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HomeMy WebLinkAbout2005.03.15_City Council AgendaV T T =VT, 7 T TE-17fF E--'7 I 111 G— 0 F T H E OWASSO CITY COUNCIL TYPE OF MEETING: Regular DATE: March 15, 2005 TIME: 6:30 p.m. PLACE: Council Chambers, Old Central Building 109 N. Birch Notice and agenda filed in the office of the City Clerk and posted at City Hall 5:00 p.m. on Friday, February 25, 2005. Juliann M. Stevens, A ministrhtive Assistant AGENDA 1. Call to Order Mayor Kimball 2. Invocation Page Cole, Associate Pastor, First Baptist Church 4. Roll Call HAAgendm\Coun6 1\200 5\0315A,, Owasso City Council March 15, 2005 Page 2 5. Reading of the Mayor's Proclamation Mayor Kimball Mayor Kimball will read a proclamation recognizing National Safe Place Week. 6. Consideration and appropriate action relating to a request for Council approval of the Consent Agenda. All matters listed under "Consent" are considered by the City Council to be routine and will be enacted by one motion. Any Councilor may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non- debatable. A. Approval of Minutes of the March 1, 2005 Regular Meeting, and the March 8, 2005 Special Meeting. Attachment #- 6-A B. Approval of Claims. Attachment # 6 ®B C. Authorization of the Mayor to execute a letter of intent announcing the City's interest in participating in the Oklahoma Department of Commerce's FY 2005 Community Development Block Grant (CDBG), Small Cities Set Aside Program. Attachment # 6 ®C Staff will recommend Council authorization for the Mayor to execute a letter of intent. D. Approval to designate the Mayor as the City's certifying officer for documents required by the FY 2004 CDBG Restroorn and Sidewalk Improvement Program and approved by the City Council. Attachment # 6-D Staff will recommend Council designate the Mayor as the City's certifying officer for documents required by the FY 2004 CDBG and approved by the City Council. H:\AgendasTouu6 1\200 5V0315 . doc Owasso City Council March 15, 2005 Page 3 Ea Approval of the INCOG reports and finding of no significant impact on the environment as a result of the restroom and Sidewalk Improvement Program and authorization of the Mayor to execute the Finding of No Significant Impact on the Environment statement. Attachment # 6 -D Staff will recommend Council approve the INCOG reports and make a finding of no significant impact on the environment as a result of the restroom and Sidewalk Improvement Program; and authorize the Mayor to execute the Finding of No Significant Impact on the Environment. Fm Authorize the Mayor to execute the Environmental Certificate and the request for Release of Funds for the CDBG FY" 2004 Grant. Attachment # 6 -D Staff will recommend Council authorize the Mayor to execute the Environmental Certificate and the "request for release of Funds" as required by grant conditions. G. Adoption of the Antidisplacement Plan for the CDBG FY 2004 restroom and Sidewalk Improvement Program and authorize the mayor to execute the plan document. Attachment # 6 -D Staff will recommend Council adopt the Antidisplacement Plan for the restroom and Sidewalk Improvement Program and authorize the Mayor to execute the plan document. H. Approval of resolution No. 2005 -04, a resolution committing $66,450 in matching funds towards the CDBG FY 2004 Grant. Attachment # 6 -D Staff will recommend Council approve resolution No. 2005 -04. H: \Agendas \COLLnei ( \2005 \0315. doc Owasso City Council March 15, 2005 Page 4 T Consideration and appropriate action relating to a request for Council approval of a Community Development Block Grant (CDBG) ED FY 2004. Contract with the Oklahoma Department of Commerce and authorization of the Mayor to execute all related documents. Mr. Wiles Attachment #7 Staff will recommend Council approval of a National Steak and Poultry CDBG-ED FY 2004 Contract between the City of Owasso and the Oklahoma Department of Commerce and authorization of the Mayor to execute all related documents, 8. Consideration and appropriate action relating to a request for Council approval of Resolution No. 2005-02, a resolution relating to the tracking of all businesses and developments that will benefit from infrastructure improvements, and the tracking of all jobs created as a result of the National Steak and Poultry CDBG-ED FY 2004 Grant. Mr. Wiles Attachment #7 Staff will recommend Council approval of Resolution No. 2005-02. 9. Consideration and appropriate action relating to a request for Council adoption of Ordinance No. 810, an ordinance providing for all employment and beneficiary information obtained as a result of the National Steak and Poultry CDBG-ED FY 2004 Grant be supplied to the Oklahoma Department of Commerce. Mr. Wiles Attachment #7 Staff will recommend Council adoption of Ordinance No. 810. H \Agendas\Couticit\2005\0315.doc Owasso City Council March 15, 2005 Page 5 10. Consideration and appropriate action relating to a request for Council approval of an Administrative Agreement between the City of Owasso and INCOG for the administration of the National Steak and Poultry CDBG-ED FY 2004 Grant. Mr. Wiles Attachment #7 Staff will recommend Council approve an agreement between the City of Owasso and INCOG for the purpose of administration services relating to the National Steak and Poultry CDBG-ED FY 2004 Grant. 11. Consideration and appropriate action relating to a request for Council approval of a final plat for Sawgrass Park 11. Mr. McCulley Attachment #11 Staff will recommend Council approval of the final plat for Sawgrass Park 11, located southeast of the intersection of North Garnett Road and East 106'h Street North, on the east side of Sawgrass I. 12. Consideration and appropriate action relating to a request for Council approval of an 0 agreement between the City of Owasso Business Incubator and Infinity Investigations and Protective Services. Mr. Hayes Attachment # 12 Staff will recommend Council approve an agreement between the City of Owasso and Infinity Investigations and Protective Services for the lease of office space within the City of Owasso Business Incubator. H \AgendaS\COLIIIC11\2005\03 15,doc Owasso City Council March 15, 2005 Page 6 13. Consideration and appropriate action relating to a request for Council acceptance of a Homeland Security Grant and an amendment to the General Fund's Police Services Budget, wherein estimated revenues are increased and a supplemental appropriation is authorized. Mr. Yancey Attachment #13 Staff will recommend Council acceptance of a Homeland Security Grant from the Department of Homeland Security in the amount of $36,039.71; approval of an amendment to the FY 2004 -2005 General Fund's Police Services Budget increasing revenues by $36,039.71 and a supplemental appropriation increasing expenditures in the amount of $36,039.71. 14. Consideration and appropriate action relating to a request for Council approval of an amendment to the Capital Improvements Fund Budget, wherein estimated revenues are increased and a supplemental appropriation is authorized. Ms. Bishop Attachment #14 Staff will recommend Council approval of an amendment to the Capital Improvements Fund Budget increasing the estimated revenue to $17,538,857 and a supplemental appropriation increasing expenditures for projects by $2.9 million. 15. Consideration and appropriate action relating to a request for Council approval of an amendment to the Vision 2025 Community Center Project Contract. Mr. Rooney Attachment #15 Staff will recommend Council approve amendments to a contract between the City of Owasso and Tulsa County for proposed "Vision 2025" Community Center Projects. H \Agendas \Council \2005 \031 S.doc Owasso City Council March 15, 2005 Page 7 16. Consideration and appropriate action relating to a request for Council approval of the appointment of a Deputy City Clerk. Mr. Ray Attachment #16 Staff will recommend Council appoint Juliann M. Stevens as Deputy City Cleric for the City of Owasso. 17. Consideration and appropriate action relating to a request for Council approval of Change Order No. 1 to the Fairways at Bailey Ranch Drainage Improvements, Phase II Contract, acceptance of the contract work, and authorization of final payment. lbs. Stagg Attachment #17 Staff will recommend Council approve Change Order No. 1 in the amount of $4,629.50 to the Fairways at Bailey Ranch Drainage Improvements, Phase II, Contract increasing the total contract amount to $119,136.75 and changing the completion date to February 16, 20059 accepting the completed construction, and authorizing final payment in the amount of $25,953.23 to Cherokee Builders, Inc. of Tulsa, Oklahoma. 18. Consideration and appropriate action relating to a request for Council award of a contract for Phase I Improvements for Detention and Drainage Remediation in the Silver Creek area. Mr. Stagg Attachment # 18 Staff will recommend Council award a contract for the construction of Phase I Silver Creek Stormwater Drainage and Detention Improvements to Yocham Enterprises, Incorporated of Sapulpa, Oklahoma in the amount of $267,698.00. 11 \Agendas\Counci1 \2005 \0315 doc Owasso City Council March 15, 2005 Page 8 19. Report from City Manager. 20. Report _from. City Attorney. 21. Report from City Councilors. 22. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda.) 23. Adj ournment. M'\Agendas�Counci112005A03 U.doc FROCLAAN-k 77(-0'7 CT HOMA blBT'IiEA! 75? City of (Amuso is proad to Ma:o snize• person who ,:.etirr °h; contr ibrne 10 the bertenn(wr of the rornmuninv, promote hood churacler. and provide lcuders'h,j> to their pcce,a: acrd, JVIIERLP 4aS', Varch 1111 201 hrm how Place week, caul, PVMETE,AS, ,S'hwe 1991. bush ,S' , vkcs (?f'Tulsa 1"'pencel as one of'the pro'-'r-ramz; in the nation to he aroilahic,for rado >rablc youth in TtaLsr Colmt v; crud, 11/I"IEKEAS, (parr.ck 7rip.,te,res, l ireSicrttons, and '%atls;r Transit busse') providc,S"afi., l'larcc sitcs ,f)r" 1'onth to Crisci: and, WAT'IZEAS, Volunteers present information about Scrfc Place, Youth Services of Tulsa, and personal safeti• to students in the schools in Tulsa County: and. IIIH Rki,16, 41ore Man 1(10 vvlarateers are arailablc to respond and transport yotuh to safet i; rand, WHEREAS 3 oath Services t# Trrha 1 QA /Mme pmcurt is cnrtsrdered as a modc>l program. NO [V, THEREFORE, 1-Susan Kimball, by virtue of the authors v nested in ire crs ,,Uoc_ vor of'the City of Olvamo, do hereby proclaims rbtarch 13 -19, 2005 as SAFE PLACE WEEK in our community, and do further ouvwYme all Owasso residents to express their appreciation to rolunteoN of Me Safi Place Pr gmn rind others who respond to youth in crisis. IN WITA"ESS 7 11-,R OF, l have herccrnto set nn band and cr med the seal of the City of O7rasso to be affixed this 15'1' dai• of larch, 2005. :Susan Kimball, ;Vigor OWASSO CITY COUNCIL MINUTES OF REGULAR MEETING Tuesday, March 1, 2005 The Owasso City Council met in regular session on Tuesday, March 1, 2005 in the Council Chambers at Old Central per the Notice of Public Meeting and Agenda posted on the City Hall bulletin board at 5:00 p.m. on Friday, February 25, 2005. ITEM 1. CALL TOO ER 'The meeting was called to order at 6:30 p.m. ITEM 2. INVOCATION The invocation was offered by Mr. Chuck Self, Associate Pastor of First Baptist Church of Owasso. ITEM 3. FLAG SALUTE Councilor Cataudella led the flag salute. A quorum was declared present. STAFF Rodney J. Ray, City Manager Ronald Cates, City Attorney 1-'TEM 5. PRESENTATION OF THE CHARACTER TRAIT OF SINCERITY, FOLLOWED BY A PU13LIC SERVICE ANNOUNCEMENT. Mr. Ray Haynes , a member of the Owasso Character Council, presented to the council the character trait of Sincerity, the character trait of the month for March, 2005. Owasso City Council March 1, 2005 Mr. Ray introduced Pat Fry, a member of the Finance Department, as the Employee of the Month for March, 2005. ITEM 7. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL APPROVAL OF THE CONSENT AGENDA A. Approval of Minutes of February 8, 2005 Special Meeting, the February 15, 2005 Regular Meeting, and the February 17, 2005 Special Meeting. & Approval of Claims C. Acceptance of the sanitary sewer system and off-site water system for Remington Place 11, located west of East 111th Street North and North 120th East Avenue. Mr. Colgan moved, seconded by Mr. Cataudella, to approve the Consent Agenda with claims totaling $342,514.85, self-insurance medical claims & fees totaling $88,151.02, and payroll claims totaling $283,739.25. YEA: Cataudella, Cochran, Colgan, Kimball, Thoendel NAY: None Motion carried 5-0. ITEM 8. CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR COUNCIL ACCEPTANCE OF THE FY 04-05 STREET REPAIR PROJECT AND AUTHORIZATION OF FINAL PAYMENT. Mr. Alexander presented the item. Mr. Cochran moved, seconded by Mr. Thoendel, for Council acceptance of the FY 04-05 Street Repair Project and authorization for final payment to Magnum Construction, Inc. in the amount of $17,653.37. YEA: Cataudella, Cochran, Colgan, Kimball, Thoendel NAY: None Motion carried 5-0. None Owasso City Council 1. � 111 "INENTIM-M, awl ITEM 11 . REPORT FROM CITY COUNCILORS am ITEM 12. NEW BUSINESS em ITEM 13, ADJOURNMENT YEA: Cataudella, Cochran, Colgan, Kimball, Thoendel NAY: None Motion carried 5-0 and the meeting was adjourned at 6:49 p.m. Pat Fry, Minute Clerk March 1, 2005 Susan Kimball, Mayor OWASSO CITY COUNCIL MINUTES OF SPECIAL MEETING Tuesday, March 8, 2005 The Owasso City Council met in a special meeting on Tuesday, March 8, 2005 in the Council Chambers at Old Central, 109 N. Birch Street, per the Notice of Public Meeting and. Agenda posted on the City Hall bulletin board at 4:00 PM on Friday, March 4, 2005. ITEM 1: CALL TOO ER. Mayor Kimball called the meeting to order at 6:05 PM. PRESENT ABSENT Susan Kimball, Mayor Craig Thoendel, Vice Mayor Brent Colgan, Councilor Gary Cochran, Councilor Steve Cataudella, Councilor A quorum was declared present. ITEM 2: DISCUSSION RELATING TO COMMUNITY DEVELOPMENT DEPARTMENT ITEMS. A. FINAL PLATS (1) B. CDBG Skate Park Enhancement Program — 2004 C. CDBG Set Aside Grant ® 2005 Mr. Rooney reviewed the above items, explaining that each item would be forwarded to the City Council at their next regular meeting for approval. ITEM 3: DISCUSSION RELATING TO FIRE DEPARTMENT ITEMS A. Fire Department Grant B. Architect Selection — Fire Station #3 Mr. Rooney informed members of the Fire Department's intent to apply for a Fire Act Grant offered by the Department of Homeland Security and reviewed the details regarding such grant. C) Also discussed was a proposed contract for architectural services for the Station Three Project. It was explained that this item would be placed on the April 5, 2005 regular agenda. Owasso City Council March 8, 2005 ITEM 4: DISCUSSION RELATING TO POLICE DEPARTMENT ITEMS Mr. Rooney reviewed the details regarding