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 241.89 VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25.50 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 319.40 JPMORGAN CHASE BANK ANCHOR STONE -ROCK 419.33 FLEETCOR TECHNOLOGIES FUELMAN JAN 2010 1,027.78 UNIFIRST HOLDINGS LP UNIFORM SERVICE 34.37 VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS ELECTRIC 7.80 UNIFIRST HOLDINGS LP UNIFORM SERVICE 34.37 TOTAL WASTEWATER COLLECTIONS 15,871.47 REFUSE COLLECTIONS UNIFIRST HOLDINGS LP UNIFORM SERVICE 37.43 FLEETCOR TECHNOLOGIES FUELMAN JAN 2010 4,460.36 CITY GARAGE C. GARAGE LABOR & OVERHEA 3,333.33 JPMORGAN CHASE BANK LENOX WRECKER- TOWING 350.00 UNIFIRST HOLDINGS LP UNIFORM SERVICE 37.43 CITY GARAGE PARTS FOR CITY TRKS & CAR 1,379.56 TOTAL REFUSE COLLECTIONS 9,598.11 RECYCLE CENTER UNIFIRST HOLDINGS LP UNIFORM SERVICE 13.48 JPMORGAN CHASE BANK NAT'L WASTE -GLASS ROLLOFF 400.00 CITY GARAGE C. GARAGE LABOR & OVERHEA 166.66 UNIFIRST HOLDINGS LP UNIFORM SERVICE 13.48 TOTAL RECYCLE CENTER 593.62 FUND GRAND TOTAL 220,724.8 OPWA GRAND TOTAL $224,724.86 Page 2 Department OPWA Administration Utility Billing Water Wastewater Wastewater Collection Refuse Recycle Center E 76th St San Interceptor OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING 01/30/10 Payroll Expenses Total Expenses 75.00 9,306.56 4,619.20 11,097.35 12,138.27 9,174.32 9,022.50 1,046.40 4,067.58 12,228.96 11,149.60 18,322.97 16,612.94 14,214.63 9,776.47 1,056.68 FUND TOTAL 56,479.60 87,429.83 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2009 -2010 Statement of Revenues & Expenses As of January 31, 2010 OPERATING REVENUES: Water Wastewater Refuse & recycle Other fees Interest & other _ TOTAL OPERATING REVENUES OPERATING EXPENSES MONTH 294,800 258,008 120,989 28,613 2,466 704,876 YEAR 184,046 PERCENT TO -DATE BUDGET OF BUDGET 1,668,705 2,793,515 2,477,911 4,000,000 61.95% 1,838,067 3,021,600 60.83% 961,943 1,636,720 58.77% 230,263 366,000 62.91% 581,119 19,554,894 2.97% 6,089,303 28,579,214 21.31% Personal services 184,046 1,335,014 2,310,462 Materials & supplies 211,035 1,668,705 2,793,515 Other services 110,124 645,124 1,786,150 Capital outlay 35,390 732,414 18,097,862 Debt service 111,798 1,550,719 2,351,393 TOTAL OPERATING EXPENSES 652,394 5,931,977 27,339,382 REVENUES OVER EXPENSES TRANSFERS IN (OUT) Transfers in Transfers out _ TOTALTRANSFERS NET INCOME (LOSS) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance 52,483 157,326 114,850 - 114,850 52,483 272,176 1,298,242 1,239,832 299,184 (2,000,000) (1,700,816) (460,984) 600,000 1,570,418 139,016 57.78% 59.73% 36.12% 4.05% 21.70% 12.69% 38.39% ►� I u � : _ �I 1 1►I TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: SANTA FE LIFT STATION AND FORCE MAIN IMPROVEMENT PROJECT DATE: February 12, 2010 BACKGROUND: In accordance with the 2005 Wastewater Master Plan, the Santa Fe Lift Station and Force Main Improvement Project will provide adequate pumping capacity and conveyance for current and future wastewater flows from the Ranch Creek Interceptor. SCOPE OF WORK: The improvements will increase the pumping capacity from its current rate of 2.7 mgd (million gallons per day) to 9 mgd — which is anticipated to meet pumping capacity needs for the next 10 years. The project includes replacing the existing lift station with a new submersible style pump station with odor control facilities, replacing the standby power facilities, upgrading existing electrical and instrumentation equipment, and upgrading the existing 12" force main to a new 24" diameter. The estimated project cost is $2,000,000 excluding legal and administration fees. FUNDING SOURCE: Funding for the construction of these improvements will be obtained from the Oklahoma Water Resources Board (OWRB) via a loan from the Clean Water State Revolving Fund. RECOMMENDATIONS: Staff recommends Trustee approval of the Santa Fe Pump Station and Force Main Improvement Project. ATTACHMENTS: A. Location Map a v 4 F i5 ATTACHMENT A T �f , l 'Ill y i 5 _ SANTA FE LIFTSTATION / FORCEMAIN UPGRADE 2/2/10 Legend 0 North THIS MAP IS FOR INFORMATION PURPOSE ONLY AND IS NOT