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HomeMy WebLinkAbout2005.03.08_City Council Agenda_SpecialPUBLIC NOTICE OF THE MEETING OF THI-11 OWASSO CITY COUNCIL I TYPE OF MEETING: Special DATE: March 8, 2005 TIME: 6:00 p.m. PLACE: Old Central, Council Chambers 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 PM on Friday, March 4, 2005. Jul' mn M. Stevens, Administrative Assistant 1. Call to Order Mayor Kimball 2. Discussion relating to Community Development Department Items Mr. Mooney Attachment #2 A. Final Plat (1) B. CDBG Skate Park Enhancement Program - 2004 C. CDBG Set Aside Grant .., 2005 3. Discussion relating to Fire Department Items Mr. Looney Attachment #3 A. Fire Department Chant B. Architect Selection — Fire Station 43 Owasso City Council March 8, 2005 Page 2 4. Discussion relating to Police Department Items Mr. Rooney Attachment #4 A. Homeland Security Grant 5. Discussion relating to Administrative Items Mr. Rooney Attachment #5 A. Deputy City Clerk 6. Discussion relating to City Manager Items Mr. Ray Attachment #6 A. Capital Improvement Program --- Project Prioritizations B. Capital Improvements Fund Budget Amendments C. Supplemental Appropriation Request — YMCA Utilities D. Outdoor bighting Proposal F. CDBG Grant — National Steak and Poultry F. Silvercreek Drainage Issues and Contract Award G. Vision 2025 — Amended Agreement H. Future Four to Fix the County Projects T Adjournment H`Agcndas'Cou tic i I Woik Sessiom2OO5'0304.doc TO: PLANNING COMMISSION CIW OF OWASSO 1FAOM: CHIP MCCULLEY CITY PLANNER DATE: February 28, 2005 Bailey Ranch Investment Group, LLC has submitted an application to the Planning Commission for approval of a final plat for Sawgrass Park 11. The applicant wishes to create 96 residential lots on 26.15 acres zoned R2-3 (OPUD 12) located southeast of the intersection of North Garnett Road and East 106t Street North, on the east side of Saw ass 1. Planning Commission: March 7 2005 ..... ........ The subject property is located in the Northwest corner of Section 17 just cast of N. Garnett on the east side of Sawgrass 1. An area map is included with this report. Existing property is undeveloped. North: Undeveloped South: Bailey Ranch Estates East: Sherrill Acres West: Sawgrass Park I RS-3 (OPUD12) The four primary steps in the development of commercial property in Owasso include annexation, zoning, platting, and site planni I, The third step in the development of property is platting. A preliminary plat is required for any development that proposes to divide land into two or more lots. Plats illustrate the development concept for the property, and are often modified significantly after being reviewed by the Technical Advisory Committee (TAC), and the Owasso Planning Commission. Sometimes, difficult development issues such as existing utility lines, wells, or easements are brought to light at the preliminary plat stage and must be remedied prior to development. The Sawgrass IT. Final Plat is in anticipation of a single family residential development proposing 96 lots on 26.15 acres zoned RS-3 in north Owasso just cast of N. Garnett on the cast side of Sawgrass 1. According to the Owasso Zoifing Code, single family uses are included in Use Unit 6, and are allowed by right on property zoned RS-3. Whenever any subdivision of land is proposed, before, any permit for the erection of a structure in such proposed subdivision shall be granted, the owner of the land or his agent shall apply for and secure both Planning Commission and City Council approval of a final plat for such proposed subdivision. The Final Plat review process gives the citizens of Owasso the opportunity to actively participate in the physical development and layout of the city. The development will be served by City of Owasso sewer and water by Rural Water District No. 3 — Washington County. Utility easements are established throughout the proposed addition so as to adequately accommodate utility services. Regional detention has been effectively addressed with the establishment of a detention facility located in the southern portion of the addition, The Sawgrass 11 Final Plat meets Owasso Zoning Code Bulk and Area requirements. The lot and block specifications established in the plat layout are adequate for the development of single family homes. In a regional context, this proposed addition is in conformance with the Owasso 2010 Land Use Master Plan, as the area is forecasted for residential development. Already, there is an emerging pattern of relatively dense housing development occurring in the general area. ------------ The Owasso Technical Advisory Committee reviewed the final plat at the February 23, 2005 regular meeting. At that meeting, utility providers, as well as staff, are afforded the opportunity to comment on the plat and request any additions and/or concerns. The Technical Advisory Committee recommended approval of the Sawgrass H Final Plat with the following conditions: I . Easements are to be placed between lots 28 and 29; block 2, and between lots 3 and 4; block 4. 2. Section 5 shall state "The City of Owasso shall be responsible for ordinary maintenance of its public sanitary sewers. Rural Water District No. 3 — Washington County shall be responsible for its water mains. -M—c L jn, �zjl Staff recommends approval of Sawgrass 11 Final Plat with the following conditions: 1. Easements are to be placed between lots 28 and 29; block 2, and between lots 3 and 4; block 4. 2. Section 5 shall state "The City of Owasso shall be responsible for ordinary maintenance of its public sanitary sewers. Rural Water District No. 3 — Washington County shall be responsible for its water mains." AT` AC 1. Case map 2. Final plat of Sawgrass H Owasso Community Development Department I I I N. Main St. Owasso, OK 74055 918.376.1500 918.376.1597 www. city ofowasso. com FINAL PLAT SAWGRASS PARIL 11 COUNTY OF M:4 5 OWNER 1 DEVELOPER Bailey Ranch investment Group, LLC Add ­ SCALE IN FEET: 9"=1C0 t�ET Sawgrass Parls-, 11 at Bail V Ranch An addition to the City of Owasso, being a part of the W,2 of Section 17, Township 21 North, Range 14 East, of the Indian Meridian, Tulsa County, State of Oklahoma UNPLATTED ENGINEER/ SURVEYOR -0 Tulsa Engineering & Planning Associates, Inc. ­7 8c.O n,l,, 0—mm 741M 9Wz..521 TULSA COUNTY T 21 44 N 06 Lots . 26.1481 Aucs sawgrass J'ark 11 al Bailey Ranch VVINUTTRAMUNT TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ERIC WILES COMMUNITY DEVE LOPMENT DIRECTOR AIM 'All 29 DI OWN KU 01 I 011,11CISMOR E« TE: March 4, 2005 The City is also required to adopt a resolution pledging an equal match of $66,450 towards the completion of the project. This match has been budgeted by the City of Owasso. It is anticipated that future actions may have to be taken by the Council to complete other grant requirements not directly related to environmental concerns. However, at this point the following is a specific explanation of each current request by agenda item. AGENDA HEM #—.— JMM-Z 11MI-Ifffiff"I ' mli k-ffl- w pqyar t�c; review process, making findings, and signing certifications, required by the grant and authorized by the Council. AGENDA BMW The staff recommends that the Council approve the IN COG reports and finding of no significant impact on the environment as a result of the Restroom and Sidewalk Improvement Program, and that the Mayor be authorized to execute the Finding of No Significant Impact on the Environment. 10OZ, - -0 "], "OWON � V101111WAt W"I" 1,103 g Exim'' The Environmental Certification is a document that identifies that the City has carried out its are state, federal or local grant conditions. The staff recommends that the City Council authorize the Mayor to execute the Environmental Certificate and the "Request for Release of Funds!' as required by grant conditions. The staff recommends Council adoption of an Antidisplacement Plan for the Sidewalk Improvement Program, and that the Mayor be authori7ed to execute the plan document, AGENDA rff,,M. #—.— RESOLUTION 2005-04 777 MIT 77m,�=Own"UTI'M7. tT17=1R OM ?T7',Tt7"r This pledge equals the amount of the, grant itself. 1. Map showing location of project 2. Finding of No Significant impact 3. Request for Release of Funds 4. Antidisplacement Plan 5. Resolution 2005-04 6. Certification of Leverage 7. Correspondence from INCOG dated February 25, 2005 La w nL z 71 LJ w > > ALT AIN STREET � in — ® s cn o ar :]— F] cr— cy- COTE—S SEE SHEE11 a —a —' -- SEE SHEDS 9-40 FOR SLDEWAL.K " RAMP DEiMS LEGEND pOpOSFD 2004 SIDLIVALX © acm 0 (FROY Etaa.'EEMHQ ESnjAAEEB e csaasa �� acasas:atacsc 9i&8A866Pd a°6W3�CS �__ .,w.<cn cxccAtaowa — OWASSO #11451 CDBG 04 CDBG SMALL CITIES LVIPROVMENT PROGRA FINDING OF NO SIGNIFICANT IMPACT On the basis of the environmental assessment of the above project, I have made tir"T following finding. I I find that this project is not a major federal action which will have a significant effect on the quality of the human environment and is consistent with the provisions of 24 CFR, Part 58. Subpart E. and that these activities are in compliance with the environmental requirements of related federal authorities. A request to the State for the release of project funds will not require an Environmental Impact Statement. March 15, 2005 Date v I W"I A J' I kid Contractor Name: Contract No. City of Owasso 11451 CDBG 04 Address: Date of Request: P.O. Box 180, Owasso, OK 74055 Aril 4, 2005 Project Description: (Brief) CDBG Small Cities Restroom and Sidewalk Improvement Program in the City of Owasso Consultant Name and Address: AEdy Armstrong, INCOG, 201 W. 5a` Street, Suit 600, Tulsa, OK 74103 No Consultant REQUIREMENTS Items Included State Use Onl, A. Categorically Excluded From RROF Publication I hereby state CDBG Form 403-A has been completed & the activity has been determined to be exempt. A Finding of Categorical Exclusion/Exemption (Sample 403-3), Historical Clearance, & Archeolo ical Clearance are attached B Categorically Excluded Activity I hereby state CDBG Form 403-A has been completed. Environmental Certification (Form 403-B), proof of Notice of Intent Publication (Sample 403-6),or Proof of Posting, Historical Clearance, Archeological Clearance and Finding of Categorical Exclusion Sam le 403-5 are attached. C. Assessment Activity I hereby state Foams 403-A & 403-C have been completed and X no EIS is required, the Finding in (Form 403-C, Attachment 9) is attached. Environmental Certification (Form 403-B), Proof of Concurrent Notice of Publication (Sample 403-8), or Proof of Posting, Historic & Archeological are attached. 2. Leverage/Commitment -Clearance A. CDBG Projects I hereby certify that a resolution and/or an escrow account has X been established committing the leveraged funds toward the completion of the project. (Form 401-8, Attachment 1) is attached. 3. Insurance & Bonding Submit evidence of general liability insurance and city/county X bond' . 4. Anti Displacement Plan A. I hereby certify an anti -displacement plan has been adopted. X Attach. Plan. Attachment 3 or 4 5. Minority/Women- A. Copy of response from Ken Tally signed by ODOC. Owned Business 10/19/01 Solicitation 6. Other A. Any special conditions Including Grant/Loan Special Conditions, specified in Section II of the contract between ODOC and the Contractor have been met. X B. Audit Accepted by ODOC. C. Attendance at CDBG Traj! n Session. NAME and TITLE of Signature of Authorized Official Date m p Authorized Official Susan Kimball, Mayor Items included - Code: NA Not Applicable to this program.. F43 MAN RJOW VM"WEIRRIUMMURIF", The City of Owasso will undertake community development activities funded through the Community Development Block Grant program. No demolition or conversion of low/moderate-income dwelling units is anticipated by the City in conjunction with the activities assisted with these funds. Under Section 104 (d) of the Housing and Community Development act of 1974, as Amended, if such demolition or conversion unexpectedly occurs, before obligating or expending funds that will directly result in such demolition or conversion, the City will make public and submit to the Oklahoma Department of Commerce the following information in writing: A description of proposed assisted activit:M 2. The location on a map and number of dwelling units by size (number of bedrooms) that will be demolished or converted to a use other than as low/moderate-income dwelling units as a direct result of the assisted activity; A time schedule for commencement and completion of the demolition or conversion; 4. The location on a map and number of dwelling units by size (number of bedrooms) that will be provided as replacement dwelling units; S. The source of funding and a time schedule for the provision of replacement dwelling units; 6The basis for concluding that each replacement dwelling unit will remain a low/moderate-income dwelling unit for at least 10 years from the date of al occupancy,and; 7. Information demonstrating that any proposed replacement of dwelling units with smaller dwelling units is consistent with the housing needs of low/moderate- income households in the jurisdiction. If displacement of low/moderate-income households occurs in conjunction with the community development activities funded with CDC funds, the City will provide relocation assistance, as described in 570.496(b)(2) to each low/moderate-income household displaced by the demolition of housing or by the conversion of a low/moderate- income dwelling to another use as a direct result of assisted activities. For; City of Owasso M, M City Clerk SIDEWALK IMPROVEMENT PROJECT ACTIVITIES COMM[ITTING UP TO $66,450 AS LEVERAGE FROME CITY OF OWASSO WHEREAS, the City of Owasso has entered into a project consisting of a restroom and sidewalkff program in the City Owasso, State of Oklahoma with proceeds of M Development Block Grant1. WHEREAS, as a condition to the funding of the Community Development Block !. 04Oklahoma Department of f f adoption *f a resolutionby of of Owasso, Oklahoma, to commit a the amount is $66i to the project, THEREFORE,1 1, by the City CouncilCity of Owasso, Oklahoma, 1ON 1. The City of Owasso, through the Cities General Fund Account, agrees to commit up t+ $66,450 as the required match forproposed C•B Program in the City of Owasso. City of Owasso, Oklahoma City Clerk Attaclunient I ODOC proposes to provide Federal funds in the amount of $ 66,450 to the City of Owasso for carrying out a Community Development Block Grant Project. Said grant represents 50 % of the total project cost. The City of Owasso certifies the amount of $ 66 450 will be provided as a 50 % leverage in the following manner: Source Amount General Fund Account $ 66,450 Documentation must accompany this form confirming that leverage funds have been secured and are available for use with the approval of the CDBG project. • r Mii•fflffliflifflfflfflil• RIMINI 1 l:i I•II I � glu 111 5Mq.) m III I WMATMA1.12 III RMOOK-41A)IIII (City/'rown/County) 3/15/05 (Date) City Clerk (Date) Requimment 401 Form 40 1 -D Program Mmigentent REQUESTED AGENDA ITEMS: 2) Make a Finding of No Significant Impact on the Environment for the #11451CDBG 04Restroom and Sidewalk Improvement Program Activities. 3) Authorize the Mayor to sign the Environmental Certification and Request for Release of Funds Request. 4) Approve an Antidisplacement Plan for the #11451 CDBG 04 Restroom .and Sidewalk Improvement Program. 5) Approve a Resolution committing up to $66,450 to the CD BG project, TO.- THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ERICWILES COMMUNITY DEVELOPMENT DIRECTOR SUBJECT: COMMUNITY DEVELOPMENT BLOCK QMUT LETTER OF INTENT - 2005 FFTAV-2: � �W - '' Annual CDBG funds can be used for a variety of projects within the eligible neighborhoods of the community. A map showing the eligible area is attached with this memorandum. Generally, the area currently includes census blocks located south of 76" Street, northeast of Ehn Creek and southeast of the Owasso Expressway/ge Street interchange, and in the Main Street area south of Fourth Street. It should be noted that additional areas were included in previous CDBG projects (such as the Main Street area North of Fourth Street), and could be included in ffiture 2DBG projects, but for each Two general types of projects are eligible for CDBG funding — community development projects and economic development projects. Examples of community development projects include sidewalks, street improvements, and projects that increase handicapped accessibility to commu:nity facilities. Examples of economic development projects include waterlines and sewerlines. To provide direction for using the grant funds for the 05 project, staff members from Public Works, Community Development, and Economic Development met at various times to consider several project options. Three project options were considered at length. The first option considered was to install an elevator at Old Central, in order to bring the facility in line with the commercial codc. requirements necessary for a variety of commercial uses. The second option considered was to repair Main Street between 76h Street North and 5th Avenue. The third option considered was to use the CDBG to help fund the $230,000 street repair project at Three Lakes Village. 