a supplemental appropriation and the need for it because of the grant awarded to the Police Department. It was explained that this item would be placed on the March 15, 2005 regular agenda. ITEM 5 DISCUSSION RELATING TO ADMINISTRATIVE ITEMS. Mr. Rooney reviewed details regarding the designation of a Deputy City Clerk in order to increase efficiencies during the absence of the City Clerk. It was explained that this item would be placed on the March 15, 2005 regular agenda. The items were presented by Mr. Ray and discussion was conducted. No action was taken. ITEM 8: ADJOURNMENT Councilor Cochran moved, seconded by Councilor Colgan, to adjourn. The meeting was adjourned at 10:40 PM. Susan Kimball, Mayor 1) CITY OF OWASSO VENDOR DESCRIPTION AMOUNT TREASURER PETTY CASH DEPOSIT REFUND 40.00 TREASURER PETTY CASH DEPOSIT REFUND 50.00 REFUND TOTAL 80.O8 TREASURER PETTY CASH CITY MGR EXPENSES 34.43 OFFICE DEPOT OFFICE SUPPLIES 59.70 STAPLES |NKJETCARTR|DBE 42.98 CITY GARAGE CITY 0FOW&BSO VEH|CLEKdA|NT 17.63 FUELMAN FUEL 72.53 TRIAD PRINTING PRINTING 547.80 K4ETROCALL 01/05 USE 10.54 AT&T WIRELESS PHONE USE-RAY 158.54 RONALD DCATES MILEAGE REIMBURSEMENT 120.05 TREASURER PETTY CASH MEETING EXPENSE 14.00 TRAILS END BBO&GRILL MEETING EXPENSE 170.00 TREASURER PETTY CASH MEETING EXPENSE 16.33 TREASURER PETTY CASH COUNCIL MEETING 10.85 CMAO |CK4A ASSESSMENT PACKETS 30.00 TREASURER PETTY CASH EMPRECOGN|T|0N 09.38 CARD CENTER BOOKS 81.36 MANAGERIAL DEPT TOTAL 1'493.12 FEDE% EXPRESS SHIPPING 41.23 TREASURER PETTY CASH MEETING EXPENSE 7.00 FINANCE DEPT TOTAL 48.23 REASOR8 MEETING EXPENSE 59.83 G-NBL DIRECT MAIL ATTENDANCE CONTROLLERS 75.80 VVORDCDM PAPER 85.00 STAPLES |NKJETCARTR|DQE 31.09 CHARACTER FIRST! BULLETINS 360.58 CHARACTER FIRST! BULLETINS 27.34 JDHNSTON.DAN PUBLIC SERVICE ANNOUNCEMENTS 30.00 MESO EMPLOYEE TRAINING 600.00 INTEGRITY FOCUS CONSULTING 250.00 WORLD PUBLISHING COMPANY EMPLOYMENT ADS 137.12 CONCENTRA MEDICAL CENTERS DRUG SCREENING 50.50 TREASURER PETTY CASH TRAINING-DANE 5.91 TREASURER PETTY CASH MILEAGE-HUNT 40.98 TREASURER PETTY CASH MEETING EXPENSE 21.00 JPHOGANINSURANCE NOTARY BOND RENEWALS 00.00 HUMAN RESOURCES DEPT TOTAL 1'841.85 OFFICE DEPOT OFFICE SUPPLIES 25.24 IKON OFFICE SOLUTIONS COP|ERKXA!NT/SUPPL|ES 460.84 C|NTAOCORPOFAJ|ON MAT SERVICES 29.80 AMERICAN WASTE CONTROL REFUSE SERVICE 114.00 VENDOR DESCRIPTION AMOUNT NEIGHBOR NEWSPAPER LEGAL NOTICES 302.40 SOUTHWESTERN BELL PHONE USE 215.78 SOUTHWESTERN BELL PHONE USE 278.42 SOUTHWESTERN BELL PHONE USE 44.04 SOUTHWESTERN BELL PHONE USE 87160 FEDEX SHIPPING CHARGE 19.66 TREASURER PETTY CASH POSTAGE 4.30 TULSA COUNTY CLERK FILING FEES 91.00 TREASURER PETTY CASH LEGAL FILING FEES 28100 MATTOX, ROBERT TORT CLAIM 5,000.00 CUSTOM CRAFT AWARDS PLAQUE 95.00 TRIAD PRINTING BROCHURES '104.00 GENERAL GOVERNMENT DEPT TOTAL - - -- 79950.18 OFFICE DEPOT OFFICE SUPPLIES 44.59 STAPLES INKJET CARTRIDGE 31.99 CITY GARAGE CITY OF OWASSO VEHICLE MAINT 200.28 FUELMAN FUEL 235.56 LENOX WRECKER SERVICE TOWING SERVICE 50.00 BURR KANNADY MILEAGE -MARCH 47.84 BURR KANNADY INSPECTION SERVICE -MARCH 510.00 TULSA COUNTY MIS DIAL UP SERVICE -FEB 60.00 AT &T WIRELESS PHONE USE -WILES 133.86 METROCALL 01/05 USE 21.36 COMMUNITY DEVELOPMENT DEPT TOTAL 1,335.48 THE UPS STORE UPS SHIPPING 119.31 OFFICE DEPOT OFFICE SUPPLIES 134.60 MAXWELL SUPPLY PAINT 110.76 CITY GARAGE CITY OF OWASSO VEHICLE MAINT 476.19 FUELMAN FUEL 220.07 US CELLULAR CELL PHONE USE 52.41 ENGINEERING DEFT TOTAL 1,113.34 TLIC WORLDWIDE MAINT /LICENSE RENEWALS 2,810.25 AT &T WIRELESS CELL PHONE USE - HOUGHTON 60.44 NETDESK CORP TWO UNION SQUARE WINDOWS TRAINING - HOUGHTON 1,020.00 TREASURER PETTY CASH TRAINING- HOUGHTON 556.00 GOVERNMENT TECHNOLOGY IT CONFERENCE- WILLSON 750.00 CDW GOVERNMENT REPLACEMENT BATTERY 135.32 DELL MARKETING L.P. REPLACEMENT SWITCHES 147.00 PROVANTAGE CORPORATION REPLACEMENT BULB 421.64 INFORMATION SYSTEMS DEPT TOTAL 5,900.65 OFFICE DEPOT OFFICE SUPPLIES 38.04 SAMS CLUB MAINT SUPPLIES 698.88 LOCKE SUPPLY REPAIR PARTS /PLUMBING 56.77 CARD CENTER APCO FEES 80.00 HOUSE OF VACUUMS VACUUM FILTERS 22.85 GRAINGER POP OFF VALVE 83.40 VENDOR DESCRIPTION AMOUNT ROBERTSON PLUMBING SUPPLY PLUMBING SUPPLIES 45.11 LOWESCOMRAN|ES REPAIR/MAINT SUPPLIES 355.37 CITY GARAGE CITY OFOVVAS8O VEH\CLEMA|NT 1.281.58 FUELMAN FUEL 180.50 FLYNN'S PEST CONTROL PEST CONTROL 100.00 REDLEE JANITORIAL SERVICES 134.70 3CH|NDLERELEVATOR MA|NTCONTRACT 543.00 COX COMMUNICATIONS HIGH SPEED INTERNET 89.95 FLYNN'S PEST CONTROL PEST CONTROL 110�00 FUELK8AN FUEL 7328 KiETR(}CALL 01/05 USE 1424 AT&T WIRELESS PHONEUSE 28.O3 SOUTHWESTERN BELL PHONE USE 130.74 SOUTHWESTERN BELL PH0NEUSE 131D8 SOUTHWESTERN BELL PHONE USE 0.38 AT&T WIRELESS PHONE USE 51.98 SUPPORT SERVICES DEPT TOTAL 4`235.87 VERDIGRIS VALLEY ELECTRIC CEMETERY USAGE 15.38 CEMETERY DEPT TOTAL 15.38 ONYX CORPORATION TONER CARTRIDGE 84.95 OFFICE DEPOT OFFICE SUPPLIES 72.01 SAV-ON PR|NT|NG PRINTING 175.00 JOES PRINT SHOP PRINTING 275.00 FRED BAKER FIREARMS AMMUNITION 1.818.00 WAL'MARTCOMMUN|TY TR|POD/TAPEXSHQPTDVVELS 44.10 TREASURER PETTY CASH OFFICE SUPPLIES 10.00 VVAL-MART COK8&4UN|TY OPERATING SUPPLIES 32.94 PATROLTECHNDL0GY UNIFORM PANTS 40.00 CITY GARAGE CITY OF OVVASSO VEHICLE K8A{NT 2.509.75 FUELWYAN FUEL 3.370.18 OVVAGSO FITNESS ZONE PHYSICAL FITNESS PROGRAM 150.00 STAMPER, HOWARD MONTHLY RETAINER 150.00 CITY GARAGE CITY OFOWASS0 VEH|CLEKdA|NT 101.00 BLACKABYS TYPEWRITER SERVICE 70.00 YALE CLEANERS UNIFORM CLEANING 1.208.53 K8ETROCALL 01/05 USE 223.20 SOUTHWESTERN BELL PHONE USE 35.22 SOUTHWESTERN BELL PHONE USE 36.14 SOUTHWESTERN BELL PHONE USE 43.20 SOUTHWESTERN BELL PHONE USE 873.50 AT&T WIRELESS PHONEUSE'CHiEF 51.05 AT&T WIRELESS PHONE USE-DEPUTY CHIEF 4379 HA&1PTON|NN LODGING-MOZ|NGO/KLAHR 208.65 TREASURER PETTY CASH PARKING FEES 20.00 TREASURER PETTY CASH CERT|F|CAT|ONFEE4VELLS 45.00 p<2UCE DEPT TOTAL 11,078'99 ONYX CORPORATION INKJET INK REFILLS 39.90 VENDOR DESCRIPTION AMOUNT WALMARTCDMMUN|TY PRISONER MEALS 85.82 K8ETROCALL 01/05 USE 7.11 DEPT OF PUBLIC SAFETY DLETSREN3AL 350.00 POLICE COMMUNICATIONS DEPT TOTAL 482.63 JBVVHOLESALE SHELTER SUPPLIES 2370 VVALMARTCDMMUN|TY SHELTER SUPPLIES 84.56 PATROL TECHNOLOGY PROTECTIVE BOOTS 258.00 STRATHEVETER|NARY VET SUPPLIES 11.88 FUELyNAN FUEL 83.95 THREELANESLAUNDRY BUNDLELAUNDRY 53.20 STRATHEVETER|NARy VETSERV|CES 108.00 LUVVESCOK8PAN{ES PAINT SUPPLIES 88.25 SOUTHWESTERN BELL PHONEUSE 35.21 SOUTHWESTERN BELL PHONE USE 38.15 K4ETROCALL 01/05 USE 14.24 SOUTHWESTERN BELL PHONE USE 2.82 ANIMAL CONTROL DEPT TOTAL 810.03 TREASURER PETTY CASH OFFICE SUPPLIES 0.50 VVAL-MART COMK8UN|TY MA|NTSUPPL|ES 285.27 ZEPKJFG GO CLEANING SOLUTION 111.00 EVE SUPPLY CLEANING SUPPLIES 580.88 CULL|GANOFTULSA WATER 9.00 TREASURER PETTY CASH MA|NTSUPPL|ES 12.03 ATVYELL.SHANE REIMBURSEMENT-JACKET 80.05 YALE UNIFORM RENTAL UNIFORM RENTAL 293.84 VVALKJARTCUK8MUN|TY REPAIR SUPPLIES 12.20 ANZSIGNS DECALS FOR VEHICLES 200.80 CROW BURL|NGAME REPAIR SUPPLIES 50.40 LOVVESCOMPAN|ES K8A|NTSUPPL|ES 150.33 CITY GARAGE CITY OF0WASSU VEH|CLEMAiNT 158.03 FUELkdAN FUEL 1.719.51 |NTEGR|SHEALTH PHYSICAL 450.00 OVERHEAD DOOR COMPANY BAY DOOR REPAIR 129.25 BM|8YSTEKdS COP|ERRENTAUK4A|NT 172.87 SOUTHWESTERN BELL PHONE USE 189.80 SOUTHWESTERN BELL PHONE USE 174.32 METROCALL 01/05 USE 8.28 SOUTHWESTERN BELL PHONEUSE 15.08 DVVASSOF|TNESS ZONE 8YK8/EOU|PMENTUSE 75.00 TREASURER PETTY CASH TRAIN |NG-VVAKLEY.THOkJPSON 23.98 TREASURER PETTY CASH TRAINING-KELLY 5.85 FIRE DEPT TOTAL 4,882'24 VERDIGRIS VALLEY ELECTRIC STORM SIRENS 47.96 SOUTHWESTERN BELL PHONE USE 17.01 SOUTHWESTERN BELL PHONE USE 18D7 K8ETROCALL 01/05 USE 14.24 SOUTHWESTERN BELL PHONEU8E 120 VENDOR DESCRIPTION AMOUNT EMERGENCY PREPAREDNESS DEPT TOTAL 99.16 APAC SERVICE CENTER ASPHALT 28.76 CROW BURLINGAME FAN BELT 60.00 LOWES COMPANIES PAINT THINNER 23.23 ATWOODS TIE WIRE 7.03 MILL CREEK LUMBER & SUPPLY FORM BOARDS 52.41 OWASSO FENCE REPAIR PARTS 14.29 UNIFIRST CORPORATION UNIFORM RENTAL 20.87 UNIFIRST CORPORATION UNIFORM RENTAL 22.12 GEORGE & GEORGE SAFETY UNIFORMS/PROT CLOTHING 20.55 GEORGE & GEORGE SAFETY UNIFORMS /PROT CLOTHING 48.50 OWASSO FENCE CO SIGNS -POST /CAPS /CROSSES 551.25 TULSA COUNTY BOCC BRENTWOOD -SIGNS 190.35 CITY GARAGE CITY OF OWASSO VEHICLE MAINT 2,286.22 F U E LMAN FUEL 640.79 BENCHMARK SURVEYING SERVICES SURVEY -THREE LAKES VILLAGE 3,500.00 AEP /PSO STREET LIGHTS 4,421.69 AEP /PSO STREET LIGHTS 7.84 OWASSO FENCE CO FENCE REPAIR 165.00 SIGNALTEK TRAFFIC CONTROL MAINT 250.00 METROCALL 01/05 USE 37.92 UNITED RENTALS RENTAL/STREET CLEANING 489.13 SOUTHWESTERN BELL PHONE USE 21.61 SOUTHWESTERN BELL PHONE USE 22.07 US CELLULAR CELL PHONE USE 52.41 MAGNUM CONSTRUCTION STREET REPAIRS 10/19/04 15,153.37 STREETS DEPT TOTAL 28,087.41 ATWOODS REPAIR/MAINT SUPPLIES 14.30 BAILEY EQUIPMENT OIL/EDGER BLADES 182.49 MILL CREEK LUMBER & SUPPLY FORM BOARDS 14.62 UNIFIRST CORPORATION UNIFORM RENTAL 26.15 UNIFIRST CORPORATION UNIFORM RENTAL 26.15 GEORGE & GEORGE SAFETY UNIFORMS /PROT CLOTHING 20.50 GEORGE & GEORGE SAFETY UNIFORMS /PROT CLOTHING 48.48 CITY GARAGE CITY OF OWASSO VEHICLE MAINT 365.97 FUELMAN FUEL 364.23 BAILEY EQUIPMENT REPAIR/MAINT SERVICES 232.43 BAILEY EQUIPMENT CHAINSAW SHARPENING 28.00 EQUIPMENT ONE RENTAL - ROTARY HAMMER 30.00 KEYSTONE EQUIPMENT RENTAL - DOZIER 3,304.00 METROCALL 01/05 USE 35.60 TERRACON CONSULTANTS DRAINAGE CHANNEL REPORT 2,000.00 CHEROKEE BUILDERS DRAINAGE IMPROVEMENTS 25,953.23 CANADY TRAILERS TRAILER 2,390.00 STORMWATER MAINT DEPT TOTAL 35,036.15 LOWES COMPANIES MAINT SUPPLIES 79.48 ATWOODS RAILROAD TIES 287.95 VENDOR DESCRIPTION AMOUNT BAILEY EQUIPMENT CHAIN SAW PARTS 24.82 ATVVDODS RAILROAD TIES 139.00 LOVVESCOMPAN|EG RAKE/SHDVEUREBAR 113.89 UN|F|RSTCORPOR/g'|ON UNIFORM RENTAUCLEAN|NG 60.12 FUELKdAN FUEL 18871 ATVVOODS HAND TOOLS 499.00 BAILEY EQUIPMENT TILLER 302.98 METROCALL 01/05 USE 14.24 SOUTHWESTERN BELL PHONE USE 68.38 SOUTHWESTERN BELL PHONE USE 70.73 PARKS DEPT TOTAL OFFICE DEPOT OFFICE SUPPLIES 35.19 VVAL-MART COK8KAUN|TY CLEANING SUPPLIES 221.44 CHARACTER FIRST! BULLETINS 42.00 FUELN|AN FUEL 56.48 MURPHY SUPPLY VACUUM REPAiFUCLEAN|N[SSUPPLIES 709.70 AT&T WIRELESS PHONE USE-VAN 10.00 SOUTHWESTERN BELL PHONE USE 10040 SOUTHWESTERN BELL PHONE USE 101.78 SOUTHWESTERN BELL PHONE USE 0.43 COMMUNITY CENTER DEPT TOTAL 1,277.42 SOUTHWESTERN BELL PHONE USE 20.38 SOUTHWESTERN BELL PHONE USE 20.82 SOUTHWESTERN BELL PHONE USE 0.40 OVVASS() FENCE OO WHITE FENCE 880.00 MAGNUM CONSTRUCTION STREET REPAIRS 1O/1Q04 2.500.00 HISTORICAL MUSEUM DEPT TOTAL 3,221.58 IKON OFFICE SOLUTIONS COP|ERTONER 205.08 OFFICE DEPOT OFFICE SUPPLIES 34.00 FUELMAN FUEL 02.13 LONE STAR OVERNIGHT OVERNIGHT DELIVERY 25.85 AT&T WIRELESS PHONEUGE-HAYES 103.43 FURSTENBERB&ASSOCIATES AERIAL PHOTOGRAPHY 520.00 FEDEX SHIPPING CHARGE 29.10 ECONOMIC DEVELOPMENT DEPT TOTAL 1.040.56 GENERAL FUND TOTAL 112475.47 PACE PRODUCTS AMBULANCE SUPPLIES 135.00 ALLIANCE MEDICAL AMBULANCE SUPPLIES 3.005.03 MEDICAL COMPLIANCE SPECIALITY B|[-WASTE D|SPOSAL 143.00 MEDICAL COMPLIANCE SPECIALITY B|O-WASTE D|SPOSAL 79.00 CROW BURL|NGAK8E REPAIR SUPPLIES 33.98 CITY GARAGE CITY OFOVVASSO VEH|CLEMA|NT 188.48 NATIONAL OCCUPATIONAL HEALTH IMMUNIZATIONS 147.50 NATIONAL OCCUPATIONAL HEALTH ANNUAL|NNOCULAT|ONS 085.00 VENDOR DESCRIPTION AMOUNT TOTAL RADIO MAINT CONTRACT 675.00 SOUTHWESTERN BELL E -911 1,615.01 E-911 FUND TOTAL 2,290.01 MESHEK & ASSOCIATES ENGINEERING SERVICES 12,375.68 STORMWATER MGMT FUND TOTAL � 12,375.68 C2A ENGINEERING ENGINEERING SVS -96 /GARNETT 2,370.38 CH GUERNSEY & COMPANY PROF/TECH SVS ®STREET WIDENING 2,444.03 C2A ENGINEERING ENGINEERING SVS -86/96 ST N 6,758.95 C2A ENGINEERING ENGINEERING SVS -84/96 ST N 3,933.35 TULSA ABSTRACT & TITLE ABSTRACT UPDATE 96 /GARNETT 425.00 GUARANTY ABSTRACT ABSTRACT UPDATE 540.00 GUARANTY ABSTRACT ABSTRACT UPDATE - CORNERSTONE 540.00 GUARANTY ABSTRACT MORTON MARINE ABSTRACT UPDATE 440.00 BECCO CONTRACTORS 96 /GARNETT INTERSECTION 02/01/05 150,312.04 BECCO CONTRACTORS US 169/96 ST N - 7/20/04 199,376.77 MESHEK & ASSOCIATES ENGINEERING SVS -96 /GARNETT 6,956.25 CAPITAL IMPROVEMENTS FUND TOTAL, 374,096.77 ATC FREIGHTLINER EQUIP /PARTS - ENGINE 1 4,262.41 FIRE CAPITAL FUND TOTAL 4,262.41 LIVINGSTON, KEN REIMBURSEMENT 251.25 OFFICE DEPOT OFFICE SUPPLIES 19.02 FUELMAN FUEL 50.45 CLASSIC CHEVROLET REPAIR PARTS /RESALE 981.96 AMERICAN HOSE & SUPPLY REPAIR PARTS /CRANE CARRIER 674.62 B & M CUSTOM EXHAUST MUFFLER 48.95 TULSA NEW HOLLAND BATTERIES - BACKHOE 212.08 UNITED ENGINE REPAIR PARTS - RESALE 211.69 T &W TIRE TIRES 455.65 QUIKSERVICE STEEL STEEL - TAILGATE 48.50 FRONTIER INTERNATIONAL TRUCKS REPAIR PARTS - RESALE 18.81 O'REILLY AUTOMOTIVE REPAIR PARTS - RESALE 488.25 OCT EQUIPMENT GLASS- BACKHOE 202.00 LENOX WRECKER SERVICE TOWING 94.00 UNITED FORD REPAIR PARTS - RESALE 346.55 OK TRUCK SUPPLY REPAIR PARTS 51.94 METROCALL 01/05 USE 14.24 SOUTHWESTERN BELL PHONE USE 153.75 SOUTHWESTERN BELL PHONE USE 154.67 VENDOR DESCRIPTION AMOUNT SOUTHWESTERN BELL PHONE USE 2.77 AT &T WIRELESS PHONE USE 28.03 AFFORDABLE PRECISION GLASS GLASS REPAIR - BACKHOE 70.00 CITY GARAGE FUND TOTAL 4,579.18 UNITED SAFETY & CLAIMS THIRD PARTY ADMIN FEES 1,417.67 PPO SOLUTIONS 510294 15.01 PPO SOLUTIONS P03014 22.98 PPO SOLUTIONS M09304 24.66 PPO SOLUTIONS 008054 28.30 MCAFEE & TAFT R10163 68.36 PERRINE, MCGIVERN, REDEMANN, PLLC J06172 269.10 HEALTHSOUTH HOLDINGS R10163 792.00 GOSVENER, BOB L C/O BRYCE A HILL TRAVEL EXPENSES TO DR 12.96 TULSA ORTHOPAEDIC ASSOCIATES M11070 59.58 WORKING RX C08054 65.11 WORKING RX J06172 55.32 CENTRAL STATES ORTHOPEDIC M09304 53.62 CENTRAL STATES ORTHOPEDIC W07294 285.66 ST JOHN MEDICAL CENTER B06203 1,230.61 OWASSO PHYSICAL THERAPY CLINIC 510294 231.81 MEDICAP PHARMACIES M09304 186.74 WORKING RX C08054 53.20 URGENT CARE OF GREEN COUNTRY P03014 56.80 URGENT CARE OF GREEN COUNTRY M10034 56.80 URGENT CARE OF GREEN COUNTRY K10014 56.80 ORTHOPEDIC RESOURCES 008054 30.00 WALGREEN COMPANY 806203 45.64 CENTRAL STATES ORTHOPEDIC D07234 180.00 POWERS, MATTHEW MD B09294 233.64 MEDICAP PHARMACIES M09304 27.92 WORKERS COMP FUND TOTAL 5,560.29 GRAND TOTAL 521,403.84 CITY OF i., O HEALTHCARE SELF INSURANCE FUND CLAIMS PAID PER AUTHORIZATION OF VENDOR DESCRIPTION AE°TNA HEALTHCARE MEDICAL SERVICE STOP LOSS FEE 03/05 ADMIN FEE 03/05 HEALTHCARE DEPT TOTAL DELTA DENTAL DENTAL MEDICAL SERVICE ADMIN FEE DENTAL DEPT TOTAL VSP VISION MEDICAL SERVICE ADMIN FEE VISION DEPT TOTAL 15,786.73 8,860.84 11,621.62 36,269.19 1,364.40 1,500.70 29865.10 CITY OF OWASSO GENERAL FUND PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 3/5/2005 Department Gverti e Expenses Total Expenses Municipal Court 0,00 3,200.59 Managerial 0,00 13,436.35 Finance 0.00 10,031.26 Human Resourses 0,00 5,578.38 Community Development 0.00 12,0,10.30 Engineering 0.00 12,426.63 I form Lion Systems 0 '.00 5,015.12 Support Services 0.00 6,281.98 Ponce 2124,313 86,714.10' Central Dispatch 5.69 8,039,17 nirrta Con ro 462,,5,11 3,25382 Fire 953.63 64,210.46 'Emergency Preparedness 0, 1,778.57 Streets 135,63 7,797.82`_ tormwater% OW Maint. 