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HomeMy WebLinkAbout2011.07.05_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: July 5, 2011 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch A Notice of the meeting and agenda filed i e office of the City Clerk and posted at City Hall at 6:00 p.m. on Friday, July Ol, 2011. 4 N �,Lu n M. Stevens, Deputy City 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 21, 2011 Regular Meeting. Attachment # 3 -A B. Approval of Claims. Attachment # 3 -13 4. Consideration and appropriate action relating to items removed from the Consent Agenda. 5. Citizen request to address the Trustees relating to a proposed Memorial site. Brynne Reutlinger, Ryan Young, Sydnee Jones Attachment # 5 6. Consideration and appropriate action relating to a request for Trustee acceptance of a donation and approval of a budget amendment in the OPWA Fund. Mr. Stevens Attachment # 6 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. Owasso Public Works Authority July 5, 2011 Page 2 7. Consideration and appropriate action relating to a request for the Trustees to award the Highway 169 Water Tank Repainting Project contract. Mr. Stevens Attachment # 7 Staff recommends the Trustees award the Highway 169 Water Tank (Ram Tank) Repainting Project contract to TMI Coatings in the amount of $69,400. 8. Consideration and appropriate action relating to a request for City Council approval of an amendment to the FY 2012 Budget, re- approving contract commitments and increasing the appropriation for expenditures. Ms. Bishop Attachment # 8 Staff recommends City Council approval of an amendment to the FY 2012 Budget, re- approving contract commitments and increasing the appropriation for expenditures in the OPWA Fund in an amount not to exceed $2,549,561. 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: \MANAGERIAL \Aeendas`,OP WA \201 1\07051 I.docs r OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, June 21, 2011 The Owasso Public Works Authority met in regular session on Tuesday, June 21, 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 17, 2011. ITEM 1. CALL TO ORDER Chairman Bonebrake called the meeting to order at 8:14 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 3, 2011 Regular Meeting. B. Approval of Claims. C. Acknowledge receipt of the monthly FY 2010 -2011 budget status report. Mr. Ross requested to remove Item B. from the Consent Agenda. Mr. Stovall moved, seconded by Mr, Brown, to approve Item A. and Item C. on the OPWA Consent Agenda, YEA: Stovall, Bonebrake, Ross, Brown, Cataudella NAY: None Motion carried 5 -0. ITEM 4. CONSIDERATION AND APPROPRIATE ACTION RELATING TO ITEMS REMOVED FROM THE CONSENT AGENDA Mr. Ross moved, seconded by Mr, Brown, to approve Item B., the Claims List, with claims totaling $1,050,661.13. The payroll payment report for the pay period ending 06/04/11 was included for review. YEA: Stovall, Bonebrake, Ross, Brown, Cataudella NAY: None Owasso Public Works Authority an neiroureTem me &7 in May 17, 2011 ITEM 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 presented the item, recommending City Council approval of OPWA