HomeMy WebLinkAbout2004.01.27_City Council Agenda
PUBLIC NOTICE OF THE MEETING OF THE
OW ASSO CITY COUNCIL
TYPE OF MEETING:
DATE:
TIME:
PLACE:
Special
January 27,2004
6:00 p.m.
Owasso City Hall, Downstairs Conference Room
111 N. Main
Notice and agenda filed in the office of the City Clerk and posted on the City Hall bulletin board
at 4:00 PM on Friday, January 23,2004.
v0
AGENDA
1. Call to Order
Mayor Cochran
2. Discussion on Fahways Drainage Improvements.
Mr. Can
3. Planning Commission applicant interviews.
City Council
The City Council will be conducting interviews in order to fill three (3) vacancies on the
Owasso Planning Commission.
4. Adjournment.
H:\Agendas\Council Work Scssion\O 12704.doc
#2
MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
CITY OF OWASSO
FROM: CHRIS CROSS /J /. ~
PROJECT ENGINEER ~
SUBJECT: FAIRWAYS DRAINAGE IMPROVEMENTS
CHANGE ORDER AND FINAL PAYMENT
DATE: January 14, 2004
BACKGROUND:
This project involves the construction of drainage modifications in the Fairways at Bailey Ranch.
Design was initiated in July 2003 by Atkins-Benham and was fmished in August 2003.
Council awarded the construction contract to Morton Excavating for the amount of$158,714.30
on September 11,2003. Final inspection was conducted on December 4,2003 and all items
identified at the fmal inspection requiring conection to meet city standards have been completed.
The contractor provided a one-year maintenance bond for the work as part of the Contract
Documents.
Progress payments have been made in the amount of $150,778.58. Pay Application No.3 (see
Attachment A) in the amount of$34,027.20 was submitted on January 8,2004 by the contactor
as request for final payment.
CHANGE ORDER:
Construction activities for the project in and around an existing pond revealed some
unforeseeable conditions. Accordingly, extra work was performed to complete the intended
design. These changes resulted in additional costs to the project contract amount. General
Conditions Paragraph 109.04, Extra Work, states the following:
When and as ordered by the Engineer, the Contractor shall do any work or
furnish any materials which cannot reasonably be classified under any of the
items of the contract but which may be found necessary in order to carry out
and complete more :fully the work herein agreed to be done and perfonned.
Change Order No.1 (see Attachment B) in the amount of$3,000.00 provided for construction of
500 linear feet of 6-inch perforated pipe entrenched in washed rock backfill. The underdrain was
required to collect groundwater along the berm and was found to be essential to satisfactorily
complete the contract within its intended scope. This work was performed in the initial stages of
the project as directed by city staff. Council is requested to authorize the extra work at this time.
Page 2
Fairways at Bailey Ranch
Drainage Improvements
Additionally, the contract was awarded as a unit price bid based on the best estimate of required
quantities. It was anticipated that a quantity adjustment be made at final payment to reflect
actual quantities provided. A total unit price adjustment in the amount of$23,091.48 is
requested to adjust pay quantities and provide final payment (see Attachment C).
The total cumulative amount for the change order and quantity adjustments is $26,091.48.
FUNDING SOURCE:
An adjustment in the contract will be required to reflect the following:
Original Contract Amount
Change Order No. 1
Quantity Adjustment
Revised Contract Total
$ 158,714.30
$ 3,000.00
$ 23,091.48
$ 184,805.78
Funds for this project were included in Capital Projects ofthe General Fund and in the
Stormwater Management Fund.
RECOMMENDATION:
Staff recommends Council approval of Change Order Number 1 for the Fairways Drainage
Improvements Project in the amount of $3,000.00, quantity adjustments in the amount of
$23,091.48 (resulting in a revised total contract amount of$184,805.78) and acceptance of the
project with release of retain age and final payment to Morton Excavating in the amount of
$34,027.20.
ATTACHMENTS:
A. Pay Request No.3 - Final
B. Change Order No.1
C. Final Quantity Adjustment
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ATTACHMENT A
APPLICATION AND CERTIFICATE FOR PAYMENT
3
Page One of
TO: (Owner) Ci ty of Owasso
Contract Date: 10-01-0'3
FROM: (Contractor) I'll orton Excavating
P,O, Box 428
Coweta, OK 74429
Application Date: 1-08-04
Period To: 12-31-03
Distribution To:
Owner
Architect
Contractor
Engineer
PRomCT:
CONTRACT FOR:
CONTRACTOR'S APPliCATION FOR PAYMENT
Application is made for payment, as shown below, in connection with the Contract
Continuation sheetis attached.
1. Original Contract Sum $ 158,714-,30
2. Net Change by Change Orders $~ ~OOO. Ot)
30 Contract Sum to Date (Line 1 & 2) $ 158 t 71L)., 30
40 Total Completed & Stored to Date $ 18l!-, 805,78
(Column G on Continuation Sheet)
50 Retainage: a. 0 % of Completed Work -O~
(Column D & E on Continuation Sheet) - FINAL
o of Stored Material -o~
(Column F on Continuation Sheet)
Total Retainage (Line
5b)
o..o~
Total Earned Less Retainage
(Line 4 less Line 5 Total)
$ 181G.805. 78 .~_~_
70 Less Previous Certificates for Payment
$ 1501778.58
0403
AGREEMENT
00300 - Page 8 of 15
8. CURRENT PAYMENT DUE
$ ~Li.027.20
9. Balance to Finish, Plus Retainage
(Line 3 less Line 6)
$ -0-
CHANGE ORDER SlTh1JVlARY:
ADDITIONS
DEDUCTIONS
Change Orders approved in previous
months by Owner
TOTALS $ $
Approved this month
Number $ $
Date Approved
TOTALS $ $
Net Change by Change Orders
The undersigned Contractor certifies that to the best of the Contractor's knowledge, information,
and belief, the work covered by this Application for Payment has been completed in accordance
with the Contract Documents, that all amounts have been paid by the Contractor for work for
which previous Certificates for Payrrient were issued and payments received fTom the Owner,
and that current payment shown herein is now dueo
CONTRACTOR: .0 i A I .
BY:-4lo~~ _ Jan. 8 2004
STATE OF OKLAHOMA )
) SS
COUNTY )
Subscribed and sworn to before me tPls 8
day of
2004
(SEAL)
ANITA K. SANCHEZ
Notary Public - State of Oklahoma
Wagoner County
My Commission Expires Jun. 18, 2005
o [b ~kL\~ /'.
. t~. c Il ~.J._Jfvvt l ~~
Notary Public ~
Anita K. Sanchez
Commission# 01010168
My Commission 3:xpires:
0403
AGREEJ\.1ENT
00300 - Page 9 of 15
I at""'./
ARCmrnCT'S / ENGINEER'S CERTIFICATE FOR PAYMENT
In accordance with the Contract Documents, based on onsite observations 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 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.
AMOUNT CERTIFIED
(Attach explanation if amount certified differs from the amount applied for.)
ARCHITECT / ENGINEER:
By:
Date:
~//~, /
/l4~f"4.
,
This certificate ~s not negotiable. The AMOUNT CERTIFIED is payable only to the Contractor
"named herein. Issuance, payment, and acceptance of payment without prejudice to any rights of
the Owner or Contractor under this Contract.
0403
AGREEl'v1ENT
00300 - Page 10 of 15
ATTACHMENT B
SECTION 00600
CHANGE ORDER
PROJECT:FairwaY'8 at Bailey Ranch
Drainage Improvements
CONTRACT DATE: 10-01-03
CHANGE ORDER NUMBER: 1
DATE: 10-29-03
TO CONTRACTOR: Morton Excavating
CONTRACT FOR: Fairway's at Bailey Ranch
Drainage Improvements
The Contract is changed as follows:
Not valid until signed by the Owner and Contractor
The original Contract Snm was
Net change by previously authorized Change Orders
The Contract Sum prior to this Change Order was
The Contract Sum will be ~ (decreased) (unchanged) by
this Change Order in the amount of
The new Contract Sum including this Change Order will be
The Contract Time will be (increased) (decreased) @1chan:~ecD by
The date of Substantial Completion as of the date of this Change
Order therefore is .li,."I1T . ? 9 1 ? 0 03
$1.58,714.30
$-0-
$1.58,714,30
$ 3,000.00
$161,71L~.30
C -0- ) days.
NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by
Construction Change Directive.
~arton EX08vBtine
CONTRACTOR
OWNER
-
ADDRESS
ADDRESS
~+.2~~~
BY
DATE 10-2 -03
DATE
0403
CHANGE ORDER
00600 - Page 1 of 1
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Estim ed
Desgription
Quantity
Rock Excavation
Mt t
:2 1
-3,750.00
Select Borrow
1,692.00
15,109.56
C Y
7092
1.551,
1,192.00
1,847.60
--------Ernbankments
Solid Slab Sod
Wt
2,568.00 1
3,184.3L2
WIN
�11 (I 0.00j.,
001d�.-
( 800 .