41.85: 74323.55`? Park Maintenance 0.00 7,357.80 ornmunity Seniar, Center 11 .00 _,, 4,527.39 _ : -- Historical Museum 0.00 2,442.32 COnomrc Development , % 0 00 3,382.41 General Fund total $3,29.61, $264,808.02 s O Ambulance A �Tqtal �i• y �.0 Emergency 911 Fund Fund Total $2.80 $3,959.43` Worker's Comp Self - Insurance Fund Fund Total $0.00 MEMORAINDUM TO- THE HONORABLE MAYOR AND COUNCH, CrIT OF OWASSO f ROM: ERICWILES CONEVIUNrff DEVELOPINIE NT DMECTOR SUBJECT: CONVIAUNITY DEVELOPMENT BLOCX GRAINT LETTER 07 INTENT ® 2005 ® March 4, 2004 BACKGROUND: 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 76fl' Street, northeast of Elm Creek and southeast of the Owasso Expressway/86fl' 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 4 f Fourth Street), and could be included in future CDBG projects, but for each as being included in the Census blocks that are eligible for Banding. TYPES OF PROJECTS ELIGIBLE FOR FUNDLNG: Two general types of projects are eligible for CDBG funding — community development projects and economic development projects. pies of community development projects include sidewalks, street improvemems, and projects that increase handicapped accessibility to community facilities. Exwnples of economic development projects include waterlines and sewerlines. RECONEVIE, NDED SCOPE OF PROJECT- The staff finds that the most pressing need of the three is to help fund the $230,000 street repair project 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 ian(i.s. 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 1 11 1 1111i s # s�A � 1. Map of project eligible neighborhoods 2. Letter of intent l - ( ' --�-' \ / City of Owasso IL Low & Moderate Income Areas By Year 2000 Census Block Groups leek Gm.p Number Number census Tract IV Legend 12 Percent Lovi-Mod Less than 51.00% 51.OD% or Greater Owasso Corporate Limits Streets I I I North Mahi PO Box 180 Owasso, OK 74055 Piv—as�9— MMAT 0 - YP-14151fll 41 Flormw-l" Oklahoma Department of CoMmcrce P.O. Box 26980 Oklahoma City, OK 73126-0980 RE: FY 05 Small Cities Letter of Intent Dear Mr. Myers: (918) 376-1500 FAX (918) 376-1599 WNW.City0fowasso.com The City of Owasso would like to participate in the FY 05 CDBG Small Cities 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 r^3..o r the City of Owasso. TO.. THE HONORABLE IYUYOB AND COUNCIL CM OF OWASSO FROM: ERICWILES COA/LMA MIU17Y, DE, VELOPPIENT DRRE, CTOR SUBJECT: COMMUNffY DEVELOPMENT BLOCK GRANT RESTROOM AND SIDENVALK EVIPROVEIVIENT PROGRAM — FY'04 DATE: March 4, 2005 A series of steps must be taken in order for the ODOC to release the Small Cities grant funds for the restroom. and sidewalk improvement program. Each step requires formal action by the Council, however, these steps are generally considered to be "house cleaning" type actions. The City is also required to adopt a resolution pledging an equal match of $66,450 towards th,; 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. AGE' N-DA ITEM #7.D DESIGNATION OF MAYOR AS CERTUrMG OFFICER BACKGROUND- Federal and state regulations require that each grant recipient designate a certifying official. This official is typically the mayor when the recipient of a grant is a municipality. The certifying official (through use of the staff and contractually with INCOG) assumes responsibility for the environmental review process, making findings, and signing certifications. U, W required by the grant and authorized by the CouncH. AGENDA ITEM #7.E k' I . . . . . . . . . . Mayor be authorized to execute the Finding of'No Significant Impact on the Environment. AGE, INDA ITEM #7X EXECUTE AN ENVIRONMENTAL CERTHICATE AND THE REQUEST FOR RELEASE 07, FUTITDS BACKGROUND: RECOMMENDATION: The staff recornmends that the City Council authorize the Mayor to execute the Environmental Certificate and the "Request for Release of Funde'as required by grant conditions. AGENDA ITEM HIG ANTH)ISPLACEMENT PLAN U I P -1 MI - I - I M- B��� IFIZIPM 0 M111 0"M Fn order to receive the CDBG funds, the City of Owasso must conurtit $66,450 as a matcMng amount. This pledge equals the amount of the grant itself `IAN® The staff recoimnends Council approval of Resolution 2005-04. ATTACMIE NTS-. C. Certification of Leverage 7. Correspondence from INCOG dated Februaiy 25, 2005 I.— Cf) cn C) Ln 0 zr 1-T dOTES — _Fwfi'Lx FL*$s SEE SHEETS 9-jo FoR SOEW-K —S Lr-Ur-Li pROPOSED 2004 (FROM D40�.,ZEM— Z�I&IIEI OWASSO #11451 CDBG 04 CDBG SMALL CIMS IMPROVMENT PROGRA 'I FINDING OF NO SIGNIFICANT IMPACT I ENVIRONMENTAL REVIEW FINDING On the basis of the environmental assessment of the above project, I have made the following finding. X A.. DING OF NO SIGNIFICANT A. T 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 589 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 ur COMMUNM DEVELOPMENT Contractor Name: Contract No. Ci of Owasso 11451 CDBG 04 Address: Date of Request: P.O. Box 180, Owasso, OK 74055 Apri14 , 2005 Project Description: (Brief) CDBG Small Cities Restroom and Sidewalk Unprovement Program in the City of Owasso Consultant Name and Address: REQUIREMENTS 201 W 5'h Street, Suit 600, Tulsa, OK 74103 2. Leverage/Commitment I A. CDBG Projects 4. Anti Displacement Plan A. I hereby certify anti-displacement plan has been adopted. I an Attack Plan. Attachment 3 or 4 5. Minority/Women- Owned Business Solicitation 6. Other NAME and =E of Authorized Official Susan Kimball, Mayor A. Copy of response from Ken Tally signed by ODOC. No Consultant Items Included I - State Use �o X x X x 10/19/01 A. Any special conditions Including Grant/Loan Special Conditions, specified in Section 11 of the contract between ODOC and the Contractor have been met. x B. Audit Accepted by ODOC. C. Attendance at CDBG Training Session. -Signature of Authorized Official Date Items included - Code- ILIA Not to this program. PLAN ��imllm*]IMM'MHMMM� 1 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 Rinding and a time schedule for the provision of replacement dwelling units; 6. The 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 initial 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 CDBG 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 Attest: LM M City Clerk CITY OF OWASSO, OKLA A RE, SOLUTION NO. 2005-04 A RESOLUTION RELATING TO A COTW4UNITY DEVELOPMENT BLOCK GRANT (11451 CD 04) FOR RESTROOM AND SIDEWALK HvIPROVETMENT PROGRAM ACTIVITIES COMN -ITT ING UP TO $66,450 AS LEVERAGE FROM THE. CITY F A A WTI HEP,E4 AS, the City of Owasso has entered bryto a project consisting of a restroom and sidewalk improvement program in the City of Owasso, State of Oklahoma with proceeds of Community Development Block Grant Funds; and, WHERE AS, as a condition to the funding of the Community Development Block Grant (11451 CD BG 04), the Oklahoma Department of Commerce has required adoption of a resolution by the City Council of the City of Owasso, Oklahoma, to commit funds in the amount of $66,450 to the project, NOW, THEREFORE, BE IT RESOLW,,D by the City Council of the City of Owasso, Oklahoma, that, SECTION 1: The City of Owasso, through the Cities General Fund Account, agrees to commit up to $66,450 as the required match for the proposed CDBG Small Cities Program in the City of Owasso. City Clerk Attaclument 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 Cimgf Owasso — certifies the amount of $ 66 450 will be provided as a 50 % leverage in the following manner: Source Amount General Fund Accourdt $ 66 450 $ Local Funds: Resolution describing from what account funds will be obtained. ----jQLtxaLOwasso — (City/Town/County) 3/15/05 (Date) City Clerk (Date) RequWement 401 Program Management M E M 0 R A N D U M Elm 1) Designate the City's Chief Executive Officer, the Mayor, as the certifying officer under the National Environmental Policy Act of 1969 to assume overall responsibility for the environmental review process. 2) Make a Finding of No Significant Impact on the Environment for the #11451 CDBG 04Restroom and Sidewalk Improvement Program 1ctivi2ies. 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. I �11111111111 I 111! 11 II11111� I!! y1111111 1111111qjpilijj\1 3 - I'll 2 0 1 � I MEMORANDUM TO: THE HONORABLE IVIAYOR AND COUNCIL, CrrY OF OWASSO FROM: ERIC, WILES COMVIUN-Vn DEVEL02clVELVT DIRECTOR SUBJECT: COMMfAnT DEVELOPMENTBLOCK CffRANT NATIONAL STEAK AND POULTRY DATE: March 01, 2005 BACKGROUND: The funds come in the form of a Community Development Block Grant, or CDBG. It is proposed that f[-\ICOG 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, mall, I I I I I : I 1 11111 11111 11 111 IIIIIII'l 1111111 I� � project. Any kinds required to complete the project above the granted amount of $100,000 would be the responsibility of NSP. ACTIONS NOW NEC-ESSARY TO VAPLEMENT THE GRANT PROM CT: Four steps are now required of the City Council before the construction phase of the project may begin: "A MMVJ 04 9 LIWINIMM&TATM It" I'T I ORDWANCE 8 10 — The required ordinance states that the city must provide job tracking data to ODOC that shows that 100 new jobs are created within twelve months of the project being constructed, and that at least 51 of these 100 newjobs must be made available to low- and moderate- budgeted am ount of the grant; since NSP has provided Owasso with the required match, the City of Owasso will not have to use additional funds for this administrative agreement. REN The, staff recotmmends that the Council take the folloiMbig four actions- 4. Approve the Administrative Agreement with INCOG ATTACHMENTS: I . Contract with ODOC 2, Resolution No. 2005-02 3. Ordinance'No. 8 10 4. Administrative Agreement CDBG-ED 2004 1- 1 of FEI #73-6069613 CONTRACT - CDBG PART I SUMMARY AND SIGNATURES Contracting Agency: 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, 2,005 through February 7, 2007 Submit Requisitions to: Issue Payment to: Financial Unit City of Owasso Office of Community Development III N. Main Oklahoma Department of Commerce Owasso, OK 74055-0180 P.O. Box 26980 Oklahoma City, OK 73126-0980 Agreement Components: Part I - Summary and Signatures Part 11 - 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. PART R - GENERAL TERMS AND CONDITIONS 11- 1 of9 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. MODTFTCAT FWT 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. 011DC ODOC will provide funding for the project up to the total contract amount. 5�'Srovff "I. Ifflowo"t 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. 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. r . . 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. 5, i PJ D FT I3 .N -FT7T TS 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. LIMMYSTO"t 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: t (a) Title VI of the Civil Rights Act of 1964 (42 USC § §2000d, ), 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 1; (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, eft State Program, Final Rule); (ii) Section 504 of Rehabilitation Act of 1973 (29 USC §794); i` 3L, 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) Labor Stan (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 CPR, Part 3; (c) Contract Work Hours and Safety Standards Act (40 USC §327, ei_.s.ec _), which requires overtime compensation. Regulations are at 29 CFR, Part 5; (3) Environment (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; I1e4of9 (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; (c) Ei f Fxenp i n: 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 58.34(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) Finding of C ategnz °i�al �x� lusinnlhFot ctzhjec Pn 4 CFR 5A-5: `1Vith 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 58.5. Upon execution of this contract, this activity requires no further environmental review. (4) 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 III and Section 210 of Title II 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) Lead-Rased Paint: 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) Debarment and Suspension-: 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 from participation in any proposal submitted as required by 24 CFR, Part 570.489. 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 CDBG -ED H m 5 of 9 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 hereinbeforee described expenses, claims, actions or amounts recovered. b. 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. 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). b. 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. Nr E 11 -6of9 a. 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 Dart 85, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and focal Governments, 24 CFR mart 570, Community Development Block Grants Final Rule, and OMB Circular AW87, Cost Principles for State and focal 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 fiends 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. C. 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 Deport 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. 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. 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 If - 7 of 9 promulgated pursuant to the Oklahoma Administrative Procedures Act, 75 O.S. §§251, aLs.P4. 13. P RDICIMEMEN-T 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 O.S. §§101, at-scD, Materials acquired for construction purposes shall be deemed real property once they have become part of the construction. 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. 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 VIII 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, 15. CLi)SINCr JILT C)F PF-R O) F-UN ila8of9 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 o-L upon completion of the project and creation of the required jobs as identified in Part III, whichever comes first. The Contractor shall comply with ODOC °s Audit Policies and Audit Procedures, which are incorporated herein and made a part hereof. b. 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. lw�wm �u •u. 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. 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, et se 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 CDBG-ED H ® 9 of 9 any time by written agreement of the parties. b. 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. C. 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. RE111111HATAWN."I 100 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. PART III - SPECIFIC TERMS AND CONDITIONS EI -Iof3 1, 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. 2. 