Resolution No. 2011- 02. Mr. Brown moved, seconded by Mr, Ross, to amend the budget by removing proposed revenue relating to the proposed $1 Utility Fee increase. YEA: Ross, Brown NAY: Cataudella, Stovall, Bonebrake Motion failed 2 -3. Mr. Cataudella moved, seconded by Mr. Stovall, to approve OPWA Resolution No. 2011 -02, as recommended. YEA: Stovall, Bonebrake, Cataudella NAY: Brown, Ross Motion carried 3 -2. ITEM 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 presented the item, recommending 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. Mr. Stovall moved, seconded by Mr. Cataudella, to approve the agreement and authorize the Chairman to execute the agreement. YEA: Stovall, Bonebrake, Cataudella, Brown, Ross NAY: None Motion carried 5 -0. ITEM 7. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE ACCEPTANCE OF A DONATION AND APPROVAL OF A BUDGET AMENDMENT IN THE OPWA FUND, Mr. Stevens presented the item, recommending City Council 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. Three individuals spoke in relation to the item. 2 Owasso Public Works Authority May 17, 2011 Mr. Brown moved, seconded by Mr. Cataudella, to table the item for further discussion. YEA: Stovall, Bonebrake, Cataudella, Brown, Ross NAY: None Motion carried 5 -0. ITEM 8. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEES TO AWARD THE HIGHWAY 169 WATER TANK REPAINTING PROJECT CONTRACT Mr. Cataudella moved, seconded by Mr. Stovall, to table the item for further discussion. YEA: Stovall, Bonebrake, Cataudella, Brown, Ross NAY: None Motion carried 5 -0. ITEM 9, REPORT FROM OPWA MANAGER No report. ITEM 10, REPORT FROM OPWA ATTORNEY No report. ITEM 11. NEW BUSINESS None. ITEM 12. ADJOURNMENT Mr. Stovall moved, seconded by Mr. Ross, to adjourn the meeting. YEA: Stovall, Bonebrake, Brown, Ross, Cataudella NAY: None Motion carried 5 -0 and the meeting was adjourned at 8:34 p.m. Klan Kamas, Minute Clerk 3 Doug Bonebrake, Chairman Claims List 07/05/2011 Budget Unit Title I Vendor Name I Payable Description Payment Amouni OPWA JUPBEAT INTERNATIONAL, LLC IREFUND FOR OVERPAYMENT 1,058.33 TOTAL OPWA 1,058.33 OPWA ADMINISTRATION AT &T CONSOLIDATED PHONE BILL 295.66 UNIFIRST HOLDINGS LP UNIFORM SERVICES 44.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.00 JPMORGAN CHASE BANK LOWES- OFFICE FAN 59.97 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 114.96 JPMORGAN CHASE BANK ACCURATE -DEQ LICENSE 50.00 JPMORGAN CHASE BANK LOWES -LYSOL 15.98 AT &T LONG DISTANCE LONG DISTANCE SERVICE 40.01 JPMORGAN CHASE BANK OFFICE DEPOT- SUPPLIES 122.69 JPMORGAN CHASE BANK OFFICE DEPOT -NAME PLATE 18.99 JPMORGAN CHASE BANK OFFICE DEPOT - PRINTER 549.99 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES 23.98 JPMORGAN CHASE BANK OFFICE DEPOT -TONER 62.99 TOTAL OPWA ADMINISTRATION 1,439.22 UTILITY BILLING TREASURER PETTY CASH WAND PLUGS 6.92 TYRONE EUGENE DINKINS METER READER 588.60 TODD C. KIMBALL METER READER 135.90 MARK MEYER METER READER 185.85 DAVID R. OLINGHOUSE METER READER 450.45 TECHNICAL PROGRAMMING SERVICES INC BILLING SERVICES 1,433.60 MARK MEYER METER READER 211.05 DAVID R. OLINGHOUSE METER READER 392.85 