06. =01111= ITFIX-MM AYMPUFSPI77F) at Three Lakes Village. Money for the project was included in this year's budget, but it has been found that the budgeted amount is insufficient to complete the repairs. A CDBG could provide over $60,000 to help pay for the repairs. Since the street repairs are deemed to serve the residents of Three Lakes Village, but would not be directly beneficial to residents of the census block outside Three Lakes Village, an income survey of the subdivision's residents would be required to determine whether the project is eligible to receive grant funds. A decision of the specific scope of the grant project does not have to be made, yet. By June 2005, the City Council will be asked to conduct a public hearing to receive citizen comments on the CDBG program. The only action necessary at this point is to authorize the Mayor to sign the letter of intent that will be sent to ODOC The staff recommends that the Council authorize the Mayor to sign the letter of intent, I . Map of project eligible neighborhoods 2. Letter of intent I I C*Vpwasso A I 11 North Main PO Box 180 Owasso, OK 74055 RTFITMd 4 «° Oklahoma Department of Commerce P.O. Box 26980 Oklahoma City, OK 73126-0980 RE: ITY 05 Small Cities Letter of Intent Dear Mr. Myers: (91) 376-1500 FAX (918) 376-1599 'U,j The City of Owasso would like to participate in the FY 05 CDBG Small Ces Set Aside Program, We have received the Application Guidelines information related to the FY 05 Small Cities Program and understand that $66,450 has been reserved for the City of Owasso. Our intent is to work with INCOG and your staff to update the City's comprehensive, multi -year approach of dentify and attack infrastructure problems in low and moderate areas of the City. The continuing emphasis for the Small Cities CDBG program should XV - & t 0 wms- n «2 «4,?/¥<«»«>" to City Hall and Main Street. As always, the City of Owasso is pleased to be able to work with ODOC on community development issues. Sincerely, Susan Kimball Mayor 3ffll�� TO- RODNEYJ.RAY CITY MANAGER FROM: i ., FIRE CHIEF DATE: March 2, 2005 BACKGROUND: 1V D: Annually the Department of Homeland Security (DHS) conducts an open application period for the submittal of Fire Act Grant requests. The application period will be open March 7, 2005 through April 8, 2005. The application must adhere to strict guidelines and be evaluated by a peer group. Each application is evaluated against certain criteria and given a priority ranking. Each year priority areas or items are identified by DHS and receive a high ranking or priority. This year emergency response items will receive priority and funding, if available. If approved by the DHS, the federal government will reimburse 90% of the project cost. The City of Owasso would be required to fund the remaining 10%, and all funds must be expended within 12 months of the grant approval. The fire department will receive approval or denial of the grant request within 12 months of the grant closing date of April 8, 2005. APPLICATION The fire department will be seeking federal funding in the DHS 2005 grant for the purchase of a fire fighting engine/pum.per. The staff has evaluated the needs of the fire department and community, and believes that this request meets the criteria outlined for the 2005 DHS grant application. This will also allow the fire department to better serve the community, while reducing the financial burden of purchasing this vehicle. The fire department will be seeking to utilize capital outlay funding that would be allocated to the purchase of this vehicle during FY 2006 in order to finance the 10% of the project cost. Staff has estimated. that 10% to not exceed `638,500.00. APPROVAL The application will be completed by the fire department staff, with the approval and signature of the City Manager, within the required time frame, If DHS approval is granted, the fire department would then seek funding approval through the City Manager and City Council for the purchase of a firefighting engine/pumper, The Fire Act Grant will cover 90% of the cost, leaving the city to pay 10% of the total cost. FUNDING: The Fire Department Capital Outlay fund has enough reserve to cover the 10% cost to the city if the truck is approved and built during this fiscal year. The grant can be funded as late as March of 2006, which will extend the building of the pumper into the FY 07 budget year. Currently, the Fire Capital Outlay fund has a reserve of $122,000. REPORTING: The fire department staff will handle all subsequent reporting, federal audits and documentation. Routine status updates will be forwarded to the City Manager for inclusion in the City Manager's Report. COMMENDATION: The fire department staff would like to recommend pursuit of this grant funding possibility in order to purchase one new pumper truck. t TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OW -a- °, ti O FROM: LONNY FISHER FIRE CHIEF SUBJECT: STATION BACKGROUND: On October 14, 2003, the citizens of Owasso approved the extension of the third penny sales tax. The Capital Improvements Committee recommended that Fire Stations Two and Three be acknowledged as a Level 1 priority. The goal was for all Level 1 priorities to be constructed during the first three years of the extension. Station Two is near its completion and will be in use within the next few months. The fire department still has a need to locate a fire station in the northeast portion of the city. Constructing a station in the northeast portion of our city will help reduce the response times. Additionally locating firefighters/medics in more areas of the city should help to improve our ISO rating. LAND AC i7ISITIONm The fire department staff is researching the land availability and cost associated with the land purchase. The area of N. 145th E. Avenue and E. 106th Street Forth is the preferred area by the fire department. This station will cover all of the eastern portions of Owasso using N. 145th E. Avenue as its main corridor of travel. The fire department staff currently has three properties in this area that are being reviewed for possible purchase. ARCHITECT: BKL Inc. is the firm that was contracted by the city to remodel the E. 76th Street North station (Station #2). Kim beeves is the architect that worked directly with the staff on this project. The fire department staff is pleased with the work that has been completed on this project to date. The fire department staff needs an architectural firm on board to assist the fire department staff in the process of land acquisition.. The quoted cost of the BKL Inc. Architectural firm is $79,800.00, which will cover programming, schematic design, design development, construction documents, construction phase, and post construction problems. FUNDING: This project was funded by the third penny sales tax extension and budgeted in this year's Capital Improvements Budget for $1,200,000. Currently, none of the funds in this budget IV have been expended. The architectural fees are estimated to cost $79,800. Costs for both the land acquisition and construction will also be funded from the remaining balance of the Capital Improvements Budget. COMMENDATION: The staff recommends Council approval to contract architectural services to Kim Reeves and the BKL Inc. Architecture and Engineering firm for the Station Three project in the amount of $79,800.00. ATTACHMENTS 1. BKL estimate 6311 East Tecumseh - Tulsa, OK 74115 Know I I PO Box 582528 - Tulsa, OK 74158-2528 i n c o r p o January 21, 2005 Chief Lonnie Fisher City of Owasso Fire Department P.O. Box 180 8901 N. Garnett Rd. Owasso, OK 74055 RE: New Fire Station professional fees Dear Mr. Fisher: e Phone: 918-835-9588 - Fax:918-835-9119 email: mail@bklinc.com We have reviewed the scope of work required to produce the design, construction documents and construction phase services for the new Fire Station in Owasso. We offer the following scope of work: Programming: We will work with the Fire Department and any others that may be designated for input to the design of the facility, We will produce a document that will list all the functions to be included in the facility with approximate space requirements. This will also include a discussion of relationship of the functions in the building and any specific requirements needed, Schematic Design: We will design the facility based on information gathered during the programming phase. This will required research into code requirements, easement and setback requirements and any applicable state and local standards. We will need to survey the site to establish boundaries and topography. We will provide a set of plans for approval that will include a site plan, floor plans, and building elevations. We will work with you until you are satisfied that the design meets your needs, Design Development - During this phase we will work with you to choose the mechanical, electrical and plumbing systems. We will develop the structural plans and refine the floor plan and elevations. Details will be created that indicate materials and finishes.. This will be presented to you for approval along with a more refined cost estimate for construction. We will want to proceed with geo-technical investigation of the site. This will involve having a Geo-technical engineering company take borings at the site and make recommendations for foundations. On approval from you we will proceed with the documentation to take the project out for bid, Construction Documents ® We will create the plans, details and specifications for the contractor to build the project. This will require detailed research and investigation OD the available building systems and available materials. BKL will assure that the plans meet all building codes, ADA and safety requirements. We will issue plans for the contractors to bid and we will answer questions, hold a pre -bid conference and assist you in the process of accepting and opening bids. We will review the bids and recommend an award for the contract, Engineers Architects Robert O. Bruton, PE - Billy C. Knowles, AIA . Geome D Rnnhpdip. PP . vi— n r?­­ A IA A I Construction phase ® BKL will act as the owner's representative with the contractor. We will hold a preconstruction conference to begin the project. BKL will review the submittals (shop drawings for materials and systems). We will answer contractor question's and visit the site at regular intervals to coordinate with the contractor and to review the progress of the construction. The contractor will submit monthly applications for payment. BKL will review and recommend payment. At the conclusion of the construction we will conduct a "substantial completion" review and generate a "punch list" of items to be completed/corrected by the contractor. The contractor will be required to submit "Operations and Maintenance", manuals for the owner's use. Bkl will review these for completeness and be certain that all warranties are provided. When these items are completed BKL will recommend that the owner issue the certificate of final completion for the project. Post Construction - The building systems will have warranties starting at the date of "substantial Completion". Most of these warranties are for one year. BKL will provide a reporting form so that any problems can be brought to the attention of the contractor for repair. We will intervene if the contractor is not responsive. We offer to provide a complete range of professional services that includes the following: Architectural services, Civil Engineering, Structural Engineering, Mechanical Engineering, Electrical Engineering, Interior Design and Cost estimating. Based on the above scope of work we offer the following fees for professional services: $ 79,800 Architectural, Civil, Structural, Mechanical, Electrical, Interior Design, Cost estimating. $ 10,000 Survey and Geo-technical (this is an estimate, the owner may want to contract these services separately). The above fees do not include platting the property. The property may already bo platted and/or you may want to have the city engineering department prepare the plat, As you know we are excited about the possibility of doing this project with the it of Owasso. If we can provide any additional information please contact us. Sincerely, BKL Inc. Kir,6 ReWe,/A.I.A. President F:\CLER1CAL\ADM1N\444-City of Owasso Projects\ 444B-Fire Station\ letters\050121 fee proposal. DOC 1= HONORABLE 1r AND CITY COUNCIL CITY OF O 1 CHIEF OF POLICE �, U iACCEPTANCE AND SUPPLEMENT APPROPRIATIONS DATE: March 2, 2005 BACKGROUND In July 2003, the Oklahoma Department of Homeland Security announced the release of federal funds for the purpose of improving security within local jurisdictions, as well as creating and improving interoperability between local, state and federal law enforcement agencies. In order to apply for the funds, departments were required to submit plans that would address stipulations mentioned in the application. After a review of the department's current and future needs as they relate to the grant, the staff felt a greater priority was to develop plans relating to communications and GIS system, thus increasing interoperability between the officers, dispatch/records management and other local law enforcement agencies. In October 2004, the department was approved to receive grant funds in the amount of $36,039.71 for the purpose of increasing interoperability. In the application, a request was made to purchase seven (7) laptop computers and mounting hardware to be installed in patrol units for the purpose of transmitting wireless data. With this acquisition, officers would gain the ability to access departmental information in the field. This information includes dispatch records, police reports, arrest warrants, identifying photos, alerts and warnings. The new records management system would interface with the existing Computer Aided Dispatch system allowing officers to make field notes readable in real time by dispatch, see all call information taken by dispatchers including confidential information that should not be broadcast over the radio, and access call history on location to better prepare them for emergency response. This system would also allow for two-way, real-time communication of the officer's status to headquarters. Officers in the field would be able to know the status of all other officers, their address, type of call and call details. Additionally the system would allow officers to interface with the State computer system providing officers with information such as vehicle registration, driver's license history, and NCIC wanted information on fugitives from justice or subjects of terrorist watch lists. The officer could access all of this information themselves while on traffic stops without relying on dispatch. This will provide the reserving of valuable radio airtime for emergency traffic. CONNECTIVITY - To ensure compatibility with the records management system, the department plans to purchase and install software within the records management system that will allow officers to immediately locally transfer data through a special downloading feature. Before purchasing this software, the vendor has agreed and must credit the department the full price of the software towards the purchase of mobile software, if the acquisition of this software is made within 12 months. The department plans to utilize the downloading method of transferring data until the department, if approved can purchase the mobile software as outlined in the FY2005-2006 budget submittal. Also outlined in the FY2005-2006 budget submittal is a request for cellular service that would allow the laptops to communicate with the records management system anywhere the cell provider has service. MATCH REQUIREMENT: No cash or in -kind match is required for this grant. However cost associated with the acquisition of software and wireless connectivity to complete the wireless capability for the program is required. FUNDING. Funding for acquisition of the seven laptops and mounting/docking stations for ten (10) patrol units is fully funded through the Department of Homeland Security Grant. Funding required to purchase the downloading software is available through the Communication Budget. Funding required for the remaining mounts/docking stations, if approved, is contained in the FY2005-2006 Police Services Budget submittal. I2 L' STI This request is for the City Council to approve a supplemental appropriation in the amount of $36,039.71 to Machinery and Equipment line item of the Police Department budget (01-201-54400) for the purpose of authorizing expenditures of the grant funds as outlined in the Homeland Security Grant. RECOMMENDATION: The staff intends to recommend Council approval of the Homeland Security Grant, in the amount of $36,039,71. Further, the staff intends to recommend Council approval of a supplemental appropriation to the General Fund, increasing revenues and expenditures of the Police Department by $ 36,039.71. COMMENTSo Several vendors were sought by support services and the IT Department to secure the best pricing