INTENDED TO REPRESENT AN ACCURATE AND TRUE SCALE. USE OF THIS MAP IS WITHOUT WARRANTY OR REPRESENTATION SY CITY OF OVVASSO OF ITS ACCU R.ACY. CITY OF OWASSO 111 N. Main Street P.O. Box 180 Owasso, OK 74055 918.376.1500 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: AGREEMENT FOR ENGINEERING SERVICES SANTA FE LIFT STATION AND FORCE MAIN IMPROVEMENTS DATE: February 12, 2010 BACKGROUND: The Owasso Public Works Authority commissioned the update of its 1997 Wastewater Master Plan in 2005. The update provides a 20 -year guide for the prioritization and construction of upgrades to the City's conveyance and treatment infrastructure. Among the current needs, the plan recommends the investment of approximately $2 million for the upgrade of the Santa Fe Lift Station and Force Main. Specifically, the recommended improvements are outlined as follows: • Replace existing lift station with a new submersible style pump station with odor control facilities • Replace standby power facilities • Upgrade existing electrical and instrumentation equipment • Upgrade existing 12" force main to a new 24" diameter The recommended improvements will increase the pumping capacity to 9 million gallons per day, which is anticipated to meet pumping capacity needs for the next ten years. ENGINEERING SERVICES AGREEMENT: Based on past performance, staff is recommending the engineering firm of Greeley and Hansen due to their qualifications, proven track record, and familiarity with the project. Engineering Services to be performed under this agreement include: • Preparation of a preliminary engineering report (PER) to qualify the proposed project for OWRB State Revolving Fund financing • Preparation of preliminary and final design for the Santa Fe Lift Station and Force Main (including design survey, mapping and geotechnical investigation) • Preparation of contract documents including drawings, specifications, and permit applications for the project • Bid related assistance Agreement for Engineering Services Santa Fe Lift Station and Force Main Improvements Page 2 of 2 Following several discussions concerning fee schedules and the scope of work, Greely and Hansen submitted a fee proposal in the amount of $145,874 for engineering services related to this improvement project. PROJECT SCHEDULE: If approved by Trustees, it is anticipated the design work could be completed by September, 2010, enabling the start of construction by April, 2011. The proposed schedule is as follows: • Notice to Proceed to Greeley & Hansen from OPWA — March, 2010 • Complete Design Process — September, 2010 • OPWA Review — October, 2010 • OWRB /ODEQ Review — December, 2010 • Advertise for Bids — January, 2011 • Receive Bids — February, 2011 • Request for OPWA Approval/Notice to Proceed — April, 2011 FUNDING: Funding for engineering services is included in the FY 2009 -2010 Wastewater Collection Operating Budget. RECOMMENDATION: Staff recommends Trustee approval of an Agreement for Engineering Services for the Santa Fe Lift Station and Force Main Improvements with Greeley and Hansen, LLC (Chicago, Illinois) in the amount of $145,874 and authorization for the Chairman to execute the agreement. ATTACHMENTS: A. Site Map B. Proposed Engineering Services Agreement with Greeley and Hansen 0 0 0 0 0 0 x 4 Z F a 8 ATTACHMENT A It SANTA FE LIFTSTATION / FORCEMAIN UPGRADE 2/2/10 Legend 0 North THIS MAP IS FOR INFORMATION PURPOSE ONLY AND IS NOT INTENDED TO REPRESENT AN ACCURATE AND TRUE SCALE. USE OF THIS MAP IS WITHOUT WARRANTY OR REPRESENTATION BY CITY OF OWASSO OF ITS ACCURACY_ CITY OF OWASSO 111 N. Main Street P.O. Box 180 Owasso, OK 74055 918.376.1500 ATTACHMENT B Agreement for Professional Engineering Services between Owasso Public Works Authority Owasso, Oklahoma and Greeley and Hansen LLC THIS AGREEMENT, made and entered into this February J 2010 between the Owasso Public Works Authority, Owasso, Oklahoma, a Municipal Corporation, of Oklahoma, hereinafter referred to as AUTHORITY, Greeley and Hansen LLC, an Illinois Limited Liability Company with its principal office at 100 South Wacker Drive, Chicago, Illinois, 60606 -4004, hereinafter referred to as ENGINEER, WITNESSETH: WHEREAS, AUTHORITY intends to design the Santa Fe Lift Station and Force Main Replacement, hereinafter referred to as the PROJECT; and, WHEREAS, AUTHORITY requires certain professional services in connection with the design services of the PROJECT, hereinafter referred to as the SERVICES; and, WHEREAS, ENGINEER, is prepared to provide such SERVICES; NOW THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: 1. SCOPE OF PROTECT. The scope of the PROJECT is described in Attachment A, SCOPE OF PROTECT, which is attached hereto and incorporated by reference as part of this AGREEMENT. 2. SERVICES TO BE PERFORMED BY ENGINEER. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, which is attached hereto and incorporated by reference as part of this AGREEMENT. 3. AUTHORITY'S RESPONSIBILITIES. AUTHORITY will be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE AUTHORITY, which is attached hereto and incorporated by reference as part of this AGREEMENT. 4. COMPENSATION. AUTHORITY will pay ENGINEER in accordance with Attachment D, COMPENSATION, and further described in Attachment E, FEE /MANHOUR BREAKDOWN, which are attached hereto and incorporated by reference as part of this AGREEMENT. 5. SCHEDULE. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, in accordance with the schedule set forth in Attachment F, SCHEDULE, attached hereto and incorporated by reference as part of this AGREEMENT. 6. STANDARD OF PERFORMANCE. ENGINEER shall perform the SERVICES undertaken in a manner consistent with the prevailing accepted standard for similar services with respect to projects of comparable function and complexity and with the applicable laws and regulations published and in effect at the time of performance of the SERVICES. The PROJECT shall be completed and engineered in a good and workmanlike manner and in strict accordance with this AGREEMENT. All engineering work shall be performed by or under the supervision of Professional Engineers licensed in the State of Oklahoma, and properly qualified to perform such engineering services, which qualification shall be subject to review by AUTHORITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standards, no warranty, either express or implied, shall apply to the SERVICES to be performed by the ENGINEER pursuant to this AGREEMENT or the suitability of ENGINEER'S deliverables. 7. LIMITATION OF RESPONSIBILITY. 7.1. ENGINEER shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the PROJECT. 7.2. The presence of ENGINEER's personnel at a construction site is for the purpose of providing to the AUTHORITY a greater degree of confidence that the completed construction work will conform generally to the construction documents and that the integrity of the design concept as reflected in the construction documents has been implemented and preserved by the construction contractor(s). 7.3. In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, exploration, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect total PROJECT cost and /or execution. These conditions and cost /execution effects are not the responsibility of ENGINEER. 7.4. Record drawings will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type of various components, or exact manner in which the PROJECT was finally constructed. ENGINEER is not responsible for any errors or omissions in the information from others that are incorporated into the record drawings. 7.5. ENGINEER's deliverables, five (5) hard copies of record drawings are to be provided upon the completion of the project. Computer - generated drawing files furnished by ENGINEER are for AUTHORITY or others' convenience. Any conclusions or information derived or obtained from these files will be at user's sole risk. SCHEDULE. 8.1. Since ENGINEER has no control over the cost of labor, materials, equipment, or services furnished by others, or over contractors', subcontractors', vendors' methods of determining prices, or over competitive bidding or market conditions, ENGINEER'S cost opinion of probably construction cost shall be made on the basis of qualifications and experice as a Professional Engineer. 