The URL can be used to link to this page

Home My WebLink About2011.06.21_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY RECEIVED TYPE OF MEETING: Regular IJl1N 17. 2011 DATE: June 21, 2011 TIME: 6:30 p.m. Cifiy Clerks 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, June 17, 2011. Sherry Bishop, afy Clerk AGENDA 1. Call to Order Chairman Doug Bonebrake 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 June 7, 2011 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -B C. Acknowledge receipt of the monthly FY 2010-2011 monthly budget status report. Attachment # 3 -C 4. Consideration and appropriate action relating to items removed from the Consent Agenda. 5. Consideration and appropriate action relating to a request for Trustee approval of OPWA Resolution No. 2011 -02, adopting the FY 2011 -2012 annual operating budget. Mr. Ray Attachment # 5 Staff recommends Trustee approval of Resolution No. 2011-02. Owasso Public Works Authority June 21, 2011 Page 2 6. Consideration and appropriate action relating to a request for Trustee approval of an agreement between Owasso Land Trust and the Owasso Public Works Authority, and authorization for the Chairman to execute the agreement. Mr. Stevens Attachment # 6 Staff recommends Trustee approval of an agreement between Owasso Land Trust and the Owasso Public Works Authority for Partial Reimbursement of Construction Costs for the Meadowcrest Relief Sewer Line and Partial Exclusion from the Per Acre Payback Assessment Fee, and authorization for the Chairman to execute the agreement. 7. Consideration and appropriate action relating to a request for Trustee acceptance of a donation and approval of a budget amendment in the General Fund. Mr. Stevens Attachment # 7 Staff recommends Trustee acceptance of a donation in the amount of $69,400 for the purpose of repainting the Highway 169 Water Tank, and approval of a budget amendment in the OPWA Fund, increasing the estimated revenues and appropriation for expenditures by $69,400. 8. Consideration and appropriate action relating to a request for the Trustees to award the Highway 169 Water Tank Repainting Project contract. Mr. Stevens Attachment # 8 Staff recommends the Trustees award the Highway 169 Water Tank (Ram Tank) Repainting Project contract to TMI Coatings in the amount of $69,400. 9. Report from OPWA Manager. 10. Report from OPWA Attorney. 11. New Business. (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 12. Adjournment. O-DIANAGHRI.AL Ae-65 OFAA A,201 1 :Y,21 11 d-, OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, June 7, 2011 The Owasso Public Works Authority met in regular session on Tuesday, June 7, 2011 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, June 3, 2011. ITEM 1. CALL TO ORDER Chairman Bonebrake called the meeting to order at 8:36 p.m. ITEM 2. ROLL CALL PRESENT ABSENT Doug Bonebrake, Chairman None Bryan Stovall, Vice Chair Steve Cataudella, Trustee Charlie Brown, Trustee Patrick Ross, Trustee A quorum was declared present. STAFF Rodney Ray, Authority Manager Julie Lombardi, Authority Attorney ITEM 3. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of the May 17, 2011 Regular Meeting. B. Approval of Claims. Mr. Cataudella moved, seconded by Mr. Ross, to approve the OPWA Consent Agenda with claims totaling $880,855.06. The payroll payment reports for pay period ending 05/21 /11 were included for review. YEA: Cataudella, Stovall, Bonebrake, Ross, Brown NAY: None 10TA • • 11TOTI C -016111] 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. Owasso Public Works Authority ITEM 6. REPORT FROM OPWA ATTORNEY No report. ITEM 7. NEW BUSINESS None IIL�►�iE:�_1111�1 � ►�J I�1► ld►�lr Mr. Cataudella moved, seconded by Mr. Stovall, to adjourn the meeting. YEA: Stovall, Cataudella, Bonebrake, Ross, Brown NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:37 p.m. Klan Kamas, Minute Clerk 2 June 7, 2011 Doug Bonebrake, Chairman Claims List 06/21/2011 Budget Unit Title Vendor Name Payable Description Payment Amount OPWA JAMERICAN MUNICIPAL SERVICES CORP. 1COLLECTION SERVICES 1 94.04 TOTAL OPWA 94.04 OPWA ADMINISTRATION UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.00 