KATHLEEN A BALSIGER METER READER 254.25 TODD C. KIMBALL METER READER 410.40 TYRONE EUGENE DINKINS METER READER 219.60 TOTAL UTILITY BILLING 4,289.47 WATER UNIFIRST HOLDINGS LP UNIFORM SERVICES 54.21 UNIFIRST HOLDINGS LP UNIFORM SERVICES 54.21 SPRINT SPRINT CARDS 79.98 JPMORGAN CHASE BANK ARMOR PPE - SAFETY PRODUCTS 38.31 USA MOBILITY WIRELESS, INC PAGER USE 121.27 JPMORGAN CHASE BANK GELLCO - BOOTS /DUGAN 116.99 JPMORGAN CHASE BANK FASTENAL -BOLTS 14.33 JPMORGAN CHASE BANK WATER PROD -METER SET 424.86 JPMORGAN CHASE BANK WATER PROD -RISER 110.00 JPMORGAN CHASE BANK WATER PROD -TEST PILLOWS 51.96 FRED RICHARDS T- SHIRTS FOR FIELD PERSON 249.75 CITY GARAGE LABOR /OVERHEAD FOR JUNE, 1,000.00 Page 1 Claims List 07/05/2011 Budget Unit Title Vendor Name Payable Description jPayment Amouni TOTAL WATER 2,315.87 WASTEWATER TREATMENT CITY GARAGE LABOR /OVERHEAD FOR JUNE, 333.33 JPMORGAN CHASE BANK EASTSIDE STOR -DRIVE BELT 28.99 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE REMOVAL 2,362.61 FRED RICHARDS T- SHIRTS FOR FIELD PERSON 313.00 GREEN COUNTRY TESTING, INC EFFLUENT TESTING - WWTP 950.00 COMMUNITY PUBLISHERS INC PERMIT APPLICATION RENEW 53.20 JPMORGAN CHASE BANK HOJOCA- GREASE 54.00 JPMORGAN CHASE BANK FORT BEND - POLYMER 2,790.00 JPMORGAN CHASE BANK DALE AND LEE'S -PARTS 248.62 JPMORGAN CHASE BANK OREILLY- FILTER 5.15 USA MOBILITY WIRELESS, INC PAGER USE 26.10 JPMORGAN CHASE BANK ARMOR PPE - SAFETY PRODUCTS 38.31 SPRINT SPRINT CARDS 79.98 JPMORGAN CHASE BANK WASTE MGMT- SLUDGE REMOVAL 2,196.56 WAL -MART CORP SAMS CLUB 77150903608 OPERATING SUPPLIES 148.04 JPMORGAN CHASE BANK GRAINGER -FAN MOTOR 344.35 AT &T LONG DISTANCE LONG DISTANCE SERVICE 6.81 BRB CONTRACTORS, INC. EMERGENCY PIPING REPAIR 8,579.25 AT &T CONSOLIDATED PHONE BILL 126.20 UNIFIRST HOLDINGS LP UNIFORM SERVICES 54.71 UNIFIRST HOLDINGS LP UNIFORM SERVICES 59.54 TOTAL WASTEWATER TREATMENT 18,798.75 WWTP EXPANSION ICRAFTON, GREELEY & HANSEN, LLC LBX 619776 ENGINEERING SERVICES 10,644.94 TULL AND ASSOCIATES, INC INSPECTION SERVICES 10,792.00 TOTAL WWTP EXPANSION 21,436.94 WASTEWATER COLLECTION: CITY GARAGE LABOR /OVERHEAD FOR JUNE, 666.67 FRED RICHARDS T- SHIRTS FOR FIELD PERSON 215.50 USA MOBILITY WIRELESS, INC PAGER USE 41.29 JPMORGAN CHASE BANK WINFIELD- CHEMICAL SPRAY 180.00 JPMORGAN CHASE BANK ARMOR PPE - SAFETY PRODUCTS 38.31 JPMORGAN CHASE BANK WAYEST - CALIBRATION BOTTLE 252.17 JPMORGAN CHASE BANK LOWES -GATE LOCKS 111.68 JPMORGAN CHASE BANK AMERICAN HOSE - CLAMPS 98.15 JPMORGAN CHASE BANK LOWES- CONCRETE 20.76 JPMORGAN CHASE BANK LOWES -WATER JUG 9.97 UNIFIRST HOLDINGS LP UNIFORM SERVICES 33.64 SPRINT SPRINT CARDS 79.98 J. UNIFIRST HOLDINGS LP UNIFORM SERVICES 33.64 TOTAL WASTEWATER COLLECTIONS 11781.76 Page 2 Claims List 07/05/2011 Budget Unit Title I Vendor Name Payable Description Payment Amouni SANTA FE LIFT STATION IGREELEY & HANSEN, LLC LBX 619776 ENGINEERING SERVICES 3,359.50 TOTAL SANTA FE LIFT STATION 3,359.50 REFUSE COLLECTIONS JPMORGAN CHASE BANK AMERIFLEX- HYDRAULIC HOSE 73.30 JPMORGAN CHASE BANK ARMOR PPE - SAFETY PRODUCTS 38.31 JPMORGAN CHASE BANK BUMPER TO BUMPER - GREASE 36.00 JPMORGAN CHASE BANK BUMPER TO