8.2. Since ENGINEER has no control over the resources provided by others to meet construction contract schedules, ENGINEER'S forecast schedules shall be made on the basis of qualifications and experience as a Professional Engineer. 9. LIABILITY AND INDEMNIFICATION. 9.1. ENGINEER shall defend and indemnify AUTHORITY from and against legal liability for damages arising out of the performance of the SERVICES for AUTHORITY, including but not limited to any claims, costs, attorney fees, or other expenses of whatever nature where such liability is caused by the negligent act, error, or omission of ENGINEER, or any person or organization for whom ENGINEER is legally liable. Nothing in this paragraph shall make the ENGINEER liable for any damages caused by the AUTHORITY or any other contractor or consultant of the AUTHORITY. 9.2. ENGINEER shall not be liable to AUTHORITY for any special, indirect or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 10. CONTRACTOR INDEMNIFICATION AND CLAIMS. 10.1. AUTHORITY agrees to include in all construction contracts the provisions of Articles 7.1, and 7.2, and provisions providing contractor indemnification of AUTHORITY and ENGINEER for contractor's negligence. 10.2. AUTHORITY shall require construction contractor(s) to name AUTHORITY, Greeley and Hansen LLC and Klein and Hoffman, Inc. as additional insureds on the contractor's general liability insurance policy. 11. COMPLIANCE WITH LAWS. In performance of the SERVICES, ENGINEER shall comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria and standards. ENGINEER shall procure the permits, certificates, and licenses necessary to allow ENGINEER to perform the SERVICES. ENGINEER shall not be responsible for procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to ENGINEER in Attachment B, SCOPE OF SERVICES. 12. INSURANCE 12.1. During the performance of the SERVICES under this AGREEMENT, ENGINEER shall maintain the following insurance: 12.1.1. General Liability Insurance with bodily injury limits of not less than $1,000,000 for each occurrence and not less than $1,000,000 in the aggregate, and with property damage limits of not less than $100,000 for each occurrence and not less than $100,000 in the aggregate. 12.1.2. Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each person and not less than $1,000,000 for each accident and with property damage limits of not less than $100,000 for each accident. 12.1.3. Worker's Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with limits of not less than $100,000 for each occurrence. 12.1.4. Errors and Omissions Insurance to remain in effect during the PROJECT and the term of any legal liability. Errors and Omissions coverage to be for a minimum of $1,000,000, deductibles subject to approval. 12.2. ENGINEER shall furnish AUTHORITY certificates of insurance which shall include a provision that such insurance shall not be canceled without at least 30 days written notice to the AUTHORITY. 13. OWNERSHIP AND REUSE OF DOCUMENTS. 13.1. All documents, including record drawings, field notes and data shall become and remain the property of the AUTHORITY. 13.2. AUTHORITY'S reuse of such documents without written verification or adaptation by ENGINEER for the specific purpose intended shall be at AUTHORIY'S risk. 14. TERMINATION OF AGREEMENT. 14.1. The obligation to continue SERVICES under this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. 14.2. AUTHORITY shall have the right to terminate this AGREEMENT, or suspend performance thereof, for AUTHORITY'S convenience upon written notice to ENGINEER; and ENGINEER shall terminate or suspend performance of SERVICES on a schedule acceptable to AUTHORITY. In the event of termination or suspension for AUTHORITY'S convenience, AUTHORITY shall pay ENGINEER for all SERVICES performed to the date of termination in accordance with provisions of Attachment D, COMPENSATION. Upon restart of a suspended project, ENGINEER's contract price and schedule shall be equitably adjusted. 15. NOTICE. Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below. To ENGINEER: Paul J. Vogel, P.E. Attn: Joseph M. Gorgan Greeley and Hansen LLC 100 S. Wacker Drive, Suite 1400 Chicago, Illinois 60606 To AUTHORITY: Owasso Public Works Authority P.O. Box 180 Owasso, Oklahoma 74055 Attention: Roger Stevens 15.1. Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ENGINEER and AUTHORITY. 16, UNCONTROLLABLE FORCES. Neither AUTHORITY nor ENGINEER shall be considered to be in default of this AGREEMENT if delays in or failure of performance shall be due to forces which are beyond the control of the parties; including, but not limited to: fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage; inability to procure permits, licenses, or authorizations from any state, local, or federal agency or person for any of the supplies, materials, accesses, or services required to be provided by either AUTHORITY or ENGINEER under this AGREEMENT; strikes, work slowdowns or other labor disturbances, and judicial restraint. 17. SEVERABILITY. If any portion of this AGREEMENT shall be construed by a court of competent jurisdiction as unenforceable, such portion shall be severed herefrom, and the balance of this AGREEMENT shall remain in full force and effect. 18. INTEGRATION AND MODIFICATION. This AGREEMENT includes Attachments A, B, C, D, E, F and represents the entire and integrated AGREEMENT between the parties; and supersedes all prior negotiations, representations, or agreements pertaining to the SCOPE OF SERVICES herein, either written or oral. AUTHORITY may make or approve changes within the general Scope of Services in this AGREEMENT. If such changes affect ENGINEER's cost of or time required for performance of the services, an equitable adjustment will be made through an amendment to this AGREEMENT. This AGREEMENT may be amended only by written instrument signed by each of the Parties. 19. DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ENGINEER and the AUTHORITY over the interpretation or application of the terms of this AGREEMENT, the matter shall be referred to the AUTHORITY's Director of Public Works for resolution. If the Director of Public Works is unable to resolve the dispute, the matter may, in the Director's discretion, be referred to the AUTHORITY Manager for resolution. Regardless of these procedures, neither party shall be precluded from exercising any rights, privileges or opportunities permitted by law to resolve any dispute. 20. ASSIGNMENT. ENGINEER shall not assign its obligations undertaken pursuant to this AGREEMENT, provided that nothing contained in this paragraph shall prevent ENGINEER from employing such independent consultants, associates, and subcontractors as ENGINEER may deem appropriate to assist ENGINEER in the performance of the SERVICES hereunder. 21. APPROVAL. It is understood and agreed that all work performed under this AGREEMENT shall be subject to inspection and approval by the AUTHORITY, and any plans or specifications not meeting the terms set forth in this AGREEMENT shall be replaced or corrected at the sole expense of the ENGINEER. The ENGINEER shall meet with the AUTHORITY staff initially and periodically thereafter and will be available for public meetings and/or AUTHORITY presentations. 22. KEY PERSONNEL. In performance of the SERVICES hereunder, ENGINEER has designated Ryan M. Christopher as Project Manager for the PROJECT. ENGINEER agrees that no change will be made in the assignment of this position without prior approval of AUTHORITY. IN WITNESS WHEREOF, the parties have executed this AGREEMENT in multiple copies on the respective dates herein below reflected to be effective on the date executed by the Chair of the AUTHORITY. Greeley and Hansen LLC APPROVED: Paul J. Vogel, . Executive Vice President Date —/ 2 -, �rl foseph M. Gorgan Date 2/211` OWASSO PUBLIC WORKS AUTHORITY Authority Clerk Chair Date APPROVED AS TO FORM: Authority Attorney Attachment A Owasso Public Works Authority Santa Fe Lift Station and Force Main Replacement Scope of Project Greeley and Hansen LLC February 2, 2010 SCOPE OF PROTECT. The PROJECT consists of the Santa Fe Lift Station and Force Main Replacement as described. Final