JOLIE, INC. THE UPS STORE SHIPPING CHARGES 20.99 UNIFIRST HOLDINGS LP UNIFORM SERVICES 44.00 JPMORGAN CHASE BANK MEETING EXPENSE 43.12 JPMORGAN CHASE BANK MEETING EXPENSE 29.81 JPMORGAN CHASE BANK MEETING EXPENSE 63.68 JPMORGAN CHASE BANK MEETING EXPENSE 15.70 DOERNER, SAUNDERS, DANIEL & ANDERSO LEGAL SERVICES - RWD 3 1,942.50 AEP /PSO ELECTRIC USE 864.71 JPMORGAN CHASE BANK MEETING EXPENSE 162.91 TOTAL OPWA ADMINISTRATION 3,227.42 UTILITY BILLING JPMORGAN CHASE BANK HD SUPPLY -YRLY MAINTENANC 600.00 TODD C. KIMBALL METER READER 283.50 AMERICAN MUNICIPAL SERVICES CORP. COLLECTION SERVICES -0.01 JPMORGAN CHASE BANK SO RUBBER STAMP -PADS 18.45 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,209.62 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 2,204.60 DAVID R. OLINGHOUSE METER READER 271.35 TODD C. KIMBALL METER READER 293.85 TYRONE EUGENE DINKINS METER READER 288.45 MARK MEYER METER READER 199.80 TOTAL UTILITY BILLING 5,369.61 WATER SAV -ON PRINTING & SIGNS LLC WATER QUALITY REPORTS 935.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 54.64 FLEETCOR TECHNOLOGIES FUELMAN - MAY, 2011 1,409.39 CITY GARAGE OVERHEAD /LABOR - MAY, 201 1,000.00 CITY GARAGE VEHICLE/TRUCK PARTS & OUT 282.09 JPMORGAN CHASE BANK LOWES -WATER METER 22.96 UNIFIRST HOLDINGS LP UNIFORM SERVICES 54.21 JPMORGAN CHASE BANK LOWES- MATERIALS 38.91 JPMORGAN CHASE BANK LOWES- MATERIALS 24.55 AEP /PSO ELECTRIC USE 502.75 JPMORGAN CHASE BANK LOWES -ROCK 17.78 JPMORGAN CHASE BANK LOWES- SHOVEL 25.98 CITY OF TULSA UTILITIES WATER 66,856.69 CITY OF TULSA UTILITIES WATER 115,199.44 L & M DUMPTRUCK & BACKHOE SERVICE DIRT FOR DRESS UPS 45.00 L & M DUMPTRUCK & BACKHOE SERVICE DIRT FOR DRESS UPS 45.00 Page 1 Claims List 06/21/2011 Budget Unit Title Vendor Name Payable Description Payment Amouni TOTAL WATER 186,514.39 WASTEWATER TREATMENT JPMORGAN CHASE BANK STD SPLY LAWN - GROMMET 2.50 AEP /PSO ELECTRIC USE 16,164.12 JPMORGAN CHASE BANK LOWES -BROOM 29.97 CITY GARAGE VEHICLE/TRUCK PARTS & OUT 10.00 CITY GARAGE OVERHEAD /LABOR - MAY, 201 333.33 JPMORGAN CHASE BANK NCL OF WISCONSIN -PARTS 329.88 JPMORGAN CHASE BANK P &K EQUIP -MOWER PARTS 37.75 FLEETCOR TECHNOLOGIES FUELMAN - MAY, 2011 864.24 UNIFIRST HOLDINGS LP UNIFORM SERVICES 69.84 UNIFIRST HOLDINGS LP UNIFORM SERVICES 56.64 DALE & LEES SERVICE INC WWTP A/C REPAIR 248.62 TOTAL WASTEWATER TREATMENT 18,146.89 WWTP EXPANSION BRB CONTRACTORS, INC. WWTP EXPANSION & 117 ST 267,523.85 TERRACON CONSULTANTS INC SOIL TESTING - WWTP 691.78 TOTAL WWTP EXPANSION 268,215.63 WASTEWATER COLLECTION! JPMORGAN CHASE BANK LOWES -SEWER REPAIR PARTS 4.10 TURN -KEY MOBILE, INC LAPTOP 1,712.00 AEP /PSO ELECTRIC USE 5,601.17 JPMORGAN CHASE BANK ARMOR - SAFETY VESTS 30.00 JASON JEROME QUINTON INSTALL SEWER SERVICE LIN 3,300.00 YOUNGS FIRE SUPPRESSION SERVICES ANNUAL FIRE EXTINGUISHER 30.00 YOUNGS FIRE SUPPRESSION SERVICES ANNUAL FIRE EXTINGUISHER 70.00 YOUNGS FIRE SUPPRESSION SERVICES ANNUAL FIRE EXTINGUISHER 40.00 WORKHEALTH SOLUTIONS, LLC HEPITITIS A & B VACCINES 224.55 UNIFIRST HOLDINGS LP UNIFORM SERVICES 33.64 UNIFIRST HOLDINGS LP UNIFORM SERVICES 33.64 FLEETCOR TECHNOLOGIES FUELMAN - MAY, 2011 1,070.47 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 160.87 VERDIGRIS VALLEY ELECTRIC COOP GARRETT CREEK ELECTRIC 265.76 VERDIGRIS VALLEY ELECTRIC COOP WATER CONTROL ELECTRIC 25.50 VERDIGRIS VALLEY ELECTRIC COOP COFFEE CREEK ELECTRIC 574.79 VERDIGRIS VALLEY ELECTRIC COOP DOUBLE OAKS ELECTRIC 8.57 JPMORGAN CHASE BANK LOCKE - CLEANOUT ASSEMBLIES 15.89 CITY GARAGE OVERHEAD /LABOR - MAY, 201 666.67 CITY GARAGE VEHICLE/TRUCK PARTS & OUT 120.58 JPMORGAN CHASE BANK LOWES- SUPPLIES 15.88 JPMORGAN CHASE BANK AMERICAN HOSE -STRAP 175.35 JPMORGAN CHASE BANK HOME DEPOT - BATTERIES 56.82 JPMORGAN CHASE BANK ATWOODS -HITCH PINS 5.38 ONEOK, INC OKLAHOMA NATURAL GAS NATURAL GAS USAGE 281.61 Page 2 Claims List 06/21/2011 Budget Unit Title Vendor Name Payable Description jPayment Amouni TOTAL WASTEWATER COLLECTIONS 14,523.24 OPWA E 76TH ST N SANITAR` PARAGON CONTRACTORS, LLC E 76 ST N SANITARY SEWER 61,629.61 TOTAL OPWA E 76TH ST N SANITARY 61,629.61 REFUSE COLLECTIONS JPMORGAN CHASE BANK WASTE MGMT -REF TIP FEES 8,702.08 