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 i"nntractnrs Implementatinrs Tyianiial and other policies as noted below, a "Request for Release of Funds and Requirements" and all required supporting documentation as follows: FnYdLanr„Pnta1 ReYi ®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 55.5, 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 CDBG funds. When the environmental assessment is done, it must include the impact of all phases of the total project on the environment. Placement Plan: 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 -2of3 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. InsjLtan_c_-__anLL_RonAing: 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. A_nILDdsPI&cBmr&LPlan: The Contractor must adopt and submit an Anti-Displacement Plan in accordance with Requirement No. 401. C. LL_va rage _ComnAimLnt: The Contractor shall submit Certification of Leverage (Form 401-8) 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. FPcIPrqI T)rn(-.1iri-.rnPnt Prn—dures Certification: 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 pxioz to compliance with federal procurement procedures, CDBG- EDIF funds may nAl be used to reimburse those costs. 9- DA=: 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: CDBG -ED IE - 3 of 3 (1) The development and execution of a resolution by the City of Owasso to track future beneficiaries of the CDBG -EDIF 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 CDBG -EDIF 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 CDBG -EDIF 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 CDBG -EDIF 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 CDBG -EDIF 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. 6. 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. mmmz�� Contractor: City of Owasso Contract Number: 11599 CDBG-ED 04 Effective Date 1/21/2005 Budget Categories Account FOR ODOC USE ONLY Number an Contract - G ract Budget Pacilit Construction Loans 551200 .00 0.00 Infrastructure Improvements 551201 00!666:'00 0.00 551202 0. 0b "1" ��,000 0.00 Commercial Rehab. Loans 551203 00 0.00 Industrial Rehab. Loans 551204 0.00 Other: 551205 00' ' 0.00 Furniture and Fixtures 551206 00 0.00 Land and Buildtq 551207 0.00 Machine and Equi meat 551208 0.00 Invento 551209 0 00 0.00 Workin Ca ital 551240 0.00 En in., Le a[ & Other Prof. 551241 k 0 0.00 Total Pr —0 0`60OWD 100,000.00 Total Administration 551010 6:00 0.00 Total —CDBG laud et — 1-00,000-00 Leverage (malch�infunds) 1,883,�55.00 Total Project Cost Signature of Authorized Official Date PROJECT DESCRIPTION: Project will provide drainage and parking improvements to support the expansion of National Steak and Poultry, Inc. (NSP) PROJECTED COMPLETION DATES Release of Funds: Engineering: Construction: Flipproved this - day of 2002 W-MM 5R » ? :»» «t Ue,w1opment lunuea par King MIU uxatlw6u lduw 'MUS-Afr'bigum w Sravu x4aumn—t 0, lomted within the City of Owasso, Oklahoma, any ent<<4. »J n : » »» agree 4 »2< provid,* employment and beneficiary information as deemed ne=ssM and reqxwsted by proper gover-nmental agencies. APPROVED this - day of -, 2005. Willi 11111 « Wv,(*y Suits IRK-0—M MY% �IFF < «-I.* so= PART I - SUMMARY AND SIGNATURE S CONTRACT TITLE: AI)MMSTRATIVE SERVICES FOR 11599 CDBG ED 04 -NKrIONAL STEAK. AND POULTRY PARKING/ DRAINAGE CITY: wl BMW` I INDIAN NATIONS COUNCIL CITY OF OWASSO AF GOVERNMENTS Chair of the Board Susan Kimball, Mayor Attest: Attest: Secretary City Clerk CONTIRACT CO S: Part I — Summary and Signatures Part 2 — General Terms and Conditions Attachment A - Scope of Services 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. This CONTRACT 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. M ... ........ 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 f ®r review and recommendation and such recommendation forwarded to the CITY Officers who shall make the final determination. ASSIGNABILITY if any provision under this contract or its application to any person or circumstance is held invalid by any court of competent jurisdiction, such can be given effect without the invalid provision or application. HOLD HARMLESS CLAUSE a. INCOG represents that it a will secure at its own expense, alM personnel required in performing the services under this contract Such personnel shall not be employees of or have any contractua relationship with the CITY. I 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. Co 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. TERI WINATION OF CONTRACT FOR CAUSE 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. 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 INCOG 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 M services hereunder. INCOG farther covenants that in the performance of this agreement no person having any such interest shall be employed, REPORTS AND INFORMATION INCOG, at such times and in such forms as the CITY may require, shall ffirrdsh 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 incurred 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 as may be required by the CITY or federal and state grantor agencies. 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 shall comply with OMB circulars A-1 10 and A-122 requirements, where applicable. The MM circulars are hereby made a part of this contract. INCOG shall comply with all applicable anti-kickback regulations covered under Department of Labor Regulations 29 CFR, Part III. INCOG shall comply with the following equal opportunity requirements as part of CDBG assurances: b INCOG will, in all solicitation or advertisements for employees 2©» yo 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. In the event of INCOUs 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 ■ I lilligilliplill 1 11111 !111 111 Jill Under Title VI of the Civil Rights Act of 1964, no pers shall, on the grounds of race, color, or national origin, excluded from participation in, be denied the benefits of, be subjected to discrimination under any program 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 project assisted under a program providing federal financial assistance from the Department of Housing and Urban Development through the Oklahoma Department of Commerce and is subject to the requirements of Section 3 h AGE DISCRIMINATION ACT OF 1975 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. AMERICANS WITH DISABILITIES ACT OF 1990 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. REHABILITATION ACT OF 1973, SECTION 504 INCOG shall comply with the provisions of Section 504 of the Rehabilitation A] of 1973, which prohibits discrimination on the basis of handicap in any progra or activities receiving federal financial assistance. I INCOG staff will perform the tasks listed below, keeping­tWifty ot'Uwasso wp—prfs—ed--of program progress during all phases of the project, Conduct Public Hearings Prepare and publish public hearing notices, organize presentation, and assist at any public hearings necessary (as in the event of program amendment). 2, Environmental evie.— Re—cq—rd A. Prepare and publish all public notices. B. Notify appropriate authorities of the project such as State Ifistori* Preservation Officer, State of Oklahoma Archeological Society, State of Oklahoma Department of Environmental Quality, Environmental Protection Agency, etc. C Prepare an Environmental Assessment of the project. 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. 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. 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. 4. Financial Management 11��1111 '' 9AMM"� IN 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. D. Assist the CITY staff to ensure compliance with generally accepted accounting principles in bookkeeping. 5. pfpjeci� A, Establish project files which contain all source documentation and assist the CITY staff in file maintenance. B. Assist the CITY staff in maintaining compliance with all applicable federal, state, and local regulations in the project files. "I In 7. Residential Antid Relo� jap-lacementand—cation -Assistance Plan A. A Residential Antidisplacement and Relocation Assistance Plan will be prepared in compliance with the Uniform Relocation Act and submitted to ODOC for approval. �I= Assist the CITY staff in reviewing plans, specifications an contract documents to tneet ODOC requirements. 2. Secure wage rates from ODOC and include in bid pack4l 3. Assist the CITY in reviewing executed construction contracts for completeness. II 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 Tragla in A. Coordinate 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. A. Assist the CITY in preparation and submittal of project to al documents to ODOC, including Project Completion Report, Final Expenditure Report, Final Wage Compliance Report and Certificates of Completion. in IN MEMORANDUM O. TBE HONORABLE MAYOR AND COUNCIL CfTY OF ONVASSO F R-01 M. C M-P MCCULLr4,Y CrrY PLANNER SUBJECT- NNAL FIAT (&a-wgrass Park, 11) DAI'E: March 10, 2005 BACKGROUND Bailey Ranch Investment Group, LLC has subinitted aii application for approval of a fi"- plat for Sawgrass Park 11. The applicant wishes to create 96 residential lots on 26.15 acres zoned RS-3 (OPUD 12) located southeast of the intersection of North Garnett Road and East 106"' Street Noilh, on the east side of Sawgrass 1. LOCATION: The subject property is located in the Northwest corner of Section 17 just east of N. Garnett on the east side of Sawgrass 1. An area map is included with this report. IS TI LAND USE: WPM MWAII North: Undeveloped South: Bailey Ranch Estates East: Sherrill Acres West: Sawgrass Park I All property surrounding this property is RS-3 (Residential Single-Fan-ffly), 0 E LOPMENT P110CESS: ragraw, The Sawgrass H 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 east of N. Garnett on the east side of Sawgrass 1. According to the Owasso Zoning 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. f — Washington County. Utility easements are established throughout the proposed addition so u 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. TECHNICAL ADVISORY COMMITTEE: Staff recommends approval of Sawgrass II 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 s._ for ordinary maintenance of its public sanitary sewers. Rural Water District No. 3 — Washington County shall be responsible for its water mains." LUJ z CC& i's I ub t -Pro p e j L—, j Z., -- 'l-, 1 r C-1 It Owasso commurilt-V )OVelopment Department 111 N. Mll'tn St. Owasso, 01`,_ 74055 918.376,1 500 918.376.1597 w';vw.Cil,yoCov,-asso.com C 0 R ti F K T— G-F Basis of Bearings menum.nl Notes Co— Tabis �-J c — t gg; Plat No. =I S3awgrass Park 11 at Baile Rand 44. OWNER / DEVELOPER —._ ENGINEER I SURVEYOR Bail.y Ranch inlo5u.,wi Group. LLC An addition to the City of Owasso, being a part of the W,12 of Section 17, Township 2S North, Tu16a Ine, Range 14 East, of the Indian Meridian, Tulsa County, Stew of Oklahoma 203 UNIPLAT72D 1 4 i'51 7 2 Ir :SAWGRASS OAFf t ? BAILEY RANCH LT 3 .t A ON v la2l "0 : m 04,-j a It - - - - - - - - - - — SAWGRASS'PAA K at PAILEY. RANCH P'cs/ 102zid sl l /V"' J 7. 1? SAILEY;RANCI I ESTATES I I oa ML6A LUUN L Y R-14-9 Q U N 44. Sccunn 17 MEMORANDUM NU TO- HONORABLE MAYOR AND MEMBERS BERS Off' THE CITY COUNCIL FROM- RICKE Y HAYES DIRECTOR OF ECONOMIC DEVELOPMENT SUBJECT- BUSINESS INCUBATOR CLIENT DATE: March 11, { BACKGROUND: There is approximately eight thousand square feet of office space in the "Old Central " building that has been designated as lease space for the City of Owasso Business Incubator. After an application process and site visit by representatives of the Oklahoma Department of Commerce, this portion of the "Old Central' site was certified as an official Business Incubator in September of 2003. Oklahoma boasts a total of 28 certified business incubators. Each has undergone a thorough review by the Oklahoma. Department of Commerce prior to their certification. Business incubators are facilities designed to accelerate the development and success of start-up and existing businesses by providing affordable lease space and a wide array of on-site managerial, administrative and financial services. The incubator assists entrepreneurs and small business owners in overcoming challenges faced in the marketplace. PROPOSED TENANT: Infinity Investigations and Protective Services is a start-up company that desires to move into the Owasso area from Tulsa. Infinity Investigations and Protective Services provides surveillance and investigative reports to insurance companies, business owners, attorneys, and private individuals. In addition, the company will provide onsite and security patrols for businesses and homeowners. This company believes that with their current business plan that they will grow from 3 employees to 10 employees in 24 months. They desire to start this business in the Owasso area and eventually plan to either construct a new office complex here or move into commercial office space. The incubator concept would allow them to work and grow with relatively low overhead. Page 2 of 2 Business Incubator Client March 11, 2005 PROPOSED LEASE CONTRACT: An agreement between the City of Owasso and Infinity Investigations and Protective Services has been developed for the lease of approximately 390 square feet of office space on the first floor of "Old Central ". The primary term of the lease is for a period of twelve months, at a rate of $325.00 per month, commencing on the execution of the lease. The occupants will be granted two options for renewal of the lease for one year periods each. If the lease is renewed, all terms and conditions of the lease shall remain the same, except the City reserves the right to renegotiate the monthly rental rate. The contract includes all the details of the agreement and includes the following stipulations: ® That the Lessee have liability insurance naming the City of Owasso as co- insured. This policy is in the amount of one million dollars. That the Lessee relocate to available commercial office space or build an office building in the City of Owasso when the incubation period concludes ® That the Lessee pays any taxes, utilities, and other costs associated to doing business in the location RE, COMMENDATION: Staff recommends approval of a contract for lease of office space in the City of Owasso Business Incubator between the City of Owasso and Infinity Investigations and Protective Services. ATTACHMENTS: 1. Infinity Investigations and Protective Services Business Plan 2. Proposed Lease Contract Investigations Mfinity And PURPOSE, LEGAL FORM OF ORGANIZATION, AND OWNERSHIP The purpose of Infinity Investigations and Protective Services is to provide surveillance and investigations for insurance companies, business owners, attorneys and private individuals. The primary type of service will be insurance fraud investigations for insurance companies and related businesses. In addition, Infinity will provide onsite security as well as security patrols for business owners and private individuals. The thr °ee