engineering design services include providing detailed design drawings and specification and provide bidding services for the lift station and force main replacement. The Santa Fe Lift Station and Force Main Replacement will incorporate information from the following studies as well as past design projects: • Wastewater Master Plan, May 2005, prepared by Greeley and Hansen LLC • Wet Weather Study, April 2007, prepared by Greeley and Hansen LLC • Wastewater Treatment Plant Expansion and 117th Street Pump Station Upgrade, September 2009, prepared by Greeley and Hansen LLC The execution of the services will be broken up into four major tasks: 1. Detailed Design 2. Detailed Specifications 3. Soils Exploration and Geotechnical Report 4. Ground Survey 5. Bid Assistance A more detailed description of each work task is provided as part of Attachment B. OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT A.DOC A -1 Attachment B Owasso Public Works Authority Santa Fe Lift Station and Force Main Replacement Scope of Services Greeley and Hansen LLC February 2, 2010 The services to be performed by the ENGINEER, Greeley and Hansen LLC, under this AGREEMENT consists of designing the Santa Fe Lift Station and Force Main Replacement, execution of the work will be broken into five major work tasks, as stated below. Further, it is understood and agreed that the date of beginning, rate of progress, and the time of completion of the services to be done hereunder are essential provisions of this AGREEMENT; and it is further understood and agreed that the services embraced in this AGREEMENT shall commence upon execution of this AGREEMENT and receipt of Notice to Proceed. Scope of Services Greeley and Hansen LLC will furnish the AUTHORITY the following professional engineering services for the Santa Fe Lift Station and Force Main Replacement: 1. Detailed Design 1.1 Meetings - Meet once every other month with the wastewater staff to review technical aspects of the project. 1.2 Project Management - Project management activities include preparing the monthly invoices and project status reports for City of Owasso review. 1.3 Drawings - Prepare Construction Drawings for the Santa Fe Lift Station and Force Main Replacement project. 2. Detailed Specifications 2.1 Detailed Specifications - Prepare Construction Specifications for use, together with the Construction Drawings, in taking competitive bids and entering into a construction contract with an experienced and competent contractor for the Santa Fe Lift Station and Force Main Replacement project. Specifications will include bid information and contract terms as required by the Engineers Joint Contract Documents Committee documents and will be in CSI format. OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT B.DOC B - 1 3. Soils Exploration and Geotechnical Report 3.1 Soils Exploration and Geotechnical Report - Arrange for and provide soil borings for the force main replacement and lift station design. Prepare a geotechnical report for the design of the lift station and force main replacement using information from the subsurface evaluation portion of the work. 4. Surveying 4.1 Ground Survey-Arrange for, as needed, a survey of the lift station and force main. The survey shall consist of: • Establish a temporary benchmark on the site from an established existing monument. • Verify elevations of structures as needed. 5. Bid Assitance 5.1 Bidder Inquiries - Respond to bidder inquiries during the bidding process. 5.2 Addenda - Prepare addenda as needed to clarify the Contract Documents. 5.3 Pre -Bid Meetings - Attend pre -bid meeting and prepare meeting notes. 