JPMORGAN CHASE BANK ALSUMA TRUCK - REPAIRS 1,170.66 FLEETCOR TECHNOLOGIES FUELMAN - MAY, 2011 7,918.20 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.39 JPMORGAN CHASE BANK BUMPER TO BUMPER -OIL 6.00 JPMORGAN CHASE BANK BUMPER TO BUMPER -FUSES 4.00 CITY GARAGE VEHICLE/TRUCK PARTS & OUT 4,033.09 CITY GARAGE OVERHEAD /LABOR - MAY, 201 3,333.33 JPMORGAN CHASE BANK UNITED ENGINES - SWITCHES 477.41 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.39 UNITED STATES CELLULAR CORPORATION CELL PHONES 58.55 TOTAL REFUSE COLLECTIONS 25,784.10 RECYCLE CENTER UNIFIRST HOLDINGS LP UNIFORM SERVICES 12.98 NATIONAL WASTE & DISPOSAL, INC. RECYCLE GLASS ROLLOFFS 400.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 13.98 CITY GARAGE OVERHEAD /LABOR - MAY, 201 166.67 JPMORGAN CHASE BANK WASTE MGMT -REC ROLLOFFS 3,910.57 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FEES 1,596.83 AEP /PSO ELECTRIC USE 77.58 TOTAL RECYCLE CENTER 6,178.61 FUND GRAND TOTAL 589,683.5 OPWA STF TRANSFERS CITY OF OWASSO TRSF TO CAPITAL IMPROVEME 400,000.00 TOTAL OPWA STF TRANSFERS 400,000.00 FUND GRAND TOTAL 400,000.0 OPWA ST SUB - DEBT SERV SF SHOPS INVESTORS, L.P. DEVELOPMENT AGREEMENT 19,028.24 TYANN DEVELOPMENT COMPANY, INC DEVELOPMENT AGREEMENT 41,949.35 TOTAL OPWA ST SUB - DEBT SERV 60,977.59 FUND GRAND TOTAL 60,977.5 OPWA GRAND TOTAL $1,050,661.13 Page 3 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 06104/11 Payroll Expenses Total Expenses 8,254.50 4,396.00 10,148.27 11,971.87 6,730.73 9,661.16 1,080.40 12,308.95 7,042.15 17,302.67 19,525.84 11,167.32 15,216.99 1,903.89 FUND TOTAL 52,242.93 84,467.81 OWASSO PUBLIC WORKS AUTHORITY - OPERATING FUND FISCAL YEAR 2010 -2011 Statement of Revenues & Expenses As of May 31, 2011 NET INCOME (LOSS) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance 206,012 915,643 54,699 2,221,380 2,221,380 3,137,023 2,276,079 MONTH YEAR PERCENT TO -DATE TO -DATE BUDGET OF BUDGET OPERATING REVENUES: Water 350,719 3,986,036 4,290,000 92.91% Wastewater 274,101 2,976,653 3,241,000 91.84% Refuse & recycle 159,554 1,558,056 1,680,880 92.69% Other fees 29,983 316,955 426,500 74.32% Interest & other 2,381 230,585 226,194 101.94% TOTAL OPERATING REVENUES 816,738 9,068,284 9,864,574 91.93% OPERATING EXPENSES: Personal services 160,647 1,979,154 2,222,641 89.05% Materials & supplies 233,970 2,646,218 2,889,700 91.57% Other services 97,622 1,202,674 1,567,159 76.74% Capital outlay 3,629 95,873 568,300 16.87% Debt service 114,491 2,037,761 2,298,676 88.65% TOTAL OPERATING EXPENSES 610,359 7,961,681 9,546,476 83.40% REVENUES OVER EXPENSES 206,379 1,106,603 318,098 347.88% TRANSFERS IN (OUT) Transfers in - 234,801 236,601 99.24% Transfers out (43,625) (1,149,646) (915,800) 125.53% TOTAL TRANSFERS (43,625) (914,845) (679,199) 134.69% OWRB PROCEEDS AND EXPENDITURES Proceeds of OWRB debt 343,336 9,220,654 12,822,745 71.91% Expenditures of OWRB Debt (300,079) (8,496,769) (12,406,945) 68.48% TOTAL OWRB PROCEEDS AND EXPENDITURES 43,257 723,885 415,800 174.09% NET INCOME (LOSS) WORKING CAPITAL - Beginning Balance WORKING CAPITAL - Ending Balance 206,012 915,643 54,699 2,221,380 2,221,380 3,137,023 2,276,079 The e City Wit out Limits. TO: The Honorable Chairman and Trustees Owasso Public Works Authority FROM: Rodney Ray Authority Manager SUBJECT: Resolution No. 2011 -02 FY 2011-2012 Annual Operating Budget DATE: June 17, 2011 BACKGROUND: Pursuant to statutory and Charter provisions, an annual operating budget for the General Fund, OPWA Fund, OPGA Fund and other funds has been developed and was transmitted for review on Monday, May 9, 2011. The proposed budget was discussed during the May and June workesssions. Printed copies of the proposed budget have been available for public viewing at City Hall and the Owasso Library. In addition, the proposed budget was posted on the City's website and has been accessed approximately 300 times. On June 2, 2011, legal notice of a public hearing was published in the Owasso Reporter, and such hearing was conducted on June 7, 2011. The public hearing provided opportunity for citizen comment and questions relating to the proposed budget and the City Council heard from twenty -one residents. A summary of the comments and questions received during the public hearing were posted on the city's website the following day and notices of the publication were sent using various forms of social media. State statutes require adoption of an annual budget through a resolution no later than seven days prior to the beginning of the new budget year (Title 11, Section 17- 209A). Resolution No. 2011 -02 provides for the adoption of a fiscal year budget for the Owasso Public Works Authority. RECOMMENDATION: Staff recommends City Council approval of Resolution No. 2011-02 adopting a Fiscal Year 2011- 2012 budget for the OPWA Fund. ATTACHMENT: Resolution No. 2011 -02 OWASSO PUBLIC WORKS AUTHORITY OPWA RESOLUTION NO. 2011 -02 A RESOLUTION PROVIDING FOR THE ADOPTION OF AN ANNUAL BUDGET FOR FISCAL YEAR 2011 -2012 FOR THE OWASSO PUBLIC WORKS AUTHORITY. WHEREAS: The Owasso Public Works Authority was created as a Title 60 Public Trust; and WHEREAS: The Authority Manager has prepared a budget for the fiscal year ending June 30, 2012 (FY 2011-2012); and WHEREAS: The budget has been formally presented to the Trustees at least 30 days prior to the start of the fiscal year; and WHEREAS: Certain budget filing requirements are mandated by State Statutes. NOW THEREFORE, BE IT RESOLVED BY THE TRUSTEES OF THE OWASSO PUBLIC WORKS AUTHORITY: THAT: Total resources available in departmental appropriations in established as follows: Administration Utility Billing Water Wastewater Treatment Plant Wastewater Collections Refuse Recycle Debt Service Interfund Transfers Out the amount of $36,303,737 and total the amount of $36,303,737 are hereby $723,733 $321,513 $3,655,354 $956,119 $7,343,107 $896,476 $325,599 $8,805,836 $13,276,000 THAT: The effective date of this Resolution shall be July 1, 2011. APPROVED AND ADOPTED this 21St day of June, 2011 by the Trustees of the Owasso Public Works Authority. Doug Bonebrake, Chairperson ATTEST: Sherry Bishop, Authority Secretary APPROVED AS TO FORM: Julie Lombardi, Authority Attorney The 9ci, Win ut Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Roger Stevens Public Works Director SUBJECT: Agreement For Partial Reimbursement of Construction Costs For The Meadowcrest Relief Sewer Line And Partial Exclusion From Per Acre Assessment Fee DATE: June 17, 2011 BACKGROUND: In the initial design phase of Maple Glen II, Owasso Land Trust was expected to fund the upgrades to the Meadowcrest Pump /Lift Station at a cost of approximately $180,000. The City staff and representatives of Owasso Land Trust met to evaluate additional options, and those discussions revealed the best long -term solution was to construct a gravity sewer system rather than upgrading the existing infrastructure. Therefore, Owasso Land Trust Development agreed to contribute the funds originally designated for the pump station upgrade toward the construction of a new gravity sewer line (known as the Meadowcrest Relief Line). In January 2011, the OPWA Trustees awarded the Meadowcrest Sewer Relief Line Construction Contract to Ira M. Green Construction in the amount of $449,337.80. Due to a public /private partnership, the OPWA's cost for this project is anticipated to be $269,337.80 (not including utility easement acquisition and design cost). AGREEMENT: The proposed agreement (see Attachment A) contains language outling the details of the public /private partnership. A summary of the proposed agreement's key points are as follows: Owasso Land Trust agrees to reimburse OPWA for a portion of the Meadowcrest Relief Line Sewer Line ($180,000). Owasso Land Trust will make two (2) payment installments - $90,000 will be paid when construction of the Meadowcrest Relief Sewer Line is 50% complete. The remaining amount of $90,000 will be paid to the OPWA at final completion of the project. As part of Owasso's Land Trust contribution, Maple Glen I, Future Maple Glen and a designated fifteen (15) acres will be excluded from the proposed per acre assessment fee. RECOMMENDATION: Staff recommends Trustee approval of an agreement between Owasso Land Trust and the Owasso Public Works Authortiy for Partial Reimbursement of Construction