owners will form an L,L,C each holding an equal percentage of shares. Infinity is an agency that emphasizes the use of current technology in its approach to investigative services. The use of digital video equipment, providing investigations written to DVD format, as well as the utilization of online resources, ensures a superior quality product for customers. In addition, Infinity has a website that will be capable of providing customer access to a digital video library. Infinity will provide a variety of investigative services, which include but are not limited to, surveillance; fraud, domestic liability, burglary and arson investigations; locates of persons; and supervised monitoring. In addition, Infinity will provide business and residential property patrols; onsite security; event security; and personal protection security services in the Northeast Oklahoma area. There are numerous investigative firms in the Tulsa area that offer investigative and protective services. Very few of these agencies have exclusive clients. Even fewer specialize in the types of services provided by Infinity, such as insurance fraud investigations. Clients typically utilize the services of a variety of agencies, depending on availability of investigators and quality of service. Worker's compensation fraud investigations are in great demand and agencies offering this service have seen significant increases of in the number of requests for investigations each of the past two years, up to 25% over previous years. The owners have conducted an average of 30 cases per month in the past year. Infinity will be based in Owasso, Oklahoma and as of this date there are no other companies inside the city limits of Owasso that offer similar services. Infinity Investigations and Protective Services Startup Business Plan MARKETING SALES PLAN E PLAN FOR i Rf f i '1 INVESTIGATIONS f,i 3 I [ Rl � t f i * A tri-fold color brochure detailing the services offered and a brief biography of the owners will be delivered to potential clients beginning one month prior to the start of business. These clients include, but are not limited to CompSource Oklahoma, .AIO and various municipalities. A I7VD depicting a sample investigation will project the quality of the end product delivered to the company's clients. The DVD will also reiterate information from the brochure regarding experience, the company mission statement, and other relative information. An aggressive face to face marketing plan will be implemented with many business contacts already familiar with the quality of work offered by the owners. ® Advertising in newspapers of communities similar in size as Owasso. ® Become members of the Tulsa and Owasso Chambers of Commerce. A comprehensive web site, www.infnityinvestigations.com, has been established and will be developed as a repository of information for existing and potential clients. Radio spots will be considered after the first six months, if marketing analysis determines its effectiveness. 3 Infinity will articulate, through marketing material and face to face meetings, their quality of work and competitive rates, aimed at providing superior services for the existing market, as well as the expanding market in the Owasso area. The skills that set this company apart from its competition are based on experience in law enforcement, military police, and private investigation. The owners of Infinity have an existing reputation as investigators of high integrity, with a determination to provide an excellent quality product. These skills enable Infinity to provide thorough services with a commitment to go the extra mile in completing assignments. Many of the target customers are already aware of our excellent reputation having worked in the industry for 20 years collectively. Based in Oklahoma's fastest growing city and premier hometown, Infinity anticipates the protective services portion will expand rapidly as many businesses and developers choose to utilize onsite security and security patrols. It is possible that area schools and homeowners associations may be potential customers for security services, as well. Projections are to receive at least 8 investigative cases per month the first three months; 15 cases per month the 4th thru 7th months; and 20 cases per month the 8th thru 12th months. The rate for investigations is $55.00 an hour at an average of 20 hours per Infinity Investigations and Protective Services 2 Startup Business Plan investigation. The existing demand for investigations provides a very secure basis for these projections. Actual cases received could be much higher than these projections, however, the growth rate will be controlled at a manageable rate to ensure success of the company. The protective services aspect of the company is expected to take shape with 10 to 20 customers by the third month of operation. As the city grows, so do the prospects for additional customers. Patrols of retail establishments and onsite security for banks and other financial institutions will be the primary focus at the onset. Security rates are $400.00 per month for patrols and $25.00 per hour for onsite security, OPERATIONS / MANAGEMENT AGEMENT PLAN Initially, owners will be tasked with 100% of the company's operation. Two of the three will spend most of their time with sales and marketing, assisting the third occasionally with the overflow of work. The company anticipates hiring at least two employees after the third month. As customers increase partners will spend 75% of their time in sales /marketing and employee supervision. Within two years of startup, due to existing and anticipated demand for these services, the company expects to grow to a staff of at least five security guards, three investigators, and two office personnel, in addition to the three owners. t, - mill i: 3 ,. i 4 Infinity is fortunate to have the opportunity to be involved in the City of Owasso incubation program. An office is being sought through the program at a rate of $300.00 per month. The incubation program allows us to lease the city owned space for up to two years. The majority of the operation is conducted outside the office, and customers do not typically visit the office. Initially, a small office at minimal cost will be beneficial to the success of our business. As the company expands it will leave the incubation program and lease another property in the community of Owasso. It is the intention of the company to base its headquarters in Owasso, even if future expansion includes the Oklahoma City market. ";. i. `N Infinity Investigations and Protective Services will form an LLC and be ready to open for business on April 4t", 2005. Prior to this date, a lease agreement with the City of Owasso is anticipated to be signed. All marketing and sales material will be printed and ready for Infinity Investigations and Protective Services Startup Business Plan distribution March 15th, 2005. It is anticipated that prior marketing will enable Infinity to begin serving customers with investigations and security services immediately upon opening. This rapid start up will allow us to conduct 8 investigations the first month as projected. The owners have already acquired 75% of the necessary equipment and will acquire the remainder before startup. Startup can and will occur with the owners funds. However, additional funding will ensure a more stable operation. Infinity Investigations and Protective Services 4 Startup Business Plan THIS LEASE, executed in duplicate in Owasso, Oklahoma, on this 1st day of April, 2005, by and between City of Owasso, Oklahoma with principal place of business at 111 North Main, Owasso, OIL 74055, hereinafter called "Lesser," and William Willson, Ryan Byrd, and Tim White doing business as Infinity Investigations and protective Services, whose address of record is, 109 N. Birch, Suite 300, Owasso, Oklahoma hereinafter called "Lessee ", (whether one or more). WITNESSETH: That Lessor hereby Leases to Lessee, and Lessee hereby Leases from Lessor, for the purpose of office use and for no other purposes, those certain premises, with the appurtenances thereunto belonging, situated in the County of Tulsa, State of Oklahoma, and more particularly described as follow, to -wit: The Southeast Corner of the building located on Lots I through 6, Block 9, Original Townsite of Owasso, OIL, consisting of approximately 390 square feet, Upon the following term and condition, to -wit: TERM. The primary term of this Lease shall be for a period of 12 (twelve) months, commencing on execution of this Lease. Lessee is hereby granted two (2) options to renew this Lease for one (1) year periods each. The terms and conditions hereof shall remain the same except that the Lessor reserves the right to renegotiate the rental rate hereof, Lessee must notify Lessor in writing of Lessee's desire to exercise such option not less than thirty (30) days prior to the expiration of the original term or any renewal term in order to exercise such option. NT: Commencement of Lease through the 12th month in the amount of $325.00 per month for a total rental of $3900.00. Such monthly payments shall be due and payable on or before the first day of each month. If and in the event the Lessee shall fail to occupy and pay the rental for the Leased premises for the entire primary term, then, in such event, the base rental heretofore provided shall be $325.00 for the remaining months on the Lease and such shall be immediately due and payable. The retroactive increase hereby provided for shall not be applicable under circumstances of Lessee's early termination for reason of Lessee's operations being relocated within the Corporate Limits of Owasso or the fenceline thereof in available Commercial and / or Office zoned space. If and in the event the Lessee, immediately upon the expiration of the primary term, or any extensions thereon, shall fail and/or refuse to relocate Lessee's operations to a facility within the Corporate Limits of Owasso or the fenceline of the City of Owasso, Oklahoma, then, in such event, the Lessee shall pay unto Lessor the sum of $350.00 as additional rental. Such sum shall be immediately due and payable upon expiration of the primary term or any extensions thereon. Lessor and Lessee acknowledge and agree that the foregoing provisions relating to additional rental are not intended to be nor construed as a contractual penalty. On the contrary, such additional rentals represent deferred and /or forgiven rentals utilized as an economic inducement for Lessee's incubation and permanent location of Lessee's operations to within the corporate limits of the City of Owasso, Oklahoma, or the fence line thereof Lessee's "operations" as used herein are to understood as meaning Lessee's principle place of business where the essential functions of Lessee's business activity are conducted. USE: Lessee shall not use, or permit said premises or any part thereof to be used for any purpose or purposes other than the purpose or purposes for which the said premises are hereby Leased. Lessee shall provide Lessor a certificate of liability insurance showing Lessor as an additional insured and shall at Lessee's sole costs and expense, comply with any and all requirements pertaining to said premises, of any insurance organization or company necessary for operation of said premises. RIGHT OF VISITAT'ION BY LESSOR: It is further agreed between the parties hereto, that the Lessor or its designated employees or agents, may at all reasonable times enter said premises to examine the condition of same, though under no obligation to do so. ABANDONMENT: Lessee shall not vacate, or abandon the premises at any time during the term; and if Lessee shall abandon, vacate or surrender said premises, or be dispossessed by process of law, or otherwise, any personal property belonging to Lessee and left on the premises shall be deemed to be abandoned, at the option of Lessor. PAYMENT OF UTILITY SERVICES BY LESSEE® Lessee shall pay for its prorated portion for all water, sewer, gas, and electric service. The amount of the payment has been determined by dividing the total square footage of the first floor of the "Old Central" complex by the square footage leased to the Lessee. The prorated share will be 3% at this time, based on square footage leased by lessee. All other services, including but not limited to telephone service, cable television service, and internet service shall be paid in full by lessee. ALTERATIONS: Lessee, upon obtaining Lessor's consent, shall have the right, at Lessee's sole expense, to make any and all alterations, additions, and changes, on said premises, as may be lawful, and as may be necessary for the purpose of conduct of the business for which said premises are Leased. Any additions to, or alterations of the said premises, except movable trade fixtures and such equipment as machinery, shall become at once a part of the realty and belong to Lessor. USE POLLUTION CONTROL AND INDEMNIFICATION: Lessee agrees not to use, or permit the use of, the premises in any manner or for any purpose that may be contrary to the laws of the United States of America, the State of Oklahoma or of any unit of regional, county or local government, or contrary to the lawfirl rules, or regulations, or ordinances of any board, commission, or department having the right to make or issue the same, and agrees to comply with all federal, state, and local solid - waste, air, water - pollution, and all other environmental control laws ordinances, and regulations and to further comply with the terms, conditions, requirements, and provisions of any permits issued by governmental agencies covering the premises. 