BUMPER -GR GUN 21.50 JPMORGAN CHASE BANK GALETON - SAFETY VESTS 286.32 JPMORGAN CHASE BANK KEN KOOL -AC REPAIR 315.53 JPMORGAN CHASE BANK WASTE MGMT -REF TIP FEES 8,430.84 USA MOBILITY WIRELESS, INC PAGER USE 69.60 JPMORGAN CHASE BANK LENOX- TOWING 150.00 FRED RICHARDS T- SHIRTS FOR FIELD PERSON 387.25 CITY GARAGE LABOR /OVERHEAD FOR JUNE, 3,333.33 AT &T CONSOLIDATED PHONE BILL 21.03 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.39 SPRINT SPRINT CARDS 79.98 JPMORGAN CHASE BANK REHRIG -CART WHEELS 563.00 UNIFIRST HOLDINGS LP UNIFORM SERVICES 40.39 TOTAL REFUSE COLLECTIONS 13,886.77 RECYCLE CENTER UNIFIRST HOLDINGS LP UNIFORM SERVICES 13.98 UNIFIRST HOLDINGS LP UNIFORM SERVICES 13.98 AT &T CONSOLIDATED PHONE BILL 21.04 JPMORGAN CHASE BANK BROWN FARMS -SOD 60.00 CITY GARAGE LABOR /OVERHEAD FOR JUNE, 166.67 FRED RICHARDS T- SHIRTS FOR FIELD PERSON 77.50 JPMORGAN CHASE BANK WASTE MGMT -REC ROLLOFFS 5,196.56 JPMORGAN CHASE BANK WASTE MGMT -REC TIP FEES 1,823.32 OWASSO FENCE CO PRIVACY FENCING 4,000.00 TOTAL RECYCLE CENTER 11,373.05 OPWA DEBT SERVICE THE BANK OF NEW YORK TRUST CO 618719/ORF99008 -U99B 2,775.16 THE BANK OF NEW YORK TRUST CO 618733/06 NOTE 36,001.67 THE BANK OF NEW YORK TRUST CO 618713/FAP010003 -U01C 5,398.49 THE BANK OF NEW YORK TRUST CO 618708/FAP040006 -L /04 21,487.64 THE BANK OF NEW YORK TRUST CO 212423/FAP100002 -L /10 7,130.50 THE BANK OF NEW YORK TRUST CO 618710/ORF01002 -U01B 11,935.44 THE BANK OF NEW YORK TRUST CO 618716/ORF020017 -L/02B 10,142.98 TOTAL OPWA DEBT SERVICE 94,871.88 FUND GRAND TOTAL 174,611.5 Page 3 Claims List 07/05/2011 Budget Unit Title Vendor Name Payable Description Payment Amounl OPWA STF DEBT SERVICE THE BANK OF NEW YORK TRUST CO 628924/07 NOTE 138,220.25 RCB TRUST SERVICES SERIES 2004 NOTE 135,500.00 RCB TRUST SERVICES SERIES 2005 NOTE 136,424.79 RCB TRUST SERVICES SERIES 2008 NOTE 44,266.67 TOTAL OPWA STF DEBT SERVICE 454,411.71 FUND GRAND TOTAL 454,411.71 OPWA GRAND TOTAL $629,023.25 Page 4 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 06/18/11 Payroll Expenses Total Expenses 8,212.18 4,396.00 11,260.69 11, 530.75 6,712.69 9,056.67 1,080.40 12,253.06 7,042.15 18,573.22 18,978.13 11,152.10 14,465.79 1,903.89 FUND TOTAL 52,249.38 84,368.34 The City Wit,out Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Rodney J. Ray Authority Manager SUBJECT: Citizen Request to Address the Trustees Proposed Memorial Site DATE: July 1, 2011 BACKGROUND: During the June 21, 2011 Regular Meeting of the Owasso Public Works Authority, three Owasso residents (Brynne Reutlinger, Ryan Young, and Sydnee Jones) spoke on the items relating to the acceptance of a donation and the award of a bid for the painting of the Highway 169 Water Tank (Ram Tank). Following the individuals' comments, members of the Public Works Authority voted to table both items for further discussion. On June 22, 2011, the same three residents visited City Hall to meet with myself and City staff in order to discuss their comments and future Trustee action. During this meeting, we discussed a proposal to create a memorial on current City park land, which would provide a place of meditation for