Costs for the Meadowcrest Relief Sewer Line and Partial Exclusion From the Per Acre Payback Assessment Fee, and authorization for the Chairman to execute the agreement. ATTACHMENT: Agreement Site Map AGREEMENT FOR PARTIAL REIMBURSEMENT OF CONSTRUCTION COSTS FOR THE MEADOWCREST RELIEF SEWER LINE AND PARTIAL EXCLUSION FROM PER ACRE ASSESSMENT FEE This Agreement is entered into on this day of June, 2011, by OWASSO PUBLIC WORKS AUTHORITY ( "OPWA ") and OWASSO LAND TRUST ("OLT "). OPWA and OLT hereby agree to the following: 1. OPWA intends to construct the Meadowcrest Relief Sewer Line to increase sanitary sewer capacity for the northwest quadrant of the City of Owasso. 2. OLT agrees to reimburse OPWA for a portion of the Meadowcrest Relief Sewer Line as follows: A. Total reimbursement from OLT to OPWA will be One Hundred Eighty Thousand Dollars ($180,000) to be paid in two (2) installments as set forth below; B. Ninety Thousand Dollars ($90,000), equaling Fifty Percent (50 %) of the total reimbursement, will be paid by OLT to OPWA when construction on the Meadowcrest Relief Sewer Line is fifty percent (50 %) complete; C. The remaining fifty percent (50 %) in the amount of Ninety Thousand Dollars ($90,000) will be paid to OPWA by OLT when construction of the Meadowcrest Relief Sewer Line is completed. 3. As consideration for OLT's contribution to construction costs for the Meadowcrest Relief Sewer Line, Maple Glen I (containing Ninety -Nine (99) lots), Future Maple Glen (containing One Hundred Eighty (180) lots) and a designated Fifteen (15) acre tract (containing approximately Seventy (70) lots) will be excluded by OPWA from the Meadowcrest Relief Sewer Line's per acre assessment fee. OWASSO PUBLIC WORKS AUTHORITY By: Doug Bonebrake, Chairman 1 ATTEST: Sherry Bishop, Authority Clerk APPROVED AS TO FORM & CONTENT: LPL ' Julie Trout Lombardi, Authority Attorney OWASSO LAND TRUST IM Title: E FUTURE %PLE GLEN inn DES (15 Jim.. H r ps� .• • • • • Xs WITHOUT d D TO IS ACCURACY. 111 N. Main Street P.O. Box 180 Owasso, OK 74055 918.376.1500 The City Witttiout Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Daniel Dearing Senior Civil Engineer SUBJECT: Acceptance of Donation for US Highway 169 Water Tank (Ram Tank) Re- painting Project DATE: June 17, 2011 BACKGROUND: Built in 1984, the water tank along US Highway 169 (also referred to as the "Ram Tank ") serves an important role in the City of Owasso's water supply system. The tank stands 100 feet tall and is sixty foot in diameter, with a 2,000,000 gallon capacity. With its highly visible location and logos on the tower, the water tank has represented Owasso in name and in mascot for years. The paint serves as a protective coating for the exterior steel walls and, over time, has begun to chip, flake, and fade. The water tank is in need of repainting to prevent potential rust and other damage from the elements. Around the time staff began discussing the need for repainting the water tank, a citizen contacted the City of Owasso inquiring about the current logo, the process for repainting or replacing the logo, and the City's interest in accepting donations for the painting project. The current logo was painted and donated by a local retailer that is no longer in business. PROPOSED PROJECT: Members of the City staff met with the citizen and discussed various options that would consider the City's need for water tank improvements, and the desire of the citizen to replace the faded logo. Based on these discussions, the staff is proposing a project that will refresh the exterior protective paint and replace the logos. The proposed project will power wash the exterior of the tank, apply spot primer as needed, and apply new paint and logos. The logos are designed to have two (2) thirty foot diameter ram logos with proportional text facing north and south bound traffic along US HWY 169, and one (1) twenty foot diameter ram logo with proportional text facing N. 121St E Ave in the Smith Farm Market Place. The logo is a four -color logo with two - color text; a graphic depiction (not to scale) is attached for review. SOLICITATION OF BIDS: In May 2011, an advertisement for bids