for the laptop computers and mounting hardware. Turn -Key mobile returned the lowest price for the preferred laptop, the Panasonic Tough -book CF-18. MJ Communication returned the lowest price for the mounting hardware. If approved for purchase, the seven (7) laptops will be purchased from Turn Ivey at a cost of $22,400,00 and the mounting hardware from MJ Communication at a cost of $13,000.00. As part of the grant stipulation, municipalities are required to expend funds before grant funds are released. h ¢ , 1. Notification of grant approval dated February 28, 2005 from the Office of Homeland Security. KERRY PE T TINGILL DIRECTOR February 28, 2005 Rodney Ray, City Manager City of Owasso P.O. Box 180 Owasso, OK 74055 RE: Grant #17.10 (2003-2) Approval Dear Mr. Ray: EKE sTAr 6 ° 190� Based on the Budget Detail Worksheet(s) ("BDW") that you previously submitted to OKOHS, we have received Office of Domestic Preparedness ("ODP") approval for you to purchase the requested items that are listed on the attached Schedule "I" Accordingly, you are now authorized to purchase these items subject to the following comments. The amount that you are currently authorized to spend is listed in the "Current Available" Column on Schedule 1. This amount equals the total amount approved by ODP to date less any previous payments made to your organization. If the "Total ODP Approvals" amount found on Schedule I is less than the total amount of your award, please provide a supplemental BDW with a list of additional equipment so we can obtain the necessary prior approval from ODP. After the approved items have been purchased and delivered, please forward signed copies of the invoices (verifying receipt of the equipment) together with an original Reimbursement Request Form (this form should be signed by an authorized individual and is available on the OKOHS website). We understand that particular items of equipment may cost more or less than the approved amount for that specific item. Purchases of other items of equipment (not listed on Schedule 1) and/or expenditures in excess of the Current Available amount will require an additional OKOHS approval letter and your submission of an additional Reimbursement Request. We appreciate your efforts to spend ODP funds prudently. Should you have any questions, please do not hesitate to call Ms. Robbie Foster or Mr. Chris Huston at our office. Sincer, ly, KE Y P TTINGI Director encl. cc: Lonny Fisher & Dan Yancy P.O. Box 11415 Oklahoma City, OK 73136-0415 PHONE 405/ 425-7296 FAX 405/ 425-7295 www.youroklahoma.com/okohs 2003 Supp Grant Year Summary of Approved items Updated February 28, 2005 2/28/2005 9:56 AM Cumulative Approvals 10/19/04 February2005 ' i OK Award ID Subgrantee Item (Approval Request) UnitCost Qty i Total as of 9/I/04 ODP Approved Amy Comments i Misc. Approvals Total Approvals Award Am.., Curren% Available 17.101 Owasso, City of Police Binoculars $ 40 00 161 $ 640.00 Department $640.00 � T 17.10 Owasso, City of Police Laptop Mounts $ 1,300.00 1 101 $ 13,000.00 Department $13,000.00 _ 17.10 City of Owasso Handheld computer $ 300.00 laptop 1' $300.00 ' $ 300.00 _ $ 17.10 City of Owasso Computer (provided use is $ 1,275.00 8i �10,2fl0.00 i1 $ 10,200.00 Ok for �com.-nunication/detection) � I � i communication and detection $ 17.10.Owasso Police Department (Binoculars r $$ 50.00 1 26 _ $1,300.00 I - _$1,300.00 $36,055.71 $ 36,039.71 $ 36,039.71 17.10 Owasso Police Department Binoculars 1 $ 50.00 5 $250.00 $250.00 j -. -- y -- $ - - 17.10 Owasso Police Department _ HM guide ERG { $ 38.00 I i'F� $38.00 $38.00- $ 17-10 17.10 17.10 Owasso Police Department Owasso Police Depar went Owasso Police Depar ment HM guide ERG _ $ 38.00 ERT guide pocket PC $ 30.00 ERT pocket PC guide $ 30.00 33 1 $38.00 $9 0 $30.00 $38.00 $990 00 1 $30 00 _ _ - $ _-. 17.10 Owasso Police Department 1 ERT pocket PC guide $ 30.00 1 $30.00 $30.00 ----- ----- I T 10 Owasso, City of Police Handheld computer for Emergency $ 300.00 �- 1 $300.00 $300.00 $ Department Response Applications $ 300.00 1 li $300.00 �- _ 17.10 Owasso, City of Police �Department Handheld computer for Emergency Response Applications $30000 : 17.10 Owasso, City of Police Handheld computer for Emergency $ 300.00 33 $9,900.00 $8,639.71 ($ Department !Response Applications ! TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF ,i .. S O FROM: TIMOTHY ROONEY ASSISTANT CITY MANAGER DATE: March 1, 2005 Ms. Marsha Hensley, Community Development Department secretary, has served as Deputy City Clerk since April of 2002. Although Ms. Bishop is seldom away from the office, the designation of a Deputy City Clerk allows for an efficient service to our customers should she be out of the office. There are no real job duties associated with this position except for the signing of documents in the absence of the City Clerk. As a result, there is no compensation above the existing salary of the person designated as Deputy City Clerk. Upon staff review, and in order to increase efficiencies during those times when Ms. Bishop is unavailable, it is recommended that Ms. Julie Stevens be appointed as Deputy City Clerk. Because of the nature of Ms. Stevens' position, many of the documents that would require the Deputy City Clerk's signature would already be in her possession and this would eliminate the need to involve yet another person in the signature process. + COMMENDATION: Staff recommends Council appoint Ms. Julie Stevens as Deputy City Clerk for the City of Owasso. TO: HONORABLE MAYOR AND COUNCI CrrY OF OWASSO MITE1.71 W-11111`111 6*171'1 11 11 WATE: March 2, 2005 end of each fiscal year. List of Members of the Capital Improvements Committee Citizen Members Staff Members Susan Kimball, Mayor Sherry Bishop Gary Cochran, Councilor Lonny Fisher Mike Ames Rickey Hayes Frank Enzbrenner Rodney Ray Ray Haynes Timothy Rooney Trish Hauser Ana Stagg Tom Kimball Eric Wiles Dale Pride Dan Yancey The capital improvement priorities fisted by the City Cotincil in resolmion 2004-11 are the following projects: 1. 'YMCA improvements 2. Sports Park expansion 3. Storm siren system 4. Additional fire stations 5. Interchange at East 96fli Street North and Owasso Expressway i,. Widening of East 96th Street North, east of North Garnett Road 7. Widening of North Garnett Road between East 86" Street North and East 96h Street Nora Two projects, the storm siren system and the Owasso Expressway interchange, will be completed before the end of this fiscal year, leaving five projects still to be completed. YMCA — The YMCA project has made it through the planning process; the design is complete, the site plan is approved, and the building permit is issued. The project was bid on December 8, 2004. The YMCA is currently in the process of arranging financing. $1,000,000 in capital improvement funds is budgeted for this project, with an additional $500,000 to come from Vision 2025. The total project cost estimate of the YMCA improvements is $4,800,000, 2nd $700,000 in donations has been raised thus far. ADDITIONAL FIRE STATIONS - $1,400,000 is budgeted for acquiring two additional fire stations, including the remodeling of the old fire station at 76fl' Street and Cedar, and constructing a new fire station in the northeast part of the community. $200,000 of the fire station money is being used to remodel the 7e Street facility. The remodel is ded into three phases — 1) bays, 2) living quarters, and 3) offices, and is expected to be complete by April, 2005. The remaining $1,200,000 of budgeted funds will be used to construct a new facility in the northeast. Currently, the site acquisition and architectural design of the fire station are still in it is estimated that around $100,000 will be available for capital projects ©« by the end of FY'06. Projections show that there may not be sufficient excess to the Capital Improvements Fund to finano; significant new projects such as street widening until the end of FY'08, when the excess to the fund is projected to exceed $2,000,000. 1AWKWIN't It is projected that about fifteen miles of road widening projects will be included within the Capital Improvements program over the next several years, along with at least four major intersection improvements: 1. East 96" Street North/North 145' East Avenue 2. North Garnett Road/East 106" Street North 3. North Mingo Road/East 96' Street North 4. North 145t" East Avenue/East 10& Street North MA M AR , , '" '31 R-1 I NUM, - In order to maximize the city's preparation to perform future capital projects, the CIP committee recommends. to the City Council that the list of CIP priorities be changed for the upcoming fiscal year: 1) the storm siren system project and the Owasso Expressway interchange project should be removed from the priorities, and 2) the conceptual design of the four future intersection improvements should be. added to the capital priorities. IIIIIIII11:11IIIIIIIIIIIII III! III! a williril! N. , MIT 1 1111 &VAHMIMIX&I I. Resolution 2005-03 2. Resolution 2004-11 3 . Projections of sales tax collections mid use of the third penny 4. List of projects included within the Capital Improvements Program Al I V i J J i.,' I I WHEREAS, on the 146' day of October, 2003, the citizens of the City of Owasso, Oklahoma, approved Ordinance Number 763, an ordinance providing for the extension of the . . . . . . . . ctin tax and further, restri e, the use of said sales tax V_nerated_b1_1enV9 extension to capital projects reviewed by the Capital Improvements Cominittee and approved by the City Council by resolution; WHEREAS, capital projects, designated as priorities were, specifically; the Interchange at 96h Street North and Highway 169; Additional Fire Stations; the Sports Park Expansion; a Storm Siren System; E. 96h Street North and Garnett Road projects and the YMCA Pool, have heretofore been reviewed and recommended by the Capital Improvements Committee, and approved by the City Council, WHEREAS, the City Council, by Resolution No. 2004-11, formally approved the aforementioned capital projects for funding from the Capital Improvements Fund; and, WHEREAS, the City Council, after having received a recommendation from the Capital th Improvements Committee that the conceptual design of the intersections at 96 Street North/145t" East Avenue, Garnett Road/106'h Street North, Mingo Road/96th Street North, and 145'1' East Avenue/106Street North be included in the priority projects list, and that th* Interchange at 9e Street North and Highway 169 and the Storm Siren System projects bf removed, and after properly notifying the Public, all in accordance with Resolution No. 2003-14, has held a Public Hearing as required by the aforesaid resolution. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, that, to -wit: DATED this 15'h day of March, 2005, City of Owasso, Oklahoma OZ 04-14 ozo+w A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AMENDING PRIORITY DETERMINATION OF CAPITAL IMPROVEMENT PROJECTS FOR FUNDING FROM THE CAPITAL IMPROVEMENTS FUND WHEREAS, on the 141h day of October, 2003, the citizens of the City of Owasso, Oklahoma, approved Ordinance Number 763, an ordinance providing for the extension of the third penny sales tax and further, restricting the use of said sales tax generated by such third penny extension to capital projects reviewed by the Capital Improvements Committee and approved by the City Council by resolution; WHEREAS, capital projects, designated as priorities were, specifically; 129th East Ave., 76`h to 96`h; the Interchange at W' Street North, Highway 169 and North 129th East Avenue, Additional Fire Stations; the Sports Park Expansion; a Storm Siren System; and the YMCA Pool, have heretofore been reviewed and recommended by the Capital Improvements Committee, approved by the City Council, and presented on numerous occasions to the public, WHEREAS, the City Council, by Resolution No. 2004-01, formally approved the aforementioned capital projects for funding from the Capital Improvements Fund; and, WHERE, AS, the City Council after having received a recommendation from the Capital Improvements Committee that E. 96th Sheet North and Garnett Road Projects be re -prioritized to be included in the project list and N. 12901 East Ave from 76th to 96th be removed and after properly notifying the Public, all in accordance with. Resolution No. 2003-14, has held a Public Hearing as required by the aforesaid resolution. ftOW, THE, RE' FORE, BE IT RE, SOLVED BY THE CITY COUNCIL OF THE CITY OF *WASSO, OKLAHOMA, The Capital Projects heretofore designated as priorities be amended by providing, to -wit: the Interchange at 96th Street North and, Highway 169, Additional Fire Stations; the Sports Park Expansion; a Storm Siren System; E. 96`h Street North and Garnett Road projects and the YMCA Pool are hereby approved and shall be considered as the priority capital projects for funding from the Capital Improvements Fund. The North 129th East Avenue from 76th to 96`h Streets shall be removed from the priority list. City of Owasso Sales Tax Collections and Restricted Use of One Percent Projections through FY 2012 Debt Service Payments % of Capital 1997 Rev 1998 2004 CIP & 2004 Estimate for Total Debt Excess to Three % Sales Increas One % Sales Future Refunding Revenue 2004 DEF Revenue 2005 Service Cap Improv Fiscal Year Tax e Tax (1/3) Fund* Bonds Bonds RANs Dote Financing Payments Fund 6/30/2000 6,075,427 9.8% 2,025,142 303,771 499,213 987,478 1,486,692 1,438,850 244,644 685,238 6/30/2001 7,425,400 22.2% 2,475,133 371,270 463,202 975,648 1,513,488 1,118,217 6/30/2002 9,246,668 24.5% 3,082,223 462,333 480,876 1,032,612 1,656,015 1,094,292 6/30/2003 9,671,900 4.6% 3,223,967 483,595 520,475 1,135,540 5,294 1,676,662 1,572,476 6/30/2004 10,217,755 5.6% 3,405,918 166,669 525,584 219,361 1,145,783 476,491 671,969 848,248 2,216,069 1,450,598 6/30/2005 6/30/2006 11,000,000 12,650,000 7.7% 15.0% 3,666,667 4,216,667 1,302,804 1,621,409 1,200,000 4,124,213 92,454 6/30/2007 14,547,500 15.0% 4,849,167 1,277,870 629,585 1,621,985 1,617,860 1,200,000 1,200,000 4,099,855 3,447,445 749,312 1,644,180 6/30/2008 15,274,875 5.0% 5,091,625 1,621,494 1,200,000 2,821,494 2,473,796 6130/2009 15,885,870 4.0% 5,295,290 1,622,669 1,200,000 2,822,669 2,684,433 6/30/2010 16,521,305 4.0% 5,507,102 1,619,814 1,200,000 2,819,814 2,907,572 6130/2011 17,182,157 4.0% 5,727,386 677,500 1,200,000 1,877,500 4,078,981 6/30/2012 17,869,443 4.0% 5,956,481 priority Projects b1terchange at 96h Street North and Owasso Expressway Widening of East 96th Street North, east of North Gamett Road Widening of North Garnett Road between. East 86 th Street North and East 96 1h Street North Additional Fire Stations Sports Park Expansion Storm Siren System YMCA improvements Proposed Priority Projects Conceptual ion design — East 96!h Street North/North 145th East Avenue Conceptual intersection design — North Garnett Road/East 106 Ih Street North Conceptual intersection design — North Mingo Road/East 96 th Street North Conceptual intersection design _ North Mingo Road/East loe Sued North Other Projects 129'h E. Avenue, 76th to 96' 86th Street North, Main to Mingo Overlay, curb, gutter, and sidewalk (replacement & safety) on existing streets Main Street Redevelopment Sports Park Build -out 96th Street North, 129h E. Ave to 145"' E. Ave 145" E Avenue, 86h Street N to 116' Street N Garnett Road, ge Street N to Ile Street N 76" Street North, 169 to 129�h E. Ave Additional Police Station Recreational "Trail Improvements Stormwater Master Plan Water Master Plan Wastewater Master Plan Golf Course Banquet Facility; Seating for 300 ��ilililli ORION 111 1111 IgIIIIII III TO: HONORABLE MAYOR AND CITY COUNCIL. CITY OF O ASSO UROM: SHERRY BISHOP FINANCEr. Oti. SJBJECT: CAPITAL IMPROVEMENTS FUND BUDGET DATE: March 4, 2005 The Capital Improvements Fund budget for the current fiscal year includes seven "priority" projects (Resolution No. 2004-11) and five other projects that were initiated prior to the October 2003 sales tax election. Currently, the total estimated cost of those projects is $23,202,766. During prior fiscal years, $5,663,909 was expended on those projects. Capital project budgets carry forward to succeeding fiscal years until the project is complete. The FY 2005 Capital Improvements Fund budget total is $14,638,857. The total estimated project costs exceed the current fiscal year budget by $2,900,000. Even though all funds will not be expended during the current fiscal year, funds should be appropriated in order to adequately plan for all projects. The budget supplement would increase total estimated revenues and total project appropriations to $17,538,857. Total actual revenue from the December 2004 bank loan is $9,823,500. An additional $7,715,357 will be needed to fully fund these projects. Approximately one million dollars will be available to transfer from the sales tax fund to the capital improvements fund this fiscal year. Another bank loan for approximately $7 million is anticipated during calendar 2005. Staff will request approval of a Capital Improvements Fund budget supplement of $2.9 million. Capital Improvement Fund Project List City ofOwasso Capital Improvements Fund Project List March 4.20O5 Project Cost