5.4 Bid Report - Tabulate bids and prepare bid report including recommendation on award of contract. OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT B.DOC B-2 Attachment C Owasso Public Works Authority Santa Fe Lift Station and Force Main Replacement Responsibilities of the AUTHORITY Greeley and Hansen LLC February 2, 2010 RESPONSIBILITIES OF THE AUTHORITY. The AUTHORITY agrees: A. Scheduling. Provide notice to proceed at least 14 days prior to actual project start date. B. Reports, Records, etc. To furnish, as required by the work, and at no expense to the ENGINEER: Records, reports, studies, plans, drawings, and other data available in the files of the AUTHORITY that may be useful in the work involved under this AGREEMENT. ENGINEER may reasonably rely upon the accuracy, timeliness, and completeness of the information provided by AUTHORITY. C. Access. To provide access to public and private property when required in performance of ENGINEER's services. D. Staff Assistance. Designate in writing a person to act as its representative in respect to the work to be performed under this AGREEMENT, and such person shall have complete authority to transmit instructions, receive information, interpret and define AUTHORITY'S policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this AGREEMENT. E. Review. Examine all sketches, cost opinions, specifications, drawings, proposals and other documents presented by ENGINEER and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of ENGINEER. OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT C.DOC C_1 Attachment D Owasso Public Works Authority Santa Fe Lift Station and Force Main Replacement Compensation Greeley and Hansen LLC February 2, 2010 The AUTHORITY agrees to pay, as compensation for services set forth in Attachment B, a total lump sum fee of one hundred forty five thousand and eight hundred seventy four dollars ($145,874.00) for the services described in Attachment B. ENGINEER shall submit monthly invoices based upon the proportion of the total services actually completed at the time of billing. Invoices are due and payable within 30- calendar days of receipt by the AUTHORITY. A breakdown of the not to exceed amount to be billed for each of the tasks is shown as follows: Work Tasks Estimated Fee 1. Detailed Design $ 97,601 2. Detailed Specifications $ 24,289 3. Soils Exploration and Geotechnical Report $ 6,000 4. Ground Survey $ 9,500 5. Bid Assistance $6,384 Subtotal: $143,774 Printing $ 300 Travel $1,800 Total: $145,874 OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT D.DOC D -1 ATTACHMENT E OWASSO PUBLIC WORKS AUTHORITY SANTE FE LIFT STATION AND FORCE MAIN REPLACEMENT Estimated Professional Engineering Services Fee SUMMARY Greeley and Hansen LLC February 2010 DESCRIPTION PROJECT DIRECTOR PROJECT MANAGER PROJECT ENGINEER CADD TECH WORD PROCESS. TOTAL DESIGN ENGINEERING Task l - Detailed Design Task 2 - Detailed Specifications Task 3 - Soils Exploration and Geotechnical Report Task 4 - Ground Survey Task 5 - Bid Assistance Subtotall $ $ $ 3,413 3,769 1,944 $ $ $ 39,547 12,288 4,080 $ $ $ 28,493 8,232 - $ $ 26,147 360 $ - $ - $ $ $ $ $ 97,601 24,289 6,000 9,500 6,384 $ 9,126 1 $ 55,915 1 $ 36,725 1 $ 26,507 1 $ - 1 $ 143,774 OTHER DIRECT COSTS Printing Travel Subtotal $ $ 300 1,800 $ 2,100 TOTAL FEE $ 9,126 $ 55,915 $ 36,725 $ 26,507 $ - $ 145,874 2/2/201011:45 AMOwasso Santa Fe LS and Force Main Attachment E.xls Attachment F Owasso Public Works Authority Santa Fe Lift Station and Force Main Replacement Schedule Greeley and Hansen LLC February 2, 2010 SCHEDULE: The design of the Santa Fe Lift Station and Force Main Replacement will be conducted in a single phase. It is anticipated that the project will require approximately eleven months to complete. The schedule below illustrates a start date of March 1, 2010 and an approximate completion date of February 21, 2011. The schedule is as follows: • Notice to Proceed is provided to ENGINEER from the AUTHORITY -March 1, 2010. • Complete Design Process - September 1, 2010 • AUTHORITY Review - October 1, 2010 • ODEQ Review - December 1, 2010 • Advertisement for Bids Date - January 3, 2011 • Receive Bids - February 7, 2011 • Submit Bid Review Report - February 21, 2011 OWASSO SANTA FE LS AND FORCE MAIN ATTACHMENT F.DOC F -1 MEMORANDUM TO: THE HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: ROGER STEVENS PUBLIC WORKS DIRECTOR SUBJECT: ODEQ CONSENT ORDER NO. 10 -036 DATE: February 12, 2010 BACKGROUND: The Owasso Public Works Authority (OPWA) received notification on November 30, 2009 of a notice of violation issued by the Oklahoma Department of Environmental Quality (ODEQ) as a result of wastewater bypasses during a time period between February 21, 2007 and January 16, 2010. After receiving the administrative notice, the City of Owasso requested a hearing with ODEQ officials. The hearing was held on December 15, 2009 and was attended by Warren Lehr, Assistant City Manager; Roger Stevens, Public Works Director; Travis Blundell, Utilities Superintendent; and representatives of Greeley and Hansen, Engineering Consultants. During the meeting, representatives of each party agreed to waive the filing of a petition and further agreed that it is beneficial to all parties to resolve the matter promptly and by agreement. Further discussion was held regarding the City's Wastewater Masterplan and previous action taken by the OPWA to begin implementation of the recommendations included in the masterplan to improve the City's wastewater collection system and remedy the requirements of the anticipated consent order. Subsequent to that discussion, representatives of ODEQ agreed that all necessary remedies were, in fact, included in the City's plan, and that those plans correctly and appropriately addressed the issues rose in the notice of violation. It was further noted by ODEQ that initial remedies are now under contract for construction. CONSENT ORDER: On January 27, 2010, the OPWA received Consent Order No. 10 -036, which closes and supersedes the Notice of Violation received November 30, 2009. The consent order establishes a time table for constructing improvements to the wastewater collection system to eliminate the unpermitted bypasses, but contains no items which our staff had not already planned as priority projects. Attached for your review is a detailed outline of each task listed in the consent order, along with the estimated cost of the improvements and the date in which such improvements are to be completed. It is important to note that with the exception of the Meadow Crest Relief Line and the Supplemental Environment Project, all corrective tasks listed within the consent order are projects previously outlined and planned for in the Owasso Wastewater Masterplan. REQUESTED ACTION: This request is for Trustee authorization for the OPWA Manager to execute the consent order as a method of enforcing the terms and conditions agreed to by both the ODEQ and OPWA. Additional action items specific to each improvement project will be forthcoming in the next two to three years. RECOMMENDATION: Staff recommends Trustee authorization for the OPWA Manager to execute Consent Order No. 10- 036. ATTACHMENTS: A. Task Outline CITY OF OWASSO PUBLIC WORKS DEPARTMENT 2010 Wastewater Collection Consent Order Tasks 2/12/10 Task Description Complete CMOM (Capacity, Management, Operation and Maintenance Program) Self Evalution Checklist + Submit an enginneering report that decribes options that will eliminate chronics SSO's Engineering and Construction of the supplemental environmental project 0 • Complete Construction of the improvements at the Relief Pump Station 0 Engineering and Construction of the Santa Fe Pump Station 0 Engineering and Construction of the Ranch Creek Interceptor Engineering and Construction of the Meadow Crest Relief Line Total Cost Estimate Date In -house Labor 7/1/2010 $20,000 8/1/2010 $500 1/1/2011 $150,000 2/1/2011 $2,300,000 1/1/2013 $2,000,000 1/1/2013 $410,000 1/1/2013 + Per the Wastewater Master Plan, upgrades to the Santa Fe Pump Station are needed. The staff anticipates placing an action item on the February 16, 2010 agenda requesting approval of the Engineering Agreement. The required Engineering Report will be provided as part of Santa Fe Lift Station Engineering Agreement. However, it is worth noting that additional analysis will be required to determine other options that will eliminate chronic bypasses. • The 2010 Wastewater Treatment Plant Upgrade approved by City Council December 1, 2009 contains provisions for the upgrade of the Relief Pump Station. The cost estimate of $150,000 is not an additional expenditure. 0 Improvements recommended per the Wastewater Master Plan.