11 lease incubator- Infinity Investigations doc Lessee further hereby indemnifies and agrees to defend and hold harmless Lessor, its trustees, officers, agents and employees, from all costs or expenses incurred by Lessor to clean up or remcdiate any condition on the premises created directly or indirectly as a result of Lessee's operations hereunder or to clean tip or rcmediate any condition on the premises arising directly or indirectly out of any breach of federal, state or local laws. Lessee further agrees that no use shall be made or permitted to be made of the said premises, nor parts thereof, which will increase the existing rate of insurance upon the improvements or buildings located upon said premises, or cause a cancellation of any insurance policy covering said premises or any part thereof, Lessee shall, at Lessee's sole costs and expense, comply with any and all requirements pertaining to said premises, of any insurance organization or company necessary for the maintenance of reasonable fire and public liability insurance covering said premises and appurtenances. LIENS® Lessee agrees that Lessee shall save and keep the premises herein demised free from any and all mechanics and material liens, and all other liens arising from the fulfillment of Lessee's obligations hereunder, and Lessee agrees to indemnify and save Lessor harmless from any and all such liens, costs, expense, attorney's fees, loss or damage, resulting from the filing of any such lien or liens, and, in the event of any such mechanics' or material liens attaching thereto, or any such liens or any character, said Lessee shall pay and fully discharge the same within thirty (30) days after written notice to do so by the Lessor. Provided further, that the Lessor shall have full authority to discharge and pay off all mechanics' and materialmen's liens, and other liens, arising out of any default of payment by the Lessee, and for such payment, if any, by Lessor, said Lessor shall be reimbursed by the Lessee, upon demand for such payment, with interest at the rate of S per cent (S %), per annum. ILLEGAL USE AND PUBLIC NUISANCE: Lessee agrees not to use, or permit the use of, the premises herein demised for any purpose that may be contrary to the laws of the United States of America, or laws of the State of Oklahoma, or contrary to the lawful riles, regulations, or ordinances of any board, commission or department having the right to make the same. Lessee further agrees to operate said premises in such a manner as not to permit said premises to become a public nuisance, or to be obnoxious to the owners and /or occupants of adjoining property. MAINTENANCE RE, PAILS, AND DECORATING BY LESSEE: Lessee agrees not to commit any waste in or on said premises or any part thereof, and agrees to pay and indemnify the Lessor for any and all injuries and damages to any improvements, or any portion thereof, on the premises herein Leased, which may be committed by Lessee, Lessee's employees, invitees, customers or guests, either by accident, negligence, or which may arise otherwise, through or be 14 Aerie incubator- Infinity Investigations doc 3 _ caused by, or contributed to, the negligence of Lessee, their agents, servants, employees, invitees, customers or guests. provided, further, however, that the obligation of the Lessee to make any repairs herein provided shall only arise after Lessee has been notified, in writing, by the Lessor of the necessity therefor. DAMAGES AND INJURY IIV TRESPASSERS e It is agreed, Lessee shall at all times, be liable for repairs and maintenance for any and all damages or injury to the premises leased and /or that portion of the building that Lessee has access to occasioned by any person, or persons, other than Lessor, its agents or servants, while upon the premises. APPON'TMEN'T OF RECEIVER FOR LESSEE® The appointment of a receiver, or a trustee, to take possession of or substantially all of the assets of Lessee, or a general assignment by Lessee for the benefit of creditors, or any action taken or suffered by Lessee under any insolvency or bankruptcy act shall constitute a breach of this Lease, and Lessor shall be entitled to immediate possession of the premises. TERMINATION OF LEASE ON ACCOUNT OF BREACH OF LESSEE: In the event of any breach of this Lease by Lessee, then Lessor, in addition to other rights or remedies it may have, shall have the immediate right of re -entry and may remove all persons and property from the premises. Should Lessor elect to re- enter, as herein provided, or should it take possession pursuant to legal proceedings or pursuant to any notice provided for by law, it may either terminate this Lease or it may, from time to time, without terminating this Lease, re -let said premises or any part thereof for such term or terms and at such rental or rentals and upon such other terms and conditions as Lessor in its sole discretion may deem advisable, with the right to make alterations and repairs to said premises; upon each such re- letting, Lessee shall be immediately liable to pay to Lessor the amount, if any, by which the rent reserved in this Lease for the period of such re-letting exceeds the amount agreed to be paid as rent for the demised premises for such period of such re- letting. H_ lease inad>atca - Infinity Im esttgadons -doc ASSUMPTION OF LIABILITY FOR PERSONAL INJURIES, ETC.: Lessee assumes all liability for all claims arising on account of injury to or death or persons or for loss or damage to property arising in connection with the operation of the business of Lessee on said Leased premises, and occupancy of said premises, caused by said Lessee, Lessee's servants, agents, employees or persons who might be upon said premises at the request and invitation of the Lessee, and agrees to indemnify and save harmless the Lessor from any and all liability for loss, damage, or injury to persons or property or claims for wrongful death in connection with the operation of the business of Lessee, whether servants, employees, patients, invitees, guests, or otherwise, and agents to carry, in form satisfactory to the Lessor, policy of liability insurance accordingly where in the Lessor is a named insured. ALL AGREEMENTS CONTAINED IN LEASE ETC.: It is further understood and agreed that this Lease contains all the stipulations, covenants, and agreements of the parties hereto, and cannot be modified, changed 'or altered, except by written consent of both of the parties hereto. MAINTENANCE OF EXISTENCE: Lessee agrees to maintain Lessee's existence for the term of this Lease and any extensions or renewals thereof, provided, that merger of Lessee with any other firm or corporation, shall not work a forfeiture of the Lease, but shall bind such successor hereto, and the instrument of merger shall provide for the specific assumption of the terms and conditions of this said Lease. ADDRESS OF LESSOR: For the purpose of giving any notice herein provided, the address of the Lessor is: ADDRESS OF LESSEE: For the purpose of giving any notice herein provided, the address of the Lessee is: Infinity Investigations and Protective Services Attention: William Willson 16270 E. 96" St. North Owasso, OIL 74055 AD VALOREM TAXES, ETC.: It is agreed Lessee will pay all ad valorem taxes and any special assessments that may be levied or assessed against the real estate and Lessee shall pay all taxes levied or assessed against Lessee's personal property located on said premises. 11 Tease incubator - Infinity Incas-tigations.doc 5 PEACEFUL ENJOYMENT: Lessor covenants that the Lessee, on paying the rental herein provided, and performing the covenants and conditions herein contained , shall and may peacefully and quietly have, hold, and enjoy the said demised premises for the term aforesaid. TERMS BINDING eON SUCCESSORS., ETC.: All the terms, provisions, conditions, covenants, and agreements contained in this agreement shall apply to, and be binding upon the parties hereto, their legal representatives, successors, and assigns, but this clause shall in no way authorize or empower the Lessee to assign this Lease without the written consent of the Lessor, except as otherwise herein provided, EXECUTED IN DUPLICATE this day of , 2005. i g. O'. Susan Kimball, Mayor Sherry Bishop, City Clerk "LESSEE" INFQ William Willson r M Tim White H'Jease incubator - Inlinity Incestigatiats. doc 6 MEMORANDUM TO. THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM. DAN YANCE CHIEF OF POLICE SUBJECT. ACCEPTANCE OF GRANT AND SUPPLEMENTAL APPROPROA IONS DATE; March 15, 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. CONNECTIVI'T'Y: 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. 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. REQUEST: 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. COMMENTS: 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. RECOMMENDATION- Staff recommends Council acceptance of a Homeland Security Grant in the amount of $36,039.71. Further, the staff recommends Council approval of an amendment to the FY 2004 -2005 General Fund's police Services Budget increasing revenues by $36,039.71 and approval of a supplemental appropriation increasing expenditures in the amount of $36,039.71 as a result of receiving the Homeland Security Grant. r TTACHMENTS L Notification of grant approval dated February 28, 2005 from the Office of Homeland Security. KERRY PETTINGILL DIRECTOR February 28, 2005 Rodney Ray, City Manager City of Owasso P,O. Box 180 Owasso, OK 74055 STATE OF OKLAHOMA OFFICE OF HOMELAND SECURITY RE: Grant #17.10 (2003-2) Approval BRAD HENRY GOVERNOR used 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. 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. P.O. Box 11415 Oklahoma City, OK 73 136-04 15 PHONE 4051425-7296 FAX 405/ 425-7295 wwwyouroklahoma.com/okohs Summary of Approved items Updated February 28, 2005 ;heft Cumulative ! I Approvals €0119/04 February 2005 f OK Award ID Sub antee - - Item (Approval Request -_ - _ - � UnitCost _ __ Q? - . - _ Total l- _ as of 9/I/04 ®DP Approved Amy Comments Misc. Approvals Total Approvals Award Amount Current Available - - - -40A0 -- 17.10 Owasso, City of Police _ Binoculars $ 16 $ 640.00 Department I P $640.00 Y _ € 7 i 0 Owasso, Cit of Police Laptop Mounts P p $ 1,300.00 10 _ -I -- — $ 13,000.00 -_ i Department - I , - -- -r 17.10 City of Owasso Y Handheld computer 30 00 ; 111 $300.00 $ 300 00 ' g _ 17.10 City of Owasso Y _- .. -- -_ -_. _ La to Computer (provided use is Laptop P fP _ . $ 1,75.00 81 — � $10,800.00. — $ l o,zoo.00 ! 01. for communication/detection} I communication and detection $ 17.10 Owasso Police Department g .- 17. 10 Owasso Police Department Binoculars _- Binoculars -_. $ $ 5000 ! 26 _- 50.00 �, 5 _ - - -' $1,300.00 $250.00 _..- $1,300.00_ � -_ $250.00 s $36,055.71 $ 36,039.71 $ 36,039.71 $ 1710 Owasso Police Department ',HM aide ERG 38A0 I $38 00 $38.00 __ -.— E _.... __. $ - p _._ t 7 10 Owasso Police Department HM ade ERG guide $ $ � - 38.00 ', 1 ' - $38.00 $38.00 17 10 Owasso Police Department guide pocket _ $990.00 � $990.00 $ - 47.10 Owasso Police Department ERT pocket P-- guide _ _ $ _ 30.00 ?i - $30.00 - -- $30.00 _ 17 10 Owasso Police Department ERT pocket PC guide -- - - - - - - -- - ____ —_ $ -_ 30.00 $30_00 _ - -- 17 10 Owasso Cu of Police Handheld computer for Emergency $ � 300.00 l l $300.00j Department p- Response Applications - -- -- j $300.00 - 0 !I -..- _ _ -Y - 17 10 - -- - Emergency - - - - -- T— - $300.00'1- p - Applications p pp -- _ _ - $300.00 -- - I $ _ -- l7. f 0 Owasso, City of Police 'Hand eld for Emergency $ 300.00 33' $8,639 -7ii - - Department Response Applications $9,900.00 $ ;heft MEMORANDUM TO- HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM. SHE BISHOP FINANCE DIRECTOR SUBJECT. CAPITAL IMPROVEMENTS FUND BUDGET AMENDMENT DATE: March 11, 2005 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 recommends approval of a Capital Improvements Fund budget amendment increasing the estimated revenue to $17,538,857 and increasing the appropriation for expenditures for projects by $2.9 million. Capital Improvement Fund Project List City ofOwasso Capital Improvements Fund Project List March 4.3OO5 Project Cost Estimate Resolution 2004-11 Priority Projects Fire Stations— New 1.280.000 Remodel 208.000 Storm Siren System 234.083 UG& Hwy 1GAInterchange 1.600,000 AS Street Widening (Garnett to Owasso Mkt) 5.100.000 Garnett Widening (88to0S) 5.500.000 Sports Park Expansion 2'000.000 YMCA Pool 1'000,000 Prnieots initiated phmrto Oct 2003election 88& Mingo Intersection (FY 28D3) 242.000 86 Street Widening (FY 2D03) 3,202.202 96&i28E Ave Intersection (FY 2003) 1,950.000 12QE Ave Widening (engineering only) (FY 2003) 350.000 Computerization (FY 1998) 624,481 Total Project Cost Estimate Prior Year Expenditures Current FYEstimate Current FY Budget Total Amended Budget MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM. TIMOTHY ROONEY ASSISTANT CITY MANAGER SUBJECTa VISION 2025 PROJECTS AMENDED AGREEMENT DATE: March 8, 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 consists * Community Build Park ® Land Acquisition — Veteran's Memorial * City of Owasso — YMCA Rec Facility ® Community Center Heating and Air -d of funding for the following: $200,000 200,000 500,000 100,000 Over the past several months, discussions have occurred between the city staff and members of the VFW regardinc, 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 Park 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) * City of Owasso —YMCA Rcc Facility 500,000 * Community Center Heating and Air 100,000 NOTE: This recommendation has been discussed with the VFW and the American Legion, as well as the Owasso Community Foundation. All parties are in agreement. RE COMMENDATION: Staff recommends Council approval of a contract amendment for the "Vision 2025" Owasso Community Center Project as described above. ATTACHMENT: 1. Vision 2025 Contract Amendment * Note: Attachment #1 was not completed prior to the distribution of the Agenda and will be delivered to you before the Council Meeting on Tuesday, March 15. MEMORANDUM TO: THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FRONI- TIMOTHY ROONEY ASSISTANT CITY MANAGER SUBJECT, APP OINTMENTOF DEPUTY CITY CLERK DATE: March 1, 2005 BACKGROUND: 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 Clerl<- 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. RECOMMENDATION- Staff recommends Council appoint Ms. Julie Stevens as Deputy City Clerk for the City of Owasso. TO- HONORABLE MAYOR AND CITY COUNCIL CITY OF O ASSO FROM- ANA STAGG, P.E. DIREcrOR CAF PUBLIC WORKS SUBJECT, CHANGE ORDER NO. 1, ACCEPTANCE AND FINAL PAYMENT FAIRWAYS AT BAILEY RANCH DRAINAGE IMPROVEMENTS PHASE 11 DATE: March 7, 2005 CHANGE ORDER NO. 1 Following award of the Phase II contract, it was determined that the original topography along the west side of the 9t" fairway used in the design of the storm drain line had been altered over the years and was in error. As designed, there would be insufficient earth cover over the south (discharge) end of the pipe. To correct the problem, the pipe was shortened about 100 feet which moved the discharge headwall north to a point where the earth cover is deeper. Grouted stone riprap was installed where the pipe was deleted to form an open drainage channel. In addition, the 20 -foot section of grouted riprap included in the original contract will be extended 67 feet to merge with the riprap at the location of two existing drain pipes. The contractor has submitted a cost proposal detailing the net cost for the pipe change in the amount of $2,333.50 (see Attachment B). There were some utilities either known or unknown at the time of contract award which conflicted with placement of the new line. The contractor's cost to relocate these utilities amounted to $920.00 for a Southwestern Bell cable and $400.00 for replacing a water valve (see Attachment B). Additionally, the amount of required slab sodding increased due to work changes in the amount of 488 square yards at a cost of $976.00. The costs presented are considered fair and reasonable. The total additional costs amount to $4,629.50 which increases the contract amount to $ 119,136.75 (see Attachment Q. The contractor has experienced delays which affected progress including fifteen days of adverse weather (in excess of that included in the original contract) during December, January and February, seven days delay awaiting relocation of a power line by Public Set -rice Company, four days for repair of unmarked City utilities and two days required to re -site a stormwater junction box resulting in a total delay of 27 days. Staff recommends a time extension of 27 days which extends the substantial completion from 40 to 67 days and establishes final completion date of February 16, 2005. The project was considered substantially complete on that date. FINAL, ACCEPTANCE AND PAYMENT A final inspection was held on February 26, 2005. All items identified for correction have been completed. The contractor has provided a one-year maintenance bond as part of the contract documents. Progress payments to date amount to $93,183.52. The contractor has submitted requests for final payment ($14,039.55) and return of retainage ($11,913.68) for at total request in the amount of $25,953.23 (see Attachments D and E). PROJECT FUNDING- Funds for this project were included in the FY04 -05 Stormwater Capital Outlay Budget (Line Item 01370- 54230) in the amount of $150,000.00. The amount of the contract award plus the change order amount will not exceed available funds. RECOMMENDATIONS. Staff recommends the following: 1. Council approval of Change Order No. 1 to the Fairways at Bailey ranch Drainage Improvements, Phase II, contract increasing the contract amount to $119,136.75, changing the contract completion date to February 16, 2005 and authorization for the Mayor to execute the change order. 