Estimate Resolution 2004-11 Prioritv Projects Fire Stations — New 1.200.000 Remodel 200.000 3turnn Siren System 234.083 00&Hwy 160Interchange 1.800.000 08 Street Widening (Garnett to (}wmusn Mkt) 6.100.000 Garnett Widening (O6toQG) 5.500.800 Sports Park Expansion 2.000.000 YMCA Pool 1.000.000 Projects initiated prior to Oct 2003 election 88&Mingo Intersection (FY20O3) 242.008 88Street Widening (FY2003) 3.202.202 Q6&12AEAve Intersection (FY20O3) 1,050.000 12UEAve Widening (engineering only) (FY20O3) 350.000 Computerization (FY1088) 624.481 Total Project Cost Estimate 23,202,766 Prior Year Expenditures 5663909 Current FYEstimate 17,538,857 Current FYBudget 14.638.857 Requested Budget Supplement 2900000 Total Amended Budget ��17 TO: THE HONORABLE MAYOR AND COUNCIL CITY OF G. FROM: TIMOTHY D. ROONEY ASSISTANT . MANAGER SUBJECT: SUPPLEMENTAL APPROPRIATION REQUEST YMCA UTILITIES DATE: March 1, 2005 BACKGROUND: The City of Owasso, in partnership with the YMCA, has tentatively agreed (pending City Council approval) to provide site utilities for a new building to be constructed in the parking lot immediately east of the existing facility (see attached site plan). The City will, if authorized, design and construct new water and sanitary sewer lines for the new building and also assure current utilities to the existing buildings remain in service during construction of the new building. The YMCA is expected to award the new building construction contract in March 2005. The existing sanitary sewer line extends under the "foot print" of the new building. Also, the new building construction contract specifies that the contractor, as the first order of business, construct a portion of the new parking lot to serve patrons during construction. This portion of the parking lot overlays a major portion of the proposed new water line. It is for these reasons that the completion of these improvements be accomplished prior to construction of the new building foundation and parking lot. PROJECT FUNDING: The estimated amount required to fund the work is approximately $67,000 (see attached Engineer's Estimate), The Public Works Department FY04-05 budget contains no provision for construction of the YMCA utilities. In order to accomplish this work, a supplemental appropriation is requested. There are sufficient funds available in the General Fund balance for the appropriation. The YMCA organization is currently in the process of obtaining additional funds for the construction of this project. That amount is approximately $300,000. It is the opinion of staff that the City should assist this effort by performing the above referenced site utilities. COMMENDATIONS Staff recommends a supplemental appropriation in the amount of $67,000 from the General Fund be made to fund the installation of the YMCA water and sanitary sewer - lines. ATTACHEMENTS 1. Site Plan 2. Engineer's Estimate Owasso Public Works Department Engineering Div. P.O. 180 Owasso, OK 74055 918.272.4959 www.cityofowasso-coax I YMCA UTILITIES WATER UINE, PHASE 1 —_— Engineer's Estimate Item 1 Description 6" PVC Pipe, LF Quantity 510 Unit Price $25 Cost $ _ 12,750 _ 2 3 6" Valve, EA Fire Hydrant Assembly wNalve 3 1 $500 $2,000 $ 1,500 $ 2,000 4 Temporary Barrier Fence,_LS _ 1 $1,500 $ 1,500 Subtotal $ 17,750 Contingency, 20% $ 3,550 total, Estimate, Ph 1--- $ 21,300 Item 1 - Pipe in place. Includes excavation, bedding, compacted backfill and testing WATER LINE, PHASE 11--- --- Engineer's Estimate Item 1 �_ Description 16" PVC Pipe, LF Quantity 300 Unit Price_ $25 Cost 2 6" Valve, EA 1 _ $500 $ 500 3 Fire Hydrant Assembly wNalve _ 2 $2,000 $ 4,000 4 3" Meter Vault, EA 1 $4,000 $ 4,000 5 4" Potable Water Line Ext., LF 65 $15 $ 975 _ 6 6" Fire Line Extension, LF 70 $25 $ 1,750_ 7 8 1-1/2" Irrigation Line Ext., LF 3" Compound Water Meter, EAF 15 1 $10 $1,800 $ 150 $ 1,800 9 1-1/2 Irrigation Water Meter, EA-L 1 $350 $ 350 — .._..___ Subtotal $ 21,025 Contingency, 20% $ 4,205 Total, Estimate, Ph 11—_I--$ ---- 25,230 Item 1 - Pipe in place. Includes excavation, bedding, compacted backfill and testing SANITARY SEWER LINE Engineer's Estimate - --- - ------ ----------- 1 Confirmed Quote for System (�T`&S Plumbing, Collinsville) I $ 19,000.00 1 Construction Staking $ 1,000.00 TOTAL ESTIMATE, YMCA UTILITIES $ 66,530.00 OWASSO PUBLIC WORKS DEPARTMENT Engineering Division February-05 TO: HONORABLE MAYOR AND COUNCIL CITY OF OWASSO 3 I I SUBJECT: FINDINGS REGARDING APPROPRIATE REGULATIONS FOR OUTDOOR LIGHTING IN OWASSO DATE: February 28, 2005 LMM The Outdoor Lighting Standards Committee was formed to evaluate ' e cu e th conditions of outdoor lighting in Owasso, and to consider possible regulations, that Zu have a positive impact on the nature of outdoor lighting in the community. T committee is comprised of ten members, six citizen members and four staff member The committee began meeting in October 2004 with the goal of recommending outdo lighting regulations to the City Manager, Planning Commission, and City Council early 2005. John Herbert Tim Johnson Bob Scay Ken Taylor Kevin Vanover David Vines The current zoning code says very little about outdoor lighting. In the off-street parki section of the code, it does say that "Parking lot lighting shall be by constant light a shall be arranged to direct the light away from residential districts (section 1120.j)." T committee finds that these current regulations are insufficient when trying to address t variety of different lights that accompany developments in Owasso. As the city h] grown, the opportunities for conflict between residential areas and outdoor lighting uses have increased. It is reasonable to expect that some basic regulations should be considered in an attempt to maintain compatibility between residential uses and non- residential uses. 1:12HIM"OLD M-1 ANINJI'll The committee began the process of developing the proposed regulations by examining the current types of lighting in the community. The different types of lighting that have widespread use in Owasso include parking lot lights, streetlights, sports lights, landscaping lights, and floodlights. The committee also examined lighting ordinances from 14 other cities across the country to explore the different ways that outdoor lights are regulated. A spreadsheet illustrating the basic regulations from these 14 cities is attached with this memorandum. The committee also toured the community in order to compare the types of outdoor lighting that exist in different places in Owasso. After looking at what currently exists in Owasso, the committee met with a representative of AEP-PSO to learn what types of regulations have been effective in the Tulsa area and what Owasso might do in order to avoid problems that have been encountered by other area communities when regulating outdoor lighting. Once the existing conditions in Owasso and the existing regulations in other communities had been examined, the committee developed a list of issues that were determined to be priorities in the drafting of the outdoor lighting ordinance, These priorities were listed in a questionnaire of issues that was discussed and used to derive the framework for the proposed lighting regulations. That questionnaire of issues is attached with this memorandum. The regulations begin with basic rules for light levels for non-residential and non- agricultural properties. The maximum light levels at the property lines of adjacent residential properties may not exceed 0.5 footcandles, and the light levels may not exceed 2.0 footcandles at the right-of-way lines of non -arterial streets. Flood lights must 4* aimed down at a 45' angle, or shielded so that no portion of the light bulb extends below Re B7, continues to increase, necessitating the development of controls with which to guide t placement of outdoor lighting. Therefore, the committee recommends that the G Council approve the proposed outdoor lighting ordinance. Al �'rACHMENTS: 1, Proposed ordinance 2. Questionnaire of issues 3. Spreadsheet of lighting regulations from 14 other cities 4. Printout of presentation Fin ordinance amending -Me Loning C—oNe—Tf7ffe--(-- =q7r! —, by creating Section _, et seq., by adopting new lighting standards for private projects in Owasso. SECTION 1. BE IT ORDAINED BY THE COUNCEL OF TBE CITY OF OWASSO that Owasso Zoning Code Article Section is hereby amended by adding a new section to be codified as Sec�to—n---, which Section and subsections to read as follows: ARTICLE Section OUTDOOR LIGHTING STANDARD ft A Lumen — A quantitative unit measuring the amount of light emitted by a light source. Maintained Footcandles — Illuminance of lighting fixtures adjusted for a maintenance factor accounting for dirt build-up and lamp output depreciation. Outdoor Sports Field — An area designed for active recreation, whether publicly or privately owned, including but not limited to baseball/softball diamonds, soccer fields, football fields, golf courses and ranges, tennis courts, racetracks, and swimming pools. Outdoor Performance Area — An area permanently dedicated to the public presentation of music, dance, theater, media arts, storytelling, oratory, or other performing arts, whether publicly or privately owned, including but not limited to amphitheaters and similar open or semi -enclosed structures. Right-of-way — An interest in land controlled by the City that provides for the perpetual right and privilege of the City, its agents, franchise holders, successors, and assigns to construct, install, improve, reconstruct, remove, replace, inspect, repair, maintain, and use a public street, including related and customary uses of street rights -of -way such as sidewalks, bike paths, landscaping, mass transit facilities, traffic control, traffic control devices and signage, sanitary sewer, storrawater drainage, water supply, cable television, electric power, gas, and telephone transmission and related purposes in upon, over, below, and across the rights -of -way. Semi -Cutoff Fixture — An outdoor light fixture shielded or constructed in such a manner that it emits no more than five (5) percent of its light above the horizontal plane of the fixture, and no more than twenty (20) percent of its light ten (10) degrees below the horizontal plane of the fixture. Spillover Light ® The light that can be measured on a property, when that same light is generated from another property. Uplight — Light that shines upward, above the horizontal plane, such as might be generated from a searchlight or spotlight. Wall Pack — A. type of light fixture typically flush -mounted on a vertical wall surface. C. Light Measurement Technique 1. All Zoning Districts Except Residential and Agricultural 1) Unless otherwise specified in the following subsections, the maximum light level shall be 0.5 maintained footcandles at any property line adjacent to a residential district, and 2.0 maintained footcandles at any public, non -arterial street fight -of -way, unless otherwise approved by the Planning Commission. During hours of operation, a minimum of 1.0 footcandles shall be maintained in parking lots. 2) Unless shielded, all flood lights shall be installed such that the fixture shall be aimed down at least forty-five (45) degrees from vertical, or the front of the fixture is shielded such that no portion of the light bulb extends below the bottom edge of an external shield. Flood lights and display lights shall be positioned such that any such fixture located within fifty feet (50') of a public street right-of-way is mounted and aimed perpendicular to the right-of- 1' •- orizontal aiming tolerance not to exceed fifteen (15) degrees from perpendicular to the right-of-way (see Exhibit 1). Exhibit 1. 3) All wall fixtures, including wall packs, shall be cutoff fixtures, 4) Service connections for all freestanding fixtures shall be installed underground. The applicability of this provision may be reviewed on an individual basis for developments with structures totaling less than 4,000 square feet of floor area. N 5) All light fixtures installed by public agencies, their agents, or contractors for the purpose of illuminating public streets shall use the current standards provided by the IES or AASHTO for road lighting, and are otherwise exempt from these regulations, 6) No wood poles may be used for any freestanding fixtures. The applicability of this provision may be reviewed on an individual basis for developments with structures totaling less than 4,000 square feet of gross floor area. RM Zoning Districts Unless otherwise specified in the following subsections, the maximum light level shall be 0.5 maintained footcandle at any property line adjacent to a single-family district, , and 2.0 maintained footcandles at any public, non - arterial street right-of-way, unless otherwise approved by the Planning Commission. A minimum of 0.7 footcandles shall be maintained in parking lots in RM districts. 2) Unless fully shielded, all flood lights shall be installed such that the fixture shall be aimed down at least forty-five (45) degrees from vertical, or the front of the fixture is shielded such that no portion of the light bulb extends below the bottom edge of an external shield. Flood lights and display lights shall be positioned such that any such fixture located within fifty feet (50') of a public street right-of-way is mounted and aimed perpendicular to the right-of-way, with a side -to -side horizontal aiming tolerance not to exceed fifteen (15) degrees from perpendicular to the right-of-way. Nothing in this section shall be construed so as to allow any fixture that. cause excessivc glare to be visible from any right-of-way (see Exhibit 1), 3) All wall fixtures, including wall packs, shall be cutoff fixturel 6) No wood poles may be used for any freestanding fixtures. The applicability of this provision may be reviewed on an individual basis. The provisions of Section D of these regulations do not apply to properties located within AG, RE, RS, RD, and RTH zoning districts. 1) Other than flood lights and flood lamps, all outdoor area and parking lot lighting fixtures of more than 2,000 lumens shall be cutoff fixtures, or comply with subsection (3) below, and shall be subject to the requirements of Section D. 2) The mounting height of all parking lot lighting shall not exceed thirty (30) feet above finished grade. The applicability of this provision may be reviewed on an individual basis. 3) All non -cutoff fixture open -bottom lights shall be equipped with full cutoff fixture shields that reduce glare and limit uptight. I' I'J JJJ I Will I i I I I; iiiiii I l I I Jill The hours of operation for the lighting system for any game or event shall not exceed tw* I' ours after the end of the event. M M Description of the illuminating devices, fixtures, lamps, supports, reflectors, poles, raised foundations and other devices (including but not limited to manufacturers or electric utility catalog specification sheets and/or drawings, and photometric report indicating fixture classification [cutoff fixture, wall pack, flood light, etc.]). J. — Searchlights Searchlights shall require a separate permit. If granted, such permit shall not be valid for duration longer than 48 hours on a specific property, and such permit shall not be granted more than two times in one year. Searchlights shall not be permitted inside residential areas. IL - Nonconformities Any lights existing prior to the adoption of this ordinance are considered legal and non- conforming. Any new outside light fixtures placed upon properties within Owasso must meet the requirements of this ordinance, All laws and clauses of laws in conflict herewith are hereby repealed to the extent of said conflict. If this ordinance or application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of the ordinance that can be given separate effect and to this end the provisions of this ordinance arc declared to be severable. In addition, all lighting fixtures will conform to all other applicable codes and regulations of the City of Owasso. Violation of this ordinance shall be considered a Class "C" violation of the Owasso Code of Ordinances, provided for in Part I (General Provisions), Section 1-108C. Unless after the date hereof a different penalty is provided, any person convicted of violating this ordinance shall be punished by a fine of not more than Two Hundred Dollars ($200.00) excluding costs. 