those who have lost loved ones. Upon concluding our meeting, Ms. Reutlinger, Ms. Jones, and Mr. Young expressed their desire to develop a solution that is a win -win for all parties and help in an effort to memorialize and commemorate the inspiration and legacy of the young citizens from our community who have died, rather than participate in an effort to simply "stop something from happening ". As such, staff has placed an item on the Owasso Public Works Authority agenda for a presentation relating to the citizens' request. Ms. Reutlinger, Ms. Jones, and Mr. Young have further noted that they have no objections to the continuation of the planned project for the painting of the Highway 169 Water Tank. Following their presentation to the Trustees, each of the three residents plan to work with City staff to develop the parameters of the proposed Meditation Park, which will be presented to City Council for approval at a later date. Amoft OT City Witiaut 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: July 1, 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 RAMS OWASSU 11 LAY t,() Vt I 1,1 The City Wit aut 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: July 1, 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 A E S SO RAMS PI,AY Fk)lt AV-, K PROJECT IDEIN11FIC'A"NON ?V1 "I' :lid 1K R P t U,411' I N G P R (A f-'. i. T 11415 BJJ-) IS SUBMITTEI) TO: OF OWASSO, OKLAHOIN14A I I I NOR."I'HIMMN PO BOX 180 OWASSO, OK 74055 L The Undersigned BIDDER pmposcs ind agrees, if this Bid is accepted, to entcx ilito an Agreement with OWNER in the form included in tho Contract Docurnents to co.mplete, III Work as Sp,. '4'i d or indicated in the COW"Wt IDOcumenis for dle Contract price a-ml "I,!ijjjljj ,.'Clf c, the Contract time indicated in this Bild and in aIcCordance with all other alicl Conditions of the Contract Docul-rents" 2. BTDDER. accepts all of the terms and ccmditiom of the A&Crbwalcot for 131'&.� and 11.1structions to Bidders, including= without limitation those dealing with the clisp(is-t.'on of c� 4:) 1 1 Bid Securstv, This Bid acceptance period is thirty (30) cadendar days following the day of Bid opening. BIDDER wi.11 sign the Agreement and submit the 0)ntract. Security and other documents requifed by (lie ("onfract Documents witl)jjj tem (10) clays after the date of OWNER'S Not ice of If A w ird, T ' -ePresellts. as more fully set lorth in the Agreen-ilent, that. 111 141b-mitLing dais Bid, BITJDI.',,,R i (a) Bidder has examined and Carefully studied copies of all the Contract Docurnents, the rehired data identified in the C"ontract Docume-tits and the following addenda: &Lctf,:-jicLurLi --N1unLbq I Date May 25, 2011 Ireceip! c;f all of wlhich I's herchy acknowl-.dged') <'nd flso copies of [lie Adv(--6serwnt utcls and file b"Mrocuois u'.': Bididlers'. IF kb) BIDDER has (,,xarnji)eF:I the iii": and lo�;ahtv wh=�fc IFt; 1,0 aild Wof k is (I � bu becmnt' w'ith' alld is Saeu:fed' '1� to 11-�e iocal and wt, - 1 '1 may 11Tct I : nsi w !"'d uh" W� I gress -old I I �)rk' (r`) Blji,xE;;..'R is Janiihar 't':oh and is ':;aish ed as to all 1w'3 -L'd 1;.'ql;[re;..r4etvs „icdi m -d and We al laws, ordinances, j-udcs and uh -at imly affect . i r �: , (f.i) BIDDER lids careftillyf studied -ii reports of explorations and tC StS :?t 'itrbSt. IQ concrrtions at or contigt oug t €`,3 the ;Y;hq and A €.frirwingf of phy °; is "':il c riditron's it i:;t miming to existing surfacc ( -,r subsurface swu €:uums at or contr!,tir.ms to ow site (excgj underground fi:i.. Mies) `..Ti'hich have been Idl.'.iit.i:` ed as provided in the Cicz,,ncr: d. Conditions. ions. (er) BfDDER has obtained and careftully studied (or assurer€ s responsibility S, l'iaviri ; €ftrne s) all additional or supple:rnerilary exaininati €arts, irivestigLtions, expiorations, tests, studies and data concerning c:011(46011s (SUriace, subsurface and underground fadlhies) at or contiguous to the site., which may afl€:ct cost, progress or per-fotinance of the Work or which relate to srrty aspect of die inn ans, rnettr€ ds, techniques, sequences and pr€ceclums of consta•t.tMon to be employed yed by Bll.)1)= R, including applying the specific means, ntethcicls, technic. ues, sequences arrc.I procedures of construction require.,] by the L,ontract Documents to be employed by the BIDDER, and safety precautions and pr€ grarris incidental thereto, M BMDER has made such independent investigmtions as 13I :?.I: ER cfec ii'rs necessary, and does rata consider that any further exarnimations, inwestigas ions, expI €:wations, tests, studies or lout are necessary for the d- er:..rn'iination of His Bid fbr the Pic, rfbrrfl<n nce, of` the WoO,.. at the price ,I bid and within the tirne s, aril in accordance ,.Oth that other 1cr in's and c €in €:litik:tns or the Contract I. ocumetit'; BIDDER tray €:.01MtaLed the inforrnati €gin kn ow it.) B117)CI l'Z, infra ni tion and observations obtained Vorn visits to the site, reports and drawings identified irr the Contract Documents ents an€i all additional examinations, investigations, i',xpli:?rat.ions, tests. studies and dma Kitt the C:cintrit €a l:tcr urne.nts. (h) BIDDER has given OWNER writteri notice of all conflicts, errors, anibitgui ies, or- discrepancies that BIDDER has chwoverecl in the Contract Documents, and the written resolution thereof by OWNER ER is acceptable to BIDDER.. (i) The Contract is ocrr:rients are generally sufficient to indicate arm! convey understanding of' all terms and conditions Cor tire per°fvrrnatic:: of the Work for vvhir:h this Bid is Mn'iitM 4 "I'I"iis Bid is gt,nuhie and not made e in the interest of or mi bel alf ol' any undis€°lo, ;c , Ix-s.- „:f =, firm or corporation Ergs €I is not s4313r'i'tllt d in c:€ nl'orrr:ity with any apreen"n nt or r•crlew of ai iy grmup, association, n, t ?i"iTanizalk)n or C orporatior., BIDDER ha; not i.liiectiy of indirectly i €t €:I €wed or s €rlic:ited any {: flier RIDDEJA to sulm pit a fdsc or sh ani Bid-.. BIDDER h-as ni,)l solicited ur indtit;€.d any per' cm, f inu or i; cili'I orrition to it'f r<r& from tickling mid BIDDER has not songht by Mkision to obtain for hirwzelf/herti;Clf any advantage nv'er” any other Bidder cir ovcr OWNER. . w S JKLAHO?A'A C.1l'A1'YOFOWA,S-` - BID SCI-11:�-DUL,E AND FOR.10 Jj'FM DESCRIPTION I .. . .......... . . .... -- . ....... . ... . ..... . ....... QUANTITY EXTENSION . . . ....... . . . . . . . ........ — I ICE -PAINT WATER TANK WITH THREE (3) L,OGOS Ls @ $ Pf-,R UNIT $69,400 Unit price in Words .xty Nine 17"housand Four Hundred DcAlars 69,400 ..... . .... ......... . .......... . .. . ............ LUIMP SUM BID ........ $ 69,400 - .. . ....... . ........... . . . -- 1-11IMPSUN4. 1.31D IN WORD6 , Sixty „42'..ne Thousand 'Pour 'Hundred Dollars 6. arl)DER acknowledges that estimated USeA iill p1relm1r, riot (,,�f the unit 11rict Bid ?> TI D are riot fmarameed and are solely for the purpose of Compinson of Bids, Flnd payment for all Unit Price Bid iternstill be based on aut:,ul qU3rIfidCS 1)Mvided, tiri arrninc,ip zis provided in the Contract Docun,)ents, 7. BIDDER a 'grees, that the Work will be substantially comploe within 60 calendar days after (I'le date w-hen the Contract. Times comineme to run as provided by [ho Gerleral Candidons, arid cornpleted and ready for final payn-tem in accordance with die. General Conditioris within 90 calendar days. BI'DDER accepis the pi-ovisions of the Agreement as to liquidated darnages of One '11-tomsand Dollars jJ19900.) -ectilive cateridar day, that expires 4ter the time I for each comr specified for mibstanti-fl COMPIC6011 UN I! the W'011k- IS SUbSt,111fially Complete, 8, Tfie IbIlowing clocumews tare altached to and CO.ndition of this Bid: f:,,. 4 d A- Reqi,iimld Bid Securjtv III jh,,”, .. ............ . .. ....... .... .......... . . . ... .. B. Stattinewi of Bidder,. On 002'1": aml C- All firms listed, In Instri,xilons llo[tIddcrs, and SiC-1, nori 001 ji). 'I'll e tcrms used ill 4ni<, 13;id, "Ooe"', "UC kk1ific-d `.:ii wc GNIC,!,id cy 411-1,uded G1� pan dic Contract U'CR-11dincill's huv� PICN<Nflgs in 'Clenrad, . . ....... . .. . . ........ COMPANY: TNII coatings, TTIc. IF BIDDER IS: An Inclivid.p.a.1 By:_ .......... Ondividual's,Name) doing business Business Address- Mone No: (SEAL) T r, wA The e City Wit out Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Angela Hess Finance Director SUBJECT: Supplemental Appropriation For Open Contracts DATE: July 1, 2011 BACKGROUND: As of the June 30, 2011 fiscal year end, many purchases and contracts are open or incomplete, including a variety of approved projects or capital purchases that were initiated during the 2011 fiscal year and included in the FY 2011 Approved Budget. When budgeted goods and services are ordered during one fiscal year, but not delivered until the next fiscal year, the old fiscal year can be held open or those items can be re- appropriated in the new fiscal year. The best method to smoothly transition from one fiscal year to the next is to re- authorize those active contracts and projects in the new fiscal year (FY 2012). Staff has itemized open or outstanding contracts and purchases from FY 2011 on the attached spreadsheet. Invoices for the month of June for these contracts will continue to be received over the next several weeks. Given that the exact amount of these invoices is not available at this time, this proposal is to recommend approval of an "amount not to exceed" a stated level. Staff is