2. Acceptance of the contract work and authorization for final payment and return of retainage to Cherokee Builders, Inc., in the amount of $25,953.23. OwaSSO Public Works Department I:nginccring Div. P.O. ISO Owasso, OK 74055 91 5.272.4959 www.ci(yoli�wasso.con� i -9 1114120CA 16:56 PR-04419 Fairways @ Bafly Ranch Drainage InV Ph2 *t-I BIR 0.000 B : ption U A 1100 co#j - oplyolv C 1110 G 1120 48, i4DPE 1150 GROUTED RIP RAP CHANNEL (167 LF) 11,10 F-A-BRIC PUP W) DID TOTALS unit ice qtatas - Rnd Quantity 875-00, 0.000 U I-ow U -100.wo U 124.000 U 186-000 TOTAL - O N C. Units unit ice Bid TOW Ls 875-00, 875-00 Ilp 95-00 -9,5 .€ T 85-00 10-540,00 SY 2.25 418.50 52,3333.50 01/19/2005 15:51 EU 918 234 0500 CHEROKEE 131-11ILDERS INC � 0021/002 CH�-'RC1)VFF_ at-M-11-DE'RS Jenuan/ 199 2001" Phil Lutz City of Owasso P.O� Box 180 Owasso, OK 74055 Re- Fairways at Bailey Ranch Phase 11 Subject: Relocate SBC cable Dear Phil: This letter is regarding the additional cost incurred by Cherokee Builders due to the discovery le aij and relocation of an umnarked SBC telephone cab ( J a III i - 13-14, 2005) and the discovery and repair of an. unrnaOkod City of Owasso water valve (January 18, 2005), Please accept the following cost proposals for the associated work: Relocate SBA' telephone cable $920.00 .Repair water valve (material provided by City of Owasso) $400.00 In addition, Cherokee BU11ders is requesting a !Avo day extension of contract time for the loss of job progress encountered during the repair/relocation of these uni-riarked -utilities, S nice rely, B. .l. R e rt tats Estimator / Project Manager Correspondence YT. : 2455-00-0002 Cherokee Builders, Inc, 2005 N. 167th E. Ave. Tulsa, OK 74116 918,234.2550 918.234.0500 fax wwwcharoksebuildersx.nm PROJ EC T: fairways Drainage Improvements Phase 11 TO CONTRACTOR: Cherokee Builders, Inc. 2005 North 167th East Avenue Tulsa, OK 74116 The Contract is changed as follows: SECTION 00600 Cl IANGE ORDER CHANGE ORDER NUMBER DATE: Fcbruary 1.6, 2005 CONTRACT BATE ATTACHMENT I Octobcr 19, 2004 CONT CT FCOI_Z: Addition of a 48" stormwater drainage pipe and roadway trench drain Delete 100 LF of 48" FIDPE pipe and replace with grouted riprap; relocate conflicting utilities; increase quantity of slab sod by 488 sq. yds. Extend the contract period by 27 days due to delays not considered the fault of the contractor. Not va11d unf11 signed by the Owner and Contractor The original Contract Sure was Net change by previously authorized Change Orders The Contract Sure prior to this Change Order was The Contract Sum will be: Increased (X) Decreased ( ) Unchanged( ) by this change The new Contract Sum including this Change Order will be: The Contract Time will be Increased (X ) Decreased ( ) Unchanged ( ) by: The date of Final Completion as of the date of this Change Order is therefore: February 169 2005 $ 114,507.25 $ 114,507.25 4,629.50 $ 1199136.75 27 days. NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction Change Directive. � � \� v� City ®f Owasso CONTRACTOR OWNER P.O. Box 180, Owasso, OK 74055 ADDRESS BY DAI'S CHANT GE 01ZD1?IZ e �l'I'LICA`t101� �.I�ii� CI✓lt`tII�ICtA`tl I;CR P�.��II�r�'i, TO: (Owner) City of Owasso Public Works Dept. 301 W. 2nd Avenue Owasso, OK 74055 FROM: (Contractor) Cherokee Bua- lders, Inc. 2005 N. 167th F.> Avenue Tulsa, OIL 74116 PROJECT: Fairways at Dailey Ranch CONTIRAC`I` PC e Sitework TAM Patio One of _ Contract Mateo 1.0/ 19/0 Application Date: 02/28/05 Period Distribution To: Owner A- rchitect Contractor Engineer Application is made for payment, as shorn below, in connection with the Contract. Continuation sheet is attached. I. Original Contract Surn 2. Net Change by Change Carders I Contract Sum to Date (sine 1 & 2) 4e Total Completed & Stored to Date 119,136.75 5, 'total Earned Less Retainage (Line 4 less Line 5 "total) 7, less Previous Certificates for Payment 107,223907 $ 93,183052 __--------_____— _1: \iil131`1'8 "1'O`I'1iEAG12Ei PiF.NT 0904 Page 2 o1'9 I I I I 8. CURRENT PAYMENT DUE 9a Balance to Finish, Plus Retainage (Line 3 less Line 6) CHANGE ORDER SUMMARY: 0 Change Orders approved in previous months by Owner TOTALS I I Approved this month Number I Date Approved 02L16 �o 5 TOTALS Net Change by Change Orders $----j Z"-U2. 5 5 $ 11,913.68 ADDITIONS I $---4'62R-5D $ 4,629.50 DEDUCTIONS I go $ 4,629.50 tor certifies that to the best of the Contractor's knowledge, information, wnts, that all amounts have been paid by the Contractor for work for -es for Pa ent were issued and payments received from the Owner, shown her-11 I is now due. , - By:_ 0 STATE OF OKLAHOM A ) SS COUNTY OF TULSA Date:-------D2i23ju Subscribed and sworn to before me this 28 day of February 2005 0 Notary Public My Coninussion Expires:_ g4 �--�3 05� Commission # 01006843 N I I L111-1-�-TQ THE AQRHrN91:_NTT 0904 P-,ige 3 of'() I I. ARCHITECT'S / ENGINEER'S CERTIFICATE FOR PAYMENT In accordance with the Contract Documents, based on onsite obsmations and the date comprising the above application, the Architect /Engineer certifies to the Owner that to the best of the Architect's/Engineer's knowledge, information, and belief, the work has p 09-ess d as indicated, the quality of the work is in accordance with the Contract Docurnel-Its, and the Contractor is entitled to payment of the amount certified, AMOUNT CERTIFIED (Attach explanation if arnount certified differs fr—oin the a—mount applied for.) W 1 R 1-1--r-US RYF I f H �AG R H E NA E- \Iff Page 4 oCQ CONTINUATION SHEET Page - of - Application and Certification for Payment, containing Contractor's signed Certification is attached. Application Number: m Four Application Date: 02/28/05 Period to: In tabulations below, amounts are stated to the nearest dollar, Use Column I on Contracts where variable retainage for line items may apply. A B C D E (cont) ITEM DESCRIPTION SCHEDULED WORK COMPLETED NO. FROM PREVIOUS WORK COMPLETED OF WORK VALUE APPLICATION THIS PERIOD SEE ATTACHED - (cont) F R E) MATERIALS PRESENTLY STORED (NOT IN D 0 D D 4 7 "q STO " AND STORED • DA7TE (D+ E+ f) H % BALANCE (GEC) TO FINISH RETAfNAGE (C-G) NOTE: At bottom of each column, run totals. THE AGREFIMUN-E 0004 Page 5 of") N CLAIM OR INVOICE Ar, f IQAVI'T Subscribed and sworn to before me this 28 day of February 2005 - - Notary Public Commission # a1 oob843 ; c'; MY ......... t�, Commission Expires: 04/23/05 Architect, Engineer, or other Supervisory Official Subscribed and sworn to before me this day of Notary Public Commission # My Con-inlission Expires: NOTE: Strike out words not appropriate aild sign appropriate signature line. Architect Enginecr approval is riot required for Contractor or Supplier Affidavit. ___._____�___.____ -.._ -- ------.--___ __.___._�>_:L►ii3rrs_ro_,rltl: t�cEZi�r:�,1r_o�1 lInge 6 of'9 2005 N. 167TH E. AVE. TULSA, OK 74116 (918) 234-2550 (918) 234-0500 FAX TO: CITY OF OWASSO PUBLIC WORKS DEPARTMENT 301 WEST 2ND AVENUE OWASSO, OK 74055 PROD. NO. PROD. DESCR. ESTIMATE NO. FROM: TO: N/A FAIRWAYS @ BAILEY RANCH FOUR 0113112005 02/28/2005 TOTAL WORK TO DATE 15,599.50 119-13675 ST UNIT TOTAL PREY PREY THIS PERIOD I HIS HLKIUU Jub !UUA1r_ JUL) 1 L'i �' TERN 9 DESCRIPTION UNIT QTY PRICE EXT.VALUE QTY AMT QTY ­­ - AMOUNT - QTY AMOUNT 1 FIGHT OF WAY CLEARING & RESTORATION LS 1 6,200.00 - - 6,200.00 1 - - 0 0.00. 560. 6.20100 560.00 2 UNCLA,SSIFiED EXCAVATION ---- -- 560 560.00 5130 560.00 0 0 0.00 0 400 1,000.00 3 EMPOPAR Y SILT FENCE LF 400.00 2.50 1,000.00 400 1,000.00 735 .00 11,4 , 7 , 0.0 0 . .. ... 735 -0.00 1A/ 4 -- SOLID SLAB SODDING SY 735 2.00 1,470.00 39 2,379.00 0 0.00 39 2,379.00 SY 39 61.0011, 2,379.00 P C. CONCRETE PAVING (&HES) , . , SY 16 50-00 800.00 16 800.00 0 0.00 800.00 6 P C. CON CRETE PAVING (6"HES) -FOR DRIVES 30 85.00 2,550.00 30, 2,550.00 0 0.00 30 1550.00 7 I.POUTED RIPRAP (TYPE IV) TN SY 45 2.25 101 25 45: 101.25' 0. 0.00. 45 101,25 a FILTER FABRIC (RIPRAP) SF 1080: 5,076.00 0 0.00 1080, 5,076.00 9 4" CONCRETE SIDEWALK EA 2 7,500.00. 15,000.00 2� 15,000.00 - - - 1 0 ­ 0.00 2� 15.000.00 16 6' X 6' CONCRETE JUNCTION BOX EA 2 400.00 800.00t 2, 800.00 --aob 2 soo-ob 11 12- MANHOLE FRAME AND COVER T R-ENC H-D-R-Al-W-C-0 N N ECTION BOXES & AP PU Ri LS 1 15,500.00, 15,500-00, 1 15,500.00 15,5bo-ob -- 13 MODIFY EXISTING JUNCTION BOX 1 1 700.00 1 95.001 700 00 41,040.001 1 332 700.00 31 54x.00 0: 100 0.00 9,500.00 1 432 700.00 411,040.00 14 48" HDPE PIPE EA 432 1 1 lt�0- 61 L__:�,400.00 1 3,400.00 0 0.00 1 3,400.00 15 48" CONCRETE HEADWALL LS 2,100,00!: 2,100.00.l.------ 1 2100.00' 0 0.00 1 2,100.00' 16 RELOCATE 6"WATER LINE_ LS 1,000.00 1,000.00 --------- 1,000.00 0 0.00 1 000 00 17 RELOCATE FIRE HYDRANT -RE--%-I--D-V--E-CO-N--C-RE-T--E-P--A-v-I-N---G-- SY 47 - 7-Ino 329.001 477 329.00' 47 329�00 18- SY 16 7.00 112.00;, 16 112.00 0 0.00 16 112.00 19 REMOVE CONCRETE DRIVES SF 620 0,50, 310.00 620 310.00 0 0.00 6 20 310.00 20 E CONCRETE SIDEWALK REPROVE -& OF LS 1,500.001 1,500.00 1 1,500.00 0 0.00 1 1,500.00. 21 REMOVAL STRDCTURES OBSTRUCTIONS EA 6 180.00 1,080.00 1,080.00 0 0. 0 0 6 1,080.00 22 REMOVE & REPLACE- PLANTS -CONTRACTOR LS 1 i 4,100.00 4,100.00, -6 1 4,100.00 0 0.00 i 4,100-00 23 CONSTRUCTION STAKING .- - - I—- ­­ ­ I—- ­­-­-- LS 1 2,400.00 2,400.001 1 2,400.00 0- 1 2.400.00 24 CONSTRUCTION TRAFFIC CONTROL -MOBILIZATION LS 5,000.00; 5,000.00 1 5,000.00 0 0 .0- 0 5'000 00 25 4,629.50 f 4,629.50 ---- 1 ---- --- 4 629.50 , - 1 4,629.50 26 CHANGE ORDER# 9,136.75 = - 57 f5 5�0 MZAtVAVl 119,136.75 TOTALS _ TOTAL WORK TO DATE 15,599.50 119-13675 LESS RETAINAGE (10%) (1,559.951 (11.913.68 14,039-55 107,223.08 AMOUNT DUE 0.00 0.00 LESS OTHER CHARGES LESS PREVIOUS PAY REQUESTS 93,183.52 AMOUNT DUE THIS ESTIMATE 14,039.55 $14,039.56 3 Pi s m A APPLICATION AND CERTIFICATE FOIE PAYMENT TO: (Owncr) City of Owasso public Works Dept. 301 West 2nd Avenue Tulsa, OK 74116 FROM: (Contractor) Cherokee Builders, Inc. 2005 N. 1.67tJh Es Avenue Tulsa, OK 74116 PROJECT: Fairways at Bailey Ranch CONTRACT FOR: Sitework ATTACHMENT • r: Contract Date: 1.0 1.9 0-4 Application Date: - Period To: 02/28/05 Distribution To: Owner Architect Contractor Engineer Application is made for payment, as shown below, in connection with the Contract. Continuation sheet is attached. 1® Original Contract S $ 114,507.25 2. Net Change by Change Orders $ 4,629.50 3. Contract Sum to Date (Line l & 2) $ 119,136.75 4. Total Completed & Stored to Date $ 119,136.75 (Column G on Continuation Sheet) 5. Retainage: a. 0 % of Completed Mork $ .00 (Column D & E on Continuation Sheet) - FINAL of Stored Material $ .00 (Column F on Continuation Sheet) Total Retainage (Line 5a & 5b) $ .00 6. Total Earned Less Retainage $ 119 ,136 , 75 (Line 4 less Line 5 Total) 7. Less Previous Certificates for Payment s 107,223.07 x INI il3rD "10 `r1iE AGREEtytE T 0904 Nige 2 oN I 0904 111 YrS TO _TT I E, AGREENUINT P.1 ge 3 o t, 8. CURRENT PAYMENT DUE $ 11 913.68 9. Balance to Finish, Plus Retainage $ .00 (Line 3 less Line 6) CHANGE ORDER SUMMARY: ADDITIONS DEDUCTIONS Change Orders approved in previous months by Owner TOTALS $ $ Approved this month Number 1 $__4,629. 50 $ Date Approved 02/16/05 TOTALS $_ 4 629.10 Net Change by Change Orders $__4, 629 , 50 The undersigned Contra'tor certifies that to the best of the Contractor's knowledge, information, and belief, the work co erect by this Ap lication for Payment has been completed in accordance with the Contract Doe ents, that all which Certi for Pa ounts have been paid by the Contractor for work for previous ates ym t t were issued and payments received from the Owner, and that current paym��. t shown herein snow due. CONTRACTOR: By: Date: 02/2,8/,05 STATE OF OKLAHOMA ) SS TULSA A "f d an --sw'66 to before me this 28 day of February 2005 l' SEd�. Notary Public My Commission Expires: 04/23/05 Commission # 01.006843 0904 111 YrS TO _TT I E, AGREENUINT P.1 ge 3 o t, 0-11. IARCHITECT'S / ENGINEER'S CERTIFICATE FOR PAYMENT In accordance with the Contract Documents, based on onsite observations and the date comprising the above application, the ArchitecUEngineer certifies to the Owner that to the best of the Architect's /Engineer's knowledge, information, and belief, the work has progressed as indicated, the quality of the work is in accordance with the Contract Documents, and the Contractor is entitled to payment of the amount certified. I -1), I 11131°1' '10 T1 IF AGREEMENT 0904 Page 4 of'9 t t CONTINUATION SHEET page - - - - of Application and Certification for Payment, containing Contractor's signed Certification is attached. Application NLimbero I-, eve- RetainagApplication Bate: 02/28/05 Period to: 02/28/05 In tabulations below, amounts are stated to the nearest dollar. Use Colurnn I on Contracts where variable retainage for line items may apply. A B C D E (cunt) ITEM DESCRIPTION SCHEDULED WORK COMPLETED �IORIC COMPLETED NO. OF WORK `/ALUE FROM PREVIOUS TEAS PERIOD APPLICATION SEE ATTACHED (cont) F R E) MATERIALS PRESENTLY STORED (NOT IN D O TOTAL, COMPLETED AND STORED TO DATE (D +E+ fl U 1 % BALANCE (G /C) TO FINISH RETAINAGE (C-G) NOTE: At bottom of each column, run totals. -------- ___ - -- _ 1.