10. Should the City ®f Owasso set a shut-off time for outdoor lights in public parks? Yes No 11. Should the City of Owasso set a maximum fixture height for outdoor lights in public parks? Yes No - ftw] D, 116,11RIVIV-2- H TM B."Ma"IF IFITIEK"I 181111,11 twml I I Yes No Yes No 14. Should the City of Owasso offer incentives for developers to install decorative streetlights? Yes N® 15. Should the City of Owasso require minimum foot-candle standards for residential intersections? Yes No Broken Arrow, OK Raleigh, NC Brighton Township, MI Alpine, TX Albermarle County, VA Kennebunkport, MP Mesa, AZ Tempe, AZ Kingman, AZ Glendale, AZ Maricopa County, AZ Peoria, AZ Phoenix, AZ Scottsdale, AZ Average Z ight at R.O.W. 3.0 footcandles 2.0 footcandles 1.0 footcandles 2.0 footcandles 0.5 footcandles No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard l 1.7 footcandles No adopted standard Yes No adopted standard No adopted No adopted standard No adopted standard No adopted standard Yes, downtown No adopted standard No adopted standard No adopted standard adoptedNo No adopted standard No adopted standard «« Flood lights and lamps Must be shielded Must be shielded Must be shielded Must be shielded Must be shielded Must be shielded Must be shielded Must be shielded Must be shielded Vertically -pointed only No adopted standard No adopted standard Must be shielded Prohibited in residential Street light exemptions No adopted standard All streetlights exempt No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard For fossil fuel fights Less than 1,000 lumens For fossil fuel lights For fossil fuel lights No adopted standard Wall packs & parking lots Must be shielded Must be shielded Must be shielded Must be shielded Shield if 160+ watts Shield if 1800 lumens Shield if 150+ watts Shield if 160+ watts Shield if 160+ watts Shield if 150+ watts Shield if 150+ watts Shield if 150+ watts Must be shielded Shield if 100+ watts Other code points Photometric plan required Service must be underground •rr# - .. 71ag poles exempt Right of appeal Violation = $1,000 fine per day Photometric plan required Billboards exempt from code Light plans accompany permits No mercury vapor fixtures Point all pole lights downward Maximum fixture heights 35 feet 41 feet 15 feet No adopted standards No adopted standards 25 feet No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard No adopted standard 25 feet No adopted standard 28.5 feet 119MR, Mig rt FRSMM- Process Used to Develop Ordinance 1. The Committee's charge — Tea research and recommend outdoor lighting standards for the City of Owasso 0 Ordinance Process Used to * Ordinance a Examine Existing Lighting Ordinances from ether cities I Examine Other Cities' Ordinances Prepare spreadsheet that *lains lighting from 14 other cities Process Used to Develo,,#,, Ordinance 4. Tour the Owasso Community and inventory different types, intensities., and situations of lights •�•. 'cr ,bps _�ti _ � ��t iar -'� �u�' �l� 74 f — e. AL I xcs� ' ��eNmxweuc� • :•:-;�- �Ya�'r�9k c-� e E CSC $.: �- '�� ��'� � 9 Issues Related to Outdoor Lighting Shut-off times for recreational lighting Regulations for streetlights JIM— "I, Ordinance 7. Draft and revise proposed ordinance 1, 11 1111111 jil�l To provide the minimum lighting necessary to ensure adequate safety, night vision, and comfort; in E/�» ? 2f To provide maximum light levels so as not to create cause glare onto nearby properties and public stre rights -of -way; and to minimize uplight. I ,*,roposed Standards for Non- residential Outdoor Lighting Maximum light level of 0.5 foot candles at property li", between commercial and residential properties ®Maximum light level of ®o foot candles at property lire 'Djetween multi -family and single-family properties M Proposed Standards for Multi -Family Outdoor Lighting Flood lights must be shielded or aimed down at least 45 degrees from vertical * Service connections must be underground * No wood poles Proposed Standards for Multi -Family Outdoor Lighting Minimum light level of 0.7 foot candles in parking lot lim Proposed Standards for PriLotLtakng ing Parking lot lighting with more than 2,000 lumens shall be cut-off fixtures or shielded 30 feet maximum parking lot lighting height Proposed Standards fo Sports Field/Performan Area Lighting I Lights shall not be left on for more than two hours after the event M IEMKOH Site plans must include a point -by -point footcandle array Photometric plans must describe fixtures, lamps, supports, reflectors, poles, and r,2ised foundations M m TO: THE HONORABLE MAYOR AND COUNCIL CITY OF OWASSO FROM: ERIC WILES COMMUNITY DEVELOPMENT DIRECTOR ZUBJECT.- COMMUNITY DEVELOPMENT BLOCK GRAW NATTONAL STEAK AND POULTRY Last f*vag" TJ!yfiei-9]FW?-at-f the existing site location of National Steak and Poultry (NSP), located on 5th Avenue in Owasso. INCOG worked with municipal staff and NSP to submit an application for the Oklahoma Department of Commerce (ODOC) CDBG EDIF. This application was be completed and submitted to ODOC in September, 2004. The total estimated cost of the CDBG part of the project is approximately $100000 The funds come in the form of a Community Development Block Grant, or CDBG. It is props RA that INCOG administer the grant. The grant has been approved by ODOC, and the grant has been accepted by the City Council. The environmental review of the project has been completed, ,and the project has been found to be in compliance with environmental regulations. In order to secure the grant, NSP has provided the City with the required match of $10,000 for the project. Any funds required to complete the project above the granted amount of $100,000 would be the responsibility of NSP. --l-11-1-1 ... ... ........ .... -- . .... 11 11`111 pIll i =0 44 'M L Acceptance of the grant contract with ODOC (and authorization to execute related documents) 2. Approval of a Placement Plan stating how many new jobs will be provided as a result of the grant 3. Approval of a resolution providing for the tracking of all businesses and developments that will benefit from the Wnstructure improvements, and for the tracking of A jobs created as a result of the grant 4. Approval of an ordinance providing for the tracking of all businesses and developments that will benefit from the infrastructure improvements, and for the tracking of all jobs created as a result of the grant 5. Approval of an administrative agreement with INCOG for the administration of the grant PLACEMENT PLAN — The contract requires that a Placement Plan be approved, For this project, the Placement Plan will require that NSP create 100 new jobs within twelve months of the project being constructed. At least 5 1 of these 100 new jobs must be made available to low- and moderate -income persons. ............ W,*V HIM U I t k U 0,M)k NOf,Uffratil ORDINANCE 810 — The required ordinance states that NSP must provide job tracking data that shows that 100 new jobs are created within twelve months of the project being constructed, and that at least 51 of these 100 now jobs must be made available to low- and moderate -income persons. ADMIMSTRATIVE AGREEMENT WITH IN COG — The administrative agreement with MCOG provides that INCOG will administer the CDBQ for $49000, This cost is already included in the budgeted amount of the grant; since NSA has provided Owasso with the required match, the City of Owasso will not bave to use additional funds for this administrative agreement. R Iii I IRM gii�11�� IIMIM< 22< 1. Approve the CDBG-ED 2004 contract with ODOC 2. Approve the Placement Plan 3. Approve Resolution 2005-02 4. Approve Ordinance 8 10 5. Approve the Administrative Agreement with INCOG I» Contract with ODOC 2. Resolution 2005-02 3. Ordinance 8 10 4. Administrative Agreement CDBG-ED 2004 Contracting Agency: I-lof2 FEI #73-6069613 CONTRACT - CDBG PART I SUMMARY AND SIGNATURES Oklahoma Department of Commerce State of Oklahoma Contractor: City of Owasso Contract Title: Community Development Block Grant Contract Number: 11599 CDBG ED 04 Amount: $ 100,000.00 Source: U.S. Department of Housing and Urban Development. Catalog of Federal Domestic Assistance (CFDA) Number 14.228. Funds from Fiscal Year 2004 Funding Period: February 7, 2005 through February 7, 2007 Submit Requisitions to: Financial Unit Office of Community Development Oklahoma Department of Commerce P.O. Box 26980 Oklahoma City, OIL 73126-0980 Issue Payment to: City of Owasso I I I N. Main Owasso, OIL 74055-0180 Agreement Components: Part I - Summary and Signatures Part II - General Terms and Conditions Part III - Specific Terms and Conditions Project Description: Provide funds to the City of Owasso for certain Infrastructure improvements benefitting the City of Owasso, which shall provide job opportunities for low -and moderate -income individuals in the Owasso area. CDBG-ED 2004 1- 2 of 2 SIGNATURES - EXECUTION OF CONTRACT AGREEMENT The rights and obligations of the parties to this contract are subject to and governed by Part 11 - General Terms and Conditions and Part III - Specific Terms and Conditions. To the extent of any inconsistency between the General and the Specific, the Specific governs. City of Owasso Signature of Mayor/Chairman Typed Name & Title of Mayor/Chairman Date Signature Typed Name and Title (CITY SEAL) Oklahoma Department of Commerce Vaughn Clark, Director Office of Community Development Date II- 1 of9 PART 11- GENERAL TERMS AND CONDITIONS Payments pursuant to this contract are to be made only from monies made available to the Oklahoma Department of Commerce (ODOC) by the U.S Department of Housing and Urban Development (HUD) for the CDBG program for non -entitlement areas. Not -withstanding any other provisions, payments to the City of Owasso (Contractor) by ODOC are subject to the availability of such funds to ODOC, as determined by federal and/or State action and/or law. ODOC may take any action necessary in accord with such determination. a. This contract is subject to such modification as may be required by federal or State law or regulations. Any such modification may be done unilaterally by ODOC. b. This contract may be for a multi -year project and as such may be extended, renewed or otherwise amended only upon written agreement of ODOC. C. Revisions to the contract and the attached budget, which is a part of this contract, must be approved in writing in advance by ODOC. d. A waiver by ODOC of any provision of this contract must be in writing and signed by the Director of ODOC or designee. ODOC will provide funding for the project up to the total contract amount. [�K•7fifYL7ar�1C•7.7 a. The Contractor will accomplish the project detailed in Part III in accordance with the terms and conditions of this contract. b. None of the work and services covered by this contract may be subcontracted without prior written approval of ODOC. All compensated administrative consultants engaged by the Contractor must Certified CDBG Administrators, However, said determination by ODOC shall not relieve the Contractor of its independent obligation to ensure that such persons are fully qualified, and able to perform the duties they have contracted to perform, c. In no event will any subcontract or subcontractor incur obligation on the part of ODOC. d. The Contractor shall comply with all requirements of the ODOC Contractors Implementation Manual. The Manual is hereby annexed and incorporated and made a part of this contract. The Manual may be amended during the current contract year by ODOC. All amendments shall be based on changes in federal and State laws or regulations and shall be mailed to the Contractor at the address indicated in Part I of the contract. r 11-2of9 e. The Contractor shall commence actual construction or otherwise begin implementation of the funded project within two hundred seventy (270) days from the start date of the contract. f. Upon notification of meetings or training sessions scheduled by ODOC, the Contractor shall ensure the attendance of any person performing services under this contract whose presence is requested. The Contractor has full responsibility for payment of Workers' Compensation insurance, unemployment insurance, social security, State and federal income tax and any other deductions required by law for its employees. a. The Contractor expressly agrees to be solely responsible to ensure that the use of monies received under this contract complies with all federal, State and local statutes, regulations and other legal authority, all as modified from time to time, that affect the use of said monies. b. The Contractor specifically certifies and assures that it will comply with applicable terms of the following statutes, regulations and executive orders: (1) Eq pDrfiunity- (a) Title VI of the Civil Rights Act of 1964 (42 USC §§2000d, e ), which prohibits discrimination on the basis of race, color or national origin under any program receiving federal funds. HUD regulations are at 24 CFR, Part 19 (b) Title VIII of the Civil Rights Act of 1968 (42 USC §§3600®3620, 1988), popularly known as the Fair Housing Act; (c) Executive Order 11063 (1962) as amended by Executive Order 12259, which requires equal opportunity in housing, HUD regulations are at 24 CFR, Part 107; (d) Section 109 of the Housing and Community Development Act of 1974, which prohibits discrimination on the basis of race, color, national origin or sex in connection with funds made available pursuant to the Act. Section 109 also prohibits discrimination on the basis of age and disability as provided in: (i) Age Discrimination Act of 1975 (42 USC §§6101, State Program, Final Rule); (ii) Section 504 of Rehabilitation Act of 1973 (29 USC §794); H-3of9 Regulations are at 24 CFR, Part 570.601; (e) Section 3 of the Housing and Urban Development Act of 1968 (12 USC §1701u), which requires that, to the greatest extent feasible, opportunities for training and employment be provided to lower -income persons in the project area and that contracts for work in connection with the project be awarded to businesses in or owned in substantial part by residents of the project area. Regulations are at 24 CFR, Part 135; (f) Executive Order 11246 .(1965), which prohibits discrimination on the basis of race, color, religion, sex or national origin, and requires affirmative action in connection with federally -assisted construction contracts. Regulations are at 24 CFR, Part 130 and 41 CFR, Part 60-1. (g) Section 504 of the Rehabilitation Act of 1973, as amended, which establishes policies, goals and procedures for assuring no otherwise qualified individual with disabilities is, solely on the basis of the disability, denied benefits, subjected to discrimination or excluded from participation in any program or activity receiving federal assistance. (2) Lahnx ,ST=riard& (a) Davis -Bacon Act (40 USC 276a-276a-5), which requires payment of the prevailing wage for the locality to workers on most construction contracts above $2,000. Housing rehabilitation projects of fewer than eight units are exempt. Regulations are at 29 CFR §5. The Contractor further certifies that it shall include in its bidders' packages the U.S. Department of Labor Wage Determination List and a statement that the Contractor and any subcontractors must comply with these wage rates in performance of the work required; (b) Copeland (Anti -Kickback) Act (18 USC §874, 40 USC § 176c), which applies to all contracts covered by Davis - Bacon and provides that workers must be paid weekly, with only permissible deductions allowed. Regulations are at 29 CFR, Part 3; (c) Contract Work hours and Safety Standards Act (40 USC §327, et q ), which requires overtime compensation. Regulations are at 29 CFR, Part 5; (3) E amirf)➢inleni (a) National Environmental Policy Act of 1969 (42 USC §§4231, ) (NEPA) and other provisions of law that further the purposes of law that further the purposes of the Act as specified in HUD Environmental Review Regulations at 24 CFR, Part 58; R 11®4of9 (b) The Contractor's chief executive officer hereby assumes the status of a responsible federal official under NEPA and accepts jurisdiction of the State and federal courts for the purpose of enforcement responsibilities as such an official; (e) Finding of _Ex mp_tinn: With regard to the environmental requirements of NEPA and the environmental requirements of related federal authorities, it is the finding of the Contractor that the activities identified in 24 CFR 55.34(a)1®11, are exempt activities including Administration and Engineering/ Architectural services. Upon execution of this contract these listed activities require no further environmental review. (d) E1 ing of �at��nrical F.xcln�inn/Nnt cn}�f tn_74 CFR 5: With regard to the environmental requirements of NEPA and environmental requirements of related federal authorities, it is the finding of the Contractor that the activity of Purchase of Equipment located in 24 CFR 58.35(b) is a Categorically Excluded activity not subject to 24 CFR 5ii.5. Upon execution of this contract, this activity requires no further environmental review. (4) Acgnisitinnand_RL1ana1inn; Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (P.L. 91-646, P.L. 100-17). Section 305 of Title Ill and Section 210 of Title 11 require State and local recipients to comply with real property acquisition and relocation requirements set forth in said Act. Regulations are at 49 CFR, Part 24; (5) Title IV of the Lead -Based Paint Poisoning Prevention Act (42 USC §§4831, ), which prohibits the use of lead -based paint in residences for which federal assistance is provided. Regulations are at 24 CFR, Part 35; (6) DA arse end Bilensjsm.; The Contractor certifies it will require certification from subcontractors that neither the subcontractor nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded frorn participation in any proposal submitted as required by 24 CFR, Part 570.499. HDI Sq 111 A -US a. The Contractor shall, within limitations placed on such entities by State law, save harmless the State of Oklahoma, its agents, officers and employees from all claims and actions and all expenses defending same that are brought as a result of any injury or damage sustained by any person or property in consequence of any act or omission by the Contractor. The Contractor shall, within limitations placed on such entities by State law, save harmless the State of C-03-101 i�! 