for the re- painting project was published in accordance with state statutes. The bid opening occurred on June 2, 2011, with seven (7) contractors submitting bids. Three (3) vendors submitted incomplete contract documents, thus disqualifying them from consideration. The four qualifying and three disqualified bid amounts are as follows: Bidder Bid Amount TMI Coatings $69,400.00 Gulfstate Protective Coatings, Inc. $99,500.00 Leher Painting Enterprises, Inc. $111,777.00 Maguire Iron Inc. $122,200.00 Phoenix Fabricators & Erectors, Inc. $69,203.00 - DISQUALIFIED Utility Service Co., Inc. $72,600.00 - DISQUALIFIED Great Plains Pump & Construction, Inc. $80,234.00 - DISQUALIFIED The City Engineering staff completed their bid evaluation, and TMI Coatings was determined to be the lowest qualified bidder. FUNDING: Funding for this project will be provided by a private donor who wishes to remain anonymous. RECOMMENDATION: Staff recommends Trustee acceptance of a donation in the amount of $69,400, and approval of a budget amendment in the OPWA Fund, increasing the estimated revenues and appropriation for expenditures in the amount of $69,400. ATTACHMENT: A. Graphic Depiction ATTACHMENT A &LISTIJ film The e City Witriaut Limits, TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Daniel Dearing Senior Civil Engineer SUBJECT: Recommendation for Contract Award US Highway 169 Water Tank (Ram Tank) Re- painting Project DATE: June 17, 2011 BACKGROUND: Built in 1984, the water tank along US Highway 169 (also referred to as the "Ram Tank ") serves an important role in the City of Owasso's water supply system. The tank stands 100 feet tall and is sixty foot in diameter, with a 2,000,000 gallon capacity. With its highly visible location and logos on the tower, the water tank has represented Owasso in name and in mascot for years. The paint serves as a protective coating for the exterior steel walls and, over time, has begun to chip, flake, and fade. The water tank is in need of repainting to prevent potential rust and other damage from the elements. Around the time staff began discussing the need for repainting the water tank, a citizen contacted the City of Owasso inquiring about the current logo, the process for repainting or replacing the logo, and the City's interest in accepting donations for the painting project. The current logo was painted and donated by a local retailer that is no longer in business. PROPOSED PROJECT: Members of the City staff met with the citizen and discussed various options that would consider the City's need for water tank improvements, and the desire of the citizen to replace the faded logo. Based on these discussions, the staff is proposing a project that will refresh the exterior protective paint and replace the logos. The proposed project will power wash the exterior of the tank, apply spot primer as needed, and apply new paint and logos. The logos are designed to have two (2) thirty foot diameter ram logos with proportional text facing north and south bound traffic along US HWY 169, and one (1) twenty foot diameter ram logo with proportional text facing N. 121St E Ave in the Smith Farm Market Place. The logo is a four -color logo with two - color text; a graphic depiction (not to scale) is attached for review. SOLICITATION OF BIDS: In May 2011, an advertisement for bids for the re- painting project was published in accordance with state statutes. The bid opening occurred on June 2, 2011, with seven (7) contractors submitting bids. Three (3) vendors submitted incomplete contract documents, thus disqualifying them from consideration. The four qualifying and three disqualified bid amounts are as follows: Bidder Bid Amount TMI Coatings $69,400.00 Gulfstate Protective Coatings, Inc. $99,500.00 Leher Painting Enterprises, Inc. $111,777.00 Maguire Iron Inc. $122,200.00 Phoenix Fabricators & Erectors, Inc. $69,203.00 - DISQUALIFIED Utility Service Co., Inc. $72,600.00 - DISQUALIFIED Great Plains Pump & Construction, Inc. $80,234.00 - DISQUALIFIED The City Engineering staff completed their bid evaluation, and TMI Coatings was determined to be the lowest qualified bidder. WORKSESSION DISCUSSION: During the June 14, 2011 City Council Worksession, it was explained this project would only cover the exterior painting of the tank and that a separate project has been proposed in the FY 2011- 2012 budget to complete repairs and repainting of the tank's interior walls. During the discussion, an idea was proposed regarding the possibility of utilizing TMI Coatings to perform the proposed interior repairs in conjunction with the exterior repainting project. The staff agreed to review and research the suggestion and report back to the City Council. As part of the exterior work to be performed by the recommended contractor (TMI Coating), a thorough inspection of the interior of the tank will occur when the tank is drained. This inspection will provide City staff with a more defined scope of the interior project in order to prepare the bid documents. Once this inspection and report has been provided to the staff, bid specifications and documents will be produced in an expeditious manner which will allow TMI Coating time to submit a bid, if they are interested, while performing the interior work. FUNDING: Funding for this project will be provided by a private donor who wishes to remain anonymous. RECOMMENDATION: Staff recommends the Trustees award the Ram Tank Re- painting Project contract to TMI Coatings in the amount of $69,400. ATTACHMENT: A. Graphic Depiction B. TMI Coating Bid Document ATTACHMENT A All no I 1W RILAMS m t 1s SECTION 00-200 BID PROJE('71' 11)ENTIFICATI ON: RAM TANK RETAINTING PROJECT THIS ISIS IS S .fB 1T °I" E[.) T(:). CITY OF OWASSO, OKLAHOMA f I-iOM I l l NOR'rH MAIN PO BOX 180 OWASSO, OK 74055 The undersigned EfDDER proposes and agrees, if this Bid is accepted, to enter, into an Agreement with OWNER in the forin included in the Contract Documents to complete all Work as s ecified car indicated in the Contract Documents for the Contract price and -,xithin the Contract tirne indicated in this kid and in accordance with all outer- lcj:* rs and conditions of the Contract Docurnents. ?. BfDDER. accepts all of the terms and conditions of the advertisement for bids and Instructions to Bidders, including without limitation those dealing with the disposition of Bid Security, This J id acce t rnee period is thirty (30) calendar days following the day of Bid opening. BIDDET will sign the Agreement and submit the, Contract Security and ether doc°urrrents required by tfre Contract. Docunre.nts wilhin ten (10) days after the date of OWNER'S Notice of .Award. 3, In subi. rittin this Bic], I:TTl DJ.,, R represents, as snore fully set forth in the Agreerrient, that: (a) Bidder has examined and carefully studied copies of all the Contract Documents, the related data identified in the Contract Docrsrrrents and the following addenda: Addendum Number 3 on May 25, 2011 (r�.c;eip! of all of which is hereby acknowledged) and also copies (if the Advertisement for Bids and the Instructions to I ie.lclrxrs; (b ) BU.)DER has examined the site and locality where the Work is to be performed and become familiar with, and is satisfied as to the general, local and site condition's that may, aff : t cos i, progress and performance of the Work, �..... ......... .._. -e uirc ne - � fcderil I (c) BIDDER is familiar wiih and is S"lisfied as to all le'�'naj i n . nis and local laws, ordinances, and roo'ulatloni) that may affed Cost, prog!Css of perforfriance ofthe Wurk, i I , I (d) BIDDER has carefully studied all reports of explorations and te_mk -�f lhst,irfacc conditions at or COntigUOM to the site, and all drawinigs of physical Cunkfiuoll'S in rclating to existing surface or SIIIDSUrfaCe, struCtUrcs at 01' contiguous to the site (except underground facilities) which have, been identified as provided in tile Ge.neral Conditions. (e) BIDDER has Obtained and carefully studied (or assumes responsibility for having done so) all additional Or SUPplernentary exanainations, investigations, explorations tests, studies and data concerning conditions (surface, subsurface and underground facilities) at or contiguous to tile site, which may affect cost, progress or perforri-iance of the Work or which relate to any aspect of the means, methods, techniques, sequences and procedures of construction to be employed by BIDDER, inc hiding applying the specific means, methods, techniques, sequences and procedures of construction required by the Contract Documents to be employed by the BIDDER, and safety precautions and programs incidental thereto. (f) BIDDER has made such independent investigations as BIDDER dcc]T)S necessarv, and does not consider that any further examinations, investigations, explorations, tests, studies or data are necessary for the. dr-ternlination of this Bid for the performance of the Work at the price(s) bid and within the times and in ac.cordance vvidi the other terilis arid conditions of the Contract Documents, (g) BIDDER has correlated the information know in B11.)DER, information and observations obtained from visits to the site, reports and drawings identified ill the Contract Documents and all additional examinations, investigations, cKplorations, tests, studies and data with the Contract Documents. (h) BIDDER has given OWNER written notice of all conflicts, erTons', arribi-uities, or discrepancies that BIDDER has discovered in the Contract Documents, an(] the written resolution thereof by OWNER is acceptable to BIDDER, 0) The Contract Documents are. generally sufficient to indicate and convey understanding of call terms and conditions for the performance of the Work for which IhB Bid Is submitted, 4 -his Bid is genuine and not rnade in the irtteiest of or on behalf of any Undisclosed person, firm or corporation and is not subinitLed in conformity with any ,igrcenlent or I-tiles of any, Pro1q.), assoel"Ition, 01"I"anization or corporanope BIDDER hm not directly or indirectly inkluced or soli•ited any (.4her BIDDER to submit as false or sharn Bid; BIDDER Hats; not solicited or induced any person, firii-i or as corporation to refrain from bidding-. mid BIDDER has not sought by collusion to obtain for himself/herself any advantage over any other Bidder or over OWNER. . . ....... . .... 1111 . . . . . . . ..... . . ... . ......... ....... . ... ........ ... ..... .............. txt 0409 oi 5. BIDDER ill cornplele the work In aac °co d'ant:e, with [he contXt Doc.ulnerlts foflowing prices: RAJN4 TANK RE -PAII TI G) PROJECT CITY r O ASSO, OKLAHOMA BID SCHEDULE AND FORM RE-PAL NT WATER TAN W1711-I THREE (3) LOGOS LS 1 C) `ER INIT $69,400 Unit price in -Wends sixty i Ii ousand Four Eiuncired 69,400 LUMP SUM BID., ........ - .... -- ...... -- ..... ........... — ..... 69,400 LL,MP UI 1D IN WORDS s Sixty Wine Thousand 'Four Hundred Dollars 6. BIDDER acknowledges that estimated quatn ifles used in preparation of the unit Price Bid acre not 'guaranteed and are solely for the purpose of comparison of Bids. Final payment for all Unit Price Bid ite.rns will be Lased on actual quantities provided, determined as provided in the Contract Documents, T BIDDER agrees that the Work will be substantially complete within 60 calendar drys after the dart; when the Contract Tines cr�rrimence tc) run as provided by the General Conditions, grid completed and ready for finial payn -rent in accordance with the General Conditions within 90 calendar days. rDDER accepts the provisions of the Agreement as to liquidated da images of One 'I "Irousand Dollars j.'I£Iila 0.01f fir arch consecutive calendar (lay that expires after- thy:, time specified for substantial conipletion until the work is substantially complete. 8. The following documents are attached to and made a$ € ondition of this Bid- A- Required Bid Security in the form of Pid Bond B. State irient of Bidder's Qualification, Section 002 301 and C.: °_ All forms listed in Instructions to Bidders, and Section 00110, 9. The terms used in this Bid which �mrc oJlned in the Gencr,,d Ccnj16,,,)ns of [lie ('1111'struclu,m Contract Included as pwt of the CA. ntract Docun-it ins have the rric in �,,,sivncd Ll(,-'> them in Genual Condll'WWS- SUB,%,IIT,rED ON Mav — 7 . ........... BY: rrac, G 1, C0_MPANY:__._,__TM1 coatings, Inc. TF BIDDER IS: An Individual B y. doing business as_ Business Address: Phone No: (SEAL) (Individwil's Naine) ........ .... ... . . . ... ... . ................. 002iq) - P�iga, 4 of 6