\1 LIJB f,VrO THE AGREEN L:N-F Page 5 of'9 0-11' mllo CLAIM OR INVOICE AFFIDAVIT STATE OF OKLAHOMA COUNTY OF TULSA )SS NOTE: Strike out words not appropriate and sign appropriate signature line. Architect, Engineer approval is not required for Contractor or Supplier Affidavit. mm 1I1 -rrS TQ-JI 11' -, -, M H NT Page 6 of Notary Public Commission # 01001843 My Commission Expires: 04/23/05 Architect, Engineer, or other Supervisory Official Subscribed and sworn to before me this _ day of Notary Public Commission # My Commission Expires:__ NOTE: Strike out words not appropriate and sign appropriate signature line. Architect, Engineer approval is not required for Contractor or Supplier Affidavit. mm 1I1 -rrS TQ-JI 11' -, -, M H NT Page 6 of CHEROKEE BUILDERS, INC. 2005 N. 167TH E. AVE. TULSA, OK 74116 (918) 234-2550 (918) 234-0500 FAX TO: CITY OF OWASSO PUBLIC WORKS DEPARTMENT 301 WEST 2ND AVENUE OWASSO, OK 74055 PPOJ- NO. NIA PROD. DESCR. FAIRWAYS @ BAILEY RANCH ESTIMATE NO. FIVE-PETAINAGE FROM: 0113112005 TO: 02/2812005 EST UNIT TOTAL PREY PREV THIS PERIOD THIS PERIOD JOB TO DATE JOB TO DAT ITEM T DESCRIPTION UNIT QTY PRICE EXT.VALUE QTY AMT QTY AMOUNT Q-1 Y AMOUNT I I RIGHT OF WAY CLEARING & RESTORATION LS 1 6,200.001 6,200.00 1 1 6200 -,- -o- -o F -o -o 10 0.00 1 6 2 2 UNCLASSIFIED EXCAVATION CY 1 560 1.00 i 560.001 1 560 560.00 i 0 0.00 560 560.00 3 SILT FENCE LF 400.00 0.00 1,000.001 46 1,000.00 1 0 0.00 1,000.00 --- 400 - -TEMPORARY 4, SOLID SLAB SODDING SY 735 2.001 1,470.001 1 7351 1,470.001 0.00 o o.bb 735 1 470 00 P.C. CONCRETE PAVING (6-HES) SY 39 1 61.001 2,379�00 39 1 2,379.00 - 0 0.00 39 2,379.00 ---8babo 6 P.C. CONCRETE PAVING (6"HES) - FOR DRIVES_ - SY 1 16 50.001 800.00 1 16 800.001 0 --y GROUTED RIPRAP (TYPE IV) TN 30 85.001 2,550.00 1 30 2,550.001 0 0.00 30 2,550-00 8 FILTER FABRIC (RIPRAP) SY 45 1 2.25!! 101.25 1 451 101.251 oll 0.00 45 101.25 9 _ "CONCRETE SIDEWALK SF 1,080 1 4.70 5,076.00, 1 10801 51076.001 1 0 10,80 5,076.00 10 6'X 6' CONCRETE JUNCTION BOX EA 2 1 7,500.0 21 15,000.001 i 0 0.00 2 15,000.00 11 MANHOLE FRAME AND COVER -EA 2 1 400.001 800.001 2 800.001 0, 0.00 2 800.00 12 TRENCH DRAIN, CONNECTION BOXES & APPURI LS 1 1 15,500.001 15,500.00 1 15,500.00 0.00 -1 15,500.00 MODIFY EXISTING JUNCTION BOX LS 1 1 700.001 700.00 1 700.00 0 ().Do 1 700.00 1 48"HDPE PIPE LF 432 1 95.001 41,040.00 4321 41,040.001 1 0 -4�2 41,040.00 0.00 15 48' CONCRETE HEADWALL EA 1 3,400.00 3,400.00 1 11 3,400.001 1 0.00 1 3,400.00 0 --- 16 RELOCATE 6" WATER LINE LS 1 1 1 2,100.001 2,100.00 1 2,10 0 0.00 --- 1 2,100.00 17 RELOCATE FIRE HYDRANT LS I 1,000.001 1,000.00 1 1,000.001 1 o 0.00 1 1,000.00 18 REMOVE CONCRETE PAVING SY 47 7.00 329.00 47 329.001 0 0.00 47 329.00 1 - I 1 9 REMOVE CONCRETE DRIVES SY 20 REMOVE CONCRETE SIDEWALK 21 REMOVAL OF STRUCTURES & OBSTRUCTIONS LS 16 7.00 112.00 16 112.00 0 0.00 16 itz-bo- 0.00 620 -0 -3lb.00 0 0.00 1 1,500.00 ------- T 620 0.501 1 1,500.001 310.00 1,500.00 620] 310.00 1,500.001 1 22 REMOVE & REPLACE PLANTS EA 6 180.001 1,080.00 1 6 1,080.00, o b-oo-'- 6 1,080.00 23 CONTRACTOR CONSTRUCTION STAKING LS 1 4,100.001 4,100.00 1 4,100.00 0 0.00 1 4,100.00 241 CONSTRUCTION TRAFFIC CONTROL LS 1 2,400.00 2,400.00 25 MOBILIZATION 5,000.00! 5,000.001 26 CHANGE ORDER# 1 LS 1 4,629-50 � 4,629.501 TOTALS- 5 --- 1 2,400.00 01 0-00 1 2,400.00 --- --- - - - -- -i- a 0.00 1 5,000.00 0 0.00 1 -4,62--9.--50- 0.00 ' IMMEM 119j36.75 i 1 5,000.00 1 4,629.50 -1 -1 9,-1 -313. T5 TOTAL WORK TO DATE 0.00 19,136.75 LESS RETAINAGE (10%) 0.00 1 0.001 AMOUNT DUE 0.00 119,136.75 LESS OTHER CHARGES 0.00 000 LESS PREVIOUS PAY REQUESTS 107.223.07 AMOUNT DUE THIS ESTIMATE 0.00 811,913.68 MEMORANDUM TO. THE HONORABLE MAYOR AND CITY COUNCIL CITY OF OWASSO FROM- ANA STAGG, P.E. PUBLIC WORKS DIRECTOR SUBJECTn BID AWARD PHASE I STORMWATER DRAINAGE AND DETENTION SILVER CRE EK ADDITION 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 fTequencyl. To correct drainage system deficiencies, proposed solutions include diversion of the Willows storm sewer system to a new stormwater 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 LD 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 Page 2 Bid Award 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. SOLICITA'rION 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: Yocharn Enterprises, Inc. $ 267,698.00 Crossland Heavy Contractors S 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 tD 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 20042005 Stormwater Division Capital Outlay budget (line item 01-370 ®54230). RECOMMENDATIONS: Staff recommends Council award a contract for construction of Silver Creek Improvements — Phase I to Yocharn Enterprises, Inc. in the total amount of $ 267,698.00. Page 3 Bid Award Stormwater Drainage and Detention Silver Creek NOTE. It should be noted that the approval of Phase I of this project will result in the staff developing a comprehensive solution to the larger drainage issue present in this area. Subsequent to this action, the staff will begin such work for presentation to the Council inclusive of the details. ATTACHMENTS: A. Project Map B. Engineer's Recommendation of Award BY OTHEELS NOT IN THIS CONTRAC-A 1172 1499 <i ---------- --- ag PKkSE I 100 YEAR WATER SURFACE 'POND 230 C4 L T < L7L2 I F'l M N FBI \A\ Cl .242 LF D�� 2 1 PAVED 0. J>c Ll 7951 CONSTRUCTION NOTES [DEXCAVATEL CKANNEL AREA CUT SLCPES M 3:1 A AND PLACE SOD. ff3CONSTRUCT SLOPE WALL OUTLET STRUCTURE W1 120 LF OF 36- RCP. 2GRADE TO MAIN. E]OUTLET CRANNEL SIDE SLOPS CUT TO 4:! UAxl. MD PLACE SOD. CONSTRUCT CULVERT END TREATtM< . w 123 LEGIEDID ExisnNG PIPE- E]CONSTRUCT SFRM TO RCACWA SUSCXRa E LEVEL FOR DETENTION POND. COUPACT SOIL TO 95% SID, PROCTOR DENSITY AT ZX OF OPTTuUw uolruRp CONTFWT- MWAST, EXCESS EXCAVATED SOIL TO K USED AT THE DISCRETION OF ME ENGINEER. L—I E DATA E CURV79 DATA C3 C4 23440.41 26+86.96 4742 >939 44x8933 a76463.15 DETAILED PoRo m SBLVZR CREEK DRAMAGE 1UPROVE1 YOU DIC MY OF OWASSO, M DEPARTMENT OF pliBI j( CALL OKZ VAI/ 0 m lil! ATTACHMENT B M]"'k, - - - - - - - - - -1 - -- -- -. - - - 1-11 . P.O. Box 636 - 20 W. 2nd Street, Suite 200 Sand Springs, OK 74063 918-241-2803 Fax: 918-241-9245 www.mc,slieketigr.com 1'ebruary 25, 2005 Mr. Joe Nurre, PE, Senior Engineer City of Owasso PO Box 180 Owasso, OK 74055 RE: Silver Creek Drainage Improvements — Phase 1 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 Project Budget/Estimate $ 300,000.00 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. MeshA, 11E, LS Meslick, &- Associates, Inc. 1`11cl. (I) IF, r +i i I S:I,c.r C-I, Lr,,,,ge lmpr--,nf•, - Ph�, y 21 2Y)5 Z, Y..h.- Cros5la nd Heavy contractors Horizon ConstrucZon+, Co.. Inc. L PO Box 2227 Sapulpa. OK 74067-2227 14149 East Admiral Tulsa. OK 74115 PO Box 590 Owasso. 0K 74055 UtIIT �-SIINIATED J'IiT ES- U% T ESTIMATED UNIFS, 111, 41TITY PRICE COST PRICE piz: CE COST -1 S 4.00000 S 4,00000 S 20�000 DO S DO -1 9 0n7T S 057 c II --f- Cy -L- 8000 500 S 0 Dod 0 L'O 40 5 DDO 00 5 �6 S -:5 2K -'--L :i'D.- -- --L S 200 S 200000 s 070 5 I 1 5 �I -S T 1 15 /Do S 1 00 1 s 700 15,70000 - S 150A S -- 5 --- 2 S 4t2 T -A _2 100000 7, oo s 600 S 4s I lf,opo Vk S l000 S 302 09 S- C's S I 10 S 11110 1 .1oOo j oT S weal —3c, S 1 37000 1 1 $ -',�O DO s -w Y�) GY iso s oo 5 4 500 Do H I I S 00 5 �.GO 0 S K 01, S T YP TrN 1 61 4-0 Do , S 5 28O.00 S 4000 1 S 2.440.00 I s 6� 00 J I S a DID s 5ao Do s 212800 s 45 Do I S s 62M 1 5 3 711 1 25 S 40.00 I S 5.000 1 s 75_22J_S 'e 375.00 1 1 s 76 DO S 29 S 300 DO I S 8,70000 S L-o S 300 S T E I CY 1 19 34 -S -05 —001 11 - 5922500 -�-3 00 S —10, 42 500 1 S 70 5is 6 2 �N 2S I'l q A- 7 5 5000 2 7,�o DO 45 -0 s KC 1 S :j_S C) 14 CC 65 S 1000 750 00 1 34 0,1 S fly S 1 0 G25 00 1 S s ED Do -- -- S _ _ S 3 1 c) NO -75 1200 S 1200 1 8000 1 1 'OM -- IS c" on S 4000 1 S 300000 1 S �G 00 Go 0. 0 s 2 6, r I, NO S I FA —LI 1 1 S 1.500001 5 1.500, s 360000 S S 20-000 1 S 311 0) P, S r. , r. 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N', t,IrJaUUESFHAMF ANDLID) l EA 1 S 3.000.00 1 S 3,000.00 s 8.0 a oco9oo I s 5 75000,5 5 740 C 7 pjSE, Z T 4 INCLUDES FAHE—AND OF I EA 1 s 3000.001 s 3.000.001 s 8.80000 5 E all 000 s 334000 S S [RUCTURE NO 6 EA 1 1 S 3.00100 1 S 300101) Do S 2,100 DO -1 7CO 00 .65 IC A!.'� I F A I S DO S 2- 5000 S 2SO 00 00 5- 1 S 1 00 ;Do 00 S 40000 S .100 00 —61.- -�F VTS OSIT, C2 �005 271200 =S2 S s 1200 '02 S 71200 19 00 S 4 2.000.00 s C�00 00 1 S 70 4,�O- 14.40000 '05 -21- s 00 s i2 600.00 s 80 c) s, 9 CCQ 110 '2'-P', P 1 LF 1 20, S 150.00 1 300000 60 13 00 16 S 0 S 2.72000 i S 1-10 W S 2 4 LID 0� I LF 00 3.600.00 S ILO 00 S 320090 off i40 00 1 S I'D -p - ----- T 171,'E NT T LF EA 219 1 MOO S 3 000,00 41,08500 5 3 000 DO -7-0-0000 1060 s 200000 5O, s 2.000 00 11 S n12 00 1 S 46 4 s 1 47000 1 S 1 0 cw" i H ST;J JAEIN� 7 U EA I S 1 000.Do s 5 96000 0- w I s 2 T, �5c, P�-,p ON 8�in $T t, - -1 s 500000 S 5.000 Go s 5.500.00 I S 510400 s CO T 7- 5.001 S 6.515.(H1 S 2,1 257.50 I S 10 04 1 s +^ 3:�-, X G Y I SB9 S 20900 1 S 11380 00 S :::2 �S�3 -# 27 0, CJ F �7RUCPjPES AD r,'ST� C ��O 7-= ��IAOVE PA LS 1 5 1,000 00 s — s Do 01) SY LS 718 1 S 20 0 s 5,000 s 1436.00 S 00 50 s 4 10 18500 66 Do 3.231 00 S 1 00 S 4.00 S .2 o-1 S7A�jrjl, LS 1 S 2.000 00 s 2000 -S 6.00325 c 1211 10 400 OL, S c CO T.�i'. � F C C rl7a�� LS 1 $ 600 DO I s Soo 4950000 1 S 06 66 1 s 3.260 00 S�3 NTENAN - EA I S 2500001 S 2500 S 2,00000 1 S 2 s 2.10'0.00 2 1 DO -OC -N I s 244.703 I 011 S 3 8= -1 - !'JA T-E R U NE FFE-L TT 1-6 LF 111 2.00;5 23000 1 S 600 1 PaD co IS a,, -s BACKFI.-L . ...... I Cy 25 500 1 S 8—oo—o—o7— s 5 D C', A�.Va% A C S 1 CLASS �-U L I 4 55 300 00.0 S 345000 1.200 00 1 �T 1 S ,Oo wo- S --,6 no -c- -5-187 N 5-- FA f 00 S I.O0000 I s 00 -s- 65, -1 s R p __2 2 2 S 5000 1 S 5000 1 s q 911-11, 000 11-14 �114� �;00 —i-DO S GO . X, S--- -, 10011 S So 00 ic, cl� "V :1 EX 1AP ';C�MPLETE LA I I S 500 DO S 500.00 S -;Do CO S �oo DO i 11 .S s S-F, I LF 1 115 s 1 00 S 1 l". s -�70- 0 S 23 DI I --, 9001 S S ot, S 300 T +I- S 15.000.00 PI-1 A, -,:,0 00 1 P,cl.-,., ,,C,, 2- S 26 7,698,00 s 2S7.00 382.7,53S7 Z, ----------- �FZ/ WILLIAM T. --,31 MESHEK 17353 L Mal : \ \ 2 \ }.\ \ \\ , \ } \ . \ ^i \ \ Please print your name if you desire to address the Council on. an agenda, item. Please note that all presentations are limited to three (3) minutes, enda lte ry s. 7. 8. 9. 10. 11. 12. Vnm` March 4, 2005 Overview 1) ii d Si fo) t Alc 5k 2) Air Quality Modeling Funding — SE 301 — by Sen. Judy Eason McIntyre, D- Tulsa and Rep. Darrell Gilbert, D-Tulsa. ASSIGNED TO SENATE APPROPRIATIONS COMMITTEE. DORMANT. Appropriating monies to Department of Environmental Quality for purpose of developing and conducting air quality monitoring program. Never got a hearing. We knew it was a long shot. I spoke with Sen. Mike Morgan, D-Stillwater, chairman of appropriations. He was sympathetic, but realistic. He told me that he had almost 90 bills on the agenda for the last committee meeting and this wasn't going to be one of 'em. E 3) Allow Counties to Create Alternatives to Incarceration Programs – HE 1242 by Rep. Chris Hastings, R-Tulsa. PASSED OUT OF HOUSE CORRECTIOM AND CRIN41NAL JUSTICE COMMITTEE. AWAITNG FLOOR ACTION. live Expands the Pretrial Release Act by authorizing placement of a monitoring device. Requires payment of supervision fee as a condition of pretrial release. This bill may have some legs! Paul Wilkening worked the capitol with me on the day of the hearing. He even spent time with our author. After lobbying the individual members, the bill passed out of committee with a unanimous v­- and no questions or debate. A few of the members have expressed an interest in bein, a co- author for us, This bill should be heard on the house floor next week. SU M—Ort has been stricken and it's in shell form. N--' 0 cux 6"// T-�t,5 911 Wireless Emer ency Number Act – Amend law to eliminate the statewide uniform ® agreement and require wireless carriers to provide enhanced 911 service with no additional cost to municipalities. The bill to watch is now HB 1751 by Rep. Bill Case, R- j" r ia dr4eYAt Midwest City. This bill would put in place a mechanism for a county by county vote for 'T A I 7,0 an assessment of up to $1.50. It passed out of house Public Safety Committee on a vote of 10 -0. BUT and this is a BIG BUT, the wireless carriers say they have an agreement with the author to strike the title on the floor of the house and to send the bill to conference. for the improvement of property listed on the National Register of Historic Places so that the credit will apply to more rehabilitation projects, - SB 409 by Sen. Jay Paul Gumm, D-Durant, PAS9ED OUT OF SENATE FINANCE COMMITTEE WITH TITLE STRICKEN. AWAITING FLOOR ACTION, T-rom Michael and the city of Tulsa, 7� Le Y 16: Aw '�p d DII Ite 'aye- V-ej-cl C/-6r- EM IL, IN _ ID17 - j►l l TOa RODNEV J. RAY CITY MANAGER FROM- ANA Ca STAG PUBLIC WORDS DIRECTOR SUBJECT- FY 2004 -2005 STREET T FFIC SIGN IMPROVEMENT PR C PROGRESS REPORT (FEBRUARY 2000 DATE- March 4, 2005 <., .1 The Street 'Traffic Sign Improvement Program is part of the City's annual maintenance practices directed to ensure that all traffic signs within the city conform to accepted standards of quality and meet federal traffic control requirements as defined in the Manual on Uniform 'Traffic Control Devices (MUTCD). As part of the program, Public Works Department personnel perform an annual inventory of regulatory, warning, and guide signs to ensure timely and effective response to sign maintenance. The survey revealed seven (7) residential areas with deficient signage. Many of the traffic signs are either missing, illegible, or below desired standards of quality regarding shape, color, dimension, legend, border, and illumination. Consequently, funds were included for systematic replacement of substandard signage. FY 2004 -2005 Street Traffic Sign Improvement Program schedule, scope of work, and estimated cost for each project is as follows (memorandum dated September 20, 2004): Project Location Schedule Scope of Work Replacement Cost Estimate Stop Signs Street Markers Steel Posts Elm Creek Oct 2004 30 52 40 $4,750 Three Lakes Nov 2004 25 32 25 $1,650 Silver Creek Dec 2004 14 26 N/A $ 950 Nottingham Estates Dec 2004 12 24 N/A $ 850 Ator Heights Jan 2005 40 64 40 $2,700 Brentwood Estates Jan 2005 10 26 NIA $ 800 EL Rio Vista I Mar 2005 35 34 15 1 $1,850 FY 20042005 Street Traffic Sign Improvement Program Page 2 of 2 Since October 2004, Street Division personnel have replaced over 120 stops signs and 200 street markers in Elm Creek, Three Lakes, Silver Creek, Nottingham Estates, and Ator Heights. Replacement of signs in Brentwood Estates was delayed by four weeks pending the delivery of new signs. A current progress schedule is shown below: