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HomeMy WebLinkAbout2006.01.03_OPWA AgendaMEN TUTIJ, 00-42281 .' 0 .� • TYPE OF MEETING: Regular DATE: January 3, 2006 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall at 5:00 p.m. on Thursday, December 29, 2005. Juliann M. Stevens, Administrative Assistant AGENDA 1. Call to Order Chairman Thoendel 2. Flag Salute 3. Roll Call 4. 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 December 20, 2005 Regular Meeting. Attachment # 4 -A B. Approval of Claims. Attachment # 4 -B S:\Agendm \OP WA \2006 \0I03.doc Owasso Public Works Authority January 3, 2006 Page 2 5. Consideration and appropriate action relating to a request for Trustee approval to purchase one hydraulic mini - excavator and authorization for payment. Mr. Stevens Attachment #5 Staff will recommend Trustee approval to purchase one hydraulic mini - excavator from Ditch Witch of Tulsa, Oklahoma and authorization for payment in the total amount of $29,406.89. 6. Report from OPWA Manager. T Report from OPWA Attorney. 8. New Business. (blew Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 9 Adjournment. S: \Agendas \OP WA \?006 \0 t 03.doc OWASSO PUBLIC WORDS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, December 20, 2005 The Owasso Public Works Authority met in regular session on Tuesday, December 20, 2005 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, December 16, 2005. ITEM 1. CALL TO ORDER Chairman Thoendel called the meeting to order at 7:45 p.m. ITEM 2. FLAG SALUTE The flag salute was held during the City Council meeting preceding this meeting. ITEM 3. ROLL CALL PRESENT Craig Thoendel, Chairman Steve Cataudella, Vice Chair Susan Kimball, Trustee A quorum was declared present. STAFF Rodney J. Ray, Authority Manager Julie Lombardi, Authority Attorney ABSENT Brent Colgan, Trustee Wayne Guevara, Trustee I T Fs 0T1 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval. of Minutes of the December 6, 2005 Regular Meeting. B. Approval of Claims. C. Ackalowledgement of receiving the monthly FY 2005-2006 budget status report. Mr. Cataudella moved, seconded by Ms. Kimball, to approve the OPWA Consent Agenda with claims totaling $48,694.86 and payroll claims totaling $59,958.76. YEA: Cataudella, Kimball, Thoendel NAY: None Motion. carried 3 -0. Owasso Public Works Authority None None ITEM 7. NEW BUSINESS None ITEM 8. ADJOURNMENT Mr. Cataudella moved, seconded by Ms. Kimball, to adjourn. YEA: Cataudclla, Kimball, Thoendel NAY: None Motion carried 3 -0 and the meeting was adjourned at 7 :46 p.m. Pat Ivry, Minute Clerk Deceinber 20, 2005 Craig Thoendel, Chairman OPWA CLAIMS TO BE PAID 01/03/06 VENDOR DESCRIPTION AMOUNT OFFICE DEPOT OFFICE SUPPLIES 126.18 LOWES COMPANIES BULBS -FLAG POLE 25.98 TERMINIX PEST CONTROL 44.00 SOUTHWESTERN BELL PHONE USE 9.62 AMERICAN PUBLIC WORKS ASSOC MEMBERSHIP DUES-STAGG 126.00 ADMINISTRATION DEPT TOTAL 331.78 OLINGHOUSE, DAVID R. METER READINGS 289.80 BALSIGER, KATHLEEN A METER READINGS 157.95 TYRONE EUGENE DINKINS METER READINGS 186.30 MARK MEYER METER READINGS 376.20 MCLAURIN, OSCAR METER READINGS 75.15 TECHNICAL PROGRAMMING SERVICES BILLING SERVICES 1,028.58 UTILITY BILLING DEPT TOTAL 2,113.98 ATWOODS WD 40 /HOLE SAW BLADE 36.33 WATER PRODUCTS METER SET SUPPLIES 401.20 BAILEY EQUIPMENT SPARK PLUGS /AIR FILTER 97.00 EQUIPMENT ONE RENTAL & SALES DIAMOND BLADE 359.98 UNIFIRST UNIFORMS /PROT CLOTHING 169.16 GEORGE & GEORGE SAFETY & GLOVE GLOVES 31.73 WATER PRODUCTS LEAK REPAIRS 579.80 L & S DEDMON TRUCKING ROCK/SANDY LOAM 765.00 MILL CREEK LUMBER & SUPPLY FORM BOARDS 7.46 TWIN CITIES READY MIX CONCRETE - STREET REPAIRS 1,112.00 ATWOODS WRENCH SET 34.90 CITY OF TULSA PURCHASED WATER 138,915.08 CITY OF TULSA MAINT SERVICE 75.00 TRIAD PRINTING COROPLAST SIGNS/WATER BILL INSERT 1,363.30 BAKER TRENCHING ROAD BORE 300.00 TRUGREEN LANDCARE LANDSCAPE MAINT 130.00 METROCALL PAGER USE 157.10 WATER DEP TOTAL 144,535.04 OFFICE DEPOT TONER CARTRIDGE 126.40 UNIFIRST UNIFORMS /PROT CLOTHING 377.98 GEORGE & GEORGE SAFETY & GLOVE GLOVES 31.73 ATWOODS REPAIR- BARSCREENS 15.34 CROW BURLINGAME COMPANY FAN BELTS -AIR COMPRESSOR 66.16 LOWES COMPANIES BLOWER 82.52 W.W. GRAINGER PARTS - CLARIFIER 107.93 THE UNLAUB COMPANY BELT - BLOWER 213.48 CROW BURLINGAME COMPANY PRY BAR SET 21.24 AUTO ZONE IGNITION FILE 0.99 WASTE MANAGEMENT OF OKLA SLUDGE REMOVAL 3,033.86 TERMINIX PEST CONTROL 45.00 SOUTHWESTERN BELL PHONE USE 3.62 METROCALL PAGER USE 20.85 WW TREATMENT PLANT DEPT TOTAL 4,147.10 VENDOR DESCRIPTION AMOUNT ATWOODS RAGS 8.96 LOCKE SUPPLY ELECTRICAL TAPE 7.20 UNIFIRST UNIFORMS /PROT CLOTHING 125.72 ATWOODS BOOTS - BOOTS /EATON /PRIDGEN/WEBSTER 285.89 GEORGE & GEORGE SAFETY & GLOVE GLOVES 31.73 ATWOODS PARTS 4.55 BROWN FARMS SOD SOD 55.00 LOWES COMPANIES DEHUMIDIFIER/PAINT 228.40 L & S DEDMON TRUCKING SANDY LOAM 425.00 PGS SEAL -PUMP 309.00 J & R EQUIPMENT JETTER NOZZLE 949.18 OWASSO FENCE PW -GATE REPAIR 225.00 METROCALL PAGER USE 38.74 ACCURATE ENVIRONMENTAL CLASS /EXAM- PRIDGEN 305.00 WASTEWATER DEPT TOTAL 2,999.37 W.W. GRAINGER CART REPAIR 20.43 UNIFIRST UNIFORMS /PROT CLOTHING 151.24 GEORGE & GEORGE_ SAFETY & GLOVE GLOVES 31.76 US CELLULAR CELL PHONE USAGE 34.05 SOUTHWESTERN BELL PHONE USE 0.15 METROCALL PAGER USE 36.75 WASTE MANAGEMENT OF OKL A TIPPING FEES 12,372.10 REFUSE DEPT TOTAL 12,646.48 WAL -MART COMMUNITY HAND SOAP 3.34 UNIFIRST HOLDINGS LP UNIFORMS /PROT CLOTHING 13.60 WASTE MANAGEMENT OF OKLA TIPPING FEES 2,023.10 RECYCLE DEPT TOTAL 2,040.04 OPWA OPERATING FUND TOTAL 168,813.79 JPMORGAN CHASE BANK FAP- 01- 0003 -L 6,027.20 JPMORGAN CHASE BANK FAP -04- 0006 -L 21,905.56 JPMORGAN CHASE BANK FAP -92- 107 -LB 4,348.70 JPMORGAN CHASE BANK ORF- 01- 0002 -L 10,523.37 JPMORGAN CHASE BANK ORF- 02- 0017 -L 10,193.35 JPMORGAN CHASE BANK ORF -99 -008 -L 3,103.83 CAPITAL IMPROVEMENTS FUND TOTAL 56,102.01 RCB TRUST SERVICES SERIES 2004 NOTE 135,432.29 HOME DEPOT USA DEBT SERVICE MONTHLY PAYMENTS 5,686.25 OPWA SALES TAX FUND TOTAL 141,118.54 OPWA GRAND TOTAL 366,034.34 OWASSO PUBLIC WORKS Ow PAYROLL REPORT PAY PERIOD ENDING DATE rr OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES OPWA Administration 0.00 $14,022.99 Utility Billing 0.00 _ 3,453.70,,. Wastewater 265.08 11,387.20 ,Wastewater Collection 353`.23 6,194.73 Refuse 1,108.90 9,060.45 Recycle Center 0.00 1,116.07 FUND TOTAL $3,140'.73 $52,971.94 TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS O . FROM: ROGER UTILITY SUPERINTENDEVA SUBJECT: HYDRAULIC 1 c, O T BID DATED December 22, 2005 The FY 05 -06 Public Works Department Water Division budget includes funds for the purchase of a new hydraulic, mini - excavator. Presently, City staff utilizes existing equipment — whenever feasible' — or rent mini - excavators to repair water and wastewater pipelines and excavate gravesites. In the past years, mini - excavators have been rented