7 11-5of9 Oklahoma, its agents, officers and employees from any claim or amount recovered as a result of infringement of patent, trademark or copyright or from any claim or amounts arising or recovered under Workers' Compensation Law or any other law. In any agreement with any subcontractor or any agent for the Contractor, the Contractor will specify that such subcontractors or agents shall hold harmless the State of Oklahoma, its agents, officers and employees for all the hereinbefore-described expenses, claims, actions or amounts recovered. In the event the Contractor chooses to use volunteer labor to assist in the project activities, the Contractor shall bear any and all liability for any injury or harm caused by the volunteer labor or any harm or injury to the volunteer labor. a. All employees of the Contractor shall observe the limitations on political activities to which they may be subject under the hatch Act (5 USC §§1501, 18 USC §595). No portion of the contract funds may be used for any political activity or to further the election or defeat of any candidate for public office. No portion of the contract funds may be used for lobbying activities. The Contractor covenants that no officers or employees of any governing board of the Contractor have any interest, direct or indirect, and that none shall acquire any such interest during their tenure or for one year thereafter that would conflict with the full and complete execution of this contract. The Contractor further covenants that in the performance of this contract no person having any such interest will be employed. The Contractor covenants that no employee of ODOC has any interest, direct or indirect, nor has any employee of ODOC received anything of value in connection with this contract. No material produced in whole or in part under this contract shall be subject to copyright in the United States or any other country. ODOC shall have unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data or other materials prepared under this contract. Any publication or other material produced as a result of this contract shall include in a prominent location near the beginning the following statement: This (type of material) was financed in whole or in part by funds from the U.S. Department of housing and Urban Development as administered by the Oklahoma Department of Commerce. [- r t�eTi7 II-6of9 The Contractor shall comply with Treasury Circular 1075, concerning cash management of federal funds and with ODOC requirements pursuant thereto, which are published in the ODOC Contractors Implementation Manual. b. The Contractor shall comply with 24, CFR Part 85, Uniform .Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments, 24 CFR Part 570, Community Development Block Grants Final Rule, and OMB Circular A-87, Cost Principles for State and Local Governments, except as directed other -wise in writing by ODOC, as they relate to the application, acceptance and use of federal funds, and with ODOC requirements pursuant thereto, which are published in the ODOC Contractors Implementation Manual. Funds made available pursuant to this contract shall be used only for expenses incurred during the period funded as specified in Part I for the purposes and activities approved and agreed to by ODOC. No ODOC funds may be used for expenses incurred prior to the contract start date. No ODOC funds may be used for expenses incurred after the contract end date. If this contract is funded by both loan and grant resources, ODOC will disburse the loan funds until all loan money has been expended. Any further funds disbursed will be charged to the grant portion of this contract. All administrative funds will be disbursed from loan funds. ODOC shall disburse funds to the Contractor upon receipt and approval by ODOC of timely, properly executed Requests for Funds. The Contractor may submit a Request for Funds as often as necessary to meet its financial obligations. All funds received shall be expended within fifteen (15) days of receipt. The Contractor shall submit an actual Monthly Expenditure Report by the tenth (10th) of the following month. All requests for funds should be submitted to the ODOC during the period funded. A final claim may be submitted no later than sixty (60) days after the final date of the period funded. Said claim will be allowed only for reimbursement of actual expenditures. Any claim submitted after the sixty (60) days may be disallowed by ODOC. e, If ODOC determines that payment based on estimated expenditures is resulting in accumulation of excessive balances of cash on hand, ODOC may modify the basis for compensation to the Contractor to effect proper cash management. f. If a question arises as to the validity of any claim made under this contract and the parties are unable to resolve such question by negotiation, then the Contractor may request a resolution of the question pursuant to the terms of this contract and the administrative procedures available through ODOC rules CDBG-ED II 4 7 of 9 promulgated pursuant to the Oklahoma Administrative Procedures Act, 75 O.S. §§251, aLse_q.. a. Procurement, management and disposition of property acquired with contract funds shall be governed by federal and State law and as directed by ODOC in the Contractors Implementation Manual. Applicable State laws include the Public Competitive Bidding Act of 1974, 61 Q.S. §§101, Materials acquired for construction purposes shall be deemed real property once they have become part of the construction. 1G�t��[K�lt � �ti��i t ► f �� ► e • k a. The Contractor shall maintain records and accounts, including property, personnel and financial records, that properly document and account for all project funds. Specific types and forms of record are required in ODOC Contractors Implementation Manual previously received by. the Contractor. The Contractor shall retain all books, documents, papers, records and other materials involving all activities and transactions related to this contract for at least three (3) years from the date of submission of the Final Expenditure Report or until all audit findings have been resolved, whichever is later. All records and accounts shall be made available on demand to the Oklahoma State Auditor and Inspector, HUD, the Comptroller General and ODOC, its agents and designees, for inspection and use in carrying out its responsibilities for administration of funds. C. The Contractor shall maintain adequate documentation to ensure compliance with the national objective of low and moderate -income benefit during the life of the project in accordance with Chapter `IIII of the Contractors Implementation Manual. d. The Contractor shall provide the following reports to ODOC: (1) Quarterly Job Status Reports (Requirement 409, Attachment 6 of the Contractor's Implementation Manual) for each calendar quarter. Said reports shall be due January 20, April 20, July 20 and October 20 of each year until all positions have been created and project closeout has been approved and documented by ODOC; (2) The Contractor shall collect, maintain and report to ODOC ancillary beneficiary information, resulting from the project's infrastructure improvements for a period of one (1) year after completion of the infrastructure improvements. The Contractor has not paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any money or other thing of value, either directly or indirectly, in the procuring of this contract. Il-8of9 �•_ ►. • •: i�• •�► !_ It a. Contractor shall promptly return to ODOC any funds received under this contract that are not obligated as of the final date of the period funded. Funds shall be considered obligated only if goods and services have been received as of the final date of the period funded. b. ODOC may unilaterally modify this contract to subtract the total amount of funds not obligated by the Contractor as of the final date of the period funded. C. The Contractor cannot close out the contract until the total projected jobs identified in Part III have been created and all monitoring issues have been resolved and approved by ODOC. d. The Contractor shall submit closeout documents in accordance with the forms and Requirement in the Contractors Implementation Manual no later than sixty (60) days after the final date of the period funded am upon completion of the project and creation of the required jobs as identified in Part III, whichever comes first. a. The Contractor shall comply with ODOC's Audit Policies and Audit Procedures, which are incorporated herein and made a part hereof. The Contractor shall provide ODOC with timely copies of reports on any audits that include funds received from ODOC. In the event an audit results in the determination that the Contractor has expended contract funds on unallowable costs, Contractor shall reimburse ODOC in full for all such costs. The Contractor shall account to ODOC for all Program Income resulting from this agreement, as provided in 24 CFR 570.489(e). Disposition of Program Income will be determined by ODOC. lit. .F, AEI RF—M DTFS In the event the terms or provisions of this contract are breached by either party or in the event a dispute shall arise between the parties regarding the meaning, requirements or interpretation of the terms and provision of this contract, then such breach or dispute shall be resolved pursuant to the terms of this contract and the administrative procedures available through ODOC rules promulgated pursuant to the Oklahoma Administrative Procedures Act, 75 O.S, §§251, nt. - b. Neither forbearance nor payment by ODOC shall be construed to constitute waiver of any remedies for any default or breach by the Contractor that exists then or occurs later. This contract may be terminated or suspended in whole or in part at 11-9of9 any time by written agreement of the parties. This contract may be terminated or suspended by ODOC, in whole or in part, for cause, after notice and an opportunity for the Contractor to present reasons why such action should not be taken. Procedures for such a process shall be in accordance with the General Rules of Practice and Procedure of the Department. Grounds constituting cause include but are not limited to: (1) The Contractor fails to comply with provisions of this contract or with any applicable laws, regulations, guidelines or procedures, including ODOC policies and issuances, or is unduly dilatory in executing its commitments under this contract; (2) Purposes for the funds have not been or will not be fulfilled, or would be illegal to carry out; (3) The Contractor has submitted incorrect or incomplete documentation pertaining to this contract; (4) The Contractor is unduly dilatory in executing its commitments under a prior contract with ODOC, including, but not limited to, submission of any audits due, resolution of audit findings, and monitoring results. In the event of termination or suspension, the Contractor shall be entitled to payment for otherwise valid and allowable obligations incurred in good faith prior to notice of such action, and to reimbursement for reasonable and necessary expenses. The Contractor shall reduce to the minimum possible obligations, prepaid expenses and other costs. d. The Contractor shall not be relieved of liability. to ODOC for damages sustained by ODOC by virtue of any breach of this agreement by the Contractor. ODOC may withhold payments due under this agreement pending resolution of the damages. e. ODOC reserves the right to cancel, suspend or terminate this contract without notice, in the event the Contractor has outstanding issues relating to another contract with ODOC. These issues include but are not limited to: (1) failure to timely submit any required reports; (2) failure to respond to any communication from ODOC; and (3) failure to abide by any programmatic or ODOC requirements. If any provision under this contract or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract or its application that can be given effect without the invalid provision or application. III - I of 3 PART III ® SPECIFIC TERMS AND CONDITIONS In addition to the specific duties enumerated herein, the Contractor agrees to perform those duties, obligations and representations contained in its application and to be bound by the provisions of its application and all amendments thereto, which were submitted to and accepted by ODOC in contemplation of this contract, said application being incorporated herein and made a part hereof by reference. Any conflict between said application and the provisions of this contract shall be controlled by the provisions of this contract. Revisions to the contract and the attached budget, which is a part of this contract, must be approved in writing in advance by ODOC. No costs shall be incurred for any funded activity, as identified in the contract budget, until all requirements of paragraph 4 below have been met and approved by ODOC. ODOC shall issue a "Notice of Removal of Contract Conditions" for any or all activities and shall specify therein the effective date this condition is removed. The Contractor shall submit to ODOC, in accordance with Requirement No. 401 of the .nnt_racrs TmplPmentatinn manual and other policies as noted below, a "Request for Release of Funds and Requirements" and all required supporting documentation as follows: a. Fnvironmr, R�w: The Contractor shall complete an Environmental Review for each contract activity with the exception of exempt activities and categorically excluded activities not subject to 24 CFR 58.5, i.e., administration, engineering and purchase of equipment (See Requirement No. 403). If the project has identifiable phases which can be separated, construction may begin on phases which are not directly financed with CDECI funds. When the environmental assessment is done, it must include the impact of all phases of the total project on the environment. b. The Contractor shall submit a Placement Plan (Form 1601 D). (1) The Placement Plan shall include the following: (a) A commitment from the Company that within 12 months of the start date of the contract it shall create at least 100 permanent, full-time equivalent positions, of which 51 (51% of 100) positions on a full-time equivalent basis shall be filled by low- and moderate -income persons and/or that 51 (51% of 100) positions shall be made available on a full-time equivalent basis for low - and moderate -income persons; (b) Assurance from the Company that, if more than 100 total positions are created, 51% of them will be made available to low- and moderate -income persons; (c) A commitment from the Contractor that it shall ensure that the Company provides training necessary for positions requiring special skills or education; (d) A commitment from the Company that it shall provide a CDBG-ED III - 2 of 3 listing by position title of the permanent positions to be created, indicating which positions shall be available to low- and moderate -income persons, which positions require special skills or education and which positions are part time; C. Insurance nnri Running; The Contractor shall submit evidence of: (1) General liability insurance covering the funded activities; and (2) Bonding of all officials who are responsible for financial transactions relating to this contract. d. Anti_l)is tan r.Pment l?J n: The Contractor must adopt and submit an Anti -Displacement flan in accordance with Requirement No. 401. e. Leverage C:nmmitmenY: The Contractor shall submit Certification of Leverage (Form 401-B) certifying leverage funds are available and identifying the source and amount in accordance with approved application. (1) Documentation of leverage may require any or all of the following: (a) Copies of promissory notes; (b) Copies of security agreements; (c) Copies of loan agreements; (d) Copies of guaranty agreements; (e) Copies of loan histories; (f) Copies of bank statements; (g) Copies of cancelled checks; (h) Other documentation as specific circumstances may require; (2) Other Sources of funds for this project are as follows: (a) City of Owasso - $10,000.00 (b) National Steak and Poultry - $1,873,255.00 f. The Contractor shall submit a certification that it will comply with all State and federal procurement requirements for professional service contracts for administration services, architectural/engineering and public construction contracts, if applicable. If these costs were expended pAiu to compliance with federal procurement procedures, CDBG- BDIF funds may nol be used to reimburse those costs. g. : The following outlines additional documentation necessary before funds may be released on this contract. Where "ODOC form required" is indicated, no substitutions will be allowed. Contractor shall submit: III-3 of (1) The development and execution of a resolution by the City of Owasso to track future beneficiaries of the CDBGpEDIF funded infrastructure improvements. Said resolution should include not only NSP but also any other entity using the CDBG-EDIF funded infrastructure improvement. The time period for said resolution for NSP will be until all of the projected jobs have been created by NSP and the project has been closed out, and for all other beneficiaries, a period of time starting with the date the State awarded the CDBG-EDIF funds to the City of Owasso, and ending one year after the physical completion of the improvements. A copy of the draft resolution shall be delivered to the Oklahoma Department of Commerce for review and approval, before the resolution is adopted by the City of Owasso. (2) The development and execution of an ordinance that provides that any entity using the CDBGpEDIF funded infrastructure improvements has to agree to provide job tracking data as a condition of using the improvement for a period of time starting with the date the State awards the CDBGpEDIF funds to the City of Owasso and ending one year after the physical completion of the public improvement. A copy of the draft ordinance shall be delivered to the Oklahoma Department of Commerce for review and approval, before the ordinance is adopted by the City of Owasso. (3) The City of Owasso shall certify to the Oklahoma Department of Commerce, that the execution of a construction contract for the CDBGpEDIF financed activities of the project may not take place before the release of funds date. The city shall also certify to the Oklahoma Department of Commerce that it will not start construction of the CDBG®EDIF portion with other funds and then reimburse those funds when the CDBGpEDIF assistance begins. (4) The City shall provide verification of the existence of the construction and permanent easements for the parking and drainage improvements. The Contractor shall obtain written approval from ODOC if the Company does not hire the required 51 low- and moderate -income persons and the Contractor desires to meet this requirement by using an adequate proportion of low- and moderate income persons given first consideration, Upon notification of meetings or training sessions scheduled by ODOC, the Contractor shall ensure the attendance of any person performing services under this contract whose presence is requested. NIENNESEEMI Contractor: City of Owasso Contract Number: 11599 CDBG-ED 04 Effective Date 1/21/2005 Budget Categories Account Number FOR ODOC USE �" �411C L'.