#3
MEMORANDUM
TO: MEMBERS OF THE CITY COUNCIL
CITY OF OW ASSO
FROM: ERIC WILES
COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: APPOINTMENT OF THREE PLANNING COMMISSION MEMBERS
DATE: January 19, 2004
BACKGROUND:
The staff has received letters of resignation frmn three Planning Commissioners, Mr. Dewey
Brown, Mr. Charles Willey, and Mr. Bill Williams. The vacancies left by these three resignations
leave two members on the commission.
In December, the City solicited letters of interest from Owasso citizens who would like to serve
on the Planning Commission, Additionally, the staff took eight names from the City's talent bank
who indicated an interest in the Planning Commission. The staff received conespondence from
five individuals interested in the positions, bringing the total number of interested citizens to
thirteen.
In subsequent communications, the staff discovered that one of the talent bank applicants, Mr.
Jolm Marshall, is ineligible for appointment because he lives outside Owasso City Limits. Another
talent bank applicant, Mr. Bill Roach, would like to be considered in the future but will not be
able to serve during the first few months of this year and has removed himself from consideration.
INTERVIEWS OF INTERESTED PERSONS:
The staff has been directed to prepare interviews of the interested persons for the council to
conduct at a special meeting on January 27th at 6PM at City Hall in the lower level conference
room.
The staff has scheduled eleven interviews Rnd allotted fifteen minutes for each interview. The
staff is providing the council with a list of the interested persons to be interviewed, along with
conespondence they have provided. Also, the stafr has prepared a list of suggested interview
questions, though the council members could certainly ask any questions they might deem
appropriate.
In the attachments, the members are listed in the order that they will appear to be interviewed on
January 2ih. Each person has been assigned a corresponding tab number to make his or her
individual information more accessible.
RECOMMENDATION:
There is no staff recommendation as to who should fill the three vacant Planning Commission
positions, however, the positions should be filled reasonably soon. Two members remain on the
Planning Commission, and as these two do not constitute a quorum, it would serve the City well
to increase their number back to five by the February 9th Planning Commission meeting.
ATTACHMENTS:
1. List of suggested interview questions
2. List of interested citizens
3. Correspondence submitted by interested citizens
10 Questions for Planning Commission Interviews
1. What does planning mean to you?
2. What are your views on the growth of Owasso and what Owasso should be in the
future?
3. Do you have any experience with planning issues?
4. Would your schedule allow you to consistently participate in the public hearings
every month? The Planning Commission meets at 7PM on the Monday following the
fIrst Tuesday of every month.
5. The staff attempts to meet individually with aU members ofthe Planning Commission
on a monthly basis. With your schedule, would such meetings be practical for you?
6. In your opinion, what are the strengths of Ow as so?
7. How do you view Owasso's relationship and role in the Tulsa metropolitan area and
with the broader Green Country region?
8. What do you believe the Planning Commission's role is in the municipal
government?
What is the role of municipal government?
10. The Planning Commission is an advisory board that forwards recommendations to the
City Council. How would you feel if the council went a direction other than what the
planning commission recommended on a specific issue?
PERSONS INTERESTED IN FILLING PLANNING COMMISSION VACANCIES
Persons From the Talent Bank
1. Mr. Albro Daniel
305 South Main
hm: (918) 812-6309, wk: (918) 590-2561
2. Mr. Lephus Brooks
10210 E. 89th Street
hm: (918) 272-8592
3. Mr. Kim Reeve
12503 East 7ih Place North
hm: (918) 272-7217, wk: (918) 835-9588
4. Mr. Duane Coppick
9908 N 114th E Ct.
hm: (918) 272-7502, wk: (918) 906-9739
5. Ms. Jill Endicott
10304 East 91 st Circle North
hm: (918) 272-0427, wk: (918) 491-4261
6. Mr. Erik Miller
7713 North 126th East Avenue
hm: (918) 272-0964, wk: (918) 292-3245
7. Mr. David Vines
71 0 North Atlanta
hm: (918) 272-2750, wk: (918) 371-9000
~t Ms. Marilyn Hinkle
207 W. 16th Street
hm: (918) 272-1354, wk: (800) 446-9550 ext. 301
9. Mr. Kevin Vanover
10808 East 11 ih Street North
hm: (918) 371-5965, wk: (918) 615-7627
10. Mr. Daniel Draper
wk: (918) 582-1173
11. Mr. Rob Malone
8012 North 11Sth East Avenue
hm: (918) 272-291 wk: (918) 272-7757