on average 20 times per year at approximately $200.00 per rental ($4,000 /year). The approved mini - excavator will allow staff flexibility to enter and perform work in constricted areas and reduce excavation impact on public and /or private property. SOIJICITATION OF BIDS: Notice to Bidders was published in the Owasso Reporter on November 29, 2005 for a bid opening on December 19, 2005. Bids were received from seven vendors and publicly opened on December 19 at 2:00 pm CDT. A listing of received bids is presented below: Company Did OCT Equipment, Incorporated $ 26,800.00 Ditch Witch of Tulsa $ 29,406.89 Keystone Equipment Company $ 29,837.66 White Star Machinery and Supply Co. $ 29,994.00 Warren Cat $ 30,93100 Kirby Smith $ 31,995.00 Equipment One of Owasso NO BID It should be noted that all submitted proposals failed to greet exact specifications. As shown above, the lowest bid was submitted by OCT Equipment for $26,800.00. Unfortunately, the proposed OCT hydraulic excavator did not include an enclosed cab and heater. Staff has determined these two exceptions to the bid specifications are crucial, not only to the operational functionality of the equipment, but to the safety of the equipment operator, especially during inclement weather conditions. 1 Existing excavator backhoe is often too large to enter residential backyards Hydraulic Excavator Bid Award Page 2 of 2 Ditch Witch of Tulsa, Oklahoma, was determined to be the next lowest responsive, responsible bidder with a bid amount of $29,406.89. This proposal includes an enclosed cab and heater, however, noted two exceptions relating to horsepower and track width. Vehicle Maintenance and Public Works persomlel evaluated the Ditch Witch vehicle design (as detailed in Attachment A) for operational functionality and serviceability and found the submittal by Ditch Witch of Tulsa, Oklahoma to be acceptable. FUNDING: The FY 05 -06 Water Division Budget includes $34,000 in Capital Outlay (61 -420- 54400) for the purchase of a new hydraulic loader. RECOMMENDATION: The staff recommends Trustee award the purchase of a current production model Yanmar V1027 -3 Hydraulic Excavator to Ditch Witch of Tulsa, Oklahoma, in the total amount of $29,406.89 and authorization for payment. ATTACHMENTS: A. Bid summary B. Bid proposal from Ditch Witch of Tulsa ATTACHMENT A 1 E(AINIC.AL SPI +,CII+ICATIONS FOIZ T111? PUIZCIIASE Oh A I- IYI)IZAULIC EXCAVA"ITOIZ 6,145 POUNI) OPEIZATING WEIGHT 8.5 FOOT DIGGING I)EPTI-I CLASS GENERAL I)ESCIZIPTION The following is comprehensive list of specifications for a hydraulic excavator to be purchased by the City of Owasso, Public Works Department. Equipment shall be new, 2005 or 2006 year manufactured, excavator that is manufacturer's latest design and production, complete, serviced, and ready for work. At the time of delivery, the excavator shall not have more than ten (10) hours registered on the meter. TAX EXEMPTION — Purchaser is exempt from payment of all federal, state and local taxes in connection with the purchase. Said taxes must not be included in bid prices. The City of Owasso will provide necessary tax exemption certificates upon request. 