recommending the Trustees re- appropriate monies authorized and expected to be obligated in FY 2011, but not expended as of June 30, 2011. PROPOSED ACTION: Staff is proposing the renewal of open contracts with unexpended appropriations in a total amount not to exceed $753,063 in the City funds and $2,549,561 in the OPWA Fund. This request includes the following: General Fund ➢ Streets $ 106,462 ➢ Stormwater $ 27,331 Stormwater Management Fund $ 619,270 ➢ OPWA Administration $ 34,200 ➢ Water $ 6,596 ➢ Wastewater Treatment $ 1,289,488 ➢ Wastewater Collections $ 1,169,432 ➢ Recycle Center $ 49,845 RECOMMENDATION: Staff recommends Trustee approval of an amendment to the FY 2012 Budget, re- approving contract commitments and increasing the appropriation for expenditures in amounts not to exceed $2,549,561. ATTACHMENT: A. Schedule of open projects and contracts I BUDGET UNIT Project Vendor 01300 PAVEMENT STRIPING PROJECT ROADSAFE TRAFFIC SYSTEMS 01300 BARRICADES OWASSO PUBLIC WORKS 01300 FY10 -11118 CT & 109 E AVE STREET IMPROVEMENT $ 01300 SPEED TABLE $ 01300 116THSTBRIOGE /CULVERT REPLACEMENT ENGINEERING $ GENERAL FUND STREETS $ 01370 SAFETY CONES $ 01370806 FY10 -11 TREE GRANT $ GENERAL FUND STORMWATER $ GENERAL FUND TOTAL $ 27370 ENGINEERING PHASE II PERMIT MESHEK & ASSOCIATES, P.L 27370 FY10 -11 BIRD CREEK GAGE AGREEMENT $ 27370 10104 N 114 EAVE DRAINAGE IMPROVEMENT $ 27370057 N GARNETT REGIONAL DETENTION $ 27370082 3 LAKE DRAINAGE IMPROVEMENT $ 27370083 3 LAKES DRAINAGE CHANNEL EARTH SMART CONSTRUCTION 27370086 STORMWATER ATLAS MAP MESHEK & ASSOCIATES, P.L STORMWATER MANAGEMENT FUND $ CITY FUNDS TOTAL $ 61400 PUBLIC WORKS ROOF REPLACEMENT $ OPWA ADMINISTRATION $ 61420 WATER SYSTEM HYDRAULIC MODEL TOMMY E. KITCHEN 61420 WATER MODEL TBR ENGINEERING OPWA WATER $ 61450059 WWTP EXPANSION $ OPWA WWTP $ 61455066 E 76TH ST N SANITARY SEWER PARAGON CONTRACTORS, LLC 61455080 MEADOWCREST SEWER LINE $ 61455 RANCH CREEK INTERCEPTOR DESIGN & CAPACITY ANALYSIS $ OPWA WASTEWATER COLLECTIONS $ 61485 TIRE AREA FENCE PROJECT $ 61485 CARDBOARD COMPACTOR $ OPWA RECYCLE CENTER $ OPWA FUND TOTAL FYll TOTAL CARRYOVER REQUEST Budget Payments Carryover Request $ 56,800 $ - $ 56,800 $ 43,333 $ 21,575 $ 21,758 $ 48,500 $ 28,830 $ 19,670 $ 12,230 $ 4,750 $ 7,480 $ 7,440 $ 6,686 $ 754 $ 163,303 $ 61,841 $ 106,462 $ 12,000 $ 9,669 $ 2,331 $ 25,000 $ - $ 25,000 $ 37,000 $ 9,669 $ 27,331 $ 205,303 $ 71,510 $ 133,793 $ 60,000 $ 23,883 $ 36,117 $ 32,645 $ 13,681 $ 18,964 $ 17,000 $ 4,078 $ 12,922 $ 924,418 $ 673,184 $ 251,234 $ 130,000 $ 2,230 $ 127,770 $ 120,000 $ 2,650 $ 117,350 $ 153,000 $ 98,086 $ 54,914 $ 1,437,063 $ 817,793 $ 619,270 $ 1,642,366 $ 889,303 $ 753,063 $ 34,200 $ - $ 34,200 $ 34,200 $ - $ 34,200 $ 59,200 $ 55,902 $ 3,298 $ 59,200 $ 55,902 $ 3,298 $ 118,400 $ 111,804 $ 6,596 $ 7,490,866 $ 6,201,378 $ 1,289,488 $ 7,490,866 $ 6,201,378 $ 1,289,488 $ 2,916,079 $ 2,179,739 $ 736,340 $ 420,000 $ 181,526 $ 238,474 $ 195,700 $ 1,082 $ 194,618 $ 3,531,779 $ 2,362,347 $ 1,169,432 $ 10,000 $ 4,155 $ 5,845 $ 44,000 $ - $ 44,000 $ 54,000 $ 4,155 $ 49,845 $ 11,229,245 $ 8,679,684 $ 2,549,561 $ 12,871,611 $ 9,568,987 $ 3,302,624