`"44y..h� MXarZt ties ONLY '.� L.,�"V `•4.•i '41 Vt ;boa w Contract Budg Facility Construction Loans 551200 Infrastructure Improvements 551201 y - • �.`.•,;i�..'.�..M'h'C�. "� `ti" t Q Equipment/inventory Loans 551202 C ° E''"h�'4,M'' �k 'vti Q�.. Q: Commercial Rehab. Loans 551203� Industrial Rehab. Loans 5512044` Other: 551205 Furniture and Fixtures 551206`Q<I;".::"`.}`4Qi3 Land and Building 551207�"5� kpp;w(i; Machinery and Equipment 551208 0; `1"0,`�. � Inventory 551209 '�.,��;;,:�h. .'y •:�;�,'�ti:�;�.;��.b,�p' Workinq Capital 551240 € IEI. �`b`Y En in., Legal & Other Prof. 551241�kh;fiCJG�t Q`Qp 100,0( 41. �M I Total Administration 551010tifl Total CDBG Budget by b `� a wti c<b` ' 100,0( Leverage(matching funds ti`h 4y; ;wz 1,883,2 kV 4 . i:i' '�i'`"4 rKi4 4,°.W '5a•....e..v.. •`V e .,, iV ,+h•. Total Pro'ect Cost t w 1,983,2! Signature of Authorized Official Gate PROJECT" DESCRIPTION: Project will provide drainage and parking improvements to support the expansion of National Steak and Poultry, Inc (NSP) PROJECTED COMPLETION STATES Release of Fundse WHEREAS, the City of Owasso has entered into a project consisting of the construction of parking and drainage facilities in the City of yy Communitywasso designed to assist in the expansion of National Steak and Poultry, Inc., in the City of Owasso, State of Oklahoma with proceeds of Development 1.:oc,Grant-Economic Development Funds; WHEREAS, as a condition to the funding of the Community Development Block Grant - Economic Development Grant, the Oklahoma Department of Commerce on behalf of the State of Oklahoma has required adoption of a resolution by the City of Owasso, Oklahoma, to track future beneficiaries of the Community Development Block Grant -Economic Development funded infrastructure, improvements. THEREFORE, Oklahoma, the aforementioned employment information to be supplied durir the aforesaid time period shall be obtained from National Steak and Poultry, Inc., as well as a other entity using the Community Development Block Grant - Econon-de Development __ nd] infrastructure improvement. Approved this day off.. m.v_a 2005. City of Owasso, Oklahoma am 10i :1.. l _ : 1; 1 1 • • �, • • . • ..• lit •`; • ' � ! • 'i i i'• 1 i. ! i AND CLOSE-OUT OF TBE PROJECT, AND DECLARING AN EW__CT1XJ7rE DATE. SECTION 1: As a condition of using the Community Development Block Grant Econo located Owasso, Oklahoma, . such must agree to and shall pror� employment mid beneficiary information as deemed necessary and requested by proper governummu improvernent and close-out of the project. APPROVED c Emergency Clause voted on separately acid approved this _ day of � � � 2005, CffY OF OWASSO, OKLAHOMA City Clary its 131MA" X to 11W L CONTRACT TITLE: ADMINISTRATIVE SERVICES FOR 11599 CDBG E-jr 04 -NATIONAL STEAK AND POULTRY PARKING/ DRAINAGE ilylfflmm TERM OF CONTRACT: This agreement shall become effective on the execution date by the City of Owasso on this contract and shall remain in of through the "Funding Period", including extensions, of the FY 2004 Community Development Block Grant 11599 CDBQXD 04 between the Oklahoma Department of Commerce, State of Oklahoma and the City of Owasso. Tq Submit _ �Reuisitions �®rNo&cgL To Issue Payment or Notice: Andy Armstrong Mayor Susan Kimball INCOG City of Owasso 201 W. 5d' Street, Suite 600 P.O. Box 180 Tulsa, OK 74103 Owasso, OK 74055-0180 (918) 584-7526 (918) 376-1500 Fax: (918) 583-1024 (918) 272-4999 aarmstrong@inco or ewiles@cityofowasso.com INDIAN NATIONS COUNCIL CITY OF OWASSO OF GOVERNMENTS Chair of the Board Susan Kimaball, Mayor Attest: Attest: Secretary City Clerk CONTRACT COMPONENTS: Part I — Summary and Signatures Part 2 — General Terms and Conditions Attachment A - Scope of Services I The CITY agrees to pay INCOG as compensation for the services rendered in Attachment A the total sum not to exceed Four Thousand Dollars ------------ ($4,000.00). INCOG will be reimbursed on a monthly basis and will charge the CITY on an hourly basis for all services rendered. Such compensation shall be paid on the basis of the direct and indirect actual auditable costs incurred in performance of the Scope of Services as set forth in this AGREEMENT. INCOG personnel shall receive compensation at a rate established for each class of personnel as set forth in the approved INCOG Budget and Salary Schedule for the fiscal year 2004. Such compensation shall be subject to adjustment in the total contract amount where monitoring reviews or audits indicate that personnel services were compensated at greater than reasonable rate; or where salary increases for individual personnel are authorized by the INCOG Board of Directors. None of the work and services covered by this CONTRACT may be subcontracted without written consent of the CITY. Any work or services subcontracted hereunder shall be specified by written agreement and shall be subject to each provision of this CONTRACT. MODIFICATIONS This CONrRACT is subject to modification as may be required by federal or state law or regulations. The work and services to be performed and the contract period may be modified only upon written agreement of both parties. 6 in the event of any disagreement between the CITY and INCOG, relative to the provisions of this CONTRACT, the details of such disagreement shall be forwarded to the legal counsels of both parties for review and recommendation and such recommendation forwarded to the CITY Officers who shall make th* final deterinination. 0— E I �' �,i1: s M, INCOG shall not assign any interest on this CONTRACT, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the CITY thereto: Provided, however, that claims for money by INCOG from the CITY under this CONTRACT may be assigned to a bank, trust company, or other financial institution without such approval. Written notice of any such assignment or transfer shall be furnished promptly to the CITY. If any provision under this contract or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such invalidity does not affect any other provision of this contract or its application that can be given effect without the invalid provision or application. —1� PERSONNEL a. INCOG represents that it has, or will secure at its own expense, all personnel required in performing the services under this contract. Such personnel shall not be employees of or have any contractual relationship with the CITY, b. INCOG has full responsibility for payment of any workers' compensation insurance, unemployment insurance, social security, state and federal income tax and any other deductions required by law for its employees. C. All of the services required hereunder will be performed by INCOG or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under state and local law to perform such services. If, through any cause, 1A.-CW-U-5-fiaff -f 073—luM f=fn a timety I .I iali"177= obligations under this contract, or if INCOG shall violate any of the covenants, agreements, or stipulations of this contract, the CITY shall thereupon have the right to terminate this contract by giving written notice to INCOG of such termination and specifying the effective date thereof, at least �O days before the effective date of such termination. In such event, INCOG shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder. All finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by INCOG under this agreement shall become the property of the CITY. Not withstanding the above, INCOG shall not be relieved of any liability to the CITY for damages sustained by the CITY by virtue of any breach of the contract by INCOG, and the CITY may withhold any payments to INCOG until such time as the exact amount of damages due the CITY from INCOG is determined. 511115171" 1 il'' The CITY may terminate this contract at any time by giving at least 30 days notice in writing to INCOG. If the contract is terminated by the CITY as provided herein, INCOG will be paid for the time provided and all allowable expenses incurred up to the termination date. No member of the governing body of the CITY, and no other officer, employee, or agent of the CITY, who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this agreement, and INC OG shall take appropriate steps to assure compliance. INCOG covenants that it presently has no interest and shall not acquire interest, direct or indirect, in the project area or any parcels therein or any other interest which would conflict in any manner or degree with the performance of its 51 services hereunder. INCOG further covenants that in the performance. of th agreement no personving an hay such inre test shall be employed. ©� INCOG, at such times and in such forms as the CITY may require, shall furnish the CITY such periodic reports as it may request pertaining to the work or services undertaken pursuant to the contract, the costs and obligations incurred or to be inc Red in connection therewith and any other matters covered by this contract, INCOG shall furnish the CITY narrative reports and financial reports related to the elements of this contract in the form and at such times © may be required by the CITY or federal and state grantor agencies. NCO G shall comply with all applicable laws, ordinances and codes of the state and local governments, and INCOG shall save the CITY harmless with respect to any damages arising from INCOG's performing any of the work embraced by this CC'r*Wat k� local governments. No reports, maps, or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of INCOG. INCOG all comply with OM_B circulars A- I 10 and A- 122 requirements, where applicable. The OMB circulars are hereby made a part of this contract, NCO G shall comply with all applicable anti -kickback regulations covered under Department of Labor Regulations 29 CFB, Part III. � I ''I I I I! III 1111111 i�'i � ��'I�pj; � 11IFF51111 10511 701 11111141111111412 IM INCOG shall comply with the following equal opportunity requirements as part of CDBG assurances: a. INCOG will not discriminate against any employee or applicant for employment because of race, creed, sex, color, national origin, handicap or faal status. INCOG will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, sex, color, national origin, or handicap. Such action shall include, but not be limited to, the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. INCOG agrees to post in conspicuous places, available to employees and applicants for employment, setting forth the provisions of this non- discrimination clause. b. INCOG will, in all solicitation or advertisements for employees placed by or on behalf of INCOG, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, sex, or national origin. C. INCOG will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Contract so that such provisions will be binding upon each subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials. d. INCOG will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations and relevant orders of the Secretary of Labor. f In the event of INCO(Ys non-compliance with the equal opportunity clauses of this Agreement or with any of such rules, regulations or orders, this Agreement may be canceled, terminated, or suspended in whole or in part and INCOG may be declared 2 ineligible for further government contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. 9- INCOG will include the provisions of paragraphs (a) through (g) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. INCOG will take such action with respect to any subcontract or purchase order as the CITY, Oklahoma Department of Commerce, the U.S. Department of Housing and Urban Development may direct as a means of enforcing such provisions including sanctions for non-compliance: Provided, however, that in the event INCOG becomes involved in, or is threatened with, gation with a subcontractor or vendor as a result of such direction by the CITY, INCOG may request the United States t,,* enter into such litigation to protect the interest of the United States. h. Housinv_an munity Development Act of 1974, Section 109 Under Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. "Section 3" Compliance in the Provision of Training, Employment and Business Opportunities The work to be performed under this contract is on a assistance from the Department of Housing and Urban Development through the Oklahoma Department of Commerce and is subject to the requirements of Section 3 7 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701 u. Section 3 requires that to the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. 3. INCOG will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or worker's representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. *uccessors and assigns. Failure to fulfill these requirements ghall subject the applicant or recipient, its contractor and specified by the grant or loan agreement or contract through which federal assistance' is provided, and to such sanctions as are specified by 24 CFR Part 135. INCOG shall comply with the provisions of the Age Discrimination Act of 1975, which prohibits discrimination on the basis of age in the delivery of services and benefits supported by federal funds, INCOG shall comply to the extent required with the provisions of the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabled status in any publicly funded program and activity. INCOG shall comply with the provisions of Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap in any programs or activities receiving federal financial assistance. 1 09 program progress during all phases of the project. I . rondupt Public Hear' !M Prepare and publish public hearing notices, organize presentation, and assist at any public hearings necessary (as in the event of program amendment). B. Notify appropriate authorities of the project such as State Historic Preservation Officer, State of Oklahoma Archeological Society, State of Oklahoma Department of Environmental Quality, Environmental Protection Agency, etc, D. Recommend a determination of finding(s) and level of impact to the City Council of the City of Owasso. E, Prepare and submit Request for Release of Funds and appropriate supporting documentation. 