2. PRICING — The price submitted in any proposal shall include all items of labor, materials, tools, and other costs necessary to fully prepare the equipment for delivery. Any items of labor omitted from the specifications, which are clearly necessary for the proper delivery of the equipment, shall be considered a portion of such specifications although not directly specified or called for in these specifications. Price quoted shall remain effective for a period of thirty (30) days after opening of bids by the City. 3. WARRANTY — A manufacturer's and /or dealer's warranty shall be supplied to cover replacement parts and labor costs. The manufacturer agrees to promptly replace any part or parts which by reason of defective materials or workmanship, or installation, fail under normal use. Such replacement must be free of charge to the owner. Warranty will be for a period of twelve (12) months from the date of delivery on parts and labor. 4. BIDS — The purchaser reserves the right to reject any or all bids and to waive any or all technicalities, informalities, or other minor deviations from the bid document. 5. INSPECTION — An acceptance inspection shall be conducted between the supplier and the City before delivery will be accepted. The inspection date shall be at the City's convenience. All discrepancies noted during the inspection shall be remedied at the Supplier's expense, prior to payment for this equipment. 6. PAYMENT - -- As with 111 11 11 1 0 ipalitics In Oklahoma, payment Must be approved and signed on a claims list by the proper City authority. Payment shall be made o11ly after complete and acceptable delivery o{ the equipient, in accordance with these specifications. The Owasso City Council /Owasso Public Works Authority elects 1-Cgularly oil the first and third Tuesday ofevery month. 7. PlI IMF. CONTIZACTOIZ RESPONSIBILITY — If final delivery of the equipment includes the use of scr °vices of another company, the City of Owasso will hold the bidder responsible for those outside services. 8. I_A -UVERY — Bidder shall provide delivery of cquipmcnt to the City of Owasso within 45- days from the Notice of Award. Failure to comply with specified delivery term may result in the assessment of a $350 penalty (per day) for each successive calendar day that expires after the time specified above. The 45 -day delivery period-- may be extended if circumstances beyond the control of the bidder (forcemajuere) occur. Bidder shall notify the City in writing within 14 days of any circumstances that may potentially prohibit delivery of equipment within the specified term. 9. PROPOSAL EXPENSES — Expenses for developing the proposal are entirely the responsibility of the vendor and shall not be chargeable to the City of Owasso. 10. PRIOR INFORMATION— Any information which may have been released either orally or in writing prior to the issuance of this bid request shall be deemed preliminary in nature and bind neither the City of Owasso nor the vendor. 11. VENDOR CONTRACT — Any proposal accepted should be incorporated into the contract which the City of Owasso will enter into with the vendor. 1.2. PROPOSED COST— It is not the policy of the City of Owasso to negotiate the price after the vendor is selected. The supplied bid form shall include one price for the basic specified equipment. All bids delivered to the City shall be sealed and visibly marked SEALED BID. 13, CONTACT PERSON — Questions and clarification concerning this bid shall be directed to Roger Stevens by calling (918) 272 -4959 Monday through Friday 8:00 a.m. to 5:00 p.m. TECHNICAL SPECIFICATIONS FOR HYDRAULIC EXCAVATOIZ SPECIFIC REQUIREMENTS Please note that these specifications establish minimum criteria and the bidder may exceed the noted specifications. The specifications identify the characteristics desired by the Authority such that it is the Authority's intent to receive bids for a hydraulic excavator which are similar to the specifications. Exceptions to these specific requirements must be clearly noted. 1. ENGINE a. Diesel Engine b. Engine manufacturer must be the same as machine bid 2. RATED POWER a. 2200 RPM b. Minimum of 27.5 SAE net horsepower 3. ELECTRICAL SYSTEM a. 12-volt b. 35-amp alternator c. Low maintenance battery 5. FRAME a. Machine must be zero tail swing %. SWING Unit / a. shall be capable of 360 degree swing for maximum productivity. r0 b. Swing speed shall be capable of 8.1 RPM for fast cycle times. U v 2P c. Swing brake shall be hydraulically released, spring applied multiple / wet disk type for safety and extended service life. d. Swing bearing shall be internal drive to provide protection to swing gear and swing drive. t/ 8. UNDERCARRIAGE a. Unit shall have excavator -type undercarriage for extended service life. b. 1299 rubber tracks c. Track guides shall be included to prevent track inisalignment. c® d. Each track is independently driver by hydrostatic motor connected to a planetary gear reduction box. e� e. Minimum track length of 4 feet I 1 inches 9. BOOM, ARM BUCKET a. Arm length shall have minimum length of 3 feet 10 inches. b. Unit shall be equipped with a manual quick coupler for faster bucket and attachment switchover. 1 C!r�c +,t- o;cIccuUr +'- c. Maximum digging depth shall be at least 8 feet S inches. y ° d. Maximum reach at ground level shall be at least 13 feet 11 inches. e, Lift capacity over the front or rear at ground level shall be at least 2239 pounds. f SAE bucket digging force shall be at least 4800 pounds. 5 bDi—Ijs g. SAE arm digging force shall be at least 3200 pounds. 10> COOLING SYSTEM a. Pressurized liquid cooling system with thermostat. b. Radiator shall be filled with manufacturer's approved anti - freeze solution that provides protection to at least -30 degrees F. 12. CAB a. Cal) shall be all- weather steel, lockable, isolation nlounted. o c. Front windshield wiper and washer f. FIOOP' mat g. 1-Ieatcd cab 13. ADDITIONAL EQUIPMENT a. Horn b. Hour -meter c. Instrumentation lights d. Motor alarm with cancel switch e. Propel pedals and levers f. Backfill blade g. 16" bucket with standard teeth 14. OTHER a. Manuals: two (2) copies each of operators and parts manuals TOTAL BASE BID PER TECHNICAL SPECIFICATIONS I hereby acknowledge that I have read the specifications and that I am legally bound by the statements on the Bid Proposal - Submittal Pages. to N of Company Signature Printed Ikame & Title Address All - , G u Phone Number BID OPENING: 1a1PCFl\l)IIPR 19, 2005 a, 2.00 11.Ma NON- C;01,IASION 1311:) AFFIDAVIT STATI? Ol -, AlAa o ) SS COUNTY OIL _:r v 5 t � �Uc'�J �z , of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a part of any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding, or with State, County, or City officials or employees as to quantity, quality, or price in prospective contract, or any discussions between bidder and any State, County, or City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Subscribed and sworn to before me this _ day of 2005. Notary Public Commission # Iffy Commission Expires: T , OMP.LETE THIS Al,'FIDAVIT AND RFTQRN MqjH jD PROPOSAL.