3. "e nests _Pame�nts an�dM ppLhly �Re o�rts A. Coordinate and prepare Requests for Payments to order funds for payment of CDBG expenses. B. Coordinate and prepare all quarterly narrative reports for submittal to ODOC as required. Assist the CITY staff in the preparation of monthly expenditure reports for submittal to ODOC as required, C. Coordinate and prepare the initial Performance and Expenditure Projection form for submittal to OODC as required and any revisions or modifications, as necessary, during the length of the project, Al Assist in the monitoring of funds on hand with ODOC. M B. Assist in the development and supervision of accounting procedures and maintenance of supporting source documentation including appropriate journals and ledgers. C. Maintain additional financial records and property inventories, as required. W'. Assist the CITY staff to ensure compliance with generally accepted accounting principles in bookkeeping. A. Establish project files which contain all source documentation and assist the CITY staff in file maintenance, ft. Assist the CITY staff in maintaining compliance with all applicable federal, state, and local regulations in the project files. A. A Residential Antidisplacement and Relocation Assistance Plan will be prepared in compliance with the Uniform Relocation Act and submitted to ODOC for approval. A. Parking nqg -- _Lot/L)rai g Improvements A. Bidding/Construction Phase I Assist the CITY staff in reviewing plans, specifications and contract documents to meet OIOC requirements. 3. Assist the CITY in reviewing executed construction contracts for completeness, S 5, Assist the CITY and project engineer in conducting a preconstruction conference. 6. Monitor contractor compliance with applicable regulations, such as Davis -Bacon wage rates and equal opportunity. 7. Secure construction contractor's weekly payroll reports and ensure compliance with wage rates. 8. Conduct on -site interviews and verify results with payroll reports. 9. Assist the CITY and project engineer with partial and final payment requests from construction contractor. 10. Assist the CITY in ODOC monitoring visit related to project activities and provide assistance in resolving monitoring issues, if any. 9. Job Tracking ACoordinate the development of Job Placement Plan(s) for the project. B. Assist National Steak and Poultry, Inc. and the City of Owasso in the development and submittal of Income Certification information and Quarterly Job Status Reports, • AAssist the CITY in preparation and submittal of project close-out documents to ODOC, including Project Completion Report, Final Expenditure Report, Final Wage Compliance Report and Certificates of Completion. B, Assist the CITY in the resolution of audit questions, if any. 12 CITE' OF OWASSO FROM: ANA STAGG, P.E. PUBLIC WORKS D + T®I2 DATE- March 4, 2005 BACKGROUND: In 2003, a hydrology study of the Silver Creek watershed (draining the Willows and the Bradfords at Silver Creek and the Nottingham Addition) was commissioned to address reported drainage problems in the Bradfords at Silver Creek. The report revealed that the stormwater system serving the area is currently inadequate to properly convey and detain stormwater runoff. Explicitly, the study uncovered that the conveyance system and detention pond are both undersized to handle storms in excess of a ten-year frequency'. To correct drainage system deficiencies, proposed solutions include diversion of the Willows storm sewer system to a new storrrtwater detention facility constructed immediately upstream from a 36-inch pipe located between the Bradfords and the Village subdivisions. The new pond would provide 32.5 acre-feet of additional storage, adequate to detain storm runoff from a 100- year storm event. In 2004, following council approval of funds for the construction of drainage improvements at Silver Creek, the City contracted the services of Meshek and .Associate to complete the design of recommended improvements. The work included preparation of construction plans and specifications for upgrades to the existing conveyance system and construction of the new detention pond. 1 Meshek and Associates, "Silver Creek Addition Stormwater Drainage and Detention Analysis", March 17, 2004 Stormwater Drainage and Detention Silver Creek Contract documents, including drawings, specifications and bidding documents for improvements were completed in January 2005. Contract documents are structured with a unit - price base bid to complete all identified construction work to include drainage grade at N 141" East Avenue and a detention pond (see Attachment A). The Engineer's Opinion of Probable Project Cost prepared by Meshek and Associates in February 2005 is $300,000. SOLICITATION OF BIDS: Notice to Bidders was published in the Owasso Reporter on January 27, 2005. Three bids were received and opened at 2:00 PM CDT on February 21, 2005 as summarized below: Yocham Enterprises, Inc. $ 267,698.00 APAC-Oklahoma, Inc. $ 347,287.00 Horizon Construction Co., Inc. $ 382,783.87 Engineer's Estimate $ 300,000.00 The consulting engineer completed a Bid Tabulation and provided a Recommendation of Award on February 25, 2005 (Attachment B). Yocham Enterprises, Inc. has met all requirements of the bid process and was determined to be the lowest responsive, responsible bidder. A public meeting to inform the residents of the details of the work will be scheduled in the upcoming weeks. The successful bidder will be required to participate in the meeting and address citizens concerns prior to the start of construction. Funding for this project is included in the Fiscal Year 2004-2005 Stormwater Division Capital Outlay budget (line item 01-370-54230). + COMMENDATIONS. Staff recommends Council award a contract for construction of Silver Creek Improvements — Phase I to Yocham Enterprises, Inc. in the total amount of $ 267,698.00. ATTACHMENTS A. Project Map B. Engineer's Recommendation of Award By OTHEgS NOT IN THIS 1499 / \ I 400 �. egzn PUCE I �I < r ✓ % ( PHASE 7 I . ' ! ! 100 YEAR / \ WATER SURFACE \ i �L6 I + \ µ C ,POND 230 r 1970 CS IIA 1 1 � 1 I \ I a i .7e 9 „ i -- s p}p � SECTION BASE LINE FUTURE �.� . ROADWAY \: 123 LIMITS OF _ - DRAINAGE RESERVE _ t .. C1 d II 242 LF 4' DES. 2 t PAVED DR ®01% \ a9s1 A icH EXISTING \ _ STRUCTURE E 1 CONSTRUCTION NOTES [I]EXCAVATE CHANNEL AREA CUT SLOPES TO 3:1 MAX AND PLACE SOD. CONSTRUCT SLOPE WALL OUTLET STRUCTURE W/ 120 LF OF 38- RCP. ❑3 GRADE TO DRAIN. ® OUTLET CHANNEL SIOE SLOPES CUT TO 4.1 MAX. AND PLACE SOD. �5 CONSTRUCT CULVERT END TREATEMENT, MITER CUT EXISTING PIPE. 6I CONSTRUCT BERM TO ROADWAY SUBGRADE LEVEL FOR DETENTION POND. COMPACT SOIL TO 95% STD. PROCTOR DENSITY AT 2z OF OPTIMUM MOISTURE CONTENT. 07 WASTE EXCESS EXCAVATED SOIL TO BE USED AT THE DISCRETION OF THE ENGINEER. LEGEND 63e5� SPOT ELEVATION OVERLAND FLOW DIP ECTIGN 123 CfAlIF?Jt Pfn1R O1 STRUCTURE NUMBER ® CURVE P.I. ISh'E DATA -E I ICG.MiCE i L3 S OTaa'22 E e 2SC5'ta f a 7815'I 'Sia04=' u N 3633'nT' m st 2?E+.' u L6 v 822t t � s e2-2t m ]it35Y 1n__3c Le L9 H arse m ]c 1E .3 lcsr 3i119at L10 5 44'19 11 m 256_S1J1' CURVE DATA CURVE N0. Pl STATION Pl NCRItawG Pl EidTYK 6TAM STATYIw R],TA ANQE PON15 A➢L IENGf%t C1 C2 20i]e92 2H {]40 = 47426537 281280 28124bJ6 20t4a.]e 2StL2.J6 21-- 21N1.11 211541 {r { to f0 80 e35 W .41 25+4V.41 4]42C9J5 ILI2ZJJ.{3 24sa133 26f12.50 J6011 1C0 t�e.r C4 C3 26+D8.1M 14404.66 4]4433.15 4T421203 281225.T38 2812bi33 28a]1.10 IJ+51?D 2]W1L1 H5e.11 9P25b 303601 2O 2O0 ]2! IO YaEFORE U we ... CITY OF OWASSO,yOKI i- 522_ DEPARTMENT OF PUBU Cal Mr. REIM1SON B1' MTE PiX6 ANO ESTeeATFS pF FA@'D 9*: Meshek & Assocsa 2es vw waE w® Be IIA'D .a+Amx P.O. Box 636 ® 20 W. 2nd Street, Suite 200 Sand Springs, OK 74063 918-241-2803 Fax: 918-241-9245 www.meshekengr.com February 25, 2005 Mr. Joe Nurre, PE, Senior Engineer City of Owasso PO Box 180 Owasso, OIL 74055 ICE: Silver Creek Drainage Improvements — Phase I Dear Mr. Nurre: On February 21" bids were opened on the above referenced project. There were discrepancies in one bid but there was no effect in the outcome of the bid. The bids were as follows: Yocham Enterprises, Inc. $ 267,698.00 Crossland Heavy Contractors $ 347,287.00 Horizon Construction Co., Inc. $ 382,783.87 A bid tabulation is included for your review. We have contacted public works administrators in other communities regarding Yocham Enterprises, Inc. Our interviews did not reveal any information that would negatively influence our recommendation to award a contract to Yocham Enterprises, Inc. Further, Yocham Enterprises, Inc. has successfully completed seven projects for our firm. We last worked with them in 2002 on the Tulsa Spine Hospital. We therefore recommend award to Yocham Enterprises, Inc. We also recommend you ask the City attorney to review the bonds to assure compliance with City requirements. If the attorney finds no problems with the bonds or unsettled disputes with the City of Owasso, we recommend award of a contract to Yocham Enterprises, Inc. in the amount of $267,698.00. If you have any questions, please call the undersigned. Sincerely, William T. Meshek, PE, LS Mesli& &. Associates, Inc. l ncl. (1) CI;'e01 0,,,ss0 PropsP: SVlvcr Creek Drainage Inprovcncnt5 - Phafic I 1 Bid Date: February 21. 2005 En9-,.. Mlesh Ck L ASsociates. I- Yocham Enter rises.Inc. Crossland Heavy Contractors Horizon Construction Co.. Inc. PO Boz 2221 14149 East Admiral PO Box 690 Sapulpa. OK 7.067-2227 Tulsa. OK 74116 Owasso. OK 74055 UNIT ESTIMATED UNIT ! ES ': = ED 1 LJ,,.'IT I ESTIMATED -_ _-_ "_ ;'JF ITEI`,S UNITS i' JUA.NTITY PRICE COST PRICE _- PRICE COST t-' 2, t- _ 2-[' 'U „r,45.�' -�./r V,l iCi'. _- -_ LS 1 s 4.000,00 1 S 4,000.00 S 20.000.00 S 2i000.00 S 9.057.37 S 9.05737 CY 8.000 S 5.00 S _ 40.000.00 S 4.00 8 32.000.00 S 5.66 S 45,28000 1 2'3 'TE7APOFF�!>�I TATION SCRF.=fd t"s-,:;., 2LiD S!f-E' ii�fJING S P!./ IMr- fllril .; F- iII IrlI 1,JJ_-. -... _ r ...____. _. _. _..- - :.. E LF SY 1.000 15.700 5 2.00 S 1,00 S 2.000.00 I S 15,700.00 S 0.75 S 1.50 5 7SO.00 S -13.550.00 I S 1.57 g 2.82 S 1570,001 1 S aa.?7a (YJ ! AG_j 2 S 500.001S 1.000.00 S 1.100.00 S 220000 S 121600 8 213200! rC)iL -- S 50000IS _ 1500.o0 S 37000 S •300.00 5 45000fi5 00 -O 07 CY 1 150 S MOO ; S C500.00 1 S 36.00 1 S 5 400.00 1 1 S 30 00 500 S a 500.00 T E TYPE r.. TON 1 132 S 40.00 1 S 5280.00 1 1 8 65.00 1 S 8580.00 1 S 45.00 1 S 5.94000 E ; S T N r' TE TYPE C TON 1 61 S 40.00 5 2440oO 1 S 48.00 S 2.928.00 S 62.00 1 S 3.78200 _ 'CLSI C E CY 125 S 40.00 S 5000.00 5 7500 S i.`s75.00 S 75.00 S 9.37500 :. -_- -- j - -- 'CL-.SS 'A' IJCRS FE_ CY 1 29 S 300.00 1 S 8700.00 S I S 413.00 1 S 11977.CG'.. - = - _ASS':' ';BETE CY 1 19 1 S 275,00 _ i S 5.22500 S 470.00 S 293000 S 3154.00 1 S 6.910 001 a - - - - >TEEL _ r'ELArJ'� f. - ----- - LB 3.475 S 3000S 10.4250 S 075 S 26006.0205 S I1011 382250 I CY_ 55 S 0 S 2.750.00 S SP.;.; S 3900 1 S 2.145001 CY 55 S 50.00 S 2,75000 S 4100 S 225500 S 34 DO S I.8i0 C>tl1 :: FILT r 'A r, ✓II., Rr E ,DLL 71l,I.Y � _---- SY 525 5 1.00I> 625.00 S 200 S '.250.00 S t00 S e2�01 SY _ _ 740 S 12.00 S 1.680.00I S 3000 1S 110000 S 3400 1 S 4,760 Ok 1- �REiE L`'I'/F :'lA.f SY 75 S 4000 1 S 3.000.00 1 1 S 36.00 S 2.700.00 S 38.00 1 S 2.850001 D MAN, iLl AfJD LID *UCTURE NO EA 1 5 1.500.00 .00 SM2.000.00 S 3.600.00 S 360000 s 30S000 S 3.050,001 '.Jv ! TI cO/ r'ISER STRJ TURc IlG 2l INCLUDES FRAME AND LID EA 1 S 3.G00.00 S.00 S 12.000.00 S 12.DOOM S 6.150.00 S 6.150.00 = .'JUNCTION ECX ::"RISER ST,RUC T URE 110 3 (INCLUDES FRAME AND LID EA 1 S 3.000.00 S.00 S MOO 00 S 2.000.00 S 5.750.00 S .750.00 ' . J'JNCTIOty oCX :'/'P.ISER STRJ C71--E 110 4 (INCLUUES FRAME AND LID EA I 1 S 3.D00.00 S.00 S 8.800.00 S 8.BG000 S 3.340.00 S 3,3a000 1 6111r3� SLOPE`:/:'_LLV/ RICTON PLi.iE STRUCTURE NO.6 EA 1 S 3,000600 S.00 S 2.700,00 5 2.700.00 S 4,785.00 S 4.785,00 - I; IL ET FRAt1E EA 1 5 200.00 S.00 S 250.00 S 2S0.00 S 245.00 S 24500' . INLET GRATES FA 16 S 100.00 S.00 S 40000 S 6.400.00 S 39000 S 60301k1! 7 ;'r r'1!r'II.A"r:il 1F ,l: l'. JI1r1 F LF 226 S 12.00 S.00 S 1200 S 2.7t2.00 S t900 S 42.9400' LF LF 20 120 S 100.00 S 120.00 S _00 S.00 5 10000 S t05.00 5 2000.00 S 12.600.00 S %000 S 80.00 S 1400.001 S 9.600,00LF 20 S 150.00 S00 S 136.,00 220.0 700 2000 S 2.4006001 j 8'RCP LF 20 S 180.00 S 3,600.00 S 10 SS 00 .00 S I S 2.80000 _ 7 RCP LF 219 S 215.00 S 47,085.00 S 21000 _ S 59-0.00 S 212.00 S a6.a28 CO! C �tJcRETE E7'JD TREATI -NNT ('i'" PE D-4) EA 1 S 3000,00 S 3.000.00 S 2000.00 S 2000,00 S 1470.00 S 1.470.00 1 _ PC^9 35' STRUCTURE NO. 7 EA 1 S 1:6. D0 S 1.0010.00 1 S 950.00 S 950.00 S 2.065.00 I S 2.065.00 i -_ ',HEADWALL FOR oo- RCP ON 39tt1 ST N. STRUCTURE NO. 1 EA 1 S 5.000 00 S S.000600 S 5.500.00 S 5.500.00 S 5.404.00 S 5.404.00 ' j -- - 3i 5'TRENCH EXCAVATION CY 1.303 S 5.00 1 S 6,515.00 S 2.50 S 3.257.50 S 10.00 1 S 13.030.00 1 _ - (11 !STANDARD BtDDING t- E71 IAL CY 589 S 20.00 1 S 11 780.00 S 24.DO S 14.136.00 S 27.00 S 15.903:'X3 I -= slseE�:REMOVAL OF STRUCTURES AND C'EST.RUCTIONS LS I t S 1.000.00 5 1 000.00 S 7.500.00 S '.500.00 5 18,407.00 1S 18407 00 _ .REMOVE PAVING i SY 718 S 2.00 S t 136.00 S 4.50 S 3,231.00 S 500 S 35-0.00I '641 11dOEILl/AI ON LS 1 $ 5.000.00 S 5000,00 S 18.S0000 S 18500.00 S 21.500.00 S 21.50000 '642 STAYING LS 1 S 2000.00 S 2,000.00 S 6G03.25 S 6,003.25 S 10.400. GO I S 10.4 DO DO i 42 :-ID, ;TRAFFIC CONTROL I LS 1 S 500.00 1 S 500.00 S 4.500600 S 3500. 00 S 3.200.001S 3200.001 'ECIA.L I MAINTENANCE GAT E EA 1 S 2.100.00 S 2.500.00 S 2.000,00 S 2000. 00 8 2.t00.001S 2.t00.001 S 244703.00 S 222,334.DO I I S 356.576.871b I I I VdATERLINE RELOCATION I 1 I 3!,A, 'RIGHT OF l:'.a'! C_EARING .4NU RESTORING LF 115 S 2.00 S 230.00 I S 600 S 690.00 S 3.GO I S 345.00 A'S302�A'i 1EX--AVATIC:\ ND BACSFILL CY 160 S 5.00 1 S BOOM S 500 S SO0.00' S 18.00 5 2880.00 53'r',iAl ;PIPE. DUCTILE IRON. ,' XV V.'A C151 CLASS 50 LF 115 S 3000 S 3450.00 S 52.00 5 F 980.00 S 36.00 S a.1 a000 'c ':iS i1 rC' E'45 G=GR=EEc^iD EA 4 S 300.00 5 1.200.00 S 23000 S ?20.00 S 18i.00 S__. i48 G1 j <% .Vs;'VEi 15 SOLID SLEEVE EA 1 2 S 500.00 1 S 7000.00 S 15000 S 30000 S t87.00 S 371661 c- J.'5311IFI 16-pAEGALV6 RESTRAINTS = -//S !:14 CORPORA iION Si OP EA EA 1 _ 12 2 S 50.00 S 50.001S S 600.00 7Do.DO S 4000 S 130 DO 5 18000 S 26C.00 S t61.00 S 5200 1 S 1.932.00 S 104 CO = .:'Ss%iP.. WATER-ME,ER 3�4' SEr7VICE EX TAP. COMPLETE EA 1 S 500.00 S 500. DO I S 500. 00 S 500.00 S 454.00 1 S 4-:.00 1 ,RESET '1:S525 'STREET VIAS^GOV:M LF 115 5 1.00 5 115.00 S 0.20 S 23.00 S 2.001S 22,000' S 7.995.00 S = 953.00 1 1 1.20- 60 i d � - Flo]- Allo,v,3n.a I S 15,000,00 Proecl All-;1r_e S 5.000. 00 Pro ec: A".o,+-ante I S 15, 000. 00 j S 267,696.00 S i4-.287.00 I 1 5 382 783.67 e saaf WiLLlAMT. Z- =cof MESHEK j / ��'--_ " `/ `o`'✓ L O S� 17353 b - 5„pt Flol reads 5]eO.J?� 9% = Pro,n�s.il reads SS.Stl000 d - Sub,a,..I rc.icls 5, 2.6�7.00 c = Totil «-dl S-7 -1 <' TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO ROONEYFROM: TIMOTHY ASSISTANT CITY MANAGER �al RAW01 R DATE: Larch 3, 2005 BACKGROUND: In September of 2003, residents of Tulsa County approved an additional sales tax for, among other things, the funding of capital improvement projects for the purpose of community enrichment within Tulsa County. The following projects for Owasso were identified at that time: ® Owasso Community Center Project ($1,000,000) ® Owasso Downtown/Neighborhood Project ($1,143,463.90) Owasso Medical Complex Project ($4,500,000). In March of 2004, the City of Owasso entered into Capital Improvement Agreements with Tulsa County that established, defined, and governed the relationship of both parties. The agreements contained the following: ® Project Identification ® Set Aside Funds ® Conditions Precedent to Initial Funds Disbursement ® Requirements for Interim Funds Disbursement ® Project Closeout Requirements DISCUSSION: The Owasso Community Center Project consisted of funding for the following: ® Community Build Parr $200,000 ® sand Acquisition — Veteran's Memorial 200,000 City of Owasso — YMCA Rec Facility 500,000 Community Center Pleating and Air 100,000 Over the past several months, discussions have occurred between the city staff and members of the VFW regarding the Veteran's Memorial after experiencing difficulty in securing land for the site. After much consideration, it was agreed to incorporate as a part of the Community Build Parr an educational component that focused on the sacrifice of all Veterans who served their country. This will allow for a living tribute targeted toward children that not only memorializes but educates. In this effort Veterans will be honored and children will be afforded an opportunity to learn and remember. This component, if approved, would be located on the east side of the entrance road to the Sports Park, while the playground component would be located on the west side of the entrance road to the Sports Park. The education facility would be incorporated into, and be a part of, the Community Build Park. It would provide an interactive and historical perspective for children visiting the site, as well as be an appropriate and significant tribute to all Veterans. With this is in mind, staff requests to amend the Capital Improvements Agreement for the Owasso Community Center Project as follows: ® Community Build Park $400,000 (Education Component $75,000) ® Veteran's Memorial 75,000 ® City of Owasso — YMCA Rec Facility 200,000 ® Community Center Heating and Air 100,000 RIECOMMENDATION: Unless concerns are noted, staff is planning on placing this item on the March 15, 2005 City Council agenda for approval, along with an amended agreement reflecting this change. DOTE: This recommendation has been discussed with the VFW and the